Expenditure Transfers & Budget Transfers & Revisions

PRESENTED

January 10, 2022

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AGENDA

Introductions (10:00 – 10:10 AM)

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Budgets (10:10 - 10:30 AM)

General Ledger (GL) String

Chart of Accounts

Colleague Reports

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B.O. Forms Overview (10:30 - 10:50 AM) 

Expenditure Transfers

Budget Revisions/Transfers

Check Requests

5 W’s

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Accounts Payable/Purchasing (10:50 - 11:30 AM) 

Requisitions

Purchase Orders (Mercury Commerce)

Mercury Commerce

Blanket Purchase Orders

Vendors

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BUDGETS

GENERAL LEDGER (GL) STRING

CHART OF ACCOUNTS

COLLEAGUE REPORTS

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BUDGET STRING & CHART OF ACCOUNTS

F-A-L-T-O

Fund – program funding source (2 numbers)

Area – what is the primary function of your program (3 numbers)

Location – where is your program’s primary campus (2 numbers)

Top – program identification number (6 numbers)

Object – categorizes what you are purchasing (5 numbers)

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Example budget string:

12 – 300 – 00 – 720000 – 56405

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OBJECTS

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COLLEAGUE BUSINESS REPORTS

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FORM OVERVIEW

EXPENDITURE TRANSFERS

BUDGET REVISION/TRANSFER

CHECK REQUESTS

5 W’s

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EXPENDITURE TRANSFERS

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Put the end of the month date example – Submitting expenditure transfer 01/10/22, Period Ending would be 1/31/22

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Each object should have their own line.

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Debit = where you want to transfer the expense to

Credit = where you want to transfer the expense from

Example- moving $100 supply purchase from one tops to another- $100 purchase original tops in credit, $100 purchase transfer tops debit

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Detail out the expense that you are transferring - Example, CREDIT line - moving expenditure to TOPS

Debit line - moving expenditure from TOPS

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These two totals should match, if they are unbalanced check your credits and debits

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Provide a brief explanation for the request. Example – Moving funds to NEW Tops.

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Note: For federal grants, please avoid using words such as wrong account or correction

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Write the name of who prepared the document

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Must be approved by the budget manager

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If the transfer is Fund 12 then the Grant Manager will sign, if Fund 11 then the Controller will sign.

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BUDGET �TRANSFER/�REVISIONS

• All budget revisions must be board approved
• Budget revisions are when you change from different categories, example 51000 (Academic Salaries) to 54300 (Supplies).
• Budget Transfers are when you change budget within a category, example 55100 (Individual Contractor) to 55105 (Company Contractor).
• Must put an explanation for why the revision or transfer is occurring
• Must put description of where funds are going or being received from
• Debit = object without money
• Credit = object with money

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Put the end of the month date example – Submitting budget entry on 01/10/22, Period Ending would be 1/31/22

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Moving money from an object with the same two first numbers is a transfer, two different numbers is a revision example – moving money from 55800 to 54300 is a Revision, moving money from 55800 – 55105 is a Transfer

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Each object should have their own line.

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The object should start with a 5, you cannot move revenue between objects, which starts with a 4

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The Tops should match, you cannot transfer money from one fund to another, you can only transfer expenditures

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Debit = where you want to transfer the money to

Credit = where you want to take the money from

Example- moving $100 from 55800 – 54300, Debit 54300 $100, and Credit 55800 $100

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Detail out where the money is moving to. Example, moving $100 from 55800 to 54300, description would be To 54300, and on the 54300 lone, description would be From 55800

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These two totals should match, if they are unbalanced check your credits and debits

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Provide a brief explanation for the request. Example – Moving funds to cover purchasing of supplies.

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Note: All Budget Revisions are Board Documents and are submitted to the Board for approval

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Write the name of who prepared the document

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Must be approved by the budget manager

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If the transfer is Fund 12 then the Grant Manager will sign, if Fund 11 then the Controller will sign.

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Example of Budget Revision

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Example of Budget Transfer

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CHECK REQUESTS

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CREDIT CARD REQUESTS

The Business Office has a college credit card to use for the following: 

• Virtual conference registration
• Purchases in which the vendor does not accept payment by check or a purchase order. 

Send Completed Credit Card Request form to Lucy.

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If you would like to use the College Credit Card, please check this box

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Date that the form is being submitted

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Information of person filling out the form in case there are questions

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Colleague ID of the person being reimbursed

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Name and Address of who is being paid through the check request

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Put a description of each item you are purchasing and which Account it should be paid out of, you can use multiple accounts on one check request. Be sure that the budget manager for each account has signed.

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Provide any additional information, such as where check should be mailed to or made out to if different than vendor information in Colleague. Or if there are any notes needed in the memo of the check, such as invoice number or membership number

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Budget Manager should sign the Check Request before it can be processed, if the Budget Manager is the payee, then the Dean or VP will need to sign. You cannot sign your own reimbursement. For purchases over $5,000 the VP need to sign, if it is over $10,000 the President must sign the check request as well.

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5 Ws

• Required for all food purchases
• Must be done for each event that food was purchased for
• Must be submitted along with requisition
• Must submit when purchasing any food, including when cafeteria services are used

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Date that the form is being submitted

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Name of person filling out the form

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Department where purchase was made

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Who attended the event

Students

Faculty

Staff

Community Members

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Event title, formal or informal, why did you hold the event. Example - Staff meeting

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Where the event was held, please be specific

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Date of Event

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What funding source paid for the event, and what the event was held for.

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Signature and printed name of who submitted the form

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ACCOUNTS PAYABLE/PURCHASING

REQUISITIONS

PURCHASE ORDERS

BLANKET PURCHASE ORDERS

RECEIVING

VENDORS

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REQUISITIONS

Requisitions for Purchase Orders are required for:

• Tangible Goods
• Services (except entertainment/speakers)
• Food/Catering Services

Purchase Orders must be created before placing orders for goods or services.

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PURCHASE ORDERS

Purchase Orders (or regular POs) are for defined purchases and are valid for one use only. Product, quantities and unit pricing are known, and are listed as line items on the PO when the request is converted.

�Requests for Purchase Orders (regular POs) are processed through Mercury Commerce.

�There are some exceptions to using a Purchase Order: 

�See Check Request & Credit Card Guidelines

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REQUISITIONS IN MERCURY COMMERCE

• Mercury Requisitions are for defined, one-time purchases.

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• All requisitions must have supporting documentation attached.

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• The requisition items, quantities, and pricing should match the supporting document.

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• When in doubt, contact Purchasing.

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RECEIVING

Receiving needs to occur before an invoice can be paid.

This task is primarily done by the warehouse, however not everything is handled by the warehouse. Services, and any goods that bypass the warehouse (such as deliveries direct to Alisal or King City), need to be received by the department/requester.

• Mercury Commerce (regular POs):
• Use the Receive tab.

Receiving and Closing are NOT the same - Depts receive; Purchasing closes.

• Colleague (Blanket POs):
• Send the invoice with payment authorization to Accounts Payable.
• Colleague (regular POs):
• Warehouse has access and should do the receiving.�

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RECEIVING

Once you have received the item in Mercury Commercy, you must submit the invoice, with reference to the Purchase Order and signature of the Budget Manager to accountspayable@hartnell.edu for payment

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BLANKET PURCHASE ORDERS

• Blanket POs are for multiple payments to the same vendor throughout the fiscal year for a single project/service, or for undefinable goods purchases.�Example: A service contract for quarterly maintenance.
• Blanket POs are requested using the Purchase Requisition form (not through Mercury Commerce) and processed directly in Colleague.

Purchase Requisition forms may be obtained from Purchasing or the Business Office.

• Approval logic is the same as Mercury Commerce; approval signatures must be obtained on the Requisition Form.

Signature Guidelines can be found on the Purchasing website.�

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BLANKET PURCHASE ORDERS

Name of the department submitting the Blanket Purchase Order

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BLANKET PURCHASE ORDERS

Name of the Vendor and address of the vendor you are creating the Blanket Purchase Order for

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BLANKET PURCHASE ORDERS

Date you are submitting the requisition

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BLANKET PURCHASE ORDERS

Account number that you are opening up the Blanket Purchase Order under, please include your full GL along with the object

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BLANKET PURCHASE ORDERS

Vendor ID number, you can find the Vendor ID number by looking it up in the Colleague report VENI

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BLANKET PURCHASE ORDERS

For contracts put scope of work that contractor will be doing, or put the items you would like to purchase, please be as detailed as possible

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BLANKET PURCHASE ORDERS

If applicable please add the unit price

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BLANKET PURCHASE ORDERS

Please indicate the complete total amount, you are not exceed this amount and this is the amount that will be encumbered on your account

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BLANKET PURCHASE ORDERS

The person submitting the paperwork should sign the form

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BLANKET PURCHASE ORDERS

The Budget Manager should sign here

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BLANKET PURCHASE ORDERS

If the amount is over $5,000 then the VP will need to sign

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BLANKET PURCHASE ORDERS

If the amount is over $10,000 then the President will need to sign

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BLANKET PURCHASE ORDERS

If you want to increase your Blanket Purchase Order do the following:

• Check the box indicating BO Increase
• Add Blanket Purchase Order number given, starting with B
• Write the original amount the Blanket Purchase Order was set for
• Write the additional amount needed
• Add the two together and write the total in the final line
• Process for signature

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VENDORS

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NEW VENDOR FORM

Vendor must check one of the boxes to indicate what they are providing to the College

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NEW VENDOR FORM

If they will be on-campus they must submit a certificate of insurance

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NEW VENDOR FORM

Please make sure this matches the W-9 the vendor submits exactly, if they are doing business as a different name, please put that here

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NEW VENDOR FORM

This is where we will send completed POs, please make sure to fill in with contact information

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NEW VENDOR FORM

If this is different than their business address or if they have separate address to mail checks, please indicate that here

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NEW VENDOR FORM

The vendor must sign here before it is submitted

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