transfer documents

Transfer Documents

Advantage Financial System

Transfer Documents

There are four transfer documents to allocate funding, budgeting, and expenses

Each document has a specific purpose and set of rules

Transfer Documents

A1 DocumentUsed to manage appropriation budgets

TV DocumentUsed to transfer funds between accounts

IX DocumentUsed to transfer expenditures between accounts

J1 DocumentUsed to transfer revenues, expenditures, funds

Transfer Documents

Go to A1 Documents

Go to TV Documents

Go to IX Documents

Go to J1 Documents

A1 Documents

Used to establish, change, or transfer an appropriation budget

Use on state and local budgeted accounts

Cannot transfer state appropriation between campuses

Cannot be used on agency, cash-basis, or sponsored accounts

A1 Documents

Each budgeted account divides the budget into appropriation categories

A – All other operating expensesE – Employee related expensesP – Personal services (salaries and wages)O – Transfers outM – Miscellaneous revenuesS – Sales and services revenueI – Transfers in

A1 Documents

Transfer from one state account to anotherCK1 1001 to WV1 1004

Transfer between appropriation categoriesTR1 1001P to TR1 1001ATR5 1011P to TR5 1011A

A1 Documents

A1 documents are entered by the unit that is funding the transfer

The appropriation increase amount must equal the appropriation decrease amount on state accounts

A1 documents must be approved by Financial Services

A1 Documents

A1 documents require an appropriate description

Transfers for personal services require the following:

Position Number Employee ID Date (MM/DD/YY)

115736 1000797001 02/27/14

A1 Documents

Additional or prior approvals may be necessary

FIN 102-01: Appropriation Budget Changes

Financial References: Appropriation Budget

A1: Personal Services

Enter the current fiscal year

A1: Personal Services

Enter the appropriate fund for the agency

A1: Personal Services

Enter the line action (C to change), agency, appropriation unit, amount of transfer (whole numbers only), and I to increase or D to decrease

A1: Personal Services

Enter the position number, employee ID (Affiliate ID), and modification date

A1: Personal Services

Repeat for the appropriation unit being decreased with the transfer

A1: Personal Services

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and Enter-or-Press the F7 key

A1: Personal Services

After Editing, the A1 will move to PEND1 status for approvals

TV Documents

Used to transfer funds from one account to another

Can transfer funds between fund groups

TV Documents

Permitted on:Auxiliary accountsBudgeted local accountsCash-basis local accountsLocal or auxiliary accounts between

campusesRestricted local accounts

TV Documents

Not permitted on:Agency accountsSponsored accountsState accountsSummer sessions accounts

TV Documents

TVs can be used to:

Process budgeted transfers in and out

Move residual balance of a closed account

Move funds to another account for a specific purchase/project/program

TV Documents

For transfers between accounts in the same fund group6001 10 – transfer in8001 10 – transfer out

For transfers between accounts in different fund groups 6001 20 – transfer in8001 20 – transfer out

For transfers on RID accounts*6001 55 – transfer in8001 55 – transfer out

*See Financial References: General Purpose Accounts for more information

TV Documents

Function codes are required to identify the account on the other side of the transfer

ExampleTransfer from TR5 1006 to TR5 1029Transfer out function code: TR59Transfer in function code: TR56

TV Documents

Enter the document number as Agency + TV + # (JM5TV#)

TV Documents

Enter E as this is an original document

TV Documents

Enter the total amount being transferred

TV Documents

Enter the Agency/Org which is receiving the funds

TV Documents

Enter the Function Code as Agency of Transfer Out and last digit of OrgJM51007 = JM57

TV Documents

Enter the Revenue Source and Sub-Revenue Code Sub-Revenue 10 for transfers with the same fund groupSub-Revenue 20 for transfers between fund groups

TV Documents

These lines complete the Transfer In portion of the TV document

Press Enter to move to the Transfer Out

TV Documents

Enter line number to distinguish this line (start with 01)

TV Documents

Enter the Agency/Org that is transferring the funds

TV Documents

Enter the Function Code as Agency of Transfer In and last digit of OrgTR51004 = TR54

TV Documents

Enter the Object Code and Sub-ObjectSub-Object 10 for transfers with the same fund groupSub-Object 20 for transfers between fund groups

TV Documents

Enter a description for the transfer

TV Documents

Enter the amount for the transfer out

TV Documents

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and Enter-or-Press the F7 key

TV Documents

After Editing, the TV will move to PEND1 status for approvals

IX Documents

Used to transfer expenditures from one account to another

Permitted on sponsored and non-sponsored accounts and between campuses

Can correct miscoded or incomplete agency org, object, subobject, suborg, function code

IX Documents

Expense must have been fully charged (cannot be encumbered)

Appropriate description is required

Transfers for capital items, description must begin with purchase order (PC/SC/PO) and order number

Description PC 30204M00025

IX Documents

IX cannot be used for the following object codes:

7110 Budgeted Salaries7120 Wages 7200 Employee Related Expenses (ERE)

Except 7200 40 to fund RA/TA*7900 Administrative Service Charges8001 Transfers Out

*See Financial References: General Purpose Accounts for more information

IX Documents

State accounts have additional restrictions

The following general expenditures are not allowed on state accounts (See FIN 111 for a complete list)

Awards for recognitionFoodLand, buildings, and improvement costsScholarshipsHoliday celebration expenditures

IX Documents

Enter the document number as Agency + IX + # (TR5IX#)

IX Documents

Enter E as this is the original document

IX Documents

Enter the amount of expense being transferred

IX Documents

Enter the Agency/Org from which the expense is being transferred

IX Documents

Enter the Object Code and Sub-Object from which the expense is being transferred

IX Documents

These lines complete the seller portion of the IX document

Press Enter to move to the buyer portion – the account that is receiving the expense

IX Documents

Enter line number to distinguish this line (start with 01)

IX Documents

Enter the Agency/Org that is receiving the expense

IX Documents

Enter the Object Code and Sub-Object receiving the expense

IX Documents

Enter a description of the expenses being transferred

IX Documents

Enter the amount of expense being received

IX Documents

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and Enter-or-Press the F7 key

IX Documents

After Editing, the IX will move to PEND1 status for approvals

J1 Documents

Used to transfer revenue, expenses, and funds

The only transfer document that can be used for revenue

Used by service departments to reverse internal billings (II documents)

J1 Documents

Allows transfers from multiple accounts to one or multiple accounts on the same document

If transfers are between funds, the J1 must include balance sheet lines for the cross fund transfer

J1 Documents

Appropriate description is required

Transfers for capital items, description must begin with purchase order (PC/SC/PO) and order number

Description PC 30204M00025

J1: Within Fund

Enter E as this is an original document

J1: Within Fund

Enter comments per your department procedures

J1: Within Fund

Enter the debit total for the document

J1: Within Fund

Enter the credit total for the document

J1 Documents

These lines complete the header portion of the J1 document

Press Enter to move to the details portion

J1: Within Fund

Enter the transaction type22 Expenditures31 Revenue 01 Assets

J1: Within Fund

Enter the Agency/Org for the debit portion

J1: Within Fund

Enter the Object/Sub-Object or Revenue/Sub-Revenue Code

J1: Within Fund

Enter the debit amount

J1: Within Fund

Enter a description of why the funds are being transferred

J1: Within Fund

Repeat for the credit portion

J1 Documents

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and EnterPress the F7 key

J1 Documents

After Editing, the J1 will move to PEND1 status for approvals

J1: Cross Funds

Enter E as this is the original document

J1: Cross Funds

Enter comments per your department procedures

J1: Cross Funds

Enter the debit total of the document including balance sheet transfer

J1: Cross Funds

Enter the credit total of the document including balance sheet transfer

J1 Documents

These lines complete the header portion of the J1 document

Press Enter to move to the details portion

J1: Cross Funds

Enter the transaction type22 Expenditures31 Revenue 01 Assets

J1: Cross Funds

Enter the Agency/Org for the debit portion

J1: Cross Funds

Enter the Object/Sub-Object or Revenue/Sub-Revenue Code

J1: Cross Funds

Enter the debit amount

J1: Cross Funds

Enter a description of why the funds are being transferred

J1: Cross Funds

Repeat for the credit portion

J1 Documents

These lines complete the expenditure transfer

To balance the transfer between funds, a balance sheet transfer cash entry is required

Begin a new line for the balance sheet transfer

J1: Cross Funds

Enter 01 (Assets) for the transaction type

J1: Cross Funds

Enter the fund code

J1: Cross Funds

Enter 1100 as the balance sheet account

J1: Cross Funds

Enter an appropriate description

J1: Cross Funds

Enter the credit amount

J1: Cross Funds

Repeat for the debit portion of the balance sheet transfer

J1 Documents

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and Enter-or-Press the F7 key

J1 Documents

After Editing, the J1 will move to PEND1 status for approvals