transfer documents
DESCRIPTION
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 Document Used to manage appropriation budgets TV Document - PowerPoint PPT PresentationTRANSCRIPT
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