Budget Control
Approval and Transfers
Presented By: Nicole Perez
Background
 College funding sources: state appropriations, local taxpayers, tuition and fees
 Expenses receive a substantive review
 The College must ensure that all expenses are necessary in the fulfillment of its
stated mission, are incurred at a reasonable cost, and are bona fide business
expenditures
 The College is required to adhere and report to the Integrated Postsecondary
Education Data System (IPEDS) and other agencies (i.e. THECB, NACUBO, etc.)
 FOAP codes are the chart of accounts elements used for classification,
budgeting, recording, and reporting.
Background
 Budgets are allocated to departments during the Budget Development phase
and after approval by the Board of Trustees
 Budgets may be used from September 1 to August 31
 Unused funds do not roll over to future fiscal years
Budget Availability
 Check the budget availability of an organization through FGIBAVL (prior to
requisitions and budget transfers)
Budget Availability
 If FGIBAVL shows pending documents
Initiating Requisitions
 Expenses need to be recorded in the FOAP code most relevant to the expense,
and
 the FOAP code to charge must not to be determined solely on the basis of fund
availability
Requisition Expense Account Codes
 http://finance.southtexascollege.edu/businessoffice/forms/Account_Classifications.pdf
Requisitions Cycle
 Requisition initiated at department
 Purchasing Department-Reviews requisition and documentation
 Business Office – Approves/Disapproves requisition based on budget availability
 Financial Manager-Approves/Disapproves requisition
 Purchasing Department-Reviews documentation and assigns a Purchase Order #
 Vendor-Receives the PO#, issues items, and issues an invoice to Accounts Payable
Department
 Receiving Department-Receives and delivers purchased items
 Accounts Payable-Processes invoice for payment
 When the requisition is disapproved at any point, it goes back to initiator and the cycle
restarts
Requisitions Inquiry Forms
 FOIAPPH – Documents Approval History Form
 FOIAPHT – Approval History Form
 FPIREQN – Requisition Query Form
 FPIPURR – Purchase Order Query Form
 FAIINVE – Invoice Query Form
 FGIDOCR – Document Retrieval Inquiry
 FOIDOCH (REQ-Requisition, PO-Purchase Order, INV-Invoice)
 FOAAINP – Document Approval Form
 Queue Level
 5 – Purchasing
 10 – Business Office
 20 – Financial Manager
Budget Transfers
 Increase or decrease the available budget balance of an organization in the
current fiscal year
 In anticipation of future purchase
 Clear negative balances
 Reviewing and balancing an organization’s budget is necessary
 Verify budget availability, in order to submit budget transfers with ample time
 Form BO-3500
 http://finance.southtexascollege.edu/businessoffice/BO-forms.html
 Handwritten, faxed, scanned, incomplete, or altered budget transfer forms are
not allowed and will be disapproved
Budget Transfer Form
Budget Transfer Form Examples
Transfer within the same fund code, different organization
Transfer within the same fund code, different organization, different account
Budget Transfer Form Examples
Transfer within the same fund code, same organization, different account code
Transfer within different fund code, different organization, same account-Not Allowed
Budget Transfer Form
Budget Transfer Form
Budget Transfers Processing
 Submit your transfer request with ample time to avoid processing delays
 Budget transfers will be processed within 48 hours of receipt
 Form must be completed properly
Contact Information
 Elena Jimenez: 872-4620 elenae@southtexascollege.edu
 Accountant-Vacant
 Nicole Perez: 872-4640 mnperez@southtexascollege.edu