Budget Entries

• Budget entries must be in whole dollars. No cents.
• The index “giving” the funds [this debit entry is put into the Journal entry with a negative sign; the budget is going down for this account] must have enough money to cover the entry. [i.e., if the current budget is $9,000, and actual expenses are $500 and there is a $1,500 encumbrance, there is only $7,000 left ($9,000-$500-$1,500=$7,000) and only $7,000 may be moved].
• REMEMBER: If you move funding out of (or into) an index, you must also move the same amount of expense out of (or into) the index. The budget must stay in balance.
• In the case of Reserves amounts, use account code 1901 and rule class BD4 to move funding from one index to another. If you wish to spend unbudgeted reserves money that is sitting in 1900, you must budget the use of funding in account code 1901. Refer to your MyReports report for how much use of reserves is currently budgeted.
• In the case of Allocation amounts which use 16xx account codes, use the SAME account code with a BD4 rule class code to move enough budget to cover the entry. You wish to move $3,000 of prior year actual expenses into the index as an allocation entry. You still anticipate the originally budgeted $2,000 in expense will occur later in the year.

You MUST move $1,000 of budget money to cover the $3,000 in expenses you are moving. The $1,000 added to the existing $2,000 will equal the $3,000 you are moving in. You SHOULD move $3,000 of budget money to cover the entire $3,000 of expense, and allow the current $2,000 budget amount to remain.  This will cover the $2,000 of expenses expected later in the year.

• In the case of Transfer amounts that use account codes 11xx to 12xx, use the appropriate account code with a BDT rule class code to move enough budget to cover the entry. Use the FORITAH report to determine how to put in your budget entry.
• The deadline for all budget entries related to transfers is about March 31st

Example 1:

A Department has an actual reserves in a Public Service index of $25,000. They intend to spend $15,000 of the balance in the current fiscal year.

The budget entry, using the BD4 Rule Class Code, would be completed as follows:

Example 2:

A Department has a negative actual reserves in a Public Service index of -$15,000. They plan on making up $5,000 of that deficit during the current fiscal year.

The budget entry, using the BD4 Rule Class Code, would be completed as follows: