3. What is a Budget Transfer? A budget transfer increases or decreases the available budget balance in the current fiscal year. Usually, budget is reallocated for future purchases, and/or cover negative balances.

4. To view available balance, see FGIBAVL – Budget Availability Status FGIBAVL Purpose: ▪Budget Checking – Includes reserve items such as requisitions in‐process and completed requisition in the approval process as part of Commitments. FOAP

5. Is there a form to request a Budget Transfer? Yes, the Request for Budget Transfer Form is B0-3500. You can find a revised form at http://finance.southtexascollege.edu/businessoffice/forms.html http://finance.southtexascollege.edu/businessoffice/forms.html under the budget link

6. Budget Transfer Form Requirements: -Organization Name (As it pertains to the division/department). - (Where funds are coming from, i.e., State, Federal, Scholarships, etc.). Budget transfers between different fund codes are not allowed due to fund type restrictions. Example of some fund codes: Auxiliary – 3XXXXX Unrestricted – 1XXXXX Fund Code

7. - (Identifies a unit of budgetary responsibility and/or departments within an institution who is responsible for fund. Examples of some organization codes: Auxiliary – AXXXXX Restricted – RXXXXX Organization Code

8. - (What funds are used for). Use the budget pool account codes. 710000Direct Expenditures (Operating) 730000Travel Expenditures 740000Capital Expenditures 770000Construction Note – Account classification codes (i.e. 710014 office supplies, 710016 computer supplies, 710006 promo items, etc.) are used when preparing requisitions. Account Code

9. - Increase/Decrease Amount (Reallocate budget for future purchases and/or cover negative balances). -Justification (Brief and clear explanation of reason for the departmental budget transfer). -Approval Review Signatures Extra note to know: - (Why funds are used) Examples of program codes include Academic Support, Student Services, Instruction, etc. Extra note to know: - (Why funds are used) Examples of program codes include Academic Support, Student Services, Instruction, etc. Program Code

10. Budget Category Financial Manager(s) Appropriate Vice PresidentPresident Salaries and Benefits Increase to College BudgetNot Allowed Decrease to College BudgetNot Allowed Direct Expenditures and Travel Increase to Organization BudgetRequired $1,000 or more Decrease to Organization BudgetRequired $1,000 or more Capital Increase to Organization BudgetRequired $1,000 or more Decrease to Organization BudgetRequired Example of Budget Approval Types and Signatures The following table outlines allowed usage and the corresponding signatures required. All transfers must be within the same fund code (except for restricted and plant funds).

11. To check if your budget transfer request has been processed, see FGIBDST – Organization Budget Status FGIBDST Purpose: ▪Review budget for all posted items. Items in reserve are not included as part of Commitments. -Place your cursor on the organization pool account

12. FGIBDST Continued -Click on Options icon/drop down menu -Click on Transaction Detail Information -BD01 is original Budget -BD02 is a budget adjustment

13. General Rule of Thumb: Budget Transfers are recorded within the: 1. Same fund, 2.Same/different organization, 3.Same/different account code. 4.Increase/decrease amount always offset. General Rule of Thumb: Budget Transfers are recorded within the: 1. Same fund, 2.Same/different organization, 3.Same/different account code. 4.Increase/decrease amount always offset.

14. 5. When preparing a Request for Budget Transfer Form or initiating requisitions, the main idea we want to put across is that: 1. expenses should be properly categorized and charged against the correct organization (department), and 2. the account charged should not be determined by where the funds are available.

15. Note: -Transfer requests should be properly completed prior to review and consideration of approval. -Handwritten, faxed, scanned, incomplete, or altered budget transfer forms are not allowed and will be disapproved.