Post on 29-Jan-2016
description
KANSAS STATE KANSAS STATE UNIVERSITYUNIVERSITY
REVISED BUDGET REVISED BUDGET TRANSFERTRANSFER
PROCEDUREPROCEDURE
Allocated Budget Transfers/Allocated Budget Transfers/Non-Allocated Fund Non-Allocated Fund
TransfersTransfers
TransfersTransfers
Overview of:Overview of: Allocated Budget TransferAllocated Budget Transfer ProcessProcess Non Allocated Funds Transfer ProcessNon Allocated Funds Transfer Process Changes for FY 2008 on the revised formsChanges for FY 2008 on the revised forms
Forms found on the Controller’s Office website - Forms found on the Controller’s Office website - http://www.ksu.edu/controller/eformshttp://www.ksu.edu/controller/eforms/ /
TransfersTransfers
Allocated Budget Transfer FormAllocated Budget Transfer Form Used to transfer budget for allocated fundsUsed to transfer budget for allocated funds
Once completed and approved, the Budget Once completed and approved, the Budget Office checks for accuracy and available Office checks for accuracy and available balancesbalances
Directly uploaded into FIS Directly uploaded into FIS
TransfersTransfers
Non-allocated Funds Transfer FormNon-allocated Funds Transfer Form Used to transfer cash for non-allocated fundsUsed to transfer cash for non-allocated funds
Revenue object codes used are built into the Revenue object codes used are built into the form (R6651 - Increase and R6652 - form (R6651 - Increase and R6652 - Decrease)Decrease)
Rules for Allocated Budget Transfers Rules for Allocated Budget Transfers and Non-allocated Funds Transfersand Non-allocated Funds Transfers
Adequate funds are preferred to be available Adequate funds are preferred to be available before a transfer is processedbefore a transfer is processed
Budget transfers must be made within the Budget transfers must be made within the same fund sourcesame fund source
Required fields: Required fields: • Project, source, object code (multi-segment Project, source, object code (multi-segment
account)account)• Explanation of the transfer Explanation of the transfer • FIS short descriptionFIS short description
TransfersTransfers
Complete an Allocated Budget Transfer Complete an Allocated Budget Transfer or Non-allocated Funds Transfer Formor Non-allocated Funds Transfer Form Go to the Controller’s Office website Go to the Controller’s Office website
http://www.ksu.edu/controller/http://www.ksu.edu/controller/
Next, click on Next, click on E-formsE-forms
Under the Savable Forms subdirectory, select Under the Savable Forms subdirectory, select the Allocated Budget Transfer or Non-the Allocated Budget Transfer or Non-allocated Funds Transferallocated Funds Transfer
TransfersTransfers
Allocated Budget Transfer/Allocated Budget Transfer/Non-Allocated Funds TransferNon-Allocated Funds Transfer
This procedure has been updated for FY 2008. These This procedure has been updated for FY 2008. These changes relate directly to the new options available tochanges relate directly to the new options available to complete these forms. A department has the option to:complete these forms. A department has the option to:
Complete Complete bothboth sides of the form and submit to the sides of the form and submit to the Budget Office for approval.Budget Office for approval.
Complete the Complete the increaseincrease side only side only of the form and route of the form and route the form to another departmentthe form to another department
Complete the Complete the decreasedecrease side onlyside only of the form of the formand route the form to another departmentand route the form to another department
The following Header information will The following Header information will remain the same:remain the same:
Explanation (Required):Explanation (Required): Fill in a brief explanation of Fill in a brief explanation of what and why you are moving budget associated with what and why you are moving budget associated with cash.cash.
FIS Description (Required): FIS Description (Required): Fill in what you want to Fill in what you want to see in FIS for a description of the budget transfer (limit of see in FIS for a description of the budget transfer (limit of 25 characters).25 characters).
Prepared by: Prepared by: E-forms automatically fills in this section.E-forms automatically fills in this section.
Department: Department: The preparer’s department number or The preparer’s department number or department name may be entered in this space. department name may be entered in this space.
Removal from the Header InformationRemoval from the Header Information
Dean/Financial Officier EmailDean/Financial Officier Email – This line will – This line will be deleted from the revised form.be deleted from the revised form.
Copies To:Copies To: - This section will no longer be - This section will no longer be used. Add the person as a Recipient or used. Add the person as a Recipient or Trustee.Trustee.
Revised Header TabRevised Header Tab
WhenWhen completing both sides of the transaction, the completing both sides of the transaction, the increase and decrease fields are both enterable.increase and decrease fields are both enterable.
Revised Header Tab Revised Header Tab
When the increase or decrease side of the transaction is When the increase or decrease side of the transaction is done separately, only the name of the opposite side is done separately, only the name of the opposite side is visible.visible.
Funding TabFunding Tab
The Funding panel shown below also has three listing The Funding panel shown below also has three listing options: both funding sides, the increase side only, or the options: both funding sides, the increase side only, or the decrease side only.decrease side only.
Both funding sidesBoth funding sides
Funding TabFunding Tab
IncreaseIncrease funding and the funding and the decrease decrease funding have funding have both sides visible but only the both sides visible but only the selectedselected typetype ofof fundingfunding is enterable. is enterable.
Funding Tab NotesFunding Tab Notes
Source and Object code are drop-down boxes. Source and Object code are drop-down boxes. Limited items are available for these fields and theyLimited items are available for these fields and they must must be selected from the drop-down lists.be selected from the drop-down lists.
E-forms will verify that the ‘multi-segment account E-forms will verify that the ‘multi-segment account string’ is structurally valid and will then display the string’ is structurally valid and will then display the appropriate line with an ‘Edit’ or ‘Remove’ button. appropriate line with an ‘Edit’ or ‘Remove’ button. The funding may be edited or removed after it is The funding may be edited or removed after it is completedcompleted. . The funding may be edited only up to The funding may be edited only up to point prior to releasing or releasing and approving point prior to releasing or releasing and approving the documentthe document..
Object Code ReviewObject Code Review
Allocated Budget TransferAllocated Budget Transfer B1000 - Classified SalariesB1000 - Classified Salaries B1100 - Unclassified SalariesB1100 - Unclassified Salaries B1200 - Student SalariesB1200 - Student Salaries B2000 - OOE B2000 - OOE
Non-Allocated Budget TransferNon-Allocated Budget Transfer R6651 - Revenue IncreaseR6651 - Revenue Increase R6652 - Revenue DecreaseR6652 - Revenue Decrease (These are built into the form.)(These are built into the form.)
Reference for SourcesReference for Sources
KSU Budget Office WebsiteKSU Budget Office Website http://www.ksu.edu/budget/transfers.htmhttp://www.ksu.edu/budget/transfers.htm
FIS INFORMATIONFIS INFORMATION
Allocated FundsAllocated Funds (PDF (PDF) ) Non-Allocated FundsNon-Allocated Funds (PDF) (PDF)
TrusteesTrustees
If you have position trustees, they will appear on the If you have position trustees, they will appear on the listing belowlisting below
If no trustee is showing, select the add trustee buttonIf no trustee is showing, select the add trustee button Contact the Controller’s Office, Systems Division, for Contact the Controller’s Office, Systems Division, for
questions regarding this processquestions regarding this process
•
Trustees PanelTrustees Panel
The trustee panel will be used to approve the The trustee panel will be used to approve the Allocated Budget Transfer/Non-Allocated Funds Allocated Budget Transfer/Non-Allocated Funds Transfer when the increase side or the decrease Transfer when the increase side or the decrease side of the form is completed. side of the form is completed.
If an employee approves transfers, their name If an employee approves transfers, their name needs to be added as a trustee. If someone else needs to be added as a trustee. If someone else approves the transfers, please add their name as a approves the transfers, please add their name as a trustee, therefore, they will receive notification of trustee, therefore, they will receive notification of the transfer by email.the transfer by email.
Adding the RecipientAdding the Recipient
When the increase side or decrease side of the form isWhen the increase side or decrease side of the form isused by another department, add the recipient to ensureused by another department, add the recipient to ensurethe form is routed properly.the form is routed properly.
TransfersTransfers Final Form (Document Actions):Final Form (Document Actions):
Select “Select “view form”view form” to view the form for a final check to view the form for a final check and print it for your recordsand print it for your records
If you have Departmental approval authority you can If you have Departmental approval authority you can click on the ‘Release and Approve’ button. This will click on the ‘Release and Approve’ button. This will release the document to the Budget Officerelease the document to the Budget Office
If you do not have approval authority, you must release If you do not have approval authority, you must release the document to an Approverthe document to an Approver
TransfersTransfers An email form will be shown where you can add other recipients and An email form will be shown where you can add other recipients and
any other message you require.any other message you require.
The email is usually sent to anyone who has approver/trustee The email is usually sent to anyone who has approver/trustee authority. authority.
A similar email is sent to the recipient.A similar email is sent to the recipient.
Approver (other than self)Approver (other than self) Receives an E-mail notice that a transfer is waiting for Receives an E-mail notice that a transfer is waiting for approval. The approver must enter e-forms, form status, approval. The approver must enter e-forms, form status, and then pending approval. See belowand then pending approval. See below::
RecipientRecipient Receives an E-mail notice that a transfer is waiting for their Receives an E-mail notice that a transfer is waiting for their action. The recipient must enter e-forms, form status, and action. The recipient must enter e-forms, form status, and then awaiting reciprocation. See belowthen awaiting reciprocation. See below::
TransfersTransfers
When the form is complete, a copy may be When the form is complete, a copy may be printed for your recordsprinted for your records
Note the transfer number for referenceNote the transfer number for reference
Releasing and approving the form will Releasing and approving the form will send the transfer to the Budget Officesend the transfer to the Budget Office
TransfersTransfers
If a budget transfer is submitted by a If a budget transfer is submitted by a college/department and then found later to college/department and then found later to be in error before it is processed in FIS, it be in error before it is processed in FIS, it can be rejected and sent back to the can be rejected and sent back to the person who prepared it for correction and person who prepared it for correction and re-submissionre-submission
TransfersTransfers
When the electronic form is received by the When the electronic form is received by the Budget Office, the form will be processed within Budget Office, the form will be processed within three working days.three working days.
The electronic signature from the approving The electronic signature from the approving party will be used as an official signature. party will be used as an official signature. Therefore, the Budget Office will Therefore, the Budget Office will no longer no longer requirerequire a hard copy of the budget transfer. a hard copy of the budget transfer. However, each college or department may However, each college or department may require a hard copy of the budget transfer require a hard copy of the budget transfer document for internal approval procedures.document for internal approval procedures.
Transfer TipsTransfer Tips Contact other departments whose FIS projects are Contact other departments whose FIS projects are
involved in the budget transfer if your department has involved in the budget transfer if your department has elected to complete both sides of the form. It may be elected to complete both sides of the form. It may be helpful to send them the document number so they are helpful to send them the document number so they are able to access the documentable to access the document
E-forms will send an email with the document number E-forms will send an email with the document number automatically if a one-sided form is being completed.automatically if a one-sided form is being completed.
Please remember that when a budget transfer is Please remember that when a budget transfer is submitted to the Budget Office, it is considered by submitted to the Budget Office, it is considered by the Budget Office to be approvedthe Budget Office to be approved
Transfer TipsTransfer Tips The approval process for colleges and departments may The approval process for colleges and departments may
vary based on who is selected as the “trustee” to vary based on who is selected as the “trustee” to approve budget transfers. Some colleges/departments approve budget transfers. Some colleges/departments prefer their financial officer to approve these documents prefer their financial officer to approve these documents while others have administrative officers and while others have administrative officers and accountants approve the documentsaccountants approve the documents
Follow up with your transfer and make certain it was Follow up with your transfer and make certain it was entered correctly into FIS.entered correctly into FIS.
Please remember that when a budget transfer is Please remember that when a budget transfer is submitted to the Budget Office, it is considered by submitted to the Budget Office, it is considered by the Budget Office to be approvedthe Budget Office to be approved