Budget
Planning,
Maintenance
& Transfers
Budget
 Financial
 Allows
plan of all expenses and revenues
for performance evaluation
Budget Department
Responsibilities
 Construct
the College’s annual budget for the
upcoming fiscal year
 Maintain
the College’s current fiscal year budget
through non-sufficient fund monitoring
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Budget transfers
Requisition approval
Reporting
Budget Planning –
STC’s Annual Budget
 Compiled
annually and plans for a one year
period (September 1 – August 31)
 Lists
the expected revenues and expenses for the
upcoming fiscal year
 Must
be balanced
 Utilizes
Banner’s Budget Development Application
to gather departmental expense budgets
Budget Planning –
STC’s Annual Budget
 Comprehensive
 Approved
report that covers all fund types
by the Board of Trustees in August
 Budget
booklet is submitted to Governor’s Office,
Texas Legislative Board, THECB, and College staff
 Regulated
Legislature
by THECB and the Texas State
Budget Planning
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Generally, a 10 month process
Open the Budget Development Application for revenue
and expense budget entry
Project College revenues based on headcount
projections, historical trends, and proposed rate
schedules
Develop revenue scenarios, expense comparison
reports, preliminary revenue and expense summaries
Prepare budget reports and print Budget booklet
Prepare Budget Hearing ad
Submit and upload Board approved Budget to external
agencies
Roll approved budgets into Banner
Budget Planning
 The
Budget Planning Process commences through
the Budget Development Application accessible
through Jagnet
Budget Planning

Submit proposed organization budget requests for upcoming
fiscal year(s) when the application is open
 Only operating, travel and capital budgets may be
updated (+/-). Consider the manual budget transfers
processed during the previous year when requesting
budget amounts for the upcoming fiscal year(s).
 Only financial managers and authorized staff may update
an organization’s proposed budget


Submit the Banner Budget Development Access Request from
to grant additional user access (BO-8500)
Organization changes may also be made during this time
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Create new organizations
Inactivate existing organizations that will no longer be used
Combine organizations that serve the same purpose
Budget Planning

Enter “Notes” for each expenditure pool (operating, travel
and capital)

The notes must include the nature of the expense, the estimated
total cost, and the IE goal or objective that will be satisfied.
Example:
Operational Supplies: $63,596 (O6)

Travel notes must identify the conferences that will be attended,
the number of attendees per conference, and the IE goal or
objective that will be supported. Travel requests for destinations
that are not itemized in the notes section will require justification
when the Travel Authorization form is submitted.
Example:
Conferences: $10,000 (O1, O2)
SACS Annual Conference-1 attendee
Banner Annual Summit-2 attendees
Budget Planning
 Notes
for the upcoming fiscal year may be
updated until August
 South
Texas College
Budget Planning
 Proposed
budgets are reviewed and may be
adjusted by administrators
 Organization
budgets may be used during the
active fiscal year (September 1 – August 31)
Budget Maintenance

Department expenses must be properly categorized and
charged to the most appropriate organization
 The organization charged with the expense should not be
determined by funds availability. If the appropriate
organization does not have enough funds available for the
expense, complete and submit a budget transfer.

Expenses must be properly categorized in order to adhere to
the functional expense classifications from the Integrated
Postsecondary Education Data System (IPEDS) Financial
Survey
Budget Maintenance –
Transfers

Transfers increase or decrease the organization’s available
budget for operating, travel and capital expense accounts,
in order to:
 Reallocate budget for future purchases
 Cover negative balances

Budget transfers may be processed between different
account codes of the same organization, or between
different organizations

Budget transfers may not occur between different fund
codes
Budget Transfers

Only typed budget transfer forms will be processed

Transfers may be processed using the expenditure pool
accounts only
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710000 Direct Expenditures (Operating)
730000 Travel Expenditures
740000 Capital Expenditures
770000 Construction
If the submitted budget transfer form has errors, a new form
must be submitted
Preparing Budget Transfers

Determine the amount that needs to be transferred
(FGIBAVL)

Determine the organization and account with sufficient funds
available to cover the negative balance (FGIBAVL)

Prepare the Budget Transfer form (BO-3500)

Submit form for signature approvals
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Send approved form to Business Office for processing

Check the status of the transfer on FGIBDST
Budget Transfers - FGIBAVL
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
Enter the Required Fields to View Balances
 Chart
 Fiscal Year
 Organization
 Account
Move to Next Block
Budget Transfers - FGIBAVL
Budget Transfers - FGIBDST
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Enter the Required Fields to View Balances
 Chart
 Fiscal Year
 Organization
Move to Next Block
Down arrow to the expense account pool
Click on the Options menu and select Transaction Detail
Information (FGITRND)
Budget Transfers - FGIBDST
Budget Transfers –
Approvals Review
Budget Transfers
Contact Information
 Elena

Jimenez, Budget Specialist
872-4620 elenae@southtexascollege.edu
 Nicole

Perez, Budget Coordinator
872-4633 mnperez@southtexascollege.edu
 Budget Website:
http://www.southtexascollege.edu/businessoffice/forms.html