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Submit a Budget Transfer

Submit a Budget Transfer

Owned by Brookebarton
Last updated: about 4 hours ago
4 min read

Important Notes:

  • This resource outlines the steps to request a transfer of funds between Appropriated Budgets.

  • Budget transfers can be requested on a one-time or permanent basis and can take place between accounts or funding sources.

    • Budget Roll-up Accounts must be used for this process. Budget Roll-up Accounts are 410000, 411000, 412000, 420000, 500000, and 600000.

Step 1: Access Budget Transfer Template

  1. Locate and download the latest Budget Transfer template from University Forms and Documents.

Step 2: Enter the Journal Name

  1. Enter the Journal Name using the following naming convention: 5-digit FROM Dept ID (space) date with periods (space) your initials (space) # of transfers you have requested for this specific Dept ID on this particular date.

Example of the correct naming convention: 90430 03.11.20 BB 1
From Dept ID - 90430
Date - 03.11.20
Submitter initials - BB
# of transfers submitted for 90430 on 03.11.20 by BB is 1

Screenshot of budget transfer sheet

If BB submitted 3 transfers from Department 90430 on 3/11/20, the file names would look like:
1st Transfer: 90430 03.11.20 BB 1
2nd Transfer: 90430 03.11.20 BB 2
3rd Transfer: 90430 03.11.20 BB 3

Step 3: Enter Transfer Reason & Select Transfer Type

  1. Enter Reason for Transfer in the Journal Header Description field. Please be as descriptive as possible. 240 character limit.

Screenshot of journal header description

  1. Select the drop down option in the cell below “*Category - Select from Drop Down” and select either Budget One Time or Budget Permanent Transfer.

Step 4: Specify FROM (Debit) Information

  1. Enter Fund/Department/Cost Center/Account Rollup FROM lines.

The 1st line MUST be a From (Debit) line. The funding source person for the Department listed in line 1 will be added to the approval workflow.

A transfer may have only ONE ‘FROM’ Fund/Department but may have multiple From Cost Center/Budget Accounts.

Step 5: Specify TO (Credit) Information

  1. Enter Fund/Department/Cost Center/Account Rollup TO lines.

Step 7: Enter Line Amount(s)

  1. Enter From OR To amount for each line.

Step 8: Enter Line Description(s)

  1. Enter a line description for each line. If you do not enter a line description, one will be added by your Budget Analyst.

  2. Check the Budget Available in the From Fund/Dept/Cost Center/Account(s) prior to submitting.

Budgets may be checked from the Dashboard. Refer to Reporting training documents for specific instructions.

Step 9: Submit Budget Transfer Spreadsheet

  1. Email the transfer spreadsheet and any backup documentation to: budgetandplanning@boisestate.edu

  2. Include the Journal Name (created in step 2), in the Subject line of the email and include only one Journal per email.

What’s Next:

The Office of Budget and Planning staff will upload transfers and attachments to Bronco Hub.
The funding source person for the Department listed in line 1 will be notified of the transfer request via Approval Workflow.

To see who your department approvers are, visit the Budget tab of the Standard Approval Workflow Matrix.

End of Process

Need help with the steps above?

 

Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247