Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
1. Log into FAST
2. From the Main Menu - Follow the navigation below.
[Main Menu > Commitment Control > Budget Journals]
3. Click “Enter Budget Transfer” link from the menu bar on the left or click the “Enter Budget
Transfer” icon
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6
This screen will appear:
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6
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Change the value of Business Unit from TAMPA to USF01 (either by typing in “USF01” or by clicking
the lookup icon
to select USF01);
Keep the default value of Journal ID: NEXT;
Note: The “Journal Date” defaults to the current date.
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
4. Click the
button.
This screen will appear:
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
5. Enter “Ledger Group”.
Select “CC_ORG” for Expense Budget Transfers
[Note: Ledger on Budget Line tab (2nd tab) will appear as CC_ORG_BUD]
Select “CC_ORG_REV” for Revenue Budget Transfers*
[Note: Ledger on Budget Line tab (2nd tab) will appear as CC_ORG_BD]
*Note: Security prevents users outside of Budget and Policy Analysis (BPA) to post Revenue
Budget Transfers. If you are preparing a Revenue Budget Transfer, select “CC_ORG_REV” and
follow all of the remaining steps through posting. The final step for posting a Revenue Budget
Transfer requires contacting BPA for posting by sending an email to bpa@admin.usf.edu with the
budget transfer number (this step is noted in the appropriate step below).
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6. Enter “Long Description”.
Examples include:
 “09-10 Budget Transfer from Reserves to Advertising Promotional”
 “Funding for computer and phones. Non-recurring”
 “Funds to cover OPS support for XYZ program”
 “Transfer of funds from Reserves to cover room rental for freshman orientation”
TIP
At any point going forward you can click on the
button to generate a Journal ID.
Make note of the Journal ID. This will allow you to come back and finish your journal if you are interrupted.
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
After clicking
or by clicking on the
tab, this screen will appear:
7. Enter the Chartfield information and amounts on the
tab.
“Budget Period” is the 4 digit fiscal year (e.g. for fiscal year 2009/2010, Budget Period is 2010). Users
only have security to post budget transfers for current budget period.
“Account” field is a 5 digit value that begins with 8.
Budget Accounts for Expenses start with 88; Budget Accounts for Revenues start with 84, 85 or 86.
Click the
button below the line(s) to add additional line(s).
Positive amount will increase your budget; Negative amount will decrease your budget.
Note: Total Debits must equal Total Credits.
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In this example, Budget is moved from 88999 (Reserves) to 88100 (Travel) and 88021 (Staff Salary).
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
8. Verify chartfield strings are correct.
9. Verify Total Debits = Total Credits.
Note: For Revenue Budget Transfers in CC_ORG_REV, save your journal and contact BPA for posting
by sending an email to bpa@admin.usf.edu with the budget transfer number. Security prevents anyone
outside BPA from posting revenue budget transfers.
10. For Expense Budget Transfers, click the
This screen will appear:
11. Click the
button
button to post this journal.
If the posting process is completed within 2 minutes, this screen will appear:
Note: The Budget Header Status has changed from “None” to “Posted”.
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
If the budget journal could not be posted within 2 minutes, you will be prompted with a screen similar to
the one below:
Click the
button.
Follow the path pictured below.
[Main Menu > PeopleTools > Process Monitor]
To access the Process List tab, click the
button until the journal posting is completed (the Run
Status becomes Success and Distribution Status becomes Posted).
After your budget journal is posted, it cannot be modified.
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
To review a completed budget journal or to pull-up an
incomplete journal and continue working:
1. Log into FAST!
2. From the Main menu - Follow the navigation below:
3. Click “Enter Budget Transfer”
This screen will appear:
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
4. Click the “Find an Existing Value” tab as indicated above.
This screen will appear:
5. Enter Business Unit = USF01, and enter the journal number to review or to work on; Click the
button.
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Budget Transfer Procedure
Developed: September 2007
Updated: September 2013
This screen will appear:
Notice that the Budget Header Status is “Posted” (If you saved and have not posted your journal you
would see “None” instead).
At this point you can complete your previous journal by moving to Step #7 and finish all steps until the
journal is posted at Step #11 (please see example of
tab in the screen below).
You may call BPA at 974-2393 or email bpa@admin.usf.edu for additional assistance.
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