BANNER TRAINING MATERIALS BUDGET TRANSFER MODULE TABLE OF CONTENTS Introduction and Overview... 1 Conditions/Restrictions for Budget Transfer Requests... 2 Entering a Budget Transfer Request (BUD quickflow)... 3 Checking Budgeted Funds Availability (FGIBAVL)... 4 Journal Voucher Quick Form (FGAJVCQ)... 6 General Text Entry Form... 10 Transaction Detail Window... 12 Completing the Budget Transfer Request... 23 Non-Sufficient Funds Transfer Request (NSF)... 24 Modifying or Deleting a Budget Transfer Request... 25 To Modify... 27 To Delete... 28 To Clear the Banner Message... 31
Budget Transfer Module 1 INTRODUCTION AND OVERVIEW This manual explains the steps required to request a transfer of budgeted funds from one account or series of accounts to another account or series of accounts. Certain conditions and restrictions apply when transferring budgeted funds as outlined below. Once a budget request is completed, the request is forwarded electronically to the approval system. If the request is approved, the budget transfer is posted to the accounts in the District s operating ledger. If the transfer request is disapproved, the Banner system automatically sends a message to the requestor. Receipt of a message is indicated by a green check mark next to the Check Banner Messages link located in the My Links section on the General Menu form. The requestor can then modify the request and resubmit or cancel the request.
Budget Transfer Module 2 CONDITIONS/RESTRICTIONS FOR BUDGET TRANSFER REQUEST Transfers can be made only from accounts with sufficient available budget to cover the transfer from that account. Transfers can be made only to or from expenditure accounts (operational and capital). The first digit of operational expenditure accounts is 5, i.e., 5325. The first two digits of capital accounts are 16, i.e., 1611. Transfers should not be made to or from any salary, wage, or benefits accounts. The first two digits of these labor accounts are 51, i.e., 5110. Transfers cannot be made between funds (the first three digits of the total account code). For example, a budget transfer cannot be from the general operating fund 000 to working capital fund 211. Total budget additions (+) must equal total budget subtractions (-).
Budget Transfer Module 3 ENTERING A BUDGET TRANSFER REQUEST The budget transfer forms are accessed using the BUD process quickflow. To get started, type BUD in the Go To box located at the top left of the General Menu. Press Enter to start the process.
Budget Transfer Module 4 CHECKING BUDGETED FUNDS AVAILABILITY The first form in the quickflow is Budget Availability Status (FGIBAVL). Before a budget transfer is entered, the available balance should be checked for the accounts from which funds are being transferred to make sure there is a sufficient available balance to cover the transfer. 1. The Chart and Fiscal Year will default. 2. Fund: enter the fund number (first three digits of the account code) 3. Organization: enter the organization number (six digits) 4. Account: enter the account code (four digits) 5. Program: enter the program code (five digits)fund:
Budget Transfer Module 5 6. Enter Next Block function (Ctrl PgDn) to view current available balance for the requested account code. After checking balances and deciding what transfers will be made, click on the black X located at the right end of the icon toolbar to exit this form and access the Journal Voucher Quick Form (FGAJVCQ).
Budget Transfer Module 6 JOURNAL VOUCHER QUICK FORM Budget transfer requests are entered on the Journal Voucher Quick Form (FGAJVCQ). 1. Leave the Document Number: blank. A Document Number will be assigned by the system after the Document Total is entered.
Budget Transfer Module 7 2. Use the Next Block function (Ctrl PgDn) to move to the Journal Voucher Document Header section of the form. Transaction Date will default to current date.
Budget Transfer Module 8 3. Enter the Document Total of all transfer records being entered (the total of amounts being transferred from an account and amounts being transferred to an account). 4. Leave the check mark in NSF Checking. 5. Leave Defer Edit blank.
Budget Transfer Module 9 6. Document text must be entered to provide an explanation of the reason for transfer so the approver will have an idea if it is appropriate to approve the transaction. Click on the Options drop-down menu and select Document Text (FOATEXT).
Budget Transfer Module 10 GENERAL TEXT ENTRY FORM 1. The text area does not permit word wrapping. Each line allows up to 50 characters; use the up and down cursor arrows to move between lines and to create new lines of text. 2. Save by clicking the save function on the toolbar or pressing F10 key. 3. Exit this window to return to previous screen by clicking on the black X located at the right end of the icon toolbar.
Budget Transfer Module 11 The Document Text Exists box will now automatically be checked. Next Block function (Ctrl PgDn) or select option for Transaction Detail Information.
Budget Transfer Module 12 TRANSACTION DETAIL WINDOW The document number assigned and the document total will be displayed at the top of the window in the key block. It is important to note the document number assigned since it may be needed to access and track the budget transfer. Each entry on the Transaction Detail screen is one transfer record.
Budget Transfer Module 13 1. Sequence: Use the Next Record function (Tab) and the sequence number is automatically assigned. Navigating within a sequence can either be done using the Tab key or with a mouse click on the record entry.
Budget Transfer Module 14 2. Journal Type: enter BTA1 as the code for budget transfer. 3. Chart: defaults to 6 CAC Chart of Accounts 4. Index: leave blank.
Budget Transfer Module 15 5. Fund: enter the fund number (first three digits of the account code) 6. Organization: enter the organization number (six digits) 7. Account: enter the account code (four digits) 8. Program: enter the program code (five digits) 9. Activity: leave blank 10. Location: leave blank 11. Project: leave blank
Budget Transfer Module 16 12. Amount: Enter the amount subtracted from this account (line item).
Budget Transfer Module 17 13. D/C: Debit/Credit indicator. Use the drop-down to select - Minus or simply enter a minus sign (-) to decrease the budget balance for the account record indicated in this sequence.
Budget Transfer Module 18 14. NSF Override: leave blank.
Budget Transfer Module 19 15. Description: Enter in capital letters BUDGET TRANSFER 16. Bank: defaults
Budget Transfer Module 20 17. Budget Period: Enter 01 18. COA, Fund, Gift Date and Number of Units are not used
Budget Transfer Module 21 19. Use Next Record (down arrow) to enter another transfer record. In this example, we are transferring funds out of two different account records. Repeat steps 1-18 for this account record. The result is shown here.
Budget Transfer Module 22 20. Having identified where the funds are being transferred from, now enter a transfer record for where the funds will be transferred to. Again repeat steps 1-18, EXCEPT in the Debit/Credit indicator, enter a plus sign (+).
Budget Transfer Module 23 COMPLETING THE BUDGET TRANSFER REQUEST 1. When the document is complete, use Next Block function (Ctrl PgDn) to go to the completion block. 2. Click on Complete.
Budget Transfer Module 24 3. Always check the lower left corner of the screen. If there are no errors, the message will state that the document completed and was forwarded to the approval process. 4. If it has errors, an error message will appear in the lower left corner of screen. To return to the entry header and detail screens for corrections, enter Next Block (Ctrl PgDn). NON-SUFFICIENT FUNDS TRANSFER REQUEST (NSF) Budget transfer requests that don t have sufficient available funds to cover the transfer will be marked as NSF when forwarded to the approvals process and will not be approved. The document will remain incomplete until the request has been modified to correct the NSF condition or is deleted.
Budget Transfer Module 25 MODIFYING OR DELETING A BUDGET TRANSFER REQUEST A budget transfer request can be modified only if it is incomplete. A budget transfer request is incomplete if it has not been completed or if the request has been completed, forwarded to approvals, and has been disapproved. If the transfer request is disapproved, the Banner system automatically sends a message to the requestor. Receipt of a message is indicated by a green check mark next to the Check Banner Messages link located in the My Links section on the General Menu form.
Budget Transfer Module 26 Click on the link to view the message. Approvers are asked to give a reason for the disapproval. Their reason will help you decide whether to modify or delete the Budget Transfer Request.
Budget Transfer Module 27 TO MODIFY To modify an existing budget transfer request, 1. Access the Journal Voucher Entry Form (FGAJVCQ) and input the budget request document number to be modified. 2. Use Next Block (Ctrl PgDn) to access the header and detail information. 3. Make the necessary modifications to the request and enter Next Block to access the completion block. 4. Complete the document to send the revised document to approvals.
Budget Transfer Module 28 TO DELETE A budget transfer request can be deleted only if it is incomplete. To delete an existing budget transfer request, 1. Access the Journal Voucher Entry Form (FGAJVCQ) and input the budget request document number to be deleted. 2. Enter Next Block (Ctrl PgDn) to access the document header block. 3. The record can be removed by using the Record drop-down located on the menu bar at the top of the screen and then selecting the Remove function or using Shift-F6.
Budget Transfer Module 29 4. A message will appear in the lower left portion of the screen: Press Delete Record again to delete this record.
Budget Transfer Module 30 5. Select the Record/Remove function or use Shift-F6 again to permanently delete the record. 6. Click OK to complete the deletion.
Budget Transfer Module 31 TO CLEAR THE BANNER MESSAGE After Modifying or Deleting the Budget Transfer Request, complete the disapproval message. If this step is not done, the green check mark next to the Check Banner Messages link will continue to appear on the General Menu form. 1. Access the General Message Form (GUAMESG) by clicking on the Check Banner Messages link. 2. Click on Complete and then Save (icon or F10). 3. Return to the General Menu and the green check mark disappears.