Budget Transfer

Budget Transfer

1. Start

• The process begins when a user submits a Budget Transfer Request through a web form.

2. Get User’s Location

• The system retrieves the location code (such as department or office) of the person making the request, based on their user ID.

3. Creator Approval

• The user who created the Budget Transfer Request must review and approve the request.

  • If approved: The request moves to Supervisor Approval.

  • If rejected: The process captures and records the reason for rejection, and sends a rejection notification to the requester.

4. Supervisor Approval

• The supervisor (or a person with appropriate permissions, possibly based on the account/object code) reviews and must approve the request.

  • If approved: The request moves to Financial Review.

  • If rejected: As above, the reason is recorded and a rejection notification is sent.

5. Financial Review

• A financial reviewer or finance department reviews the details of the request and either approves or rejects it.

  • If approved: The workflow proceeds to the next step.

  • If rejected: The process again records the notes and sends the notification.

6. Generate Batch/Reference Numbers

• The system automatically generates and assigns a unique Batch ID and Reference Number for the Budget Transfer.

  • These numbers are used to track the transaction in the financial system.

7. Create Adjustment Batch

• The system creates a new General Ledger (GL) batch, and detailed batch records, reflecting the specifics of the approved budget transfer (accounts, amounts, fiscal year, etc.).

• Any comments related to the transfer are stored.

• If an error occurs in this step, special error handling is triggered (see later).

8. Attach Documents

• Any documents uploaded or needed as supporting evidence for the budget transfer are attached to the record in the system.

9. Email Notification

• Once the batch is successfully created, an email is sent to relevant parties (including the requester) notifying them that the Budget Transfer Request has been approved, and providing the Batch ID.

10. End

• The workflow is now complete.

Error and Rejection Handling (At Each Approval Step or System Task):

• If an error occurs (e.g., record insertion fails, system error, missing required information) at any step:

  • An error message is recorded.

  • An email is sent to the creator (and/or other administrators) stating the error.

  • If necessary, any partial entries in the financial system are rolled back or removed.

• If the request is rejected at any approval step:

  • The rejection reason is recorded.

  • The creator is notified by email about the rejection and the reasons.