Approve a Budget Adjustment
Important Notes
Budget Adjustments can be requested on a one-time or permanent basis and can take place between accounts within the same funding source types. Some exceptions may apply. The budget cannot be moved from appropriated to local or vice versa.
Reference the Budget Protocols and Policies when approving budget adjustments.
After consulting with the resource above, follow the steps below to approve a budget adjustment for Appropriated or Local/Auxiliary Funds.
There are two options to access budget adjustments pending approval.
Bronco Hub to AXIOM: Follow step one below to access plan files via Bronco Hub
Email: Select the Plan File link in the Budget Adjust Process Notification received via email.
The email subject is “Budget Adjust Process Notification - 1 new task(s) to approve”
After the budget adjustment Plan File opens you can review the information in Axiom or you can select “Export to Excel” to download an Excel version of the budget adjustment.
Step 1: Access the Budget Adjustment Plan Files
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub.
Select AXIOM.
Within AXIOM, navigate to the “Budget Adjustments” tab.
To view a budget adjustment Plan File select the blue hyperlink icon under the budget adjustment ID column.
Select “Leave this page” to continue viewing the Budget Adjustment.
Step 2: Review Budget Adjustment Process Status
To sort by status types, select either “Adjustment Status” and “Process Status” column header.
The Adjustment Status will display Pending until the budget adjustment is full approved. If the Adjustment Status displays, Pending, refer to the Process Status column to view where in the process the budget adjustment is.
Submit Budget Adjustment: if the Process Status is Submit Budget Adjustment, the budget adjustment has been created but not submitted.
Budget Approver: Once a budget adjustment is submitted, the the Process Status will indicate which approver (approver 1 or 2) the budget adjustment is currently with.
Final Approval Status: If the Process Status displays Final Approval and the Adjustment Status is Pending, the budget adjustment is being reviewed by the Office of Budget and Planning.
Once approved by the Office of Budget and Planning, the Adjustment Status will display Approved.
Step 3: Reviewing the Budget Adjustment
When reviewing the budget adjustment, the approvers key responsibility is to verify the submitters work and review the budget adjustment for the following items.
Adjustment Name: Confirm it has the correct naming convention. 5-digit Debit (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 10.31.25 DR 1
Debit (FROM) Department: Confirm the Debit Department (where the budget is moving from) matches the Debit Department in the Adjustment Name and adjustment lines. The Debit Department will trigger the approval workflow. Only one debit department should be listed per budget adjustment.
Adjustment Type: Confirm the correct adjustment type was selected either Base Transfer (BTT) or One-Time Transfer (OTT).
Fund Type: Confirm the correct fund type was selected either Appropriated or Local Unrestricted.
Accounting Date: Confirm the “Created On” date and the “Accounting Date” match. Budget adjustments should not be back dated or forward dated unless a Final Approver (the Office of Budget and Planning) has requested this action.
Detailed Notes: Confirm the reason for the budget adjustment is accurate and compliant to any applicable policies.
Total: Confirm the budget adjustment amounts total balance equals $0.
New Adjustment Account and Regular Salary Adjustment Lines: Confirm the correct lines are entered into the budget adjustment.
A New Adjustment Account line should not include a regular PCN in the “Position” column.
A Regular Salary Adjustment line should always have a PCN in the “Position” Column.
Any adjustments using the account rollup regular salaries 410000 and associated fringe 420000 must include a PCN in the “Position” column and entered under the Regular Salary Adjustment section. No other account rollup should have a PCN listed in the “Position” column.
Funding Strings: Confirm the budget adjustment lines include the correct coding of fund, department, cost center, budget rollup account, and project number(s) (if applicable).
Debit (FROM): Confirm the budget adjustment debit lines (where the budget is moving from) are accurate.
Credit (TO): Confirm the budget adjustment credit lines (where the budget is going to) are accurate.
Comment Column: Confirm and verify the comment line description is accurate.
Funded Revision & Adj Amt: Confirm the line amounts listed are in the correct column.
If a line has a PCN associated with it, the line amount must be entered in the “Funded Revision $” column.
If a line does NOT have a PCN associated with it, the line amount must be entered in the “Adj Amount” column.
The amount should only go out two decimal places.
A budget adjustment can be submitted with zero dollar amounts and an approver should confirm there is a non zero dollar value listed in the “Funded Revision” and/or “Adj Amt” columns.
Approver Responsibilities
Check the Budget Available in the Debit Fund/Dept/Cost Center/Account(s) prior to submitting for Final Approval.
Contact the submitter for clarification before approving the transaction if any discrepancies or uncertainties arise.
Remember the character limit for the “Detailed Notes” and “Comment” sections are 240 characters. You can always check the cell's word count in Excel if you use this formula: =LEN(cell_reference).
Review budget protocols and policies and confirm you have the proper authority to approve the transaction.
Contact the Office of Budget and Planning if you anticipate being out of office to discuss delegating approval responsibilities.
Step 4: Approve or Reject the Budget Adjustment
To approve a budget adjustment select the “Submit” button on the top right hand corner of the budget adjustment.
A pop-up will appear to approve the budget adjustment and will display information about the next approval step.
If applicable, include any comments in the text box.
Select “Approve” to approve the budget adjustment. An email will be sent to the submitter and the next approver.
To reject a budget adjustment select on the “Reject” button on the top right hand corner of the budget adjustment.
A pop-up will appear to reject the budget adjustment back to an approval workflow step. Always select step “1-Submit Budget Adjustment”. This will return the budget adjustment back to the submitter.
Leave a rejection comment(s) to inform the submitter of the reason the adjustment has been submitted and any necessary revision notes.
Select “OK” to reject the budget adjustment. This will send an email notification to the submitter letting them know the budget adjustment has been rejected.
What’s next:
Budget adjustments route through an approval workflow based on the debit department selected when creating the adjustment.
For information about department approvers, visit the Budget Adjustments tab of the Standard Approval Workflow Matrix.
To request an update the approval workflow, submit an Approval Workflow Maintenance Request.
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.