FAQs

The fiscal officer is responsible for managing and monitoring his/her financial resources.
  • Request access to CSU X-press from Mary Long, Director of Business Systems under the Administration & Finance Division. The Finance Systems Security Access Request Form click here.
  • See the attached file. CSU Xpress BUDGET Quick Steps (pdf)
Refer to attached PDF fileAccount Types and Codes (pdf)
Refer to attached PDF file. Program Codes(pdf)
Refers to attached PDF file.  Fiscal Periods (pdf)
Go to CSU X-press and follow #2 above. Then, check the box stating "Include Revenue Accounts"
  • The Budget Office provides online budget tutorials that will guide you through CSU X-Press to query your financial resources and process online budget transfers. There is a tutorials tab on the navigation column that will allow you to view these tutorials from the convenience of your own computer.
Use the Online Budget Transfer form following the instructions in #2 above. If your transfer cannot be processed via the Online Budget Transfer form, go to our CSU website, under Budget section on the left side stating Forms. All budget forms are downloadable and fill-able.
  • The following types of transfer cannot be processed via the Online Budget Transfer form: Transactions that cannot be processed via Online Budget Transfers
    • Budget Transfers that are not "zero sum" - pluses must equal minuses
    • Budget Transfers that are not in the current period
    • Quarterly Exemptions
    • Revenue Transactions
  • Online Budget Transfer Limitations, only
    • Deans can process transfers between multiple organizations within a College
    • Vice Presidents can process organization transfers that cross two or more Colleges
The normal processing time for budget changes and personnel transactions is 5 business days from the day it is received by the Budget Office, assuming that there are NO issues on the transfer requests and funding for the personnel transactions
All transactions related to personnel require review and approval of the President (direct reports only), Vice-President and Human Resources prior to submission to the Budget Office. Deadlines for submission of personnel transactions, online or paper, to the Budget Office are listed on our webpage under "Schedules". The link is found at CSU - Budget and Resource Planning - Schedules
Go to CSU X-press and do a budget query. All budget changes are posted under the Budget Adjustment.
The budget transfer cannot be processed because unlike funds cannot be commingled.
  • The Online Budget Transfer form can be used to transfer budgets from one non-appropriated organization to another non-appropriated organization within the same fund, such as Athletics and Student Activities.
  • Budget transfers cannot be done when there are unlike funds (meaning that the fund codes are different).
  • The Online Budget Transfer forms will electronically route to the appropriated individuals for approvals. Please remember to notify the first approver by email.
  • If not processing via the online form, it is the responsibility of the department to obtain approvals on the budget change forms before forwarding them to the Budget Office. All budget change requests require the approvals of the President (direct reports only) and the operating Vice-Presidents.
In order to facilitate year-end closing, approved budget change forms for the current fiscal year must be received by the Budget Office no later than the last Friday of May of the following year.
  • Funding sources (decreases on the budget change form) must have sufficient available balances to fund the increases on the budget change form. An error or a warning message will indicate if funds are insufficient when processing an Online Budget Transfers depending on the type of funds.
  • All deficits must be covered first before incurring additional expenditures. This means that the deficit plus the new expense must be funded first when submitting a budget request. All Budget Change Forms must be approved by the President (direct reports only) and the operating Vice President.
The CSU Office of Budget and Resource Planning's mission statement, budget summaries for several fiscal years, policies and procedures, forms, schedules, other resources and contact information are found at CSU - Budget and Resource Planning - Contact Information. If you have questions after reading the material online, please contact the Budget Office.
  • Budgets are loaded on July 1, either on a quarterly or an annual basis.
  • Quarterly budgets are loaded in the following periods:
First quarter - July - Sept. Loaded on July 1, period 1

Second quarter - Oct. - Dec. Loaded on October 1, period 4

Third quarter - Jan. - Mar. Loaded on Jan. 1, period 7

Fourth quarter - Apr. - June Loaded on Mar. 1, period 9 (one month advance to facilitate year-end closing)

  • Always identify funding source(s) when there are personnel changes by submitting approved budget change forms to the Budget Office. Permanent personnel changes such as new hires, transfers and salary adjustments for continuous employees require permanent funding source(s).
When permanent personnel changes occur during the fiscal year, two (2) approved budget change forms must be submitted to the Budget Office. One form is for temporary funding source which is for the current fiscal year, from effective date of change to June 30. The second form is for permanent funding source (annualized), for the next fiscal year and beyond.