On-Line Budget Transfer Instructions

We welcome your comments and/or suggestions, suzanne.superka@villanova.edu.

FEATURES

• This on-line budget transfer form allows budget allocations between detailed account codes of your departmental Unrestricted budget
• This product has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility 
• Transfers between Indexes with different ORGS within your hierarchy are permitted
• Salary and Revenue account reallocations are restricted
• All debit and credit amounts must net to zero 
• Input is only allowed by utilizing the Index and account fields.

Go to WEB Budget Query Form

SINGLE LINE TRANSFERS
(Budget allocation from one Index/Account to another)   

To begin input:

1. Log on to WEB for Finance
2. Select 'Login to secure area'
3. Type in your Login information provided in the Introduction PIN letter and click on 'log in'  
4. Re-enter your PIN number for verification
5. From the main menu, select 'Financial Information"
6. Select 'Budget Transfer'
7. Enter the budget transfer amount using whole numbers with two(2) decimal places
   (ex. 100.00).
   
   USE YOUR TAB BUTTON OR MOUSE TO NAVIGATE ON THE SCREEN
   
   
8. The 'FROM' information represents where the budget funds will be reduced; therefore key in the (6) digit INDEX number and four(4) digit Account code where the budget will be taken from
9. The 'TO' information represents where the budget funds will be increased; therefore, key in the six(6) digit INDEX number and four(4) digit Account code where the budget will be added
10. Key in a brief description of the budget transfer entry.
11. Click on 'Complete'
    
    PLEASE NOTE THE FUND, ORG,  PROGRAM,  ACTIVITY AND LOCATION INFORMATION CORRESPONDING TO THE INDEX IS POPULATED
    
    
12. A document number will appear at the top of your screen with a message indicating that it was "Completed and Forwarded to the Posting Process".  If the transaction was not successful, a message will appear indicating the error.  Make the necessary corrections and click on 'Complete'.

At this time you may select to do another transfer or view your transaction via the Budget Query Status form.  To check your budget transfer transaction, in the WEB Budget Query Form, you can drill down on the corresponding budget account and the budget transfer will appear in the detail.

If you experience any problems, please do not hesitate to contact:
Suzanne Superka, extension 97184, suzanne.superka@villanova.edu

GO TO WEB BUDGET TRANSFER FORM

MULTIPLE LINE BUDGET TRANSFERS
(Budget reallocation from/to one or more Index/Accounts, 5 Line maximum)

To begin input:
Log on to WEB for Finance

1. Select 'Login to secure area'
2. Type in your Login information provided in the Introduction PIN letter and
   click on 'log in'
3.  Re-enter your PIN number for verification
4. From the main menu, select 'Financial Information'
5. Select 'Multiple Line Budget Transfer'
6. Enter the 'Amount of the Total Transactions' or aggregate amount(total of all lines regardless of debit/credit sign) using whole numbers with two(2) decimal places
   (ex. 100.00)
   
   USE YOUR TAB BUTTON OR MOUSE TO NAVIGATE ON THE SCREEN           
   
   
7. Key the six(6) digit INDEX number and four(4) digit Account code for each of  the accounts where the budget will be increased or reduced.   Enter the amount of the change using whole numbers with two(2) decimal places.  Change the Debit/Credit indicator to reflect the change.
   (example - To increase a budget line, change the indicator to the debit sign, '+', to decrease a budget line, change the indicator to the credit sign, '-').
8. Key in a brief description of the budget transfer entry
9. Click on 'Complete'
10. A document number will appear at the top of your screen with a message indicating that it was "Completed and Forwarded to the Posting Process".  If the transaction was not successful, a message will appear indicating the error.   Make the necessary corrections and click on 'Complete'.
    

At this time you may select to do another transfer or view your transaction via the Budget Query Status form.  To check your budget transfer transaction, in the WEB Budget Query Form, you can drill down on the corresponding budget account and the budget transfer will appear in the detail.

If you experience any problems, please do not hesitate to contact:
Suzanne Superka, extension 97184, suzanne.superka@villanova.edu

GO TO WEB BUDGET TRANSFER FORM

CODE LOOK UP ON BUDGET TRANSFER FORM

The code look up feature on the budget transfer form provides a description by specified code criteria of the type option selected.  This option is available primarily to check the description of an Index or Account being used in a budget transfer.    The following are options available with this feature:

1. You know the six(6) digit Index number and want to look up the corresponding Banner Finance description, select Index as the type and key in the six(6) digit Index number in the Code Criteria, click on 'Execute Query' and the description for the Index you requested will be displayed. The same instructions apply for the Account code look up, select Account as the type, and key in the corresponding four(4) digit Banner account code in the Code Criteria.
   
   
2. The title criteria option is also available, however, only one Criteria Selection is permitted.  Therefore, if using the Code Criteria, the title criteria should be left blank or no information will be retrieved.  When using the title criteria, the information you provide must be exactly the same as that coded in the Banner System or no information will be retrieved.  Therefore, due to the sensitivity of this criteria option, we highly recommend using the wildcard symbol, %, as follows:

Please note when using the Code Look Up feature, certain account codes may be retrieved that are not within the Budget Transfer Criteria.  For example, while the code look up may retrieve Accounts beginning with a '6' or '72', they represent Revenue and Salary Expense Accounts respectively which are excluded from user budget transfer capability. Therefore, as a general guideline, the accounts permissible are operating expense accounts and are greater than Account 7300.(Exception to this are departments with Cost of Goods Sold Accounts 71xx)

For your convenience we have included a listing of some of the frequently used Banner Finance expense and capital Account Codes.  Please remember this is just a sample listing as there are many other account codes available.

OPERATING EXPENSES