Fund and Account Types

How are funds categorized and who monitors them?
We can break funds down into two basic categories:   

General Funds: Maintained to account for those transactions related to the academic and instructional programs of the university and their administration. All general funds are monitored by the Budget Office.

Non-General Funds: Include designated funds, auxiliary funds, expendable restricted funds, loan funds, endowment funds, plant funds, retirement and insurance funds, and agency funds. All non-general funds are monitored by the Accounting Office.

The university uses five digit numeric codes for all data enterable funds. The first digit identifies the category to which the fund belongs as follows:  

• 1xxxx - General Fund
• 2xxxx - Designated Fund
• 3xxxx - Expendable Fund
• 4xxxx - Auxiliary Activities Fund
• 5xxxx - Loan Fund
• 6xxxx - Endowment Fund
• 7xxxx - Plant Fund
• 8xxxx - Retirement and Insurance Fund
• 9xxxx - Agency Fund

How do I distinguish Budget Accounts from Expense Accounts?
Budget Accounts are 4-digit numbers:  

Controllable v. Non-Controllable

What is the difference between Controllable and Non-Controllable Accounts?
Controllable Account – a pooled budget account that is “controlled” by the department or unit. Budget in a pooled budget account can be moved to other budget accounts (both controllable and non controllable) and to other general funds at the discretion of the department. However the department must be aware that if the budget is moved into a Non-Controllable account using a BD02 transfer, it will be a permanent move.

Non-Controllable Account – a pooled budget account where the budget must be expended for the purpose intended as defined by the description of the account. Departments are not permitted to move budgets in non controllable accounts to other non controllable or controllable accounts, unless permitted by other policy or by presidential approval.

Controllable                                                                  Non-Controllable

Who manages the Non-Controllable and Controllable accounts?
Controllable Accounts - The departments are responsible for managing all.
Non-Controllable Accounts - All non-controllable accounts are managed by the Budget Office.
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Journal Vouchers

What is the difference between a budget and interdepartmental JV?
Interdepartmental JV (Yellow paper) - Written authorization for a financial transaction related to actual expenses for all funds, or budget dollars between a general fund and a non-general fund. Initiated by the department, approved and processed by the Accounting Office. 

Budget JV (Pink paper) - Written authorization for a financial transaction related to budget dollars between two general funds. Initiated by the department, approved and processed by the Budget Office. 
 
What types of transfers can you make in a budget JV?
Permanent Transfers (BD02): Permanent Budget Adjustments will be recorded permanently in the identified Budget Accounts. They will be reflected in subsequent year’s budgets.

Temporary Transfers (BD04): These transfers represent budget adjustments that will be effective for the current fiscal year. 

Where can I find a template for a Budget JV?
See link on Forms and Templates section of this site.

How do I submit a Budget JV?
A JV can be submitted by authorized signer via e-mail attachment or a paper copy can be mailed with authorized signature to the budget office (104 NFH). 
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Budget Monitoring

How often do I expect to receive a budget status report from budget office?
The first status report of a new fiscal year will be generated on September month end data (generated after accounting closes the books for the month). Beginning with December numbers, the reports will be generated monthly through the year end. Reports are generated only for those budgets exceeding the budget thresholds. 

Do I need to clear controllable deficits by individual account?
No. If a line item in the controllable budget is in deficit and the total controllable for that fund is not in deficit, the line item deficits do not need to be cleared.
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Position Control

How do I request a position number?
The budget office assigns all new position numbers. You will be asked to provide the following information: 

• Type of Position (casual, temp., regular)
• Start Date
• Fund Number
• Source of Funding
• Salary 

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Miscellaneous    

What are the current fringe benefit rates?
The current fringe benefit rates can be found on the Budget Office website. See Fringe Benefits section.

What are the best tools to use to check my budget status and follow budget transfers?
The Financial Reporting System is the best tool to follow the status of your budget. To see detailed transfers you will want to start with the FGIBDST report in Banner.

How do I determine the budget available for a position?
While budgets for a general funded position normally agree to the salary of the employee in that position, you can contact the budget office if you are unsure.

What if we need to have some overlap in a position for training purposes?
Two persons can not occupy the same position, even for 1 day. Contact the Budget Office. We will set up a temporary position number for the outgoing person. The department must fund any overlap and must identify the source of funds prior to setting up the new position.

How many signatures are needed on a Change of Status Form?
The department head initiating the change, a VP and Compensation (if the change is related to salaries or position titles) must sign the Change of Status form prior to the Budget Office. 
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Salary Savings

What is salary savings?
Salary savings is the budgeted salary for a position that will not be paid out due to a vacancy or an unpaid sick leave.

How can a department utilize the salary savings?
Salary saving can be used to cover the expenses of recruiting advertising for a position, covering a positions’ responsibilities while it is vacant (following one week vacancy), Out of Class Pay or an increase in hours or overtime due to a vacancy.

How much time must a position be vacant before salary savings can be used to reimburse for a replacement?
In order to receive reimbursement using salary savings, a position must be vacant for one week, or 5 business days for a position that is not full time.  

How much can I pay someone to cover a vacant position?
Temps & Casual employees hired as temporary replacement for a vacant or sick position can be covered up to 100% of weekly wage savings of incumbent, including higher rate per hour for fewer hours or more hours than incumbent at lower wage rate. An increment equal to the FICA plus Workers Compensation costs can be added if hiring through a temporary agency that is paid as a service.
For Out of Class pay, please contact the Compensation Department to determine guidelines. Any expense in excess of the amount reimbursable is the responsibility of the department.
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