1. Upcoming Mainframe Changes & Important Rules to Remember

2. Important Rules to Remember Processing Rules for Budget Transfers: 1. Full-time GL Codes: These are restricted GL Codes and cannot be used by Campus Budget Manager. (51000, 51100, 51200, 52001, 52002, 52003, 52004, 52005, 52300, 53000, 53300, 54000). 2. Pool GL Codes: Do not process any budget transfers using the pool GL codes (50000,60000,70000). All transactions should be processed to/from the specific GL Code(s) with an assigned budget. If any transactions are created using the pool GL Codes, they will be rejected by the Budget Department. 3. Negative Balance: Do not decrease a Budget Transfer from a GL Code that does not have a budget, because this creates a Negative Budget. Any transaction of this type will be rejected by the Budget Department. 2

3. Types of Budget Transfers (FUND 1) Knowing the difference between each BT type: TP-REALL – Temporary Reallocation (same GL Code group) PM-REALL – Permanent Reallocation (the funds are permanently moved and carried forward over to the next fiscal year). TP-AMEND – Temporary Amendment (different GL Code group) PM-AMEND – Permanent Amendment (the funds are permanently moved and carried forward over to the next fiscal year). ORIGINAL – Original Budget (used only by the Budget Department) TP-ORIG – Original Budget for current year only (used only by the Budget Department) 3

4. Budget Transfers (FUND 1) Definitions What BT type should I use?: TP-REALL and PM-REALL BTs: Used when transferring between same GL Groups. Ex. 60501 to 60502 or 57000 to 53100. These type of transactions will post directly to the general ledger unless over $5,000. BTs over $5,000 will go for approval to the Dean of Admin. for Campus accounts or the Division Head for District accounts. TP-AMEND and PM-AMEND BTs: U sed when transferring between different GL Groups. Ex. 64501 to 57000 or 70601 to 65501. These type of transactions will go to Budget for approval and posting to the general ledger unless over $5,000. BTs over $5,000 will go for approval to the Dean of Admin. for Campus accounts or the Division Head for District accounts, and then to Budget for final approval and posting to the general ledger. 4

5. Types of Budget Transfers (FUND 1) What BT type should I use? (Cont.): TP-REALL, PM-REALL, TP-AMEND and PM-AMEND BTs: Used when transferring outside the Budget Managers GL Groups. Ex. English Dept. to Mathematics Dept. or among different Campus/District Area. In these types of transactions the Budget Manager enters and electronically approves the transaction; the transfer is sent to the approval queue of the Budget Manager of the other user group for approval. After this is approved the BT will go to Budget for final approval and then it will post to the general ledger, unless over $5,000. BTs over $5,000 will go for approval to the Dean of Admin. for Campus accounts or the Division Head for District accounts, and then it will go to Budget for final approval and posting to the general ledger. 5

6. Mainframe Changes Browse Posted Budget Transfer s for a User Browse Unposted Budget Transfers for a User Information Displayed Calendar Period Transaction Type (BT) Journal Number Total Number of Lines Total Debit & Total Credit Status (Approval Path) Posted Date Actions Display Budget Transfer Display Approval Path Display Notes Information Displayed Calendar Period Transaction Type (BT) Journal Number Total Number of Lines Total Debit & Total Credit Status (Approval Path) Responsible User Actions Display Budget Transfer Display Approval Path Display Notes For Odyssey Approvers

7. Browsing for Unposted/Posted BT Journals Path: CM CB BT BU CM CB BT BP 7

8. Browse Unposted BT Journals - Path: CM CB BT BU 8

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10. Browse Posted BT Journals - Path: CM CB BT BP 10

11. Browse Unposted BT Journals - Path: CM CB BT BP 11

12. Browse Unposted BT Journals - Path: CM CB BT BP 12

13. Budget Department Contact Information 13 Margarita Leal, ext. 7-0369 Candy Villagra, ext. 7-0370 Olga Morey, ext. 7-0396 Yadira Codina, ext. 7-0373 M.J. Mitzenmacher, ext. 7-0397 THANK YOU