Budget Transfer

It is the responsibility of each department to maintain expenditures within the Board of Trustees Approved budget. Please keep in mind, at fiscal year-end budget vs expense analysis is not by each individual Account code but based on the Department aggregate totals(bottom line). Therefore, budget reallocation to accounts within the same or different Index are optional based on the preference of your department. The functionality of this process affects your operating budget, and does not include capability to make a fund transfer to another department either in our out of your area of responsibility. This WEB budget transfer form maintains the integrity of the University Financial policies while allowing departments remote access to make budget reallocations. Academic Departments must adhere to the Budget guidelines outlined by the Vice President of Academic Affairs.

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.


*  Prior to making a budget transfer, please check to ensure there are sufficient budget funds available. This entails checking on-line that the Available Balance which is the budget less any expenses, and commitments (encumbrances plus reservations) is greater than or equal to the amount of your budget transfer.

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).
  8. USE YOUR TAB BUTTON OR MOUSE TO NAVIGATE ON THE SCREEN

  9. 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
  10. 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
  11. Key in a brief description of the budget transfer entry.
  12. Click on 'Complete'

  13. PLEASE NOTE THE FUND, ORG, PROGRAM, ACTIVITY AND LOCATION INFORMATION CORRESPONDING TO THE INDEX IS POPULATED

  14. 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)
  7.  

    USE YOUR TAB BUTTON OR MOUSE TO NAVIGATE ON THE SCREEN

  8. 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, '-').
  9. Key in a brief description of the budget transfer entry
  10. Click on 'Complete'
  11. 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:
  3. EXAMPLE:  You want to look up all the Banner Accounts that are used for Capital Equipment, in the Title Criteria you would key in "% Capital%"(do not use quotes). By using the wildcard feature, the system will retrieve all accounts with the word Capital in the title.

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

Supplies                      
Account Code
Office 7311
Instructional 7312
Laboratory 7313
Mail, Copying, Printing Account Code
Postage 7333
Copy Charges 7331
Printing 7332
Bulk Mail Charges 7334
Travel and Entertainment Account Code
Conferences 7341
Business Entertainment 7344
Special Events 7342
Other 7349
Other General and Administrative Account Code
Advertising 7403
Consultants 7407
Dues/Memberships 7401
Equipment-Rental 7351
Equipment-Maint/Repairs 7356
Honoraria 7417
Office Equip-Maint/Repairs 7358
Recruitment 7343
Relocation 7345
Special Functions 7414
Staff Development 7404
Subscriptions 7402
Vehicle Maint & Repairs 7361
Vehicle Gas & Oil 7362
Visa Purchasing Card 7445
Visiting Lecturers 7416
Contracted/Purchased Services 7363
Miscellaneous 7449
Building Related Expenses Account Code
Buildings-Maint/Repair 7356
Locks and Keys 7364
Non-capitalized Equipment (less than $5,000 unit cost) Account Code
Computer Hardware and Software 7316
Minor Equipment 7315
Office Furniture 7317
Capitalized Items (Unit cost of $5,000 or greater) Account Code
Computer Hardware 7413
Computer Software 7517
Equipment-Audio Visual 7512
Equipment-Dining 7516
Equipment-Sci/Lab 7514
Equipment-Other 7519
Furniture-Office 7432
Furniture-Classroom 7531
Furniture-Residential Hall 7533
Furniture 7534
Vehicle-Automobiles 7541
Vehicles-Truck 7542
Vehicles-Other 7543

Warning

Do not share your PIN number as it will allow access to your personal and salary information in the WEB for Employees product which is also available through Novasis. For security measures, the system will automatically log you off after 60 minutes. To secure your account access, please remember to log off if you leave your desk.