Single Line Budget Transfers
Self Service Journal Entries refer to those transactions entered onto the Budget Transfer Form in Self Service Banner (SSB). The purpose of the transaction is to move Operational monies within one funding source to another Organization or Account code.
Budget Transfer Types: There are two reasons for transferring funds- One reason is to make sure funding is provided to the appropriate Organizations and another is to earmark funding for expected expenditure occurrence.
Example Use of Organization Code Transfer
At the beginning of the Fiscal Year, the Budgeting office may load all the Operating funds for several Organizations into one Fund, Organization, Account, and Program code (FOAP). The SSB Budget Transfer Form may then be used to move money from the one FOAP into the several Organization codes that need funding.
Example Use of Account Code Transfer
Some departments may wish to Line Item Budget. Line Item Budgeting is 'setting money aside' for specific use purposes. Transferring Operational money into Account code 71413 to earmark funds for Speaker Fees is an example.
NOTE - The Organizational code and Account code Transfers are the two approved means of using the SSB Budget Transfer Form. This form may not be used for:
- Transferring money outside your FOAP authority
- Transferring money to correct inaccurately coded expenses
- Sharing of funds across departments to help offset misc. program costs
- The transfer of funds from one Fund Source type to another
SSB allows Budget Transfers individually or in Group. If you have multiple transfers to perform, you may prefer the Multiple Line Budget Transfer rather than the single use Budget Transfer form. Both forms will accomplish the same thing, but the Multiple may save you some time.
For Information on the Multiple Line Budget Transfer, click here
The Information below describes the one line Budget Transfer process.
Selecting the Budget Transfer will open up the form and provide information to you regarding the use of templates. Templates save the coding information you place on the form for retraction later. Be careful with these, as you can not delete those you no longer need.
The Transaction Date field will default to the current date of entry. This default date will be seen when printing or viewing your budget information.
Transaction date defaults to current date. Leave 'as is'.
Journal Type is restricted by Finance Security. Most users will only have access to XDP
Transfer amount is the total to be transferred from one FOAP to another.
Document Amount will not change until the form is complete and posted; as in step 9 below.
In the 'From' Row, insert Chart code M and the FOAP from which to deduct the 100.00 transfer.
The negative will deduct the transfer from the entered FOAP within the 'From' row.
In the 'To' Row, insert the FOAP from which to add the 100.00 transfer.
The plus will add the funding to the entered FOAP within the 'To' Row.
Type a brief description of the transfer in the 'Description' Field. The description you type will be viewed on Budget Transaction Reports (FGRPTDA) and on FGIBDST transaction drill-downs.
Leave the Budget Period 01, and complete the transaction.
Complete the Transaction by selecting the Complete button. A successful transaction will provide you with the Journal number for tracking.
A complete document doubles the total, which adds the 'From' and 'Two' fields and does not reflect the amount of the transfer.
