Transfer of Funds Form Manual

Transcription

1 Transfer of Funds Form Manual Transfer of Funds Form 2-1

2 Transfer of Funds Policies for Transfer Form: The Transfer of Funds Form is used to Transfer money from one General Ledger Account to another. Reasons to use this form would be to cover a deficit or split a cost between accounts using the transfer natural accounts. Only the transfer natural accounts that start with 92XX can be used on this form. The only exception to this rule is if you are transferring money to an Agency (919XXX) account. Expense natural accounts MUST be used for Debit and Credit in this instance only. This form is NEVER used with Grants or Deferred Accounts (71XXXX or 78XXXX). Transfer of Funds Form 2-2

3 Selecting a Transfer Form Transfer of Funds Transfer Number Click once on Transfer of Funds line to pull up the form. Any field that has an asterisk (*) is a required field. Transfer of Funds Form 2-3

4 Initiating a Transfer Calendar Down arrow to select Department Short Description of Transfer Single click on calendar to select today s date for the Effective Date. To select Originating Department, you can click on the down arrow and scroll down to find your Department, or start typing the Department name. The Short Subject line is 32 characters long and gives a brief description of what the Transfer is for. This can identify the Transfer on the Watch List without having to open it up. This does not show up on Budget Statements. Transfer of Funds Form 2-4

5 Offsetting Department Offsetting Department down arrow and field Click when completed If the transfer is between 2 accounts in the same department, there is no need to select an Offsetting Organization. It will default to the Originating Department. If a transfer is between 2 accounts that are not from the same Department, an Offsetting Department MUST be used. To select the Offsetting Department, click on the down arrow and scroll down to select the Department or start typing the name. When typing the name, once the Department appears in the field, hit the Enter key. When all fields are filled in, click on the OK button at the bottom right of the screen. Transfer of Funds Form 2-5

6 Actions for Transfer of Funds Form Transfer Information Journals The Action Buttons at the bottom of the form allows the initiator to perform various actions to the Transfer: Edit Journals allows the initiator to add General Ledger Accounts to the Transfer of Funds Forms. Edit Transfer Information allows the Initiator to change the date, add or delete an Offsetting Organization or change the Short Subject field. Send to Offsetting Account Org will send the Transfer to the Department listed as Offsetting Organization to add their account or for approval. Add Note allows the initiator to add additional information that needs to go along with the Transfer. Discard will delete the Transfer Form and stop it from advancing any further. Manage Attachments and Add Attachments will allow the Initiator to add any attachments that needs to accompany the Transfer Form. Close will close the Transfer Form before completion and will save it on the To Do List for future entry. Transfer of Funds Form 2-6 Action Buttons

7 Editing Journals Add Account Click on Edit Journals button to add an account. Once Editing Transfer Form Journals opens, click on plus sign to add an account. All fields with an asterisk (*) are required fields and need to be completed. Click in Acct field to add the account. When completed, tab to NA field to add TRANSFER Natural account (92XX) if using any account except Agency accounts (919XXX). The Line Description field is required and can fit up to 200 characters. This will appear in TAMS and on the Budget statements. The Debit or Credit field needs to be completed before sending to Offsetting Organization. Both Debit and Credit can be completed by Initiator if accounts are known. Approval will still be needed by Offsetting Organization. Click on OK button at the bottom right corner when account line is completed. Transfer of Funds Form 2-7

8 Adding a Note Completed Note Click on Add Note on the bottom of the screen to add a note to the Transfer Form for further information to Offsetting Department or approvers. The note will remain with the Transfer and can be accessed by anyone that receives this form. When note is completed, click on the OK button to return to the Transfer Form. To look at the note, click on the Notes Tab at the top to preview. Transfer of Funds Form 2-8

9 Adding Attachments To add attachment to Form To find attachment on computer. Attachment OK Button Click on Manage Attachments to add an attachment to the Transfer Form. Click on Up Arrow to select an attachment. When Select Attachment window opens, click on the Browse Button to open the Libraries to find the attachment. Once attachment is selected, click on Upload button. File name will appear along with size of file. Click OK button when completed attaching files. Transfer of Funds Form 2-9

10 Account Inquiry Options When everything for initiator organization is completed, click on Send to Offsetting Account Org Button in order to complete Transfer Form. Once button is clicked, a Decision Box will appear to verify that the action is correct. Click Yes. Transfer of Funds Form 2-10

11 Watch List and Status of Transfer Status of Transfer Status and History To Do List of devtest2 Click on Watch List to see at what stage the Transfer is. Click once on Transfer to open. Once opened, click on Status and History to see whose To Do List the Transfer is on. Click the Close Button at the bottom when finished. Transfer of Funds Form 2-11

12 Offsetting Organization To Do List Offsetting Org Actions located on the bottom of the form An notification will be sent to the Offsetting Organization to notify them that an action needs to be taken in the Electronic IT System. Offsetting Org can open To Do List and click once to open the Transfer Form to complete it. Actions to be taken are the following: Edit Journals This will allow the Offsetting Organization to complete their side of the Transfer Form. Return To Initiator Once completed, the Offsetting Org will click on this button to return to the Initiator for submission. Add Note A note can be added to the Transfer if further explanation needs to be listed. Add Attachment If documentation needs to be added, the Offsetting Org can use this button to attach supporting documentation. Close This will close the Transfer Form and keep it on the To Do List until another time when action can be taken. Transfer of Funds Form 2-12

13 Edit Journal for Offsetting Org Add Journal New Row Click on plus sign to add Account information. Click in new row to input Account information. NOTE: All asterisks (*) are required fields. Activity Date is informational only and can be future-dated. 92XX Natural accounts MUST be used for Debit and Credit unless Agency Account (919XXX) is used. Click OK button on bottom right of form when completed. Click Return to Initiator button on bottom of form. Transfer of Funds Form 2-13

14 Return to Initiator Initiator will be notified by when action needs to be taken on Transfer. Go to Watch List and select Transfer of Funds Form. Click once to open. Once opened, Initiator can view Attachments or look at Notes by clicking on tabs at the top of the form. If all is correct, the action buttons are located at the bottom of the form. Hit the Submit Transfer button to forward on for approvals. NOTE: If Initiator is also an Approver, no further approvals will be needed for that account. If the Transfer needs further approval, hit Submit Transfer with Plus One to send to Department Head or Chair. Transfer of Funds Form 2-14

15 Initiator is not Approver When Initiator is not the Approver, an will notify the Approver of record that the Transfer Form needs an action There are several actions the Approver can take: Add/View Delegate Approvers This will allow an Approver to select someone to also receive thetransfer on their To Do List in case the Approver is not in the office. Once a Delegate is listed, the Transfer will be on the To Do List of the Approver as well as the Delegate until an action is taken. Once the action is taken, it will be removed from all To Do Lists. NOTE: The Delegate will stay on the Organization until they are removed by the Approver. Approve This sends the Transfer to the next Approver Transfer of Funds Form 2-15

16 More Action Buttons when Initiator is not Approver Scroll Arrow to access Buttons Scroll Arrow to access Buttons Approve with Plus One This sends Transfer Form to Department Head or higher than regular Approver. Remove Delegate Approver This will remove any Delegate that was already saved to the Organization Modify Line Descriptions This will allow the Approver to edit the Line Description if they feel it is not adequate. Return to Initiator Approver can reject Transfer back to Initiator if they feel it is incorrect. Note: Note is required if returning to Initiator. Add Note A note can be added to Transfer to further justify or relay messages. Close This will close the Transfer and save on To Do List until action can be taken. The Scroll Arrows can be used in order to access action buttons. Transfer of Funds Form 2-16

17 Add Delegate Approvers Click on Add/View Delegate Approvers button on bottom of form. Type in Single Sign on ID of person selected as Delegate and click on the Validate Button. Once validated, the person s name should appear. If this is the correct person, hit the OK button on the bottom right of the form. Hit Approve button on Transfer to send on to next Approver. Transfer of Funds Form 2-17