Financial Services Manual (FIN)

Effective: 4/30/1990

Revised: 3/1/2005

FIN 102–02: Internal Planning Budgets

Purpose

To provide a mechanism for developing internal planning budgets

Source

University policy

Applicability

All university agency/orgs, other than agency units (agency/orgs whose third digit of the agency code ends with a 7) and Office for Research and Sponsored Projects Administration units (agency/orgs whose agency code consists of three alpha characters)

Discussion

The use of internal planning budgets by university departments is an optional feature within the Advantage accounting system at ASU. University departments are responsible for developing and maintaining planning budgets. Procedures for establishing planning budgets are discussed later.

Procedures

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Establishing a New Internal Planning Budget

The university department prepares an online Expense Budget (EB) transaction and applies a level 1 approval.

Financial Services:

1. reviews and approves the properly completed EB transactions

   and

2. notifies the university department of EB transactions that cannot be approved so that the EB document can either be corrected or deleted.

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Revising an Established Internal Planning Budget

If the revision relates to a planning budget transfer, i.e., transferring an internal planning budget amount from noncapital equipment to capital equipment, where the amount transferred must equal the amount transferred in:

The university department completes an Expense Budget (EB) transaction and applies a level 1 approval.

Financial Services:

1. reviews and approves properly completed EB transactions

   and

2. notifies the university department of EB transfer transactions that cannot be approved so that the EB document can either be corrected or deleted.

If the revision relates to a change other than a planning budget transfer, i.e., increasing or decreasing the total planning budget for an agency/org, the university department prepares an online EB transaction and applies a level 1 approval.

Financial Services:

1. reviews and approves the properly completed EB transactions

   and

2. notifies the university department of EB transactions that cannot be approved so that the EB document can either be corrected or deleted.

Cross-Reference

For information relating to appropriation budget changes, see FIN 102–01, “Appropriation Budget Changes.”

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