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Budget Office

Guidelines for Reviewing Transfers of Funds - *DEFINE, VTM

E&G Funds

  1. Special equipment funds are designated for instructional equipment needs, as well as start up funds and equipment for new faculty. These equipment accounts do not lapse at year-end to permit the optimal use of the funds. As a result, transfers to departmental 14 and 20 account special equipment funds from regular departmental operating accounts (i.e. wages, M&O, etc.) are not permitted as these operating funds are subject to lapsing at year-end. Routine equipment purchases, such as computer equipment, to be made from available funds in departmental operating accounts may be purchased from the departmental M&O account.

  2. Faculty salaries are to be expended on instructional activities and are budgeted for instructional personnel. Transfers between faculty salaries (i.e. faculty allocations, teaching assistant allocations, and faculty salary reserves) and non-faculty budget categories, such as M&O, are not allowed, with the exception of transfers to faculty salary accounts from Dean's Tuition Differential funds and Dean's Excellence funds. Funds may be transferred between and within budget groups within the funding source (i.e. various accounts within faculty salaries). Although transfers of faculty salary funds to non-faculty budget accounts are not allowed during the budget year, 50% of the available funds remaining in faculty salaries at year-end are returned as Dean's Excellence funds in the next year's budget. The Dean's Excellence funds may be used for any purpose.

  3. Tenure/tenure-track faculty reserves and FTE allocations represent the resources available to a college or school for recruiting permanent tenured or tenure-track faculty. The tenure/tenure track faculty reserve may be used to 1) recruit permanent, tenured or tenure-track faculty; or 2) fund one-year only appointments. Non-tenure faculty reserves may be used for one-year only appointments. Transfers between tenure/tenure-track faculty reserve funds and non-tenure faculty reserves are not allowed.

  4. Indirect cost funds are indexed to the amount of overhead earned by a college or school. The amount of overhead can increase or decrease from year to year affecting the funding allocation made to the colleges and schools. Adjustments are made to the allocations during the annual operating budget preparation. Therefore, indirect cost funds are not transferable except between and within budget groups within the funding source. ICR accounts are identified on the CA3 screen in *DEFINE by a report code, either "ICR or ICR-RES".

  5. There must be sufficient funds available in the appropriate account to process a transfer of funds.

Non-E&G Funds

  1. University-wide Information Technology funds (19-97xx-xxxx accounts) are collected to enhance the academic information technology activities of the colleges and schools. An annual report is submitted to the Information Technology Advisory Committee (ITAC) reflecting how the fee income has been expended. Therefore, these funds may not be transferred to other sources of funding; i.e., funds may not be transferred to Instructional Technology accounts, or any other fee accounts. Funds may be transferred between and within budget groups within the source of funding.

  2. College-wide Instructional Technology funds, course related fees, and non-course related fee income must be expended for the purpose stated in the fee request and subsequent approval. Therefore, transfers between fees are not permitted. Funds may be transferred between and within budget groups within the source of funding.

  3. Budgeted non-E&G accounts are automatically established in the accounting system based on departmental income estimates and budgeted expenditures. Budget adjustments that are needed between budget categories during the year are to be made by a transfer of funds between the appropriate expense accounts. Transfers from the income account of a budget group are only allowed if (a) there is income exceeding the original estimated budgeted income and the department is requesting an increase to the budget, or (b) the budget group had a balance forward from prior year income. The justification on the transfer document must clearly state the purpose of the transfer.

  4. Transfers of income to expenditure accounts of non-budgeted non-E&G budget groups are permitted so long as the transfer amount is within the expected income for the fiscal year.

  5. As a general rule, non-E&G funds are collected for a specific purpose, and are to be expended accordingly. Thus, transfers between fund groups, as well as between fee types, are not permitted. There are occasionally exceptions. The Office of Accounting and the Office of the Executive Vice President and Provost will review these exceptions on a case by case basis.

  6. There must be sufficient funds available in the appropriate budget group to process a transfer of funds.


The unallocated control accounts are 14-9851-9098 and 20-9851-9098. Transfers between 14 and 20 accounts are processed through these control accounts. When the control account is credited, upon approval, the VT1 will route through the normal approval chain. When a control account is debited, the transfer must be FYA'd by the document approver through the approval chain; otherwise, the transfer will route to the Budget Office without the proper approvals. If the transfer routes to the Budget Office without the necessary approvals, it will be returned to the creator. Transfers will not be approved until both sides of the transfer (i.e., both VT documents) are in the Budget Office. Control account transfers follow this routing path:

CREDIT 14-9851-9098 or 20-9851-9098

  • Creator approval
  • Department approval
  • Dean's approval
  • Budget Office approval (final approval)

DEBIT 14-9851-9098 or 20-9851-9098

(Must be FYA'd through approval chain!)

Creator approval

  • Department approval
  • Dean's approval
  • Budget Office approval (final approval)


Information Resources

Office of Accounting

Accounting Support by Account Type

If the accountant for your fund group cannot be reached, please call:

Budget Office

Twiggy Aguilera512-471-3727

Provost Office

Kathy Foster 512-232-3316