Budget Office

BUDGET OFFICE

Downloading the Budget Journal Template

In order to submit a budget transfer request, you must first download the Budget Journal Template. (This is the Excel spreadsheet that you will send to the Budget Office for processing.) You will only have to do this once. (If the template is updated at a later time, you will be notified thru CMSINFO to download the form again.)

The template can be found on the Budget Office web site.

Go to your web browser (for this example we are using MS Internet Explorer).
Type in http://adminfin.csusb.edu/finance/budget_office.htm, press enter.
At the Budget Office webpage scroll down to Downloadable Forms.
Click on Budget Transfer Request Form.

The Budget Journal Template (Excel Spreadsheet) will open as shown below.

Do “Save As” in order to save the spreadsheet on your computer.

To “Save As” a file to your own drive:

Go to File.

Select Save As.

Name the file and designate the drive.

Tip: Type your name and phone extension on line #6 then resave your document. This will prevent you from having to type that in each time.

Completing and Submitting the Budget Journal Template

Below is a list of all the columns on the spreadsheet and how to complete them.

Column	Description
Business Unit	No entry required, default is SBCMP
Ledger	No entry required, default is STD_BUDG
Account	Enter 6 digit account from chartfield string
Currency	No entry required, default is USD
Amount	Enter amount to be transferred in (+) OR out (-) of chartfield string
Description	Enter a line description – Up to 30 characters (including spaces)
Fund	Enter fund for the chartfield string
Dept ID	Enter department ID for the chartfield string
Program	Enter program code for the chartfield string
Class	If required, Enter class code for the chartfield string
Project	If required, Enter project name from the chartfield string
Scenario	Enter DEPTADJ for a current year transfer (1x only). For permanent transfers, call the Budget Office at ext. 75134

Important: The sum of all rows should equal zero.

“Save As” the completed spreadsheet under a new name on your computer.

Tip: You may want to identify a numbering system for your internal use to maintain and track your transfers. At this point you may want to save your file according to your filing system for example: BT001, also in line #6 of the spreadsheet where you have your name you may want to indicate the file name there as a reference.

Upload the completed Budget Journal Template

Go to your web browser.
Type in http://adminfin.csusb.edu/finance/fileupload.htm , press enter.
Complete the following required fields on the file upload page:

*Name
*Campus Phone
*Campus Email
*Subject
Click the Browse... button to attach your completed Budget Journal Template file(s).
Click on the Upload File(s) button.

The Budget Office will review the journal for errors.

If the journal is rejected, the attachment will be returned to you with the reasons why it could not be processed.

If the journal is processed, the attachment will be returned to you with the journal number entered on it. Note any highlighted fields for changes/corrections.

Important Reminders

Never hide rows on the spreadsheet. Delete any information you do not want included.

Never send duplicate journals, they will both be processed. (If you send a journal in error, call the Budget Office at ext. 75134)

For further questions or assistance while trying to complete a budget journal,
please contact the Budget Office at ext. 75134

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Budget Office

Financial Operations

Budget Office
California State University, San Bernardino
5500 University Parkway, San Bernardino, CA. 92407
Sierra Hall Building, Room 129
Phone: (909) 537-5134 | Fax: (909) 537-7779
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