Related Budget Entries Reminders

For transfer entries:

  • The description field for every sequence of the JV must include the offset index and account code as the first set of characters in the field.
  • All entries must be simple and not compound.
  • Required document text must be provided.

In general:

  • Funding to be moved must be budgeted.
  • If not included in original budget, prepare needed budget entries at the same time as the actual allocation or transfer entry.
  • To budget reserves usage, account code 1901 must be used.
  • Only that portion of the actual Reserves that you are anticipating spending in the current fiscal year is budgeted in account code 1901.
  • Negative reserves must also be addressed in the budget using 1901 and will reduce the total budgeted revenue and expense.
  • Account codes 1900 or 1903 can not be used in budget entries.
  • Use rule class code BD4 for reserves and allocation budget entries.
  • Use rule class code BDT for transfer budget entries.
  • Use report FNRMBTA (Main/Branch Campuses) or FORITAH (Health Sciences Campus) in MyReports to determine the correct budget entry for transfers and allocations. Note: The default expense account in these reports is 8060. Use the correct expense account(s).

FORITAH - Health Sciences Transfer Allocation MyReport report:

This report will assist you in determining the type of entry needed, allocation or transfer.  This report is essential because it gives you the description that is required for transfer entries.  It will show you what index/account to use for both actual dollars and budget.  It will tell you whether the entry should be a transfer or allocation entry, or if the entry is not allowed.  It is located in folder F HSC Reports in your MyReports Directory. 

FNRMBTA - Main/Branch Campuses Transfer Allocation MyReport report:

This report will assist you in determining the type of entry needed, allocation or transfer.  This report is essential because it gives you the description that is required for transfer entries.  It will show you what index/account to use for both actual dollars and budget.  It will tell you whether the entry should be a transfer or allocation entry, or if the entry is not allowed.  It is located in folder F All Campus Reports in your MyReports Directory.