Budget Transfer

Purpose:  Use this document as a reference for transferring Commitment Control budgets in ctcLink.

Audience:  Commitment Control staff

You must have at least one of these local college managed security roles:

  • ZD CC Budget Inquiry
  • ZZ CC Budget Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

For Fund 145 Grants, Program Projects, or Capital Projects related Budget Transfers, please use the QRG Modifying Project Budgets.

Enter Budget Transfer

You can transfer amounts only between budgets within a single Commitment Control ledger group and Business Unit combination.

Navigation: Commitment Control > Budget Journal > Enter Budget Transfer

  1. On the Enter Budget Transfer page, select the Add a New Value tab.
  2. If Business Unit did not automatically populate, enter or select the business unit in the Business Unit field.
  3. Keep Journal ID as NEXT and Journal date as the Current date. Optional to override the auto-filled current date and manually update the Journal Date field.
  4. Select the Add button.

Budget Header Page

Use the Budget Header page to specify budget header information.

  1. In the *Ledger Group field, enter or select CC_ORG from the drop-down list.
  2. Use the Budget Entry Type drop-down list to select the budget entry type:
    1. Transfer Original for base budget amounts
    2. Transfer Adjustment for additional budget amounts
  3. Check the Generate Parent Budget box, (unless the box is already "grayed out"). The grayed out box indicates that your user preference was modified to check this box for you. The Parent Budget Entry Type should be the same as Budget Entry Type.
  4. Enter a detailed description of the budget in the Long Description field.
  5. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field. This field is required for reporting purpose. This will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE. Enter separate Budget Journals based on the type of budget described in the Alternate Description.
  6. Select the Attachments (0) link to add supporting documents to the budget journal.
  7. Select the Budget Lines tab page.
Budget Header page

Budget Lines Page

Note:  The Journal lines must balance. You must have at least two lines; one for Credit and the other for Debit.

  1. On the Budget Lines tab, enter or select Budget Period.
  2. Enter or select all the ChartFields values.
  3. Scroll the scroll bar on the bottom of the page to the right, and enter the budget amount or adjusted amount value in Amount field.
  4. Scroll the scroll bar to the left and enter the number of lines you want to add and select the plus [+] icon to add line. It will copy the Line 1 detail to new line(s). Adjust the ChartFields and Amounts as needed.
  5. Select the Save button.
  6. The Journal ID Number will be generated.
  7. Follow one of the Budget Journal Options:
    1. If the Budget Journal Approval is set up for your College, then you will see the Approval Header Status is “Not Submitted”.
    2. If you do not have Budget Journal Approval turned on for your College then click the Process button to post the Budget Journal or follow QRG Post Budget Journal (Online).
    3. If you have, Budget Journal Approval turned on for College then follow QRG Budget Pre-check and Submit the Budget Journal for Approval for the next step.
Budget Lines page with chartfileds and amounts
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

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