Pacific University

Budget Transfer Instructions

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Index

Augmenting a Budget ("Budget Adjustment")
Budget Transfers
Payroll Transfers to/from Non-Payroll Accounts
Transfers from one Budget Area to Another Budget Area


Budget Transfers

A Budget Transfer is moving budget funds from one account to another account within the same Budget Area. Budget Transfers from one Budget Area to another Budget Area must be handled differently (see below). The sum of the debit and credit amounts of the budget transfer entry is zero. The same amount(s) is(are) moved from one account(s) to another account(s). To complete this transfer, several steps need to be done as follows:

1. The person having budget authority over the account sends an email to the Assistant VP for Finance & Administration (Bill Ray) requesting the transfer of budget funds. The email should include the account number(s) where the funds are coming from and the account number(s) where the funds are going to, the dollar amounts for each account number, and a brief explanation for the transfer. Please keep all budget transfers in whole dollars. An example of a budget transfer request is as follows:

Please transfer budget funds from:
	1-000-07004-7601	$1,900
	1-000-07004-7420	$7,200
To:	1-000-07004-7448	$9,100
Transfer is to cover XYZ contractual services on the PAC building.

2. This is all that is needed. The requester (Budget Officer or designee) of the transfer is responsible to maintain any documentation needed to support the budget transfer should the entry need further justification or need to be audited.

3. Bill Ray will review the request and if approved by him, will forward it to the Senior Budget Analyst (Susan Pedersen) for inputting.
4. After the budget entry is input into the Datatel Financial System, a confirming email will be sent to the requester of the budget transfer notifying him/her that the budget entry was entered into the system.

Payroll Transfers To/From Non-Payroll Accounts

Budget Transfers are not automatically authorized when requested from Payroll accounts to non-Payroll accounts. The same is true for transfers requested from non-Payroll accounts to Payroll accounts. These types of budget transfers can only be done with the Assistant Vice President for Finance & Administration's (AVPFA) authorization. These types of transfers should be rare. However, if you need this type of transfer, please follow step # 1 above and email your budget transfer request to the AVPFA. If approved, then a confirming email will be sent as outlined in step #2 above.

Transfers from one Budget Area to Another Budget Area

Budget Transfers from one Budget Area to another Budget Area are handled differently and depends on whether it is a Minor Transfer or Major Transfer. A Minor Transfer is for a few thousand dollars or less; a Major Transfer is for many thousands of dollars. There should be few, if any, major transfers because these transfers affect the Board Approved Budgets, Financial Operations Summary report, and variance reports.

Minor Transfer:
Contact Karen Wootan in the Business Office to make the transfer for you using a journal entry. If approved by both Budget Area Officers, Karen will input a journal entry (actual financial transaction) charging one area as an expense and crediting the other budget area. The credit will offset expenses.

Major Transfer:
Follow steps 1 thru 3 above under Budget Transfers. Be sure to include authorizations from each Budget Area Officer that this transaction affects.

This page is maintained by B. Ray.