Once the annual departmental budget is posted in FAST or Data Marts, the budget transfer allows the department to move funds to other budget categories where additional expenditures are anticipated, where no budget was ever posted, or to another department. Our office has permission to entering budget transfers into the FAST system for fund codes:

• 10000 (Educational & General)
• 10009 (Educational & General Carry forward)
• 13000 (Summer)
• 13009 (Summer Carry forward)

Budget expense account mapping can be found on the Budget and Policy Analysis website. We strongly suggest you print out a copy and keep it handy. Example: After carefully reviewing your budget, you have a budget of $500 in the 88100 (Travel), you will be encumbering or spending an additional $500. Since there is a surplus of $500 in budget category 88420(Materials, Supplies & Equipment) via a budget transfer you can subtract ($500) from 88420 and add $500 to 88100.

Frequency: Daily/Weekly/Monthly

1. Complete the Excel worksheet, call the Sonia Manna or Nita Desai for the spreadsheet.
2. Remember that you can only transfer budget funds to the same fund type. Example: fund 10000 to 10000, fund 10009 to 10009, and 13000 to 13000. You CANNOT move budget items from 10000 to 10009, etc.
3. Identify the budget categories that you want to move funds into and out of. At the bottom of the page there is a block of text in which you write the reason for the transfer.
4. Save the transfer to your hard drive and have your chair or director sign the form
5. There a several ways of transmitting that form to our budget area: scan or attach your form and email to CAS_BT, mail the form to CPR 107, attention either Sonia Manna or Nita Desai, or fax it to ext 5911 with a cover sheet.
6. Once the transfer has been entered by our budget area, you will receive a notification of completion.
7. Your budget transfer can be viewed the following day via the portal on Data Mart or FAST.

Related Business Processes

Pre Process: July 1 budget posting
Post Process: Monthly reconciliation of budget posted

Name: Title: Department:

Sonia Manna & Nita Desai Faculty Administrator College of Arts & Sciences Dean's Office

Campus Address: Phone: E-mail:

CPR 107 Ext: 4-3194, 4-9575 manna@cas.usf.edu desai@cas.usf.edu

Process Owner: Forms:

College of Arts & Sciences Spreadsheet.xls

Training Opportunities:

XXXXXXXXXXX

1. Where do I send this to? 
   Answer:  CAS_BT
   
   
2. How do I know what budget category to use? 
   Answer: Refer to your Budget and to General Ledger Expense Account Code Mapping list which you should already have handy.
   
   
3. How will I know when the transfer has been processed? 
   Answer:  You will be notified once the transfer has been processed via email and it can be viewed the following day thru the portal - Data MARTS.
   
   
4. Can you do a budget transfer to an overhead or project? 
   Answer: No, you can only transfer funds to 10000,10009,13000,13009.
   
   
5. Can I transfer funds from my fund 18300 to 10000? 
   Answer:  No, you can only transfer funds to the same funds codes:  10000 to 10000, 10009 to 10009, etc.  Transfers to overhead are sent directly to Aaron Burstein – RFM ADM147, Projects – Sponsored Research.