| 1. Who is responsible in monitoring the organization's budgets, expenditures, encumbrances
and available balances? |
The fiscal officer is responsible for managing and monitoring his/her financial resources. |
| 2. How do I monitor my organization's finances such as budgets, expenditures, encumbrances
and available balances by account? |
| 3. What are the account codes? |
| 4. What are the program codes? |
| Refer to attached PDF file. Program Codes (pdf) |
| 5. I am a fiscal officer of a non-appropriated organization. Where do I see the revenues
deposited into my non-appropriated organization? |
Go to CSU X-press and follow #2 above. Then, check the box stating "Include Revenue
Accounts". |
| 6. How do I get training to navigate the CSU X-press, e.g. Budget Query and process
Online Budget Transfers? |
|
The Office of Budget 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 tutorial tab on the navigation column that will allow you to view the tutorials
from the convenience of your own computer.
|
| 7. Where can I get budget change forms? |
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. |
| 8. When do I submit paper budget change request forms? |
- 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
- Budget Transfers from personnel lines requiring presidential approvals
- Revenue Transactions
- Online Budget Transfer Limitations, only
- Deans can process transfers between multiple organizations within a College
- Vice President can process organization transfers that cross two or more Colleges
|
| 9. How long does it normally take to process budget change forms and personnel transactions? |
The normal processing time for budget changes and personnel transactions is 5 business
days from the day it is received by the Office of Budget, assuming that there are
NO issues on the transfer requests and funding for the personnel transactions. |
| 10. How do I find out if my budget change form has been processed by the Office of
Budget? |
Go to CSU X-press and do a budget query. All budget changes are posted under the Budget
Adjustment. |
| 11. I want to transfer non-appropriated funds to my appropriated funds or vise versa,
is this acceptable? |
The budget transfer cannot be processed because unlike funds cannot be commingled. |
| 12. I want to transfer non-appropriated funds to another non-appropriated fund, is
this acceptable? |
- 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).
|
| 13. Who obtains approval(s) on the budget change forms? What approvals are required? |
- 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 Office
of Budget. All budget change requests require the approvals of the President (direct
reports only) and the operating Vice-Presidents.
|
| 14. When is the last day to submit budget change form? |
In order to facilitate year-end closing, approved budget change forms for the current
fiscal year must be received by the Office of Budget no later than the last Friday
in May of the following year. |
| 15. What are the most important things to consider before submitting a Budget Change
form? |
- 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 Presidents.
|
| 16. Where can I learn about the budgeting process at CSU? |
The CSU Office of Budget and Resource Planning's mission statement, budget summaries
for several fiscal years, policies and procedures, forms, 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 Office of Budget. |
| 17. When are the budgets loaded? |
Budgets are loaded a few days prior to the beginning of the new fiscal year. New fiscal
year's budgets are effective July 1st. |
| 20. As fiscal officer, what do I need to provide to the Budget Office when I have
some personnel changes such as replacement, transfer, salary adjustments or new hires? |
Always identify funding source(s) when there are personnel changes by submitting approved
budget change forms to the Office of Budget. Permanent personnel changes such as new
permanent hires, transfers and salary adjustments for continuous employees require
permanent funding source(s). |
| 21. How do I contact the Office of Budget? |
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