Revised: 10/07/2024
This process is performed when an agency's budget approver wants to enter the transfer or adjustment budget journals online in OAKS FIN.
Only OBM has the authority to post a budget transfer at the appropriation and allotment level. Agencies may create and post agency-level budget transfers.
OAKS uses the Control ChartField to determine whether it should enforce budgetary control over the transaction. ALI is the Control ChartField that tells OAKS to check whether a budget appropriation exists and cash is available for the transaction.
While entering a budget journal only requires a single line, entering a budget transfer requires a double-sided entry, meaning that journals must balance.
Enter "STATE" in the Business Unit field.
Enter a meaningful Journal ID..
Start with the agency BU code, then add something that will help coworkers recognize the Journal ID. For example, for a Forestry transfer, perhaps enter "DNR01FOR."
When entering a budget transfer, the Journal Date provided is always to be used.
Click Add.
The Budget Header page displays.
Select a Ledger Group.
See the Ledger Group Crosswalk for a detailed description of each ledger group displayed on this page.
Select the Budget Entry Type from dropdown menu. This will be one of the following:
| Description | Definition |
| Transfer Adjustment | Entered when legislation is approved other than an Executive Operating or Capital Budget bill. Entered when it is not a Controlling Board action or an OBM Director Memo approved item. |
| Transfer-Controlling Board | Entered when transfer item is approved by the Controlling Board. |
| Transfer-Director Memo | Entered when transfer item is approved by the OBM Director. |
Enter a description for the budget in the Long Description field.
Click the Budget Lines tab.
The Budget Lines tab displays.
Enter the budget ChartFields for the fund source (where funds will be moved FROM), including Fund, Account, ALI, Dept (department), and Amount (scroll to right).
Entering a budget transfer requires a double-sided entry. This means that journals must balance. Entering a budget journal only requires a single line. Typically, the negative number (from) is on the first row and the positive number (to) is on the second row; however, it can be entered either way.
Click the Insert Lines to add a new row.
Enter the budget ChartFields for the fund target (where funds will be moved TO), including Fund, Account, ALI, Dept (department), and Amount.
For this balancing line, all fields will remain the same except the ALI and Amount fields.
Click Save.
The Process field changes to "Post Journal." The Total Credits field displays the debits and credits that have been entered.
Click Process.
OAKS FIN does not post journals until all errors have been corrected.
After processing the Budget Header Status should display "Posted." If the status is "Errors," click on the Budget Errors tab to review the error and make any necessary adjustments.
The most common budget exception errors include:
Exceeds Budget Tolerance.
No Budget Exists.
Trouble-shooting options include:
Verify ChartField coding is correct.
An agency budget may need to be created/adjusted.
A central budget may need to be created/adjusted.
