KANSAS STATE KANSAS STATE UNIVERSITYUNIVERSITY

REVISED BUDGET REVISED BUDGET TRANSFERTRANSFER

PROCEDUREPROCEDURE

Allocated Budget Transfers/Allocated Budget Transfers/Non-Allocated Fund Non-Allocated Fund

TransfersTransfers

TransfersTransfers

Overview of:Overview of: Allocated Budget TransferAllocated Budget Transfer ProcessProcess Non Allocated Funds Transfer ProcessNon Allocated Funds Transfer Process Changes for FY 2008 on the revised formsChanges for FY 2008 on the revised forms

Forms found on the Controller’s Office website - Forms found on the Controller’s Office website - http://www.ksu.edu/controller/eformshttp://www.ksu.edu/controller/eforms/ /

TransfersTransfers

Allocated Budget Transfer FormAllocated Budget Transfer Form Used to transfer budget for allocated fundsUsed to transfer budget for allocated funds

Once completed and approved, the Budget Once completed and approved, the Budget Office checks for accuracy and available Office checks for accuracy and available balancesbalances

Directly uploaded into FIS Directly uploaded into FIS

TransfersTransfers

Non-allocated Funds Transfer FormNon-allocated Funds Transfer Form Used to transfer cash for non-allocated fundsUsed to transfer cash for non-allocated funds

Revenue object codes used are built into the Revenue object codes used are built into the form (R6651 - Increase and R6652 - form (R6651 - Increase and R6652 - Decrease)Decrease)

Rules for Allocated Budget Transfers Rules for Allocated Budget Transfers and Non-allocated Funds Transfersand Non-allocated Funds Transfers

Adequate funds are preferred to be available Adequate funds are preferred to be available before a transfer is processedbefore a transfer is processed

Budget transfers must be made within the Budget transfers must be made within the same fund sourcesame fund source

Required fields: Required fields: • Project, source, object code (multi-segment Project, source, object code (multi-segment

account)account)• Explanation of the transfer Explanation of the transfer • FIS short descriptionFIS short description

TransfersTransfers

Complete an Allocated Budget Transfer Complete an Allocated Budget Transfer or Non-allocated Funds Transfer Formor Non-allocated Funds Transfer Form Go to the Controller’s Office website Go to the Controller’s Office website

http://www.ksu.edu/controller/http://www.ksu.edu/controller/

Next, click on Next, click on E-formsE-forms

Under the Savable Forms subdirectory, select Under the Savable Forms subdirectory, select the Allocated Budget Transfer or Non-the Allocated Budget Transfer or Non-allocated Funds Transferallocated Funds Transfer

TransfersTransfers

Allocated Budget Transfer/Allocated Budget Transfer/Non-Allocated Funds TransferNon-Allocated Funds Transfer

This procedure has been updated for FY 2008. These This procedure has been updated for FY 2008. These changes relate directly to the new options available tochanges relate directly to the new options available to complete these forms. A department has the option to:complete these forms. A department has the option to:

Complete Complete bothboth sides of the form and submit to the sides of the form and submit to the Budget Office for approval.Budget Office for approval.

Complete the Complete the increaseincrease side only side only of the form and route of the form and route the form to another departmentthe form to another department

Complete the Complete the decreasedecrease side onlyside only of the form of the formand route the form to another departmentand route the form to another department

The following Header information will The following Header information will remain the same:remain the same:

Explanation (Required):Explanation (Required): Fill in a brief explanation of Fill in a brief explanation of what and why you are moving budget associated with what and why you are moving budget associated with cash.cash.

FIS Description (Required): FIS Description (Required): Fill in what you want to Fill in what you want to see in FIS for a description of the budget transfer (limit of see in FIS for a description of the budget transfer (limit of 25 characters).25 characters).

Prepared by: Prepared by: E-forms automatically fills in this section.E-forms automatically fills in this section.

Department: Department: The preparer’s department number or The preparer’s department number or department name may be entered in this space. department name may be entered in this space.

Removal from the Header InformationRemoval from the Header Information

Dean/Financial Officier EmailDean/Financial Officier Email – This line will – This line will be deleted from the revised form.be deleted from the revised form.

Copies To:Copies To: - This section will no longer be - This section will no longer be used. Add the person as a Recipient or used. Add the person as a Recipient or Trustee.Trustee.

Revised Header TabRevised Header Tab

WhenWhen completing both sides of the transaction, the completing both sides of the transaction, the increase and decrease fields are both enterable.increase and decrease fields are both enterable.

Revised Header Tab Revised Header Tab

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

Funding TabFunding Tab

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

Both funding sidesBoth funding sides

Funding TabFunding Tab

IncreaseIncrease funding and the funding and the decrease decrease funding have funding have both sides visible but only the both sides visible but only the selectedselected typetype ofof fundingfunding is enterable. is enterable.

Funding Tab NotesFunding Tab Notes

Source and Object code are drop-down boxes. Source and Object code are drop-down boxes. Limited items are available for these fields and theyLimited items are available for these fields and they must must be selected from the drop-down lists.be selected from the drop-down lists.

E-forms will verify that the ‘multi-segment account E-forms will verify that the ‘multi-segment account string’ is structurally valid and will then display the string’ is structurally valid and will then display the appropriate line with an ‘Edit’ or ‘Remove’ button. appropriate line with an ‘Edit’ or ‘Remove’ button. The funding may be edited or removed after it is The funding may be edited or removed after it is completedcompleted. . The funding may be edited only up to The funding may be edited only up to point prior to releasing or releasing and approving point prior to releasing or releasing and approving the documentthe document..

Object Code ReviewObject Code Review

Allocated Budget TransferAllocated Budget Transfer B1000 - Classified SalariesB1000 - Classified Salaries B1100 - Unclassified SalariesB1100 - Unclassified Salaries B1200 - Student SalariesB1200 - Student Salaries B2000 - OOE B2000 - OOE

Non-Allocated Budget TransferNon-Allocated Budget Transfer R6651 - Revenue IncreaseR6651 - Revenue Increase R6652 - Revenue DecreaseR6652 - Revenue Decrease (These are built into the form.)(These are built into the form.)

Reference for SourcesReference for Sources

KSU Budget Office WebsiteKSU Budget Office Website http://www.ksu.edu/budget/transfers.htmhttp://www.ksu.edu/budget/transfers.htm

FIS INFORMATIONFIS INFORMATION

Allocated FundsAllocated Funds (PDF (PDF) ) Non-Allocated FundsNon-Allocated Funds (PDF) (PDF)

TrusteesTrustees

If you have position trustees, they will appear on the If you have position trustees, they will appear on the listing belowlisting below

If no trustee is showing, select the add trustee buttonIf no trustee is showing, select the add trustee button Contact the Controller’s Office, Systems Division, for Contact the Controller’s Office, Systems Division, for

questions regarding this processquestions regarding this process

•

Trustees PanelTrustees Panel

The trustee panel will be used to approve the The trustee panel will be used to approve the Allocated Budget Transfer/Non-Allocated Funds Allocated Budget Transfer/Non-Allocated Funds Transfer when the increase side or the decrease Transfer when the increase side or the decrease side of the form is completed. side of the form is completed.

If an employee approves transfers, their name If an employee approves transfers, their name needs to be added as a trustee. If someone else needs to be added as a trustee. If someone else approves the transfers, please add their name as a approves the transfers, please add their name as a trustee, therefore, they will receive notification of trustee, therefore, they will receive notification of the transfer by email.the transfer by email.

Adding the RecipientAdding the Recipient

When the increase side or decrease side of the form isWhen the increase side or decrease side of the form isused by another department, add the recipient to ensureused by another department, add the recipient to ensurethe form is routed properly.the form is routed properly.

TransfersTransfers Final Form (Document Actions):Final Form (Document Actions):

Select “Select “view form”view form” to view the form for a final check to view the form for a final check and print it for your recordsand print it for your records

If you have Departmental approval authority you can If you have Departmental approval authority you can click on the ‘Release and Approve’ button. This will click on the ‘Release and Approve’ button. This will release the document to the Budget Officerelease the document to the Budget Office

If you do not have approval authority, you must release If you do not have approval authority, you must release the document to an Approverthe document to an Approver

TransfersTransfers An email form will be shown where you can add other recipients and An email form will be shown where you can add other recipients and

any other message you require.any other message you require.

The email is usually sent to anyone who has approver/trustee The email is usually sent to anyone who has approver/trustee authority. authority.

A similar email is sent to the recipient.A similar email is sent to the recipient.

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

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

TransfersTransfers

When the form is complete, a copy may be When the form is complete, a copy may be printed for your recordsprinted for your records

Note the transfer number for referenceNote the transfer number for reference

Releasing and approving the form will Releasing and approving the form will send the transfer to the Budget Officesend the transfer to the Budget Office

TransfersTransfers

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

TransfersTransfers

When the electronic form is received by the When the electronic form is received by the Budget Office, the form will be processed within Budget Office, the form will be processed within three working days.three working days.

The electronic signature from the approving The electronic signature from the approving party will be used as an official signature. party will be used as an official signature. Therefore, the Budget Office will Therefore, the Budget Office will no longer no longer requirerequire a hard copy of the budget transfer. a hard copy of the budget transfer. However, each college or department may However, each college or department may require a hard copy of the budget transfer require a hard copy of the budget transfer document for internal approval procedures.document for internal approval procedures.

Transfer TipsTransfer Tips Contact other departments whose FIS projects are Contact other departments whose FIS projects are

involved in the budget transfer if your department has involved in the budget transfer if your department has elected to complete both sides of the form. It may be elected to complete both sides of the form. It may be helpful to send them the document number so they are helpful to send them the document number so they are able to access the documentable to access the document

E-forms will send an email with the document number E-forms will send an email with the document number automatically if a one-sided form is being completed.automatically if a one-sided form is being completed.

Please remember that when a budget transfer is Please remember that when a budget transfer is submitted to the Budget Office, it is considered by submitted to the Budget Office, it is considered by the Budget Office to be approvedthe Budget Office to be approved

Transfer TipsTransfer Tips The approval process for colleges and departments may The approval process for colleges and departments may

vary based on who is selected as the “trustee” to vary based on who is selected as the “trustee” to approve budget transfers. Some colleges/departments approve budget transfers. Some colleges/departments prefer their financial officer to approve these documents prefer their financial officer to approve these documents while others have administrative officers and while others have administrative officers and accountants approve the documentsaccountants approve the documents

Follow up with your transfer and make certain it was Follow up with your transfer and make certain it was entered correctly into FIS.entered correctly into FIS.

Please remember that when a budget transfer is Please remember that when a budget transfer is submitted to the Budget Office, it is considered by submitted to the Budget Office, it is considered by the Budget Office to be approvedthe Budget Office to be approved