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Budget Transfers

Budget Transfer Process

Send an email to the Budget Office (Kristin Ihling: ihling@kutztown.edu) providing the following information:

    1. Amount of the transfer
    2. 10 digit Fund Center account numbers and names of both Sending and Receiving accounts (ex. from Budget Office 4511041600 to Procurement Services 4511041200)
    3. Description/Reason for transfer
    4. Cc: Sending Department Head/Chair to indicate approval
    5. Cc: Receiving department

The Budget Office will confirm by email when the transfer has been completed. No forms/signatures are needed. It is the same process whether covering a shortage, sharing in the cost of something, or just moving budget funds. Please view budget transfer policy

Budget Availability Check

The department's operating budget should be reviewed prior to requesting transfers, sending expense reports to Accounts Payable, or creating purchase requisitions.  Budget funds must be available to cover the amount.  If there are not enough funds in the other expenses line to cover a requested budget transfer, the Budget Office may contact the department before initiating the transfer.

Note: If you encounter a budget issue while entering a purchase requisition and you receive a Budget Exceeded error message, please save the preliminary requisition in SAP until the necessary budget transfer is complete. This will prevent you from re-entering all the information that you have already completed.  If there are not enough funds in the other expenses line when creating a new requisition, you can email the Budget Office to request a budget transfer to fund the budget.