Operating Transfers Job Aid

Operating Transfers Defined

View Operating Transfers in CalPlan

Enter Operating Transfers

Planning for Transfers Beyond Your Entity

Operating Transfers Defined

Operating Transfers are movements of current funds, generally within the University, from one DeptID to another, or within a DeptID from one Chart1 to another within the same fund and account.

The first two digits of the account indicate the type of transfer.

• Accounts in the 71XXX range are for campus support including the general allocation.
• Accounts in the 72XXX range are used for external transfers to or from the University.
• Planners may enter transfers within a department (75xxx) or a division (74xxx).
• For transfers to/from other divisions (73xxx), one planner enters the sending amount and another planner enters the receiving amount.

View Operating Transfers in CalPlan

The Transfers tab on any of these forms is an easy way view all types of Operating Transfers:

• Account Intersection
• Entity Intersection
• Update Data in Form

Enter Operating Transfers

Planners may enter all types of operating transfers except for Campus Support, which is managed by the Central Budget Office. To enter operating transfers within your department or division, the Adjust Internal Operating Transfers Mgmt Form is recommended because it shows the net transfer amount for the department or division. Transfers within a depatment or division must net to zero.

Adjust Internal Operating Transfers Mgmt Form Layout

Like the Update Data in Form, Adjust Internal Operating Transfers Mgmt has a POV at the top of the form. Transfers can be entered for one account, one Chart1 for one month at a time.

Enter an Operating Transfer

1. Set your Entity Preference to your department if you are going to enter an Internal Department transfer. Set it to your division if you are going to enter Inter-Divisional Support.

1. 1. Select Preferences in the left panel
   2. Select the User Variable Options tab
   3. Enter your entity
   4. Select Save
   5. Select My Task List in the left panel to display the forms
   6. Select Adjust Internal Operating Transfers Mgmt Form

2. Select the Account from the drop-down list

3. Select the Month

4. Select the Chart1

5. Select the Go button to refresh the data

6. Enter the amount leaving a DeptID as a negative number. Repeat as needed if there are multiple DeptIDs

7. Enter the amount coming to a DeptID as a postive number. Repeat as needed if there are multiple DeptIDs

8. Scroll to the bottom of the list of accounts to see summary level entity. The value for this row must be zero. If it is not, go back and edit positive and negative entries as needed until the total nets to zero.

Planning for Transfers Beyond Your Entity

Planners manage transfers within the Department or Division, or coordinate with another planner to manage transfers across Divisions. For Transfers To/From Other Divisions (73xxx), communicate with the planner in the other division to ensure that your entries are in the same account, same month, and that they offset each other.