Budget Adjustments

The Budget Adjustment System (BAS) allows users to move money between accounts via online transaction collection. The BAS is very similar to the Budget Development System (BDS).

	Users must have access to both the "from" account and the "to" account. If there is a need to transfer funds between departments, the budget adjustment must be sent to the Business Office for processing.
	Only 2xxxxx, 3xxxxx, and 4xxxxx cost centers are valid for use in the BAS.
	Money in auxiliary cost centers (4xxxxx) can only be moved to other auxiliary cost centers.
	Budget adjustments involving salary object codes (1xxx) must be sent to the Business Office for processing.

	If the "from" account does not have the funds available, the entry will not be accepted in the BAS.
	Only whole dollars can be transferred.
	In order to setup an object code not previously budgeted, the budget adjustment will need to be forwarded to the Business Office for processing.
	Different entries cannot have the same "from" and "to" accounts.
	The system provides individual reports of daily activity upon request. These reports are only available on the day of input. Transactions will be posted to FRS overnight through the FRS daily process. Once the FRS daily process runs, the previous day's transactions are no longer available in report form. Transactions can then be viewed on screen 023 in FRS. A print screen (F2) of the "Browse" screen will also give a hard copy of entries made.
	Budget adjustments for grant cost centers should still be forwarded to Linda Howard in the Business Office at CYC.
	The Business Office will e-mail you if any budget entries are rejected during the FRS daily process.
	Cost center managers will be held responsible for setting up internal controls within their divisions to ensure budget adjustment approval.
	Budget adjustment forms are available from the Business Office (CYC) or the Cashier's Office (CPC, SCC, PRC) for those entries that cannot be processed through the BAS.
	Money from salary subcodes can only be moved to other salary subcodes or to 2355 - Contract Labor. Money moved to 2355 should only be done to cover expenditures made necessary if an employee position is vacant and the job is being performed by temporary personnel.
	Remember: the sum of the debits (the "to" accounts) should equal the sum of the credits (the "from" accounts).
	When sending a budget adjustment to the Business Office for processing, the originating department should keep the pink copy of the form before forwarding it to the Business Office.