Submit a Budget Adjustment
Important Notes:
Budget adjustments are submitted in Axiom to move either Base (permanent) or One Time appropriated or local budget, between accounts, departments, cost centers.
Budget Roll-up Accounts must be used to submit a Budget Adjustment:
410000 Regular Salary
411000 Irregular Salary
412000 Student Salary420000 Benefits
500000 Other Expenses
600000 Capital
A license is required to access Axiom. Consult with your Division/College level business manager regarding your process for budget adjustments.
Step 1: Access Axiom
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub.
Select AXIOM.
Step 2: Add New Budget Adjustment
Navigate to the Budget Adjustments tab
Select Add New Budget Adjustment.
Step 3: Enter New Budget Adjustment Information
Enter the following information in the New Budget Adjustment popup window.
Enter the Adjustment Name using the following naming convention: 5-digit FROM Dept ID (space) date with periods (space) your initials (space) # of adjustments you have requested for this specific Dept ID on this particular date. For example, 90900 02.26.25 IC 1
Select the Debit Department drop-down and search for the correct Department ID.
The Debit Department entered should match the Debit Department in the Adjustment Name. The debit department will trigger the approval workflow. You cannot change the Debit Department once the adjustment has been created. If you enter the incorrect Debit Department, you will need to delete the adjustment, and re-create with the correct Debit Department.
Select the Adjustment Type drop-down and choose either Base Transfer (BTT) or One-Time Transfer (OTT).
Select the Fund Type drop-down and choose either Appropriated or Local Unrestricted. Please Note: You must select Adjustment Type before you are able to select Fund Type.
Step 4: Create New Budget Adjustment
Select Create Adjustment located at the bottom of the New Budget Adjustment window.
Select “OK” to confirm the creation of the Budget Adjustment.
Select “Leave this page” to continue creating your new Budget Adjustment.
If you select “Stay on this page” to create another adjustment, your previous adjustment has been created, but you will need to navigate to the Budget Adjustment tab to find it listed.
Step 5: Select the Accounting Date and Enter the Detailed Notes
A system generated “Adjust ID” is created for each budget adjustment created.
Select the drop-down option in the cell “Accounting Date” and select the date you created the Budget Adjustment.
The “Created On” date and the “Accounting Date” should be the same date. Do not back date a budget adjustment.
Enter reason for transfer in the “Detailed Notes” cell.
At this point, there are two ways to submit a budget adjustment in Axiom.
Submit a budget adjustment using the Budget Adjustment Template.
Submit a budget adjustment without using a Budget Adjustment Template and enter the budget adjustment line by line.
Submit a Budget Adjustment Using the Budget Adjustment Template
Select “Template.” The icon will direct you to a Google Sheets titled “Budget-Adjustment-Template.”
Download template as a Microsoft Excel (xlsx) file.
Save the Microsoft Excel file with the name ADJ_# (Description). An example is “ADJ_17 90900 02.26.25 IC 1”. The adjustment number must match the adjustment number created in Axiom.
With the Microsoft Excel file open, start entering the Budget Adjustment information.
Navigate to the “Adjustment #” and enter the Adjustment ID that Axiom created for this specific Budget Adjustment.
To avoid a processing error, it is very important the Adjustment ID number on the Excel template match the Adjustment ID number in Axiom.
Enter the funding string and budget account information.
Enter Fund/Department/Cost Center lines.
Select the drop-down under the “Budget Account” cell and select the correct Budget Account Rollup for each line.
If applicable, specify Project and Position Information. Please note: In Axiom, all PCNs must be 4 digits. For PCNs less than 4 digits, add the leading 0’s to make the PCN a 4-digit number. (Ex. PCN 22 would be entered as ‘0022)
If the Budget Adjustment is associated with a Project Number, enter the Project Number in the “Project” column.
If the Budget Adjustment is associated with a PCN(s), input the PCN in the “Position” column.
Any adjustments using the account rollup 410000 and associated fringe 420000 must include a PCN in the “Position” column. No other account rollup should have a PCN listed in the “Position” column.
Enter Debit/Credit Information
Enter “Debit” where applicable. Debit is equivalent to “From”. This is where the budget is coming from.
Enter “Credit” where applicable. Credit is equivalent to “To”. This is where the budget is going to.
Enter Funded Revision $ and/or Adj Amount
If a line has a PCN associated with it, the line amount must be entered in the “Funded Revision $” column. Remember PCNs need to be 4 digits.
If a line does NOT have a PCN associated with it, the line amount must be entered in the “Adj Amount” column.
Before uploading to Axiom, check cell L1 = 0. The template will not upload if this cell does not equal $0 or if the budget adjustment isn’t in balance.
Enter Line Description(s)
Enter a line description for each line. Line descriptions are required and will be returned to the submitter if incomplete. The character limit is 240 characters.
Import Budget Adjustment Template
Once the budget adjustment template is complete, save the budget adjustment.
Navigate back to your Budget Adjustment in Axiom.
Select “Import.”
Navigate to the Budget Adjustment created in Excel titled ADJ_# (Description). For example, “ADJ_17 90900 02.26.25 IC 1”.
Select “Open.”
A pop-up will appear confirming the file was successfully uploaded and saved.
Check Budget Adjustment
Check all 410000 Account Rollup lines to make sure PCNs are listed.
The adjustment number in Axiom MUST match the Excel template adjustment number.
Check the Budget Available in the From Fund/Dept/Cost Center/Account(s) prior to uploading and submitting.
The Excel template allows for 41 lines. If you need additional lines, you must add lines above line 43 (the gray line).
At any time, you can save your budget adjustment by clicking on the save icon located top right of the screen. You can return back to the budget adjustment at a later time.
Jump to submit the adjustment step.
Enter Budget Adjustment Without the Excel Template
Select the adjustment type:
Select Add New Adjustment Account under the Budget Adjustment tab in Axiom for or non-position lines
Select Add Regular Salary Adjustment for regular position lines (Regular PCNs).
Enter Fund, Department, Cost Center, Project (if applicable), Budget Account Rollup, Debit/Credit from dropdown lists.
If you add a regular salary adjustment, you will need to select the PCN from the dropdown list.
Step 6: Submit a Budget Adjustment
When the Budget Adjustment is complete and ready to be submitted, navigate to the “Submit” icon in the upper right hand corner.
Select “Submit.”
Submitted Budget Adjustment cannot be edited or corrected. If a correction is needed, an Approver must reject the Budget Adjustment and send it back to the Submitter for corrections.
Submitted Budget Adjustments route through an Approval Workflow; approvers are based on the debit department selected when creating the adjustment
You can save and return to the adjustment at a later time.
You can download it as a PDF for record keeping purposes.
The Budget Adjustment will route to the area’s budget analyst in OBP for final approval before posting.
End of Process
Need help with the steps above?
If you need assistance with the process outlined above, reach out to the Office of Budget and Planning at budgetandplanning@boisestate.edu.
If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.