KANSAS STATE UNIVERSITY REVISED BUDGET TRANSFER PROCEDURE

Allocated Budget Transfers/ Non-Allocated Fund Transfers

Transfers Overview of: Allocated Budget Transfer Process Non Allocated Funds Transfer Process Changes for FY 2008 on the revised forms Forms found on the Controller’s Office website - http://www.ksu.edu/controller/eforms/

Transfers Allocated Budget Transfer Form Used to transfer budget for allocated funds Once completed and approved, the Budget Office checks for accuracy and available balances Directly uploaded into FIS

Transfers Non-allocated Funds Transfer Form Used to transfer cash for non-allocated funds Revenue object codes used are built into the form (R6651 - Increase and R6652 - Decrease)

Rules for Allocated Budget Transfers and Non-allocated Funds Transfers Adequate funds are preferred to be available before a transfer is processed Budget transfers must be made within the same fund source Required fields: Project, source, object code (multi-segment account) Explanation of the transfer FIS short description

Transfers Complete an Allocated Budget Transfer or Non-allocated Funds Transfer Form Go to the Controller’s Office website http://www.ksu.edu/controller/ Next, click on E-forms Under the Savable Forms subdirectory, select the Allocated Budget Transfer or Non-allocated Funds Transfer

Transfers

Allocated Budget Transfer/ Non-Allocated Funds Transfer This procedure has been updated for FY 2008. These changes relate directly to the new options available to complete these forms. A department has the option to: Complete both sides of the form and submit to the Budget Office for approval. Complete the increase side only of the form and route the form to another department Complete the decrease side only of the form and route the form to another department

The following Header information will remain the same: Explanation (Required): Fill in a brief explanation of what and why you are moving budget associated with cash. FIS Description (Required): Fill in what you want to see in FIS for a description of the budget transfer (limit of 25 characters). Prepared by: E-forms automatically fills in this section. Department: The preparer’s department number or department name may be entered in this space.

Removal from the Header Information Dean/Financial Officier Email – This line will be deleted from the revised form. Copies To: - This section will no longer be used. Add the person as a Recipient or Trustee.

Revised Header Tab When completing both sides of the transaction, the increase and decrease fields are both enterable.

Revised Header Tab When the increase or decrease side of the transaction is done separately, only the name of the opposite side is visible.

Funding Tab The Funding panel shown below also has three listing options: both funding sides, the increase side only, or the decrease side only. Both funding sides

Funding Tab Increase funding and the decrease funding have both sides visible but only the selected type of funding is enterable.

Funding Tab Notes Source and Object code are drop-down boxes. Limited items are available for these fields and they must be selected from the drop-down lists. E-forms will verify that the ‘multi-segment account string’ is structurally valid and will then display the appropriate line with an ‘Edit’ or ‘Remove’ button. The funding may be edited or removed after it is completed. The funding may be edited only up to point prior to releasing or releasing and approving the document.

Object Code Review Allocated Budget Transfer B1000 - Classified Salaries B1100 - Unclassified Salaries B1200 - Student Salaries B2000 - OOE Non-Allocated Budget Transfer R6651 - Revenue Increase R6652 - Revenue Decrease (These are built into the form.)

Reference for Sources KSU Budget Office Website FIS INFORMATION http://www.ksu.edu/budget/transfers.htm FIS INFORMATION Allocated Funds (PDF) Non-Allocated Funds (PDF)

Trustees If you have position trustees, they will appear on the listing below If no trustee is showing, select the add trustee button Contact the Controller’s Office, Systems Division, for questions regarding this process

Trustees Panel The trustee panel will be used to approve the Allocated Budget Transfer/Non-Allocated Funds Transfer when the increase side or the decrease side of the form is completed. If an employee approves transfers, their name needs to be added as a trustee. If someone else approves the transfers, please add their name as a trustee, therefore, they will receive notification of the transfer by email.

Adding the Recipient When the increase side or decrease side of the form is used by another department, add the recipient to ensure the form is routed properly.

Transfers Final Form (Document Actions): Select “view form” to view the form for a final check and print it for your records If you have Departmental approval authority you can click on the ‘Release and Approve’ button. This will release the document to the Budget Office If you do not have approval authority, you must release the document to an Approver

Transfers An email form will be shown where you can add other recipients and any other message you require. The email is usually sent to anyone who has approver/trustee authority. A similar email is sent to the recipient.

Approver (other than self) Receives an E-mail notice that a transfer is waiting for approval. The approver must enter e-forms, form status, and then pending approval. See below:

Recipient Receives an E-mail notice that a transfer is waiting for their action. The recipient must enter e-forms, form status, and then awaiting reciprocation. See below:

Transfers When the form is complete, a copy may be printed for your records Note the transfer number for reference Releasing and approving the form will send the transfer to the Budget Office

Transfers If a budget transfer is submitted by a college/department and then found later to be in error before it is processed in FIS, it can be rejected and sent back to the person who prepared it for correction and re-submission

Transfers When the electronic form is received by the Budget Office, the form will be processed within three working days. The electronic signature from the approving party will be used as an official signature. Therefore, the Budget Office will no longer require a hard copy of the budget transfer. However, each college or department may require a hard copy of the budget transfer document for internal approval procedures.

Transfer Tips Contact other departments whose FIS projects are involved in the budget transfer if your department has elected to complete both sides of the form. It may be helpful to send them the document number so they are able to access the document E-forms will send an email with the document number automatically if a one-sided form is being completed. Please remember that when a budget transfer is submitted to the Budget Office, it is considered by the Budget Office to be approved

Transfer Tips The approval process for colleges and departments may vary based on who is selected as the “trustee” to approve budget transfers. Some colleges/departments prefer their financial officer to approve these documents while others have administrative officers and accountants approve the documents Follow up with your transfer and make certain it was entered correctly into FIS. Please remember that when a budget transfer is submitted to the Budget Office, it is considered by the Budget Office to be approved