FWAJVCQ - Temporary Budget Transfer 


Refer to the PCC Budget page 134 for guidelines on transferring funds.

Transfer types that can be performed directly in FWAJVCQ include:

  • Temporary (one year) budget transfers which move funding within a department, division, or campus.
  • “Permanent” Budget transfers which move funding within Non-Personnel Services Accounts in the current fiscal year:
  • Materials, Supplies & Services (i.e. accounts starting with "03xxx")
  • Capital Outlay, etc.

NOTE: Some budget transfers will continue to be done through the Budget Office. View 'Who Can Do the Transfer?' on the Budget Office webpage.

Do NOT use the FWAJVCQ for the following types of budget transfers. They are processed by the Budget Office. For information about budget transfers or using the BAR form, contact Dana Petersen dana.petersen@pcc.edu or Heather Monaghan heather.monaghan15@pcc.edu in the Budget Office of Financial Services.

• 4-Fund Transfers
• Transfers between Campuses, (Requires Board Resolutions)
• Transfers between Funds, (Requires Board Resolutions)
• Transfers involving Position Control, (Permanent Position Changes Require Executive/HR approval)
• Transfers requiring funds from contingency account, (Requires Board Resolutions)


For information about BARs (Budget Amendment Request (BAR) form [xls], see these links: 


Part I: Getting Started
 

NAVIGATION NOTE: When navigating in FWAJVCQ, do not click into each field with the mouse. Use the Tab key on the keyboard to move from field to field.

  1. From the Direct Access prompt, type FWAJVCQ, then Press Enter or Return on the keyboard.
  2. Leave the “Document Number” field blank.  Banner will assign a budget transfer “J” number on the next screen.
  3. Click on Go :: You may get a notification that says, "Query caused no records to be retrieved."  This is normal; Just click on the Yellow message box. 
  4. Press the Tab key to get to the “Document Total” field. The Transaction Date will auto-fill today's date.
  5. Enter the dollar amount that is DOUBLE what you intend to transfer and press Tab on the keyboard. Leave the check-box fields as they are.
    For example: If you want to transfer $500 from 03010 Supplies to 03250 Minor Equipment, the Document Total would be $1000.
  6. Do not click Next Section until you have entered the Document Text.
Part 2: Adding Document Text
  1. Go up to the "Related" Menu at the top right of your screen and select Document Text.  
  2. This takes you to a text screen called "General Text Entry Form" (FOATEXT). Click into the first line.
  3. Type in the following information about the budget transfer;
    Requested By:  Enter your Name, Phone number Ext., and Campus Address (optional).
    Purpose:  Enter the reason or purpose for the budget transfer. For example,transferring from Division Supplies to Minor Equipment. Add as much information that will satisfy the Budget Office's need for clarity.
  4. For additional documentation, use the Down Arrow key on your keyboard to move to a new blank line.
  5. NOTE: Write down the Document Code (J...) that has been automatically assigned to your budget transfer to retrieve the Document Summary in the Report Viewer after completing.
  6. Click on Save, then click on the white X to Exit. This returns you to the previous Banner screen.
  7. Click on Next Section button (down arrow). This will take you to the Transaction Detail screen.


Part 3:  Transfer funding FROM

  1. Click into the Sequence field and type in the number 1.
  2. We recommend that you only use the Tab key on the keyboard to navigate each consecutive field instead of using the mouse.
  3. Banner will auto fill the Journal Type (BDTR) and the Chart code 1.
  4. If you're transferring funds from a General fund FOAP (1000 fund) then click in the Index field and type in your Index Code which is the same as your Organization code.
  5. The Fund, Organization and Program Codes will be automatically filled in as soon as you type in the Index Code. 
  6. If you're transferring from another fund type, just Tab or Click into each code field and enter the code.
  7. Press the Tab key until you get to the Account Field. Type in the Account Number for the account you wish to transfer funding FROM.
  8. Leave the following fields blank; Activity, Location, and Project. You may enter a percentage OR a full dollar amount (half of the Document Total) but not both.
  9. Press the Tab key to move from field to field. Select the - Minus sign in the Debit/Credit: field.
  10. Leave the NSF Override check box as it is. Press the Tab Key to move to the Description field.
  11. In the Description field, type in a brief description of the transfer. For example: Transfer from Supplies to Casual Labor :: Make this description short since you've already created the Document Text which you can print out as a Document Summary (FWISUMP) went you're finished.
  12. Leave the Budget Period field as the default 01. Leave the following fields blank; Bank, Gift Date and Number of Units.
  13. Press the Tab key until you return back up to the Sequence field.
  14. Click on the + Insert icon which clears the Sequence 1 data and allows you to enter Sequence 2 data. 
  15. Press the Tab Key to navigate to the the lower data fields, entering the info for the FOAP you're transferring funding To
Part 4:  Transfer Funding To

  1. Repeat the same process as you did in Part 3 using the Tab Key on the keyboard to navigate.
  2. Enter the percentage or dollar amount.
  3. In the Debit/Credit: field select the + Plus sign. Leave the NSF Override check box as it is.
  4. Press on the Tab key to move to the Description field. In the Description field, type in a brief description of the transfer. For example: Transfer to Minor Equipment from Supplies :: Make this description short since you've already created the Document Summary which you can print out for your records.
  5. Leave the Budget Period field as the default 01.  Leave the following fields blank; Bank, Gift Date and Number of Units. 
  6. Press the Tab key until you return back up to the Sequence field. Click on Next Section
Part 5: Completion Screen

 

  1. At the bottom of the screen you will see the Complete and In Process icons. Click on the Complete button. If you need to wait to complete, write down the Document Number (Jxxxxxxx) and then click on the In Process button.
  2. Exit the form and go to FWISUMP, enter the Document Number (J.....) and follow the FWISUMP steps to save or print the Document Summary.