Monitoring your budget on a monthly basis will allow you to identify overspending or available balance as we progress through the fiscal year. The SUNY Business Intelligence System is used to access all State, IFR, SUTRA, and DIFR account activity.
The Budget Office processes allocation transfers between accounts within the same fund and fiscal year. If the account is sub-accounted, allocation will post to the -99. The Budget Allocation Transfer Form is used to move allocation after the Form 1 posts. This form must be submitted by the department whose allocation is being reduced and other account managers should be copied on the submission. The following information is required:
- Full 8-digit account number,
- Budget object code (not expenditure object, see crosswalk for help),
- Amount of allocation to be transferred,
- Reason for the transfer, which is limited to 20 characters,
- Transfer type: one-time or permanent base adjustment.
The Accounting Office handles expenditure transfers, revenue transfers, and balance transfers.
The Budget Office monitors account balance levels throughout the fiscal year and works with division financial representatives regarding surplus/deficit issues. All accounts must have a positive cash balance at June 30th. Accounts in a negative cash position require explanation and a deficit reduction plan must be provided. Accounts with excessive surplus also require explanation and a cash balance utilization plan must be provided.