Frequently Asked Questions

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

Budget Accounts are 4-digit numbers:  

Expense Accounts

All expense accounts start with a letter followed by numbers. An interdepartmental JV is used to transfer expenses from one expense account to the other. The Accounting Department approves these transfers.

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

Controllable Accounts - The departments are responsible for managing all.

Non-Controllable Accounts - All non-controllable accounts are managed by the Budget Office.

Interdepartmental JV (Yellow paper) - Online 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  - Online authorization for a financial transaction related to budget dollars between two general funds. Initiated by the department then approved by the Budget Office. 

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. 

• Review the Banner Budget JV Training Package
• Email budget@oakland.edu for access 

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. 

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. The exception to this is for account code 6401. Because the associated fringes of 8% must reside in account 6701, account code 6401 cannot be in deficit.

Complete the New Position Request Form and email it to budget@oakland.edu. 

The current fringe benefit rates can be found on the Budget Office website. Click HERE to go to the Fringe Benefits Rates Section.

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.

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.

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.

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. 

Salary savings is the budgeted salary for a position that will not be paid out due to vacancy or unpaid sick leave. If a position is out on paid sick leave, the department may request assistance from the general fund.

Salary savings can be used to cover the expenses of recruiting/ advertising for a position, coverage of the responsibilities of a position by a temp/casual, out of class pay, an increase in hours or overtime worked due to the vacancy.

Salary savings can be used as soon as the position is vacant. However in order to receive reimbursement for a replacement/out of class pay for a position out on sick leave, the employee on leave must be out for 2 weeks, with reimbursement starting after the first week, or 5 business days for a positon that is not full time.

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.