Transfers

Transfers

Use

If the budget assigned to a budget structure element in the current financial year become critical, and the budget of another budget structure element has not been used up completely, you can transfer the budget from one budget structure element to another budget structure element by means of a transfer.

Prerequisites

The overall budget must have the budget status Released.

Features

During the course of the current financial year, you can transfer funds already approved from one budget structure element in the budget hierarchy to the budget of another budget structure element. This transfer reduces the budget of the source budget structure element and increases the budget of the target budget structure element.

Depending on the way in which the budget of the source donor budget structure element budget is managed (i.e. monetary or FTE), you specify the donor budget structure element, and a validity period.

The following combinations are allowed (these combinations apply in both directions):

Monetary budget Ö Monetary budget
Monetary budget Ö Full-time equivalent budget
Full-time equivalent budget Ö Full-time equivalent budget

When you are transferring a monetary budget to an FTE budget (or vice versa), a conversion takes place. A default value stored in the system is used to convert the budget unit of the source budget to the budget unit of the target budget.

You want to transfer a monetary budget of $50,000 to an FTE budget. The default value stored in your system for a full-time equivalent is $37,500 per annum. Consequently, 1.33 FTEs are transferred to the FTE budget.

When you transfer between FTE budgets, you can choose between a value-based transfer (using default values defined in Customizing) and a quantity-based transfer. If you opt for a quantity-based transfer, a conversion factor stored in the system is used to convert between FTE budgets with different classifications. This means that the results of a value-based transfer and quantity-based transfer can be different.

You want to transfer one FTE from a pay scale 8 FTE budget to a pay scale 5 FTE budget.

You have defined a default value of USD 100,000 for pay scale 5, and a default value of USD 125,000 for pay scale 8. You have also defined a conversion factor of 1.3 for converting between pay scale 8 and pay scale 5 (i.e. one pay scale 8 FTE is converted into 1.3 pay scale 5 FTEs).

If you opt for a value-based transfer, one pay scale 8 FTE will be converted into 1.25 pay scale 5 FTEs. If you opt for a quantity-based transfer, one pay scale 8 FTE will be converted into 1.3 pay scale 5 FTEs.

When you create a transfer, the active available check is run to see whether the budget of the donor budget structure element is actually available.

See also:

Creating Transfers