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Transfer Documents

Transfer Documents

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Transfer Documents

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  1. Transfer Documents Advantage Financial System

  2. Transfer Documents There are four transfer documents to allocate funding, budgeting, and expenses Each document has a specific purpose and set of rules

  3. Transfer Documents A1 Document Used to manage appropriation budgets TV Document Used to transfer funds between accounts IX Document Used to transfer expenditures between accounts J1 Document Used to transfer revenues, expenditures, funds

  4. Transfer Documents Go to A1 Documents Go to TV Documents Go to IX Documents Go to J1 Documents

  5. 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

  6. A1 Documents Each budgeted account divides the budget into appropriation categories A – All other operating expenses E – Employee related expenses P – Personal services (salaries and wages) O – Transfers out M – Miscellaneous revenues S – Sales and services revenue I – Transfers in

  7. A1 Documents Transfer from one state account to another CK1 1001 to WV1 1004 Transfer between appropriation categories TR1 1001P to TR1 1001A TR5 1011P to TR5 1011A

  8. 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

  9. A1 Documents A1 documents require an appropriate description Transfers for personal services require the following:

  10. A1 Documents Additional or prior approvals may be necessary FIN 102-01: Appropriation Budget Changes Financial References: Appropriation Budget

  11. A1: Personal Services Enter the current fiscal year

  12. A1: Personal Services Enter the appropriate fund for the agency

  13. 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

  14. A1: Personal Services Enter the position number, employee ID (Affiliate ID), and modification date

  15. A1: Personal Services Repeat for the appropriation unit being decreased with the transfer

  16. 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

  17. A1: Personal Services After Editing, the A1 will move to PEND1 status for approvals

  18. TV Documents Used to transfer funds from one account to another Can transfer funds between fund groups

  19. TV Documents Permitted on: Auxiliary accounts Budgeted local accounts Cash-basis local accounts Local or auxiliary accounts between campuses Restricted local accounts

  20. TV Documents Not permitted on: Agency accounts Sponsored accounts State accounts Summer sessions accounts

  21. 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

  22. TV Documents For transfers between accounts in the same fund group 6001 10 – transfer in 8001 10 – transfer out For transfers between accounts in different fund groups 6001 20 – transfer in 8001 20 – transfer out For transfers on RID accounts* 6001 55 – transfer in 8001 55 – transfer out *See Financial References: General Purpose Accounts for more information

  23. TV Documents Function codes are required to identify the account on the other side of the transfer Example Transfer from TR5 1006 to TR5 1029 Transfer out function code: TR59 Transfer in function code: TR56

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

  25. TV Documents Enter E as this is an original document

  26. TV Documents Enter the total amount being transferred

  27. TV Documents Enter the Agency/Org which is receiving the funds

  28. TV Documents Enter the Function Code as Agency of Transfer Out and last digit of Org JM51007 = JM57

  29. TV Documents Enter the Revenue Source and Sub-Revenue Code Sub-Revenue 10 for transfers with the same fund group Sub-Revenue 20 for transfers between fund groups

  30. TV Documents These lines complete the Transfer In portion of the TV document Press Enter to move to the Transfer Out

  31. TV Documents Enter line number to distinguish this line (start with 01)

  32. TV Documents Enter the Agency/Org that is transferring the funds

  33. TV Documents Enter the Function Code as Agency of Transfer In and last digit of Org TR51004 = TR54

  34. TV Documents Enter the Object Code and Sub-Object Sub-Object 10for transfers with the same fund group Sub-Object 20for transfers between fund groups

  35. TV Documents Enter a description for the transfer

  36. TV Documents Enter the amount for the transfer out

  37. 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

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

  39. 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

  40. 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

  41. IX Documents IX cannot be used for the following object codes: 7110 Budgeted Salaries 7120 Wages 7200 Employee Related Expenses (ERE) Except 7200 40 to fund RA/TA* 7900 Administrative Service Charges 8001 Transfers Out *See Financial References: General Purpose Accounts for more information

  42. 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 recognition Food Land, buildings, and improvement costs Scholarships Holiday celebration expenditures

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

  44. IX Documents Enter E as this is the original document

  45. IX Documents Enter the amount of expense being transferred

  46. IX Documents Enter the Agency/Org from which the expense is being transferred

  47. IX Documents Enter the Object Code and Sub-Object from which the expense is being transferred

  48. 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

  49. IX Documents Enter line number to distinguish this line (start with 01)

  50. IX Documents Enter the Agency/Org that is receiving the expense