Budget Transfers and Amendments

Instructions:

1. Open Budget Transfers and Amendments. Click ADD.

   

2. Verify that the Fiscal Year and Period match the fiscal year and period in which you are doing the transfer. Update if necessary.
   1. Period 1 is July, 2 is August, 3 is September, and so on.. 
3. In Journal Reference 1, enter your 3-digit location code.
4. In Journal Reference 2, enter your initials and Employee ID.
   1. All entries need to be in CAPITALS
5. Enter a Short Description
   1. No spaces
6. Verify Budget Year Code and Amendment Type are both “1.”
7. Verify Budget Projection Inclusion is “One Time.”
   1. Example below 
8. Click ACCEPT
   1. This action will move Munis to the Budget Amendment Detail Lines page. 
9. In Line 1:
   1. Tab over T, Project String, and Project Description. These can be removed by right clicking on one of the titles (Project String) and unchecking selection. .
10. Verify that the second “T” (Type) column has an E (for expense) in it. Tab.
11. Enter the first account code for the transfer in the Account Number field. Tab.
12. Enter a comment, this needs to be in CAPITALS and explains WHY the transfer is necessary. Note in example below comment can be changed per line if applicable. Tab.
13. Tab over Ref 1 and Eff Date Columns. These should autofill with information from the previous screen (location code and date).
14. In “I/D” (Increase/Decrease), indicate an increase or decrease to the account.
15. Enter the amount of money to transfer in that specific account code. Do not enter negative numbers, Decreases will automatically be calculated as a negative. Tab. 
16. Repeat step 10-15 for subsequent lines. 
17. After entering all account codes, comments, and amounts, the Increase and Decrease at the bottom of the screen should be equal.
    1. If the Increase and Decrease do not equal a pop-up box state that the Journal entry is out of balance by fund. This would need to be correct to release the entry. If not corrected another pop-up box will ask if you wish to make corrections before exiting. Corrections can be made by clicking Update  
18. Click ACCEPT to save. Click BACK to return to the Journal Details screen. 
19. On the Journal Details Screen, the Amendment status will update to “Held.”  
20. Click the Attach icon and attach all supporting documents (PDF format).  
21. Click RELEASE. 
22. The Amendment Status will change to Pending approval or approved depending on workflow and other criteria. 
23. Once the Amendment status is Approved, click OUTPUT-POST. A pop-up will ask what you would like to Output-Post. Select the Current Journal Only. 
24. Click ACCEPT. 
25. Choose to SAVE the Journal to the MUNIS Spool Directory, using the following format: DDMMYYShortDescription. Example: 02190219TEST. Save as type: PDF. Click OK. 
26. A window will pop up that says, “No errors detected. Post Journal?” Click Yes. 
27. Another window will pop up that says, “Journal(s) updated.” Click OK .

     

    BONUS FEATURES:

     
28. If you forget to Output Post a Budget Transfer, find it by selecting the Browse Icon and browsing your own journals. If one has not been Output Posted, you can then do so. 
29. If you finish the line details and return to the main Budget Transfer Screen, but remember there are changes needed on the lines, select “Lines” from the left-hand navigation bar. When you get to the Detail Lines screen, select the Update Icon to make any changes.  
30. If you accept and save the budget transfer too soon, select the Update Icon to make any changes. 

If you have further issues not identified above then click the Request Service button below to work with a technician. Choose "MUNIS" in the Other Software dropdown.

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