Budget Transfer Form Guide

To request a budget transfer between Departments or Accounts, download and complete Budget Administration and Operation's Budget Transfer Request form (commonly called BTR). 

Do not enter anything into the top section of the form (above the gold-colored row). 

Data entry instructions 

• Account: Enter the 6-digit numeric value. 
• Fund: Enter the 5-digit value (2 letters + 3 numbers). 
• Department: Enter the 4-digit numeric ID. 
• Program: Enter the 4-digit value (only for Semester or Hospitality expenses). 
• Class: Enter the 5-digit value (if used by your department). 
• Project/Grant: Enter the 8-digit value (mainly for Grants & Contracts). 
• Amount: Enter the transfer amount (no cents; credit must equal debit). 

Expenditures 

• Increase: enter a plus amount (e.g., +300) 
• Decrease: enter a minus amount (e.g., -300) 

Revenue 

• Increase: enter a minus amount (e.g., -1,000,000) 
• Decrease: enter a plus amount (e.g., +1,000,000) 

Other fields

• Description: Brief text to appear on the transaction detail. 
• Journal Line Ref: Do not use 
• Stat Code: Do not use 
• Stat Amt: Do not use 
• Scenario: Enter the applicable scenario. 
• Perm: Use only when transferring salary budget for permanent positions. 
• PTD: Use for all other transfers (except permanent positions). 
• Roll_FrwrD: Budget Office use only 
• Initl_Bud: Budget Office use only 

Department Info: Enter the department name and extension, plus the preparer’s name and email and the department approver’s name and email. 
  
Approver Signature: Required only if the delegated MPP cannot email the request. (See “Optional Submission Method” below.) 
  
Reason for Transfer: Provide a brief explanation for the budget transfer. 
  
Distribution Box: List the names and email addresses of anyone who should receive a copy of the transfer. 

Submitting the form 

• Save the file with a name that includes your department. 
• Preferred Method: Your Delegated MPP emails the completed Budget Transfer Request (spreadsheet attached) to budtrsfr@sfsu.edu. 
• Optional Method (if MPP cannot email): 
• Have the Delegated MPP sign the Approver Signature line. 
• Email both the signed PDF/scan and the spreadsheet as attachments to budtrsfr@sfsu.edu. 

After processing 

• The Budget Office will enter the Journal ID # on the spreadsheet. 
• A copy will be emailed back to the originator and the distribution list designated on the BTR.