Permanent Budget Transfer Request Form Instructions
Budget Transfers (BF)
Definition:
Changes made via a Permanent Budget Transfer will apply to the current fiscal year and all subsequent fiscal years. To make a Temporary Budget Transfer, use the BA -Temporary Budget Transfer Form.
Introduction:
These instructions are to be used in combination with the 鈥榩erm_budamnd.xls' file for the purposes of transferring BUDGETED (NOT EXPENDED) amounts among NON-GRANT accounting units. (Use the 鈥楢ppropriation Transfer Request鈥� procedures for 5xxxxx accounting units).
The Permanent Budget Transfer Request form is used to transfer budgeted amounts (budgeted funds not yet spent) to different accounts. To transfer expended amounts (funds already spent), use the 鈥楨xpense Transfer Form.鈥� Generally, if amounts need to be transferred between an operating (1xxxxx) accounting unit and any other non-operating accounting unit (e.g. 66xxxx, 67xxxx, etc.), an expense transfer is required.
General Rules:
- Submission must be reviewed and approved by Business Managers.
- Entry descriptions should be clear.
- Position number should be listed for salary related transfers.
- Budget should be verified for availability of funds prior to BA submission.
- All submissions should be electronic. Send all non-salary BAs to financialplanning@luc.edu. Send all salary related BAs to budgetingsalarycontrol@luc.edu.
Specific Form Instructions:
- After opening the form, click 鈥楨nable Macros鈥�, if prompted.
- In the header portion of the form (top left corner), enter the Fiscal Year in 4-digit format.
- For a permanent transfer, enter 鈥�200鈥� in the 鈥楤udget Number鈥� field. A permanent transfer updates Lawson budget 200 and budget 1.
- Starting in cell B16, enter a 6-digit Accounting Unit in the 鈥楢ccounting Unit鈥� field.
- Enter a 4-digit account number in the 鈥楢ccount鈥� field.
- Enter the adjustment amount in the 鈥楢mount鈥� field. This is the amount that the current budget will be increased or decreased. If the accounting unit/account combination on the same line should be decreased, enter a negative sign (-) in front of the adjustment amount. If the accounting unit/account combination should be increased, simply enter the amount in the Amount field.
- Enter a meaningful description for the transfer for each line into the 鈥楧escription鈥� field.
- Continue entering data into the lines as needed. If you are transferring a budget for multiple accounting unit/account combinations, confirm that your totals balance to zero before submitting the form for approval. This can be verified by checking the value calculated in the 鈥楥ontrol Totals鈥� field located at the top of the form. Once all lines have been entered, the 鈥楥ontrol Totals鈥� field should equal zero.
- Enter Approval names in the top right corner
- If supporting documentation is required, save backup as PDF and attach to an email with BA/BF form. After approving, your budget administrator should send it to Budgeting Department.
- If no supporting documentation is required, you may use Email to complete the transaction. To send the form electronically, click the 鈥楥LICK HERE TO SEND BUDGET AMENDMENT鈥� button at the top of the form. An email message will pop up with the Permanent Budget Transfer attached. You can send the message and attachment to your Budget Administrator for approval if necessary, or you can send it directly to Budgeting Department by entering 鈥楤udgetingSalaryControl鈥� in the TO: field.
Budget Administrator:
Open the attachment to the Email. If you approve the transfer request, enter your name and date on the 鈥楢pproval鈥� lines. Then send the form to Budgeting Department by clicking on the 鈥楥LICK HERE TO SEND BUDGET AMENDMENT鈥� button. Outlook will open, enter 鈥楤udgetingSalaryControl鈥� in the TO: field, and click 鈥榮end鈥�.
If you do not approve the request, do not send the Budget Transfer to Budgeting Department. Return the form to the requestor and communicate your reasons for not approving.
