Adjustments
Once the budget has been approved by the board, any updates to the original budget amount must be made as an adjustment. Adjustments allow you to adjust the current and/or current budget figures as circumstances may change throughout the fiscal year. Adjustments may be used to:
Reallocate the current budget as necessary throughout the fiscal year.
Transfer funds from one or many line items to one or many other line items.
Make long-term adjustments to the base budget or make temporary changes for the select fiscal year.
Redistribute resources into higher priority areas.
Modify the total budget based on changes in projected revenue, enrollment, mid-year changes based on unexpected events. For example, new source of revenue or adding of a new professor.
Once an adjustment is requested for a line item by the Transfer or Adjustment Submitter, it must be approved by a Transfer or Adjustment Approver prior to being applied to the current budget balance.
Transfer Submitters can only submit transfers; however, Transfer Approvers can make and approve transfers. Adjustment Submitters have greater capabilities; they can submit modifications and transfers.
Adjustment Approvers have the greatest capabilities; they can make and approve transfers and modifications. For more information, see Understanding Worksheet Roles.
Adjustment Submitters and Approvers, Spending Supervisors, and Worksheet Viewers can view the adjustment history. If you are not assigned to one of these roles in Budget, you cannot view the adjustment history. For more information, contact your Module Manager or IT Department.
On the main page within the Budget feature, use one of the Search options in the This Year's Active Budget section to view your worksheets or line items.
Click on worksheet or line item for which you want to submit an adjustment. The Monitor Budget screen appears displaying all the line items associated with worksheet.
Click on the hyperlink for the line item for which you want to view the adjustment history. The Line Items Details screen appears.
Click View Adjustment History. The Budget Adjustment History screen appears.
Review adjustment details such as type (incoming or outgoing), amounts, dates submitted and dates approved, submitters, budget period, and comments.
Transfer and Adjustment Approvers deny adjustments. If you are not assigned to one of these roles in J1 Desktop Budget, you cannot deny adjustments. For more information, contact your Module Manager or IT Department.
On the main page within the Budget feature, use one of the Search options in the This Year's Active Budget section to view your worksheets or line items.
Click on worksheet or line item for which you want to submit an adjustment. The Monitor Budget screen appears displaying all the line items associated with worksheet.
Click on the line item hyperlink with the adjustments you are denying. The Pending Budget Adjustment screen appears displays any adjustments pending.
Click Deny this transfer. The Line Items Details screen appears.
Adjustment Approvers automatically make adjustments without requiring approval. If you are not assigned to this roles in Budget, you cannot make adjustments. For more information, contact your Module Manager or IT Department.
On the main page within the Budget feature, use one of the Search options in the This Year's Active Budget section to view your worksheets or line items.
Click on worksheet or line item for which you want to submit an adjustment. The Monitor Budget screen appears displaying all the line items associated with worksheet.
Click on the line item hyperlink for which you want to make an adjustment. The Line Items Details screen appears.
Click Add to this budget. The Adjustment screen appears.
In the How much column, enter the adjustment amount.
To transfer the adjustment from another line item (optional):
Click Look for a transfer from the Where section. The Available Line Items screen appears displaying the line items available for transferring.
Select the checkboxes for the line items from which you transferring.
In the Transfer $, enter the amount to be transferred from the line item.
From the From drop-down list options, select the budget period from which you want to transfer the amount.
Click the Add to your request button. The Submit Transfer Request screen reappears.
From the When drop-down list options, select the budget period for when you are applying the adjustment.
To include the adjustment amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget checkbox. If the adjustment is temporary, do not select this checkbox.
In the Why column, enter a reason for making the adjustment.
Click the Make your transfer now button. The adjustment is applied to the budget and the Line Items Details screen appears.
Transfer and Adjustment Submitters submit adjustments for approval. If you are not assigned to one of these roles in Budget, you cannot make requests for money being moved from one area of the budget to another or for additional funds. For more information, contact your Module Manager or IT Department.
On the main page within the Budget feature, use one of the Search options in the This Year's Active Budget section to view your worksheets or line items.
Click on worksheet or line item for which you want to submit an adjustment. The Monitor Budget screen appears displaying all the line items associated with worksheet.
Click on the line item hyperlink to which you are making an adjustment. The Line Items Details screen appears.
Click Add to this budget. The Submit Transfer Request screen appears.
In the How much column, enter the amount to be transferred.
From the Where section, click Look for a transfer. The Available Line Items screen appears displaying the line items available for transferring.
Select the checkboxes for the line items from which you transferring.
In the Transfer $, enter the amount to be transferred from the line item.
From the From drop-down list options, select the budget period from which you want to transfer the amount.
Click the Add to your request button. The Submit Transfer Request screen reappears.
From the When drop-down list options, select the budget period for when you want to apply the adjustment.
To include the amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget checkbox. If the adjustment is temporary, do not select this checkbox.
In the Why column, enter a reason for making the adjustment.
Click the Make this request button. The adjustment is submitted for approval and the Line Items Details screen appears.
Transfer and Adjustment Submitters can cancel adjustments they made and submitted for approval. If you are not assigned to one of these roles in J1 Desktop Budget, you cannot make and therefore cancel adjustments. For more information, contact your Module Manager or IT Department.
On the main page within the Budget feature, use one of the Search options in the This Year's Active Budget section to view your worksheets or line items.
Click on worksheet or line item for which you want to submit an adjustment. The Monitor Budget screen appears displaying all the line items associated with worksheet.
Click on the line item hyperlink with the adjustments you are cancelling. The Pending Budget Adjustment screen appears displays any adjustments pending.
Click Cancel this request. The adjustment is canceled.
Transfer and Adjustment Approvers approve adjustments. If you are not assigned to one of these roles in J1 Desktop Budget, you cannot approve adjustments. For more information, contact your Module Manager or IT Department.
On the main page within the Budget feature, use one of the Search options in the This Year's Active Budget section to view your worksheets or line items.
Click on worksheet for or line item which you want to submit an adjustment. The Monitor Budget screen appears displaying all the line items associated with worksheet.
Click on the line item hyperlink with the adjustments you are approving. The Pending Budget Adjustment screen appears displays any adjustments pending.
Click Approve this transfer. The adjustment is applied.