The journal description field found on row 13 should include the description that would describe the entire journal entry. This field is limited to 250 characters.
The line description field found on column H should include a concise description that is related to that specific transaction. For example, “Staples Expense” or “TRX to 81000” are acceptable descriptions. This field is limited to 30 characters. Any description over 30 characters will be truncated.
The most common form of backup documentation is a Data Warehouse report. In some cases other forms of backup documentation are acceptable upon approval from Fiscal Services.
Please email firstname.lastname@example.org or email@example.com if you have any questions. In order to ensure your email is directed appropriately, begin the subject line with the corresponding request code.
Fund 54401 is used when moving an expense from fund 48500 to an auxiliary project. Using fund 54401 to transfer funds from an auxiliary project will result in an invoice that will be generated at the end of the corresponding fiscal period.
When using fund 54401 the auxiliary project number (column F) is shifted to the program field (column D). This will trigger CFS to automatically generate an invoice at the end of the corresponding fiscal period.
Aside from billing third-party vendors a BUR can be used to transfer funds between business units. Below are two scenarios in which a billing upload request is acceptable:
Intra-unit revenue (580858) and expenses (660919) are used when the revenue and expenses are between campus departments. The intra-unit revenue and expense account codes are to be used with, but not limited to, the following transactions:
Only Excel files will be accepted. Any request submitted in a format other than an excel file, without prior approval, will be rejected.
In most cases, the business unit that will be receiving funds (or increasing revenue/decreasing expense) will predicate which resource mailbox your request should be remitted to.
A user with Fiscal Authority to approve the requested transfer must be included on the form. This should be the user who has authorized the transfer.
Fiscal Authority information can be obtained via the CFS menu item ‘CSU Delegation of Authority’. From this menu, you can select the submenu ‘Delegation Inquiry’ to inquire about fiscal authority as it relates to a corresponding Fund, Department, or Project.
When transferring expenses, positive values increase/debit the expense and negative values credit/decrease the expense. The opposite is true when dealing with revenue account codes. Positive values decrease/debit the revenue while negative values increase/credit the revenue.
All submissions should include a completed FTR form (or the form related to the request), appropriate backup documentation, approval from a user with fiscal authority, and the request code (FTR, BUR, CB, SA, etc.) at the beginning of the subject line of the email.
PDF files will not be accepted.
Please allow up to seven business days for transfer requests to be reflected in data warehouse summaries and actuals reports.
Requests submitted after a predetermined date before the fiscal year is closed regarding a prior fiscal period must be submitted with an After the Fact form. This is to ensure that any necessary reclassifications are submitted in an appropriate time frame throughout the course of the fiscal year.