Budget Transfer Training: Salary

Transcription

1 Budget Transfer Training: Salary 1

2 Purpose of this Video To understand what a budget transfer (BT) is and how to accurately submit a salary budget transfer

3 Summary of Required Skills Understanding account code structure Cayenta: Access Ability to run reports Additional Resources: Financial Services Manual (FSM) Training videos on Budget Office website Training videos from DoTS

4 What is a salary BT? A budget transfer is used to move budgeted dollars and corresponding FTE (full-time equivalent) from one account to another

5 When do you do a BT? Budget Transfers are used when you need to reallocate budget from one account to another Examples: You re hiring a new 2 nd grade teacher that you did not budget for this school year You are increasing a 0.5 FTE Office Manager to a 1.0 FTE

6 How is a BT different from a Journal Entry (JE)? A BT moves budgeted dollars from one account to another prior to an expense being incurred VS. A JE moves an expense from one account to another that has already occurred in Cayenta

7 How to prepare for a salary BT Determine if a budget transfer needs to occur Consult with your principal and/or financial partner Determine account number you are moving budget and FTE From Found on the Drill Down tab on your monthly Remaining Balance Report or Monthly Trial Balance Determine account number you are moving budget To Found on remaining balance report or Monthly trial balance Ensure the account you are moving budget and FTE To is set up by performing a DAC inquiry in Cayenta Should show active If the account is not active, please contact your Financial Partner Ensure the account you are moving budget From has adequate budget

8 Budget Transfer Form - Dollars ACCOUNT NUMBER Cayenta Format DESCRIPTION (Include Job Code, FTE or Hours if Salary Related) PERIOD AMOUNT From (-) From TRANSFER NEW ELA E TEACHER - $ From To TRANSFER NEW ELA E TEACHER - $ To TRANSFER NEW ELA E TEACHER - $ To Total Debits = $65, Total Credits = $65,944.00

9 Budget Transfer Form FTE s ACCOUNT NUMBER Cayenta Format DESCRIPTION (Include Job Code, FTE or Hours if Salary Related) PERIOD AMOUNT From (-) From TRANSFER NEW ELA E TEACHER - FTE From To TRANSFER NEW ELA E TEACHER - FTE To Total Debits = 1.0 Total Credits = 1.0 Please Note: This From account is the offset FTE account to be used when adding or removing an FTE from a salary account

10 Things to Consider You CANNOT do a BT across Funds Example: You cannot transfer budget or FTEs between Fund 10 (General Fund) and Fund 29 (Grant Funds) You CANNOT submit a salary BT without also moving the corresponding FTE Applies only to full-time accounts with object code 0110 You CANNOT move more budget than available in the From account You CANNOT move budget from one school to another (cannot cross budgetary responsibility codes (BR)) You CANNOT submit a BT without approval from your principal You CANNOT transfer anything other than whole dollar amounts (i.e. $ would round to $126.00)

11 Example Budget Transfer Garden Place Elementary would like to create a new ELA-E teaching position, using the funds in the Instructional General Supplies Account

12 The Process: Demonstration Step 1: Determine components of the budget transfer Salary and benefit calculation FTEs to be transferred (1.0 FTE = full time position) Step 2: Transfer the budget dollars For both the salary and benefits that correspond with the position Step 3: Transfer the FTE(s) Use the accounts associated with the budget being transferred

13 The Process: Demonstration Please use the following resource to follow along: Budget Office Website > Financial Services Manual > Budget Transfers and Journal Entries > 7-A Budget Transfers (page 12)

14 Submitting the BT for Processing You or the School Principal s a request for approval to the Budget mailbox Please include the following: Budget transfer batch numbers For both the $ and FTE transfers The school Budget Responsibility number (BR) The rationale for approval (why you are transferring budget)

15 Final Steps At this point, although the budget transfer(s) have now been submitted for processing you will still need to complete the following final steps: Run your Budget Transfer Report in Cayenta to ensure the transfer was processed Once you have verified that the transfer has been completed, please update your corresponding ledger to reflect the movement of budget

16 Summary: Key Takeaways Assess if a Budget Transfer is required (or appropriate) Prepare for the Budget Transfer Enter Budget Transfer in Cayenta Review Edit List for errors Submit Budget Transfer and approval for processing via Run Budget Transfer Report in Cayenta to follow up on Budget Transfer

17 Quiz Time! 17

18 Quiz Question 1: Any time you move budget to or from a full time salary account you must do a second budget transfer to move the associated FTE. A. True B. False 18

19 Quiz Question 2: You cannot do a salary budget transfer without also moving the associated benefits. A. True B. False 19

20 Quiz Question 3: If you complete a budget transfer in Cayenta and run the edit list but don t submit the batch number to the budget office, the BT will still be processed. A. True B. False 20

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