Skip to main content
COVID-19 updates from UW-Eau Claire   READ MORE »

University Accounting: Expense, Revenue & Budget Transfers Quick Reference

Last updated

Expense Transfers

Expense transfers are less restrictive and use the Lilac form.

Fund Expense Transfers Yes/No Why?
Fund 102 YES GPR – No revenue – only budget allocation
Fund 104 YES GPR – No revenue – only budget allocation
Fund 123 NO Program Revenue (PR) Aux Debt Service (only expense should be debt service payments)
Fund 128 YES Program Revenue (PR) Auxiliary
Fund 131

YES
Only by AA
YES
Program Revenue (PR)
  • BCDT
  • WIN/SUM INSTR – only expenses should be instruction for winter/summer session
  • WIN/SUM REV
Fund 132 YES
Fund 133 YES
Fund 136 YES
Fund 144 YES
Fund 145 See note. Following Federal Work-study Guidelines
Fund 150 YES
Fund 189 YES
Fund 228 N/A Expenses do not post to 228 – transfer revenue to appropriate fund
Fund 233 YES
Fund 402 YES GPR – No revenue – only budget allocation
Fund 403 Only within Fund 403 GPR – No revenue – only budget allocation
Fund 406 Only within Fund 406 GPR – No revenue – only budget allocation

Revenue Transfers

Revenue transfers are more restrictive and use the Lilac form.

Fund Revenue Transfers Yes/No Why?
Fund 102 NO GPR – No revenue – only budget allocation
Fund 104 NO GPR – No revenue – only budget allocation
Fund 123 YES Program Revenue (PR) Aux Debt Service (typically receives revenue from Fund 128 to pay debt service)
Fund 128 YES Program Revenue (PR) Auxiliary
Fund 131

Only within BCDT
Only by AA

Only within WIN/SUM
Program Revenue (PR)
  • BCDT – can only transfer within BCDT DeptIDs
  • WIN/SUM INSTR – completed only by Acad Aff to cover expenses for winter or summer session
  • WIN/SUM REV – transfer within WIN/SUM DeptIDs
Fund 132 Only within Fund 132
Fund 133 Only within Fund 133
Fund 136
YES
NO – should be spend for the purpose collected
Revenue Generating DeptID (Camps/Conferences)
Special Course Fees
Fund 144 NO
Fund 145 NO Fed Work-study – No revenue – only budget allocation
Fund 150 Only within Fund 150 Revenue is earned from grants – may only be transferred to another Fund 150 DeptID
Fund 189 Only within Fund 189
Fund 228 YES Typically move to the corresponding Fund 128 DeptID where expenses will post
Fund 233 Only within 233
Fund 402 NO GPR – No revenue – only budget allocation
Fund 403 NO GPR – No revenue – only budget allocation
Fund 406 NO GPR – No revenue – only budget allocation

Budget Transfers

Budget Transfers are only used for GPR and BCDT and are filled out through the GPR and BCDT eForms.

Fund Budget Transfers Yes/No Why?
Fund 102 Only within 102 GPR – budget allocation
Fund 104 Only within 104 GPR – budget allocation
Fund 123 NO Program Revenue (PR) Aux Debt Service – Spend Plan
Fund 128 NO Program Revenue (PR) Auxiliary – Spend Plan
Fund 131

Only within BCDT
N/A
NO
Program Revenue (PR)
  • BCDT – can only transfer within BCDT DeptIDs
  • WIN/SUM INSTR – no budget loaded to WISDM
  • WIN/SUM REV – Spend Plan
Fund 132 NO Program Revenue (PR) – Spend Plan
Fund 133 See note. Work with Grant Accountant, Paul Berkesch
Fund 136 NO Program Revenue (PR) – Spend Plan
Fund 144 See note. Work with Grant Accountant, Paul Berkesch
Fund 145 Only within Fund 145 Fed Work-study – No revenue – only budget allocation
Fund 150 NO Program Revenue (PR) – Spend Plan
Fund 189 NO Program Revenue (PR) – Spend Plan
Fund 228 N/A Budget & Expenses do not post to 228, budget loads to corresponding Fund 128 DeptID
Fund 233 NO
Fund 402 Only within 402 GPR – budget allocation
Fund 403 NO GPR – budget allocation
Fund 406 NO GPR – budget allocation

Was this article helpful? Yes No

View / Print PDF