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Frequently Asked Questions

What’s the difference between an unrestricted and a designated cost center?

Unrestricted Cost Center –Budgets for unrestricted cost centers are determined each year through the annual budget process. Unrestricted budgets are annual budgets, from July 1 to June 30. If any unused funds remain in the cost center at the end of the fiscal year, they do not roll over to the next year. Unrestricted cost centers generally have a fund number of 110001 or 110100 and are assigned a unique individual org (department) number. Designated Cost Center – These cost centers have been designated by the University Trustees to be expended for a specific purpose. Each separate activity is assigned a unique individual fund number and each fund has its own fund balance. The budget will be increased as new revenue is received. At the end of the fiscal year the balance of the fund, the ending balance, becomes the beginning balance for the new fiscal year.

What happens if my cost center is in deficit?

If your cost center is in deficit prior to May 31, please transfer funds from another cost center under your control to the cost center in deficit by sending a funding transfer form to the Budget Office. After May 31 the Budget Office will work with you, if time allows, to determine which cost center to use to cover the deficit. If time does not allow, the Budget Office will analyze your accounts and fund your deficits from your discretionary accounts for you. All transactions will be discontinued until the NSF issues are resolved.

Are we allowed to transfer salary savings to general operating and vice versa? If so, how do we do that?

The departments are not allowed to move salary savings to the general operating account without the President’s approval. Requests for salary savings transfer should be forwarded to the Budget Office on or before May 31.

What’s the difference between a permanent budget transfer and a temporary Budget transfer?

A Permanent budget transfer is a transfer that you want to be carried over to the next fiscal year (BD02), while a temporary budget transfer is a transfer that you want to take effect only in the current fiscal year (BD04).

How do I transfer budget from one cost center to another?

Transfer of budget from one cost center to another can be accomplished by filling out a funding transfer request form and having it signed by duly authorized cost center administrator and/or department head. Please note that funding transfer forms should be forwarded to the department who is responsible for processing the transfer.

What’s the process for setting up a capital project and creating a budget?

A new cost center request form is first sent to the Budget Office. Our office makes sure that the form is completely filled out, with funding source indicated (if known) and signed by duly authorized signatories. The completed form is then forwarded to the Comptroller’s Office to set up a new cost center number. Once set up, the form goes back to the Budget Office to create the budget. The Budget Office prepares the capital project funding transfer form and sends it back to the Comptroller’s Office to enter the budget into the system. All capital projects to be funded from University Cash require an approval from the SR. VP for Finance and Treasurer before funding could be processed.

Can I move budget from a designated or restricted cost center to an unrestricted Cost center?

Yes, the Budget Office would move budget from a designated or restricted cost center to an unrestricted cost center only to cover deficits in an unrestricted cost center when no other funding source is available. Transfers from a designated or restricted cost center to an unrestricted cost center during the year can be forwarded to the Comptroller’s Office for processing.