Frequently Asked Questions

FAQ’s

What is the difference between the Original Budget and the Adjusted Budget?  The Original Budget is approved by the Board of Trustees and is considered the “static” budget.  The Adjusted Budget is the “flexible” budget where changes for the current fiscal year are recorded.  At the start of each fiscal year, the Original Budget equals the Adjusted Budget.   (ie.  Any adjustments made to the Adjusted Budget revert back to the Original Budget for the next fiscal year.) 

 

When do I make a reallocation to the Original Budget versus the Adjusted Budget?  If there are budget adjustments that consistently occur year after year then it may be appropriate for a reallocation.  The reallocation would take place in the Original Budget through the online budget process which is available in November.  Any one-time adjustments would be made in the Adjusted Budget. 

 

What is a budget transfer?  A budget transfer moves funds from one account to another and will only affect the Adjusted Budget during that fiscal year.

 

How do I do a budget transfer in an “O1” account? If the transfer is taking place within a department’s NSOP accounts (7xxx subcodes)*, the end-user can make the transfer themselves.  If the transfer involves accounts outside of the NSOP, an email request should be generated to the Budget Office.  Example of request:

Please move $100 from 01.XX.XX.XXX.XXXX.XXX.XXXXX to 01.XX.XX.XXX.XXXX.XXX.XXXXX for support of speaker John Doe’s visit.

More in depth instructions related to budget transfers can be found at /financial_services/docs/BudgetTranfsersetc/

 

How do I do a transfer involving a “02”, “03”, or “06” account?  Requests for these types of transfers should be directed to the Financial Services department.

 

When do funds fail?  Funds fail when Actual dollars exceeds the Budgeted dollars.  The funds checking is done on a project code level within each department.

 

How do I check my funds available?  In order to purchase or pay for goods or services, funds must be available within the assigned account.  Funds available can be checked or monitored by using Funds Inquiry in Parnassus, ICFast in Argus, or Departmental Activity Report in Parnassus.  More in depth instructions related to funds available and departmental account information can be found at   /financial_services/docs/AcctInq/

 

 

Why is it important to reconcile my credit card transactions (travel and purchasing) in a timely manner? According to the travel and purchasing card policies, those responsible for reconciling credit card transactions must do so within five (5) working days of receiving the open batch e-mail notifications.  By following this policy, it will allow all parties to view accurate funds available, which in turn will lead to fewer failed funds.