Budget Requests (Transfer of Funds)

Budget Request Guidelines

Budget requests are submitted to transfer budget from one COA to another, with the exception of fund.  Budget transfers must be within the same fund.  

Requests must be reviewed by department staff for accuracy and allowability, including funding availability, prior to submission for FP&A approval. FP&A review and approval includes review of allowability of the funds transfer per campus policies and guidelines.

FP&A approval does not confirm availability of funds or central campus budget commitments.  

If a budget request results in a budget deficit in any of the following, department staff are required to clear such deficit before the month’s GL close date: 

• Recurring budget - in any personnel expense account (salary or benefit) and/or  
• Balance (Budget minus Actuals) - at the Org/Fund level. 

If deficits are not cleared by the month's GL close date, department staff as well as the unit's organization leadership will receive notification of the missed deficit clearance deadline. Continued recurrences of deficits in the above-referenced areas that are not cleared by the monthly GL close dates may result in subsequent Budget Requests not being approved until deficits are cleared.  This may also have an impact on review/approval of eDoc requests per FP&A email dated dated November 6, 2024.  

Maintaining budget alignment helps departments prevent disruptions, supports strategic resource planning, and promotes long-term fiscal sustainability and sound financial management.   

Budget Request Month Close

Beginning in FY26, there will be a month close process for budget transfers.  Budget requests must only be created and submitted for approval during the corresponding month’s submission dates.  

*Any requested initiated or submitted outside of the month’s submission date will be rejected and deleted as part of the monthly close process.  

All requests not in “Submitted” status as of the month’s last submission date will also be rejected and the budget request will be deleted.   

PROJECTS

Budget requests for GL Only Projects are submitted by department staff in UCMPlan.  

• Budget Request Entry Guide
• UCM Project Definitions

Budget modification requests for all other projects (PPM Projects) must be submitted via a  PPM Project Modification Request ticket in ServiceNow.