Budget Office

The following provides a general overview of the Signature Flow for specific paperwork and how it impacts your budget.

Personnel Action Forms – PAF

PAFs must have the Supervisor and the Dean/Department Head and the Associate Provost/Provost/Vice President signatures
They get sent to the Budget Office to confirm the position number, corresponding labor distribution and that there is sufficient funding to process the request
- All PAFs that modify the labor distribution, annual salary and/or that require additional funds must be accompanied by a budget revision. Departments must confirm sufficient budget funding to support PAFs before they arrive in the Budget Office.
  - For example: A position that is filled on January 1st needs to have sufficient funding to cover 6 months of salary in the current fiscal year and the full 12 months of salary in the following fiscal year.
After the Budget Office signs-off, the PAF is then forwarded to HRD.
If the PAF is using funds from a restricted fund or grant, HRD will complete their processing piece and send the PAF to Financial Accounting for approval.
Once approved and signed by Financial Accounting (if necessary), the PAF is sent to the Payroll Office for final processing into the Banner system.
Estimated Processing Time: 2-3 weeks

Full Time Faculty Contracts

Full Time Faculty Contracts must be signed by the faculty member, the Dean and the Provost's Office
They get sent to the Budget Office to confirm the position number and corresponding labor distribution
After the Budget Office signs-off, the contract is then forwarded to HRD.
If the contract is using funds from a restricted fund or grant, HRD will complete their processing piece and send the contract to Financial Accounting for approval.
Once approved and signed by Financial Accounting (if necessary), the contract is sent to the Payroll Office for final processing into the Banner system.
Estimated Processing Time: 2-3 weeks

Part Time/Adjunct Faculty Contracts

The Part Time Adjunct/G3 Faculty Contracts must be signed by the faculty member, the Dean and the Provost or Associate Provost
They get sent to the Budget Office to confirm the position number and corresponding labor distribution
After the Budget Office completes processing and signs off, the contract is then forwarded to HRD.
If the contract is using funds from a restricted fund or grant, HRD will complete their processing piece and send the contract to Financial Accounting for approval.
Once approved and signed by Financial Accounting (if necessary), the contract is sent to the Payroll Office for final processing into the Banner system.
Estimated Processing Time: 2-3 weeks

Rosters – for Temporary Staff and Student Employment

Rosters must have the Supervisor’s signature and depending on the department, the Director or Vice President’s signature. Rosters from the Academic areas must have the Provost’s or Associate Provost’s signature
They get sent to the Budget Office to confirm the position number, corresponding labor distribution and that there is sufficient funding to process the request
- Departments must confirm sufficient budget funding to support rosters before they arrive in the Budget Office.
- Departments should review the subaccount requested in relation to the employee class code. (For example, a T1, Temporary Exempt Staff, or T2, Temporary Non-Exempt Staff, would not be paid from 58000 Student PT subaccount.)
After the Budget Office completes processing and signs off, the roster is then forwarded to HRD.
If the roster is using funds from a restricted fund or grant, HRD will complete their processing piece and send the roster to Financial Accounting for approval.
Once approved and signed by Financial Accounting (if necessary), the roster is sent to the Payroll Office for final processing into the Banner system.
Estimated Processing Time: 2-3 weeks

Budget Revisions

Departments have the ability to independently transfer funds, within their respective operating orgs, through a FGAJVCD entry as long as the transfer is between accounts beginning with “6”. Otherwise, all other Budget Revision requests that involve Revenue or Compensation accounts, within operating or plant funds, must be submitted to the Budget Office for processing.
- All Budget revisions that involve restricted (funds beginning with 2), grant (funds beginning with 3) or agency funds (funds beginning with 8) must be sent directly to Financial Accounting for processing. Please avoid sending these to the Budget Office as having to forward them to the correct office will delay your processing request
Budget revisions submitted must have the supervisor’s, and in most cases, the Department Head and/or Vice President’s signature. Signatures from the Provost’s office, or representative thereof, must be included if the revision is coming from Academic areas
Budget revisions that involve revenues accounts are limited to unique and specific cases.
Estimated Processing Time: 5 business days

IDTs

All IDTs must have the supervisor’s, and in most cases, the Department Head and/or Vice President’s signature. Signatures from the Provost’s office, or representative thereof, must be included if the IDT affects a Revenue or Compensation account and is coming from Academic areas
Once all required signatures have been obtained:
- If the IDT is to correct a P-Card charge, send directly to Financial Accounting for processing.
- If the IDT is moving funds to or from a compensation line (accounts beginning with “5”) or is impacting a revenue line (accounts beginning with “4”), then the IDT must be sent to the Budget Office for signature. The Budget Office will then forward the IDT to Financial Accounting for processing.
- All other IDTs should be sent directly to Financial Accounting for processing.

When moving funds within operating budgets (funds 101000 / 155500), one must consider the purpose. In general, there are two (2) types of budget revision

Temporary

A one-time revision that affects the budget in the currentfiscal year only. These types of transactions are identified in the budget as either a BD04 or BD05 entry. If you need to cover a one-time expense, then a temporary revision is appropriate.

A BD04 entry signifies that the Budget Office created the FGAJVCD transaction that created the revision while a BD05 signifies that the department created the FGAJVCD transaction that created the revision.

Permanent

A permanent revision that affects the budget in the current fiscal year and all years going forward. These types of transactions are identified in the budget as either a F240 or F241 entry. If you need to cover a new and recurring yearly expense, such as annual memberships or subscriptions, then a permanent revision is appropriate. This type of adjustment will permanently adjust the respective account’s original balance by the amount and subsequently minimize the need to make yearly adjustments for this expense each fiscal year going forward

A F240 entry signifies that the Budget Office created the FGAJVCD transaction that created the revision while a F241 signifies that the department created the FGAJVCD transaction that created the revision.
If you notice that every year, the original budget for a particular account has to be adjusted in order to cover an expense, it is encouraged that you consider processing a permanent budget revision by that expense amount. This will permanently adjust the respective accounts and reduce the need to transfer funds each fiscal year

Once you have determined whether a permanent or temporary budget revision is required, you must determine whether the revision can be completed on your own (on a department level) or if it requires processing and approval by the Budget Office. Instances where the budget revision must be processed by the Budget Office are listed below, otherwise the department can make the adjustment themselves:

Making any adjustments within a revenue account (accounts beginning with “4”)
Making any adjustments within a compensation account (accounts beginning with “5”)

Please keep in mind that budget revisions transactions should never combine a permanent type with a temporary type in the same FGAJVCD entry. The system will process the entry, but consequently, this throws the budget out of balance.

PCard charges will automatically post to account 66666 within the respective orgn if the PCard Administrator does not input the correct account number during the given time frame. Because there is no budget set for this account, any charges that get posted here will put this account in deficit.

It is encouraged that account 66666 be reviewed for any charges on a weekly basis. If charges are found in this account, they will need to be moved to the proper account by submitting an IDT to Financial Accounting. Please allow two to three (2-3) weeks for the IDT to be processed. Please do not process or submit a budget revision to fund the 66666 account as this account’s budget should be and remain “0”.

If you have comprehensive questions on PCard policies and procedures, please contact Procurement.
If you have questions about the PCard IDT process, please contact Financial Accounting.
If you have any additional questions, please do not hesitate to contact the Budget Office.

How do I get access to BANNER Finance?

Please fill out a “Banner Finance Security Request Form” and have it signed by the Dean or Department head. Forward completed form to Financial Accounting. This form can be located on Financial Accounting's page under "Resources"

How do I set up a new Fund?

An e-mailed request including the name, funding source, the purpose for which the funds will be used for and the title of the person authorized to sign off on the Fund. This e-mail should be sent to Financial Accounting.

How do I set up a new Org?

An e-mailed request explaining the reason for a new Org to be set up, the Org name and the person(s) authorized to access. This e-mail should be sent to Financial Accounting.

How can I request an Encumbrance Report?

If you do not yet have access to receive / view an Encumbrance Report, please fill out a “Authorization to Access Encumbrance Reports” form and have it signed by the appropriate Dean, Department Head or Supervisor. Forward completed form to the Budget Office. This form can be found on our "Forms, Manuals and Resources" page.
After you have gained authorization, please send an e-mail to a Budget Office staff member or the General Budget Office e-mail listing the fund, org and account(s) you would like a report for. As long as you have authorized access, per the “Authorization to Access Encumbrance Reports” form, to view the fund, org and account for which you are requesting, the Budget Office will send over a PDF copy of the requested report(s).

When there are negative (minuses) numbers in the “Available Balance” column, what does that mean?

It depends on the type of “account”.
- If it is an Income/revenue line (4XXXX), it means that more income has been brought in when compared to the Adjusted Budget. In this case, a negative value is a good thing.
- If it is a Compensation (5XXXX) or Expense (6XXXX) line, it means that the total of the Year-To-Date Activity plus the Encumbrance/Commitments is greater than the budgeted amount in the account. In this case, a negative value is a bad thing because it means the account is in deficit. To rectify, a journal voucher needs to be processed or a Budget Change form or IDT, whichever appropriate, needs to be submitted.

When do I use an IDT vs. a Budget Change Form?

An IDT is used to move transactions within the “YTD Activity” columns of one Fund/Org/Account to another.
A Budget Change is used to move funds within the “Adjusted Budget” columns of one Fund/Org/Account to another.

If something has been charged to the incorrect line (within the YTD Activity” column), how does it get corrected?

If an item has been charged to an incorrect account, an IDT needs to be completed and submitted to Financial Accounting.

How do I process a budget revision/transfer in Banner?

Departments, themselves, can only make adjustments to their Operating Budget (Adjusted Budget column within a 101000/155500 funds) and only if the adjustments affect accounts that begin with 6XXXX. This is done by creating and processing a Journal Voucher through the FGAJVCD screen.
If the department wants to make adjustments to their Operating Budget (Adjusted Budget column within a 101000/155500 funds) and to accounts that begin with 4XXXX and/or 5XXXX, this is done by submitting a Budget Change Form to the Budget Office.
If the department wants to make any adjustments to their Restricted or Grant Budget (Adjusted Budget column within a fund that begins with a 2XXXXX or 3XXXXX), this is done by submitting a Budget Change Form to Financial Accounting.

How do I process a Budget Change/Transfer for Restricted/Grant Funds?

If the department wants to make any adjustments to their Restricted, Grant or Agency Fund Budget (Adjusted Budget column within a fund that begins with a 2XXXXX, 3XXXXX or 8XXXXX), this is done by submitting a Budget Change Form to Financial Accounting. Departments are not able to make any adjustments to these kind of funds on their own.
The Budget Office does not make any adjustments to Restricted, Grant or Agency Fund Budgets

How do I process a Budget Revision that impacts only the current year and not the subsequent year’s budget?

To make a Budget change that will affect the Adjusted Budget of an orgn and account in the current fiscal year only, select “One Time Transfer” on the Budget Change Form or enter the Journal Voucher with the Journal Type BD05
To make a Budget change that will affect the Adjusted Budget of an orgn and account in the current fiscal year and all years going forward, select “Permanent Transfer” on the Budget Change Form or enter the Journal Voucher with the Journal Type F241.

What do I do, if I get a “N” message when entering a budget change journal voucher on FGAJVCD?

“N” stands for “Non-Sufficient Funds (NSF)”, and this means that there is not enough money in the account to process the reduction you are trying to make.
If you are only checking FGIBDST for your account’s balance and it looks like there is enough to process your transaction, keep in mind that FGIBDST will only show you the available balance of an account excluding any outstanding incomplete, unapproved or unposted transactions.
Checking FGIBAVL will show you what the current available balance is/will be if and when any outstanding, incomplete, unapproved or unposted transactions get applied. Accounts that have anything outstanding will display a check mark next to them. It is this screen that FGAJVCD is using to determine what your available balance is and if you have enough funds to move forward with your transaction
You will need to make any necessary adjustments as stated on FGIBAVL before you can proceed with your FGAJVCD entry.

What do I do, if I get an E(rror) message when entering a budget change journal voucher on FGAJVCD?

“E” / “Error” means that you do not have permission to make the adjustment to the Fund, Org, and / or account that you may be trying to process the journal voucher to/from. Examples include the
- Contingency Reserve Account (60910)
- Any Income/Revenue accounts (accounts beginning with 4)
- Any Salary accounts (accounts beginning with 5)
If you attempt to enter a transaction for which you do not have access to, you will get this error and you will not be able to process your entry. To rectify, please submit a Budget Change form to the Budget Office to process your request. Also, please send an e-mail to a Budget Office staff member or the general Budget Office e-mail with the Document Number of the Journal Voucher that contains this error so that this Journal Voucher may be properly deleted. Unprocessed and Incomplete Journal Vouchers do have an effect on the available balance of an account.

How do I delete a Budget Change/Transfer erroneously entered in FGAJVCD?

Please send an e-mail to a Budget Office staff member or the general Budget Office e-mail with the Document Number of the Journal Voucher that you would like to delete. Only unprocessed Journal Vouchers can be deleted. If a Journal Voucher was posted in error, that Journal Voucher would need to be reversed instead.

If I completed a Journal Voucher on FGAJVCD and it is not showing up in FGIBDST, what do I do?

Check FGIJVCD (lists all transactions in suspense) and look for your Document number to see if it is there. If it is, check to see if there is a “C” for “complete” in the status column or an “I” for “incomplete” in the status column.
If there is a “C”, the Budget Change will be posted in the next posting cycle (usually fairly instantaneous but sometimes there is a technical delay). Give it a few minutes and check FGIBDST again.
If there is an “I”, go into Journal Voucher on FGAJVCD by entering the Document Number and see if there is an “E” for error or an “N” for non-sufficient funds on any of your entry screens. Make any necessary adjustments or submit a Budget Change form to the appropriate office to complete.
While still in FGAJVCD, if there is no “E” or “N” and the Document Number is not listed on FGIJVCD, you may have forgot to post it. Click the “next block” icon and “Complete” should appear on the bottom of the screen with a button. Click the “Complete” button. This will post your entry. Give it a few minutes and check FGIBDST again.
If you still are having issues, please feel free to contact the Budget Office. We are happy to assist

If I forgot to write down the Document Number of the Journal Voucher I created and processed, what do I do?

If the Journal Voucher has not been posted due to an error or because the system has not processed it yet, you can check the screen FGIJVCD, which lists all suspended transactions. Look for the description and amount of your Journal Voucher. If you find it there, the Document Number is displayed to the left.
If it is not listed, then it has likely posted. Go into FGIBDST and locate an account that you moved money to or from within that Journal Voucher. Click your cursor on the account line and in the Adjusted Budget column on that account’s line. The account line (row) should be highlighted and there should be a blinking “|” next to the amount. Hit F3 on your keyboard. This will show all the transactions within that account. Look for the description and amount of your Journal Voucher, the Document Number is listed under “Document”
If you still are having issues, please feel free to contact the Budget Office. We are happy to assist

If I get a deficit letter from the Budget Office, what do I do?

Please review the noted deficits and make any necessary adjustments in a timely manner by following the instructions listed within the e-mail.
If you have any concerns or questions in the process, please feel free to contact the Budget Office. We are happy to assist

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Budget Questions