GJIM - Fund Transfers

Funds transfers are used to move funds between and among cost centers or within budget categories for the same cost center. GJIM's FTM (Funds Transfer Maintenance) command is used to create these documents, which are submitted for approval through a separate (FTTP) command.

Funds can be transferred from one cost center to up to twenty-four cost centers, and can be categorized as intra-fund or inter-fund transfers. Intra-fund transfers are between different cost centers within the same company (e.g., 0102 to 0102). Inter-fund transfers are those between different companies (e.g., 0102 to 0202). Intra- and inter-fund transfers cannot be processed on the same document. (An exception to this rule is made for salary transfers for Agriculture Experiment Station (AES) federal company cost centers. See FTM command reference for AES processing rules). Therefore, if you have an FT which involves different companies, make sure you enter the two different companies on the first two lines.

How to Create a Fund Transfer

1. Enter "FTM" in the Command field, enter an "A" (add)in the Action field, make sure the correct fiscal year is defaulted in the Effective FY field field, and press Enter.
2. Enter a description for the document in the Desc field.
3. Optionally, input a value in the second Desc field (e.g., the name of the person whose salary is being funded).
4. If appropriate, alter the Effective Date. This date defaults to the current date, and is the date that will be posted to the General Ledger if the transaction is approved.
5. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
6. In the From/To column, input an "F" or a "T," depending on whether the transfer will move funds from or to the corresponding cost center. On the same line, in the Co Cost Center # column, input the cost center to or from which funds will be transferred.
7. Enter the Category to or from which the funds are to be transferred. (You can press PF1 to access a help list of the categories available for the cost center entered.) Funds cannot be transferred across institutional categories (e.g., SALNC to MAINT).
8. Enter the Amount desired for this cost center/category combination.
   
9. If desired, input a project code in the Pr field. See the documentation on DART (Departmental Accounting, Reporting and Tracking) for more information on how project codes can aid with report generation and tracking of accounting entries.
You can use PF7 and PF8 to move up and down through the entries.
10. Press PF9 to document and/or justify the purpose of the transfer.
11. Press PF10 to save the funds transfer document.

Note: Once a document has been saved, it can be updated (alteration of previously input data) up until the time it is submitted for transaction review into the TARGET system. For funds transfers, this means updates can be performed until the FTTP (Funds Transfer TARGET Processing) transaction is submitted. To update data, use an Action of U in conjunction with the other required key fields in the banner. Make sure you press PF10 to save changes.

Note: The Fringe Benefit column is not modifiable. Values for these fields are calculated by the system automatically, based upon the categories involved in the transfer. Fringes is an allowable category.

Note: Agricultural Experiment Station departments may process salary fund transfers to or from federally appropriated cost centers (identified by company 0313, 0323, 0333, 0343) and FTM will calculate and display the allowable fringe benefits amount in the Fringe Benefits column. The fringe benefit balance is displayed in the Fringes NA window when the PF12 (FNA) key is pressed. FTM validations will expect the user to input the related 0103 cost center, the Category "FringesNA," and the amount displayed in the Fringes NA window to complete the entry.

How to Submit a Funds Transfer for Approval

Once the funds transfer is created and saved on the FTM (Funds Transfer Maintenance) command, the FTTP (Funds Transfer TARGET Processing) command is used to initiate the transaction review request. Updates can no longer be performed on the document via the FTM command after it has been submitted via "FTTP".

1. Enter "FTTP" in the Command field, an Action of S (submit), the Effective FY, and the FT Doc Number, then press Enter.
2. Press PF10 to submit the transaction.

Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update only the maintenance type Category and/or Pr fields as necessary. Upon final approval, the FT record is posted to DART (real-time) and to the general ledger (via a nightly batch job).

Helpful List to Use to Find GJIM Documents