How to Process Transfers and Budget Adjustments

Owned by Gabrielle Bouchard
Last updated: Oct 17, 2024 by Amanda Noble
4 min read

Staff can create a Cash Receipt through Kuali Financial Systems (KFS). The Cash Receipt (CR) eDoc is used to record cash and checks for subsequent deposits into bank accounts by Cash Operations.

  • Use appropriate naming conventions and ensure the descriptions for related TFs (transfer of funds) and SSBAs (single sided budget adjustment) match.

    • Follow the “DEPT>DEPT Brief Description” naming convention

    • Example in KFS:

image-20240819-183524.png

  • Other naming examples:

    • ANTH>GEOG Conference Support

    • LING>LING Faculty Research Funds

    • PNB>EEB Research Exp Coverage

  • We often use specific award names ex) SURF, OUR as well as the fiscal year or semester the transfer relates to. The more detailed the better for ease of tracking.

    • HON>DEPT Last Name SURF Award Fall 2024

    • DEPT>CLAS Last Name Computer Purchase FY25

 

  • Add TF edoc # to the SSBA Explanation field and ass SSBA edoc # related to the TF Explanation field, so that each edoc is referenced on the applicable related edoc - this makes it easier to find related edocs when reviewing or going back to see what was processed.

    • If an SSBA is not needed, write “No SSBA Needed” in the TF Explanation field.

image-20240819-184205.png

  • “No SSBA Needed” may also need to be added on a TF that was already submitted and in that case we would put it as a comment at the bottom when approving the edoc.

  • For instances where you’re just updating a budget on an account, the naming convention should follow our standard procedure of DEPT Account Number Brief Description.

    • For example: DEPT 4XXXXXXX Update Account Budget

TF Rules:

Make sure that you are using the correct transfer in/out object codes

*Within Unit = all accounts on the TF are within CLAS. A transfer with accounts in EEB, MARN, SLHS, LING, etc., would be within unit because these are all CLAS departments. If a transfer was outside of CLAS, like ENGR, CAHNR, Nursing, etc., the object codes would be outside unit.

*If you need to transfer between a 2L and a 4L, reach out to your Business Center contact and they can assist with a SWAP.

 

  • For 4L transfers, ensure that you are transferring between the same subfunds (4Ls can either be OPOTF or UNRSP)

    • Transfers must be between like subfunds, so OPOTF>OPOTF or UNRSP>UNRSP

      • If you need to transfer between an OPOTF and UNRSP please reach out to your Business Center contact for help processing a SWAP

      • An exception situation: grants can transfer to UNRSP accounts, in which case that would look like a 5/6L>4L

  • 2L transfers can be made between any two 2L accounts (2L>2L)

 

 

SSBA Rules:

  • We do not budget for non-CLAS accounts

    • If you are in a CLAS department and are processing a TF, only budget for your department’s accounts/ The other department and/or the CLAS Business Center will complete the other department’s budgeting if applicable.

  • Be sure to budget for the revenue and expense object codes as needed

    • 2L:

      • 2L Accounts within CLAS need to be budgeted for the transfer in, transfer out, and expense object codes (Ex. 3308, 3208, 5000)

        • Account transferring out: increase transfer out object code, decrease budget object code (typically 5000)

        • Accout transferring in: Increase transfer in object code, increase budget object code (typically 5000)

      • Transfers where both accounts are 2L and are within CLAS, use the BA indicator, which budgets for expense object codes and the transfer in object code in the TF

        • Decreasing 5000 will be the only account budgeted on the related SSBA

    • 4L:

      • We do not budget for transfers out of 4Ls (even if a CLAS account), but the transfer in will need an SSBA if the account(s) is within CLAS

      • We do usually budget for transfers in to 4Ls for your own departments. This is usually done by increasing both the transfer in object code, and the general 5000 object code by the same amount. You can check if this is done correctly by saving the SSBA, and reloading the available balance of the account to make sure it is budgeted correctly.

      • Generally, every TF needs an SSBA to accompany it, except for these 4L situations:

        • Transfer out of a 4L to a non-CLAS account

        • If you are processing a TF within a CLAS department, and you are transferring out of a 4L to another CLAS 4L, the other CLAS department or the CLAS Business Center will complete the necessary SSBA

  • Ensure that SSBAs are submitted as needed for non-TF revenue edocs

    • Ex. Internal Billings, Service billings - if your account is receiving revenue, the accounts needs to be budgeted for the revenue object code (ex. 4780) and to increase the expense budget (5000)

      • In this case, add the related edoc # to the SSBA’s explanation field (rather than a TF as explained above)

      • Service Billings do not route for approval, so if you are not the one submitting, we will not see them until they are final in KFS and reflecting on the account’s balance

    • CLAS Business Center reviews 4L accounts bi-weekly that need budget adjustments and will update any accounts that need corrections with those reviews, but it is best practice to budget as you submit edocs or notice discrepancies, so that accounts are updated as quickly as possible.

      • This process does not include Transfer related budgeting and is the responsibility of the account FO.