Budget Transfer Request

The Budget Transfer Request form will insert an approved Batch (Set) into the General Ledger (GL) Budget Adjustment/Transfer (GLBUBAUB) page.

Complete the required fields and the desired level of details and submit the record. When the form is submitted, Workflow will manage record details until the record is approved and inserted into the GL subsystem, or rejected. From the editing of form details to the insertion of the record into the database, all efforts are streamlined into a direct line of communication so that the reoccurring administrative functions can be promptly directed to the right person(s). Workflow can also be customized. As a result, the Budget Transfer Request form facilitates efficient Budget changes.
Excel Output option is available for approved budget changes within the GL Budget Adjustment/Transfer page.

Note: Browser support for the form is Internet Explorer 10 or higher.

The form has three sections:

1. Header — The header includes system-generated data that states who created the Budget Transfer Request and which system or "Connection" was used to create the request.
2. User Section — The user section is titled Batch Information and is composed of two areas: the top half identifies the batch and the lower half is specific to stating which accounts are involved, comments about the change requested, and the value. Not all the fields are required before submitting a request. Required fields are denoted with an asterisk.
3. Footer — The footer is where the user will be prompted to take action or will be informed of the outcome of action. The Footer also contains buttons to reset the form, submit the request, or attach documents to the request.

The exact handling of a Budget Transfer Request will be unique to each district or office. The Workflow engine's base mode (no customizations) will email the creator when a request is approved or rejected. Optional comments from the approver may be included in the content of the Workflow email.

All approvers have access to the form in the Update mode. Initiate Update mode through the LINK within the Workflow Task List. While in Update mode, information may be added or edited. Clicking Submit will save the changes and return the form to Workflow to continue its approval (or rejection).

Batch Information

Fiscal Year: Type in the fiscal year formatted as YYYY. This date is used to determine default fiscal years. When the budget fiscal year spans two calendar years, the fiscal year is either the year beginning or year ending the accounting span, as defined in the GL General Information (GLUPGN) page, Calendar tab. Direct questions about Fiscal Year to your supervisor. Note: This field can be set to a default value by the system administrator.
Level: This is the Budget Level, also known as the Object Group level, for which budgets are being defined. The Budget Transfer Request form defaults to OB (Object Code Level), but the default can be changed to any group level that is defined in GL General Information (GLUPGN), Object tab, for the ledger code.
Budget Version: Budget Code for which the budget changes are made. Codes available for selection are defined in the GL General Information page, Budget tab. Note that common code GLBU/GL370C is not applicable with the Budget Transfer form.
Transaction Type: Options within the drop-down list are system-generated values:

• An "A" in this field means that the transaction is a change to an existing budget. Use the TRANSFER TO ACCOUNT field. TRANSFER FROM is optional.
• A "T" in this field means that the transaction is a transfer creating a new Key and Object association from an existing budget. Use both the TRANSFER TO and TRANSFER FROM fields.

Reason: A code to associate a purpose with the adjustments, which may be used for reporting purposes. Codes available for selection are client-defined in common code BURS/XXXX, where XXXX is the (up to four-character) reason code. The description of the reason should be entered in the Medium Description field. The Reason field can be made a required field by adding common code BURS/CHECK. Codes GLBU/GL370C or GLBU/GL370CAS are not applicable within Web Forms.
Fund Type: A code that describes the Fund Type of this transaction. Codes available for selection are client-defined in common code BUFT/XXXX, where XXXX is the type code value; the description of the reason should be entered in the Medium Description field. The Fund Type field can be set to a default value by the system administrator. Common code BUFT/CHECK (to require a Fund Type) is not applicable within Web Forms.
Comments: A text field that holds up to 300 characters and will be visible to the approver in Workflow. Comments will remain with the request and insert into the GL Budget Adjustment/Transfer page, Notes tab.

Batch Details

Each batch is specific to the Reason code selected. Enter up to five different adjustment or transfer items within one batch request, consistent with the Reason code selected.

Description (text): Permanent text field for adding comments about the budget change requested. Enter up to 30 characters that will be associated with the account details and amount within the one row. Each row is a unique record. The description inserts into the GL Budget Adjustment/Transfer (GLBUBAUB) page, Budget Adjustments tab, Main tab, Description field.
Transfer From Account: The defined account that will be affected before the budget change.
Transfer To Account: The defined account that will be affected after the budget change. Enter the account string to which the budget change is made. 
A message about an Invalid GL or Account Error generally means that the key or object added to an account field(s) is incorrect. Review the account information and confirm it is correct or return to account lookup. The ledger that is displayed is based on user's preferred ledger setting in the Administrative Console Manage Users page. The account number may be typed or looked up using the Account Controller. Selecting "GL XX Lookup," where XX is your ledger code, will display a list of account numbers that have already been created in the selected fiscal year. Look up the Object on a separate lookup.
Amount: The numeric value of the budget change you are requesting. The numbers entered will update into a decimal format. For instance, typing "1" in the Amount column will be formatted by the system as 1.00 and typing 1.99 will remain 1.99.
Transfer Total: The Amount column sum. The Transfer Total will be equal to the Total on the GL Budget Adjustment/Transfer page, Budget Adjustment tab, or will be the value of either the Budget Increase, Budget Decrease, or both.

Insertion of Request into GL Subsystem

Approved requests will insert into the GL Budget Adjustment/Transfer page as a Set. The Set ID will be a system-generated value based on common code SYNO/BTCHIDBU. The Reference number will be a system-generated value based on common code SYNO/BUID. Workflow emails can be customized to include the Set ID or various elements of batch information.

Web Form Attachments

The footer contains the option to add attachments. The attachment will be accessible in Documents Online through the Administrative Console to advanced users, and viewable on the new GLBUBAUB record.