KANSAS STATE
UNIVERSITY
REVISED BUDGET
TRANSFER
PROCEDURE
Allocated Budget Transfers/
Non-Allocated Fund
Transfers
Transfers
 Overview




of:
Allocated Budget Transfer Process
Non Allocated Funds Transfer Process
Changes for FY 2008 on the revised forms
Forms found on the Controller’s Office website http://www.ksu.edu/controller/eforms/
Transfers
 Allocated



Budget Transfer Form
Used to transfer budget for allocated funds
Once completed and approved, the Budget
Office checks for accuracy and available
balances
Directly uploaded into FIS
Transfers
 Non-allocated


Funds Transfer Form
Used to transfer cash for non-allocated funds
Revenue object codes used are built into the
form (R6651 - Increase and R6652 Decrease)
 Rules
for Allocated Budget Transfers
and Non-allocated Funds Transfers


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Adequate funds are preferred to be available
before a transfer is processed
Budget transfers must be made within the
same fund source
Required fields:
• Project, source, object code (multi-segment
account)
• Explanation of the transfer
• FIS short description
Transfers
 Complete
an Allocated Budget Transfer
or Non-allocated Funds Transfer Form



Go to the Controller’s Office website
http://www.ksu.edu/controller/
Next, click on E-forms
Under the Savable Forms subdirectory, select
the Allocated Budget Transfer or Nonallocated Funds Transfer
Transfers
Allocated Budget Transfer/
Non-Allocated Funds Transfer
This procedure has been updated for FY 2008. These
changes relate directly to the new options available to
complete these forms. A department has the option to:



Complete both sides of the form and submit to the
Budget Office for approval.
Complete the increase side only of the form and route
the form to another department
Complete the decrease side only of the form
and route the form to another department
The following Header information will
remain the same:

Explanation (Required): Fill in a brief explanation of
what and why you are moving budget associated with
cash.

FIS Description (Required): Fill in what you want to
see in FIS for a description of the budget transfer (limit of
25 characters).

Prepared by: E-forms automatically fills in this section.

Department: The preparer’s department number or
department name may be entered in this space.
Removal from the Header Information

Dean/Financial Officier Email – This line will
be deleted from the revised form.

Copies To: - This section will no longer be
used. Add the person as a Recipient or
Trustee.
Revised Header Tab
When completing both sides of the transaction, the
increase and decrease fields are both enterable.
Revised Header Tab
When the increase or decrease side of the transaction is
done separately, only the name of the opposite side is
visible.
Funding Tab
The Funding panel shown below also has three listing
options: both funding sides, the increase side only, or the
decrease side only.
Both funding sides
Funding Tab
Increase funding and the decrease funding have
both sides visible but only the selected type of
funding is enterable.
Funding Tab Notes

Source and Object code are drop-down boxes.
Limited items are available for these fields and they
must be selected from the drop-down lists.

E-forms will verify that the ‘multi-segment account
string’ is structurally valid and will then display the
appropriate line with an ‘Edit’ or ‘Remove’ button.
The funding may be edited or removed after it is
completed. The funding may be edited only up to
point prior to releasing or releasing and approving
the document.
Object Code Review



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
Allocated Budget Transfer
B1000 - Classified Salaries
B1100 - Unclassified Salaries
B1200 - Student Salaries
B2000 - OOE

Non-Allocated Budget Transfer
 R6651 - Revenue Increase
 R6652 - Revenue Decrease

(These are built into the form.)
Reference for Sources
 KSU
Budget Office Website
 http://www.ksu.edu/budget/transfers.htm
 FIS


INFORMATION
Allocated Funds (PDF)
Non-Allocated Funds (PDF)
Trustees



If you have position trustees, they will appear on the
listing below
If no trustee is showing, select the add trustee button
Contact the Controller’s Office, Systems Division, for
questions regarding this process
Trustees Panel
The trustee panel will be used to approve the
Allocated Budget Transfer/Non-Allocated Funds
Transfer when the increase side or the decrease
side of the form is completed.
If an employee approves transfers, their name
needs to be added as a trustee. If someone else
approves the transfers, please add their name as a
trustee, therefore, they will receive notification of
the transfer by email.
Adding the Recipient
When the increase side or decrease side of the form is
used by another department, add the recipient to ensure
the form is routed properly.
Transfers
 Final



Form (Document Actions):
Select “view form” to view the form for a final check
and print it for your records
If you have Departmental approval authority you can
click on the ‘Release and Approve’ button. This will
release the document to the Budget Office
If you do not have approval authority, you must release
the document to an Approver
Transfers



An email form will be shown where you can add other recipients and
any other message you require.
The email is usually sent to anyone who has approver/trustee
authority.
A similar email is sent to the recipient.
Approver (other than self)
Receives an E-mail notice that a transfer is waiting for
approval. The approver must enter e-forms, form status,
and then pending approval. See below:
Recipient
Receives an E-mail notice that a transfer is waiting for their
action. The recipient must enter e-forms, form status, and
then awaiting reciprocation. See below:
Transfers
 When
the form is complete, a copy may be
printed for your records
 Note
the transfer number for reference
 Releasing
and approving the form will
send the transfer to the Budget Office
Transfers
 If
a budget transfer is submitted by a
college/department and then found later to
be in error before it is processed in FIS, it
can be rejected and sent back to the
person who prepared it for correction and
re-submission
Transfers

When the electronic form is received by the
Budget Office, the form will be processed within
three working days.

The electronic signature from the approving
party will be used as an official signature.
Therefore, the Budget Office will no longer
require a hard copy of the budget transfer.
However, each college or department may
require a hard copy of the budget transfer
document for internal approval procedures.
Transfer Tips

Contact other departments whose FIS projects are
involved in the budget transfer if your department has
elected to complete both sides of the form. It may be
helpful to send them the document number so they are
able to access the document

E-forms will send an email with the document number
automatically if a one-sided form is being completed.

Please remember that when a budget transfer is
submitted to the Budget Office, it is considered by
the Budget Office to be approved
Transfer Tips

The approval process for colleges and departments may
vary based on who is selected as the “trustee” to
approve budget transfers. Some colleges/departments
prefer their financial officer to approve these documents
while others have administrative officers and
accountants approve the documents

Follow up with your transfer and make certain it was
entered correctly into FIS.

Please remember that when a budget transfer is
submitted to the Budget Office, it is considered by
the Budget Office to be approved