Budget Transfers Company LOGO Session Objectives At the

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Budget Transfers Company LOGO

Budget Transfers Company LOGO

Session Objectives At the end of this session, you will be able to: §

Session Objectives At the end of this session, you will be able to: § Create different types of BTs using: Income account lines Non-salary expense lines Salary lines Mixture of the above § Copy an in progress budget transfer § Approve / Disapprove a transfer § Monitor the status of your transfers

Review Baseline Budget § A base budget (permanent budget) is established for those functions

Review Baseline Budget § A base budget (permanent budget) is established for those functions that require a long-term financial commitment (i. e. Salaries) or have a long term impact on the fiscal operations of the University. § Funds in the base budget are automatically reallocated at the start of each fiscal year.

Review Fiscal Budget § Money you are going to spend in the current year

Review Fiscal Budget § Money you are going to spend in the current year § Example: Your baseline salary is your total annual salary. The fiscal budget for your salary is what you are actually going to be paid this year-so if you are taking an unpaid leave for a month-your baseline salary does not change, but your fiscal budget will be one month less.

Budget Transfers Defined § What is a budget transfer? Used to establish “spending power”

Budget Transfers Defined § What is a budget transfer? Used to establish “spending power” in a FOP (income BT) or transfer the “spending power” from one FOP to another. Only touches fiscal budget column. Subject to final approval of Budget Accounting office for operating funds.

BT versus JV § How to know when to create a journal voucher or

BT versus JV § How to know when to create a journal voucher or a budget transfer? Ask yourself: Are you trying to move an actual expense (JV) or move/allocate budget to pay for expenses? (BT) Is this a lump sum to be used at the receiver’s discretion? (BT) Are expenses being moved between funds? (JV)

BT versus JV § Complete a journal voucher when: Moving a particular expense /

BT versus JV § Complete a journal voucher when: Moving a particular expense / revenue within your own Unit or Faculty Correcting any FOAP elements income or expenses if they are in error (i. e. account 706710 to 706711) – actuals columns

BT versus JV § Complete a budget transfer when: You want to move budget

BT versus JV § Complete a budget transfer when: You want to move budget within your Unit or Faculty Correcting any FOAP elements income or expenses if they are in error (i. e. account 706710 to 706711) – budget column

BT versus JV Other notes: Do not complete a JV or BT to transfer

BT versus JV Other notes: Do not complete a JV or BT to transfer actuals/budget between your faculty/unit and another faculty/unit – contact your Budget Accountant to complete Both BTs & JVs can clear up an over expended Fund. Use your judgment. Does the BT or JV make more sense?

Expense Budget Transfer Have you ever asked yourself why an expense account shows U

Expense Budget Transfer Have you ever asked yourself why an expense account shows U for unfavorable…when there is money in the fund overall? No Budget set-up

Expense Budget Transfer Solution: Submit a budget transfer to correct the unfavorable line by

Expense Budget Transfer Solution: Submit a budget transfer to correct the unfavorable line by moving “budget” from within the same FUND or from somewhere else in the faculty/unit. Newly Adjusted Budgets

Non-Salary Account Lines § For non-salary lines, fiscal budget should be allocated to the

Non-Salary Account Lines § For non-salary lines, fiscal budget should be allocated to the Account line with the largest amount of activity under each 3 digit Account level.

Non-Salary Account Lines § However, the more detailed the budget, the better decisions the

Non-Salary Account Lines § However, the more detailed the budget, the better decisions the faculty/unit can make.

BT Reference Codes § Budget Transfers require reference codes § Most common codes are:

BT Reference Codes § Budget Transfers require reference codes § Most common codes are: BP 0007: Transfer to/from Funds or to/from Account lines in the same Organization code BP 0008: Transfers within salary lines BP 0009: Transfer to/from other Organization code We will see these used during our exercises.

Expense Budget Transfer Exercises 1 & 2

Expense Budget Transfer Exercises 1 & 2

Income Budget Transfer § If setting up budget for received or anticipated revenue, you

Income Budget Transfer § If setting up budget for received or anticipated revenue, you need to know the following: Revenue ONLY allowed on certain types of funds. § Operating Funds – Fund Type 11 only § Special Purpose and Research Funds – Fund Types 28 & 30 Example: You would complete an income BT for a 12200 fund (Sales & Service funds) and 12800 (Gifts for Operating fund), both Type 11 s

Income Budget Transfer Revenue budget for the year must equal the expenditure budget, for

Income Budget Transfer Revenue budget for the year must equal the expenditure budget, for all Fund Type 11 s E. g. : When you add $5000 to an income account (5 xxxxx), you must ALSO add $5000 to an expense account (7 xxxxx) – Exercise 3 Carryover would be allocated to your expenditure budget and not be part of your revenue = expenses equation.

Income Budget Transfer § When increasing/decreasing revenue & expense budgets, BT descriptions must include

Income Budget Transfer § When increasing/decreasing revenue & expense budgets, BT descriptions must include the following three pieces of information: 1. Who the $ was received from – person, company, government? (no acronyms!) 2. Why was the $ received – salary expense recovery for John Doe? Ticket/registration sales? Donation for upcoming conference? 3. What will the $ be used for – to pay which expenses, if known.

Income Budget Transfer § Bad Description: TMFF Donation to the faculty § Good Description:

Income Budget Transfer § Bad Description: TMFF Donation to the faculty § Good Description: Donation to “Fun Day” event from the Too Much Fun Foundation (TMFF) to be used to cover office expenses incurred while promoting fun.

Income Budget Transfer Exercises 3, 4 & 5

Income Budget Transfer Exercises 3, 4 & 5

Salary Budget Transfer § Salary Budget Transfers are required every time an employee: Gets

Salary Budget Transfer § Salary Budget Transfers are required every time an employee: Gets a re-class and changes position number Changes jobs within your faculty Receives a job with your faculty (new hire) Changes “tracks” as in tenure track to tenured Receives an Academic Promotion (Assistant Prof to Prof) Receives a step increase (completed by Budget Accounting) Receives a contract increase (completed by B. A. ) Receives anomaly or merit increases (completed by B. A. )

Salary Account Lines For salary lines, baseline and budget should be placed on each

Salary Account Lines For salary lines, baseline and budget should be placed on each Account line, and specific to each employee using their employee # & position # in the budget transfer. Budget by Position (FAST report)

Salary Budget Transfer § Things to remember with salary budget transfers: Use FAST’s Budget

Salary Budget Transfer § Things to remember with salary budget transfers: Use FAST’s Budget by Position report along with VIP to ensure you accurately update employee’s base/budgets Include position # and employee #s when completing salary BTs Baseline triggers a salary increase. No base, no increase.

Income Budget Transfer Exercise 6

Income Budget Transfer Exercise 6

BT Assistance § Budget Accounting Office Budget Accountant listing available at umanitoba. ca/admin/financial_services/budgrant/staff_listing. html

BT Assistance § Budget Accounting Office Budget Accountant listing available at umanitoba. ca/admin/financial_services/budgrant/staff_listing. html § Aurora Finance Customer Service 480 -1001 Ext 3 – Application Assistance Ext 4 – Security Assistance [email protected] ca Please visit the Aurora Finance home page to subscribe to the Aurora Finance mailing list to receive Financial System updates!

Thank you! Company LOGO

Thank you! Company LOGO