Budget Transfer Instructions

Once a department/program budget has been established, budget managers have authority to transfer budgets between most object codes (i.e., line items) within a single department/program. For example, a reallocation of budgeted funds can be made from supplies (object code 5370) to printing (object code 5290) within the Fiscal Services department. Some common exceptions to this allowance are salary and equipment line items; these requests require the Chief Financial Officer's review and approval.

With the approval of the appropriate division manager, budgets may also be transferred from one state-funded department to another (state-funded department account numbers all begin with fund 00). In no instance may budgets be transferred from a state-funded account to a non-state account or between different non-state programs.

If an overall department/program budget shortfall is projected, a request for additional funds should be forwarded to the Chief Financial Officer by the appropriate division manager with sufficient justification to support the need for additional expenditure; the Budget Transfer Form should not be used to request additional funding.

Direct questions to the Senior Accountant-Budget and Planning Analyst*

Budget transfer requests are required to include the following information:

• What account (11-digit code) are you transferring from?
• What account (11-digit code) are you transferring to?
• What is the dollar amount of your requested transfer (whole dollars only)?
• What is the reason for your transfer request? Please note that "no money" or "extra money" are not acceptable reasons; rather, an explanation as to why this item(s) wasn’t included in your approved budget plan is necessary.

Budget transfer requests may be submitted to the Budget and Planning Analyst* using one of the following methods:

• Print, complete and mail the Budget Transfer Form to the Budget and Planning Analyst*: Carol Cole, Office of the Chief Financial Officer. This form must be signed by the budget manager to indicate approval of the request.
• Email the required information to the Budget and Planning Analyst*.  The Budget Transfer Form may be included as an email attachment or the same information can be conveyed in the text of an email message. Because the email "from" line substitutes as the approval signature on electronic requests, emailed budget transfer requests must be sent from the budget manager or budget coordinator’s address.
• Complete the form online from this link Interactive Budget Transfer Form, save it to your hard drive or email it as appropriate. Because the email "from" line substitutes as the approval signature on electronic requests, emailed budget transfer requests must be sent from the budget manager or budget coordinator’s address.

BUDGET TRANSFER FORM:

Here is a link to the Budget Transfer Form that should be printed and manually completed.  Here is a link to the Interactive Budget Transfer Form that can be completed online, saved electronically, and then sent via email.

*In the event the Budget and Planning Analyst Carol Cole is out of the office, Ellen Crosson, Administrative Analyst in the CFO's Office, can process budget transfer requests that cannot wait until Carol returns.  Forward emergency budget transfer requests to crossone@uchastings.edu 

^{Updated:  April 7, 2009}