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FAQs |
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Frequently Asked Questions |
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If I have General Fund money left over at the end of the fiscal year, can I roll it over to the next fiscal year? |
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It depends on the Dean of your college for academic departments of the Vice-President of your division for administrative departments. SJSU does include in College and Division General Fund budgets and amount equal to the unspent balance from the prior year. Deans and Vice-Presidents decide whether to pass on to individual departments their share of this amount. |
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Can I transfer expenses between University accounts? What about budget allocations? |
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You can generally transfer expenses that were charged to the wrong chartfield combination. Use the expense transfer function in the SJSU Finance Web Component. Budget transfers can be done only within the same state fund. For example: you can do a budget transfer between two departments with General Fund allocations, but not between the General Fund and the Continuing Education Fund. |
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Can I transfer money from my department's Foundation accounts to its University funds and vice versa? |
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The Foundation is a separate legal entity from the University, with a separate set of books. Therefore, andy transfers between the two are like transactions with an outside business. If you pay an expense through your Foundation account that should be charged to a University fund, the Foundation must formally invoice the University for reimbursement and vice versa. Furthermore, the State has strict rules on using State funds to pay for non-State (e.g., Foundation) expenses. If you know an expense will be paid from both University and Foundation funds, be sure to state that on your requisition. (The buyer will charge the portion to be paid by Foundation to a special Reimbursed Activities fund. Accounting and Financial Systems will automatically invoice amounts paid out of this fund to the Foundation.) |
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What is the last date we can do a budget transfer? |
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For this and other year-end deadlines, see the year-end deadlines schedule at Finance Campus Fiscal Year-End. |
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Do I have to "cover" negative line items? |
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Not necessarily. Departments are expected to maintain a positive Balance Available. This signifies that you have enough funding (budget allocation for General Fund accounts, cash receipts for trust funds) to cover your expenses as a whole. Whether you maintain a positive Balance Available for each line item is up to the department. |
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Will salaries get paid if they exceed budget? |
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The University always pays employees for work done. If a department exceeds budget, it must find funding to make up the difference. |
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When can I make direct payments? (i.e. pay without a purchase order) What is the procurement card program and how do I get a card? |
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To find the answers to these and many other procurement-related questions, see Procurement and Support Services. |
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Do we need to file any paperwork when our department receives a gift? |
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Yes. You will need to complete and submit a Gift Acceptance Form (non-monetary). This form contains self-explanatory instructions. It is critical that you submit this form so that we may track property and that donors can receive tax-related documentation from University Advancement. |
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