Budget Revisions

The preferred method for preparing and submitting a budget revision is with SSB online - BD4. The majority of budget revisions prepared for the University of Memphis are completed online. There are instances where an online budget revision cannot be used. Under these special circumstances noted below, a paper budget revision will need to be prepared. Please verify that an online BD4 cannot be initiated before submitting a paper budget revision.

The following guidelines apply to all budget revisions:

IF A BUDGET REVISION REQUIRES THE PRESIDENT'S APPROVAL, THE OFFICE OF FINANCIAL PLANNING WILL OBTAIN THE SIGNATURE.

Budget Action Requested

Approval Requirements 

Department Head

Dean or Director

V. President
or Provost

President

All Paper Budget Revisions

X

 

Shifting budgets among or between departments

X

X

 

 

Current year revisions which include travel, equipment, revenue accounts and transfers to the fund groups

X

X

 

 

Shifts involving fee remissions, part-time instructors, summer instructors, supplemental pay (overload and extra compensation) and graduate assistants.

X

X

 

 

Providing increased revenues and expenditures when revenues are at least equal to expenditures and there is a normal direct relationship between revenues and expenditures.

X

X

 

 

Permanent shift of base budget

X

X

X

 

Current shifts among or between accounts under different Deans

X

X

X

 

Shifts in the salary level of professional/administrative positions

X

X

X

 

Re-budgeting of lapsed salaries

X

X

X

 

Creation of new, regular positions on one-year appointments that will increase the total position count.

X

X

X

X

Establishment of a new activity or a major change in the scope of an existing activity.

X

X

X

X

Commitment of additional funding in future years.

X

X

X

X

Shifts of funds among or between Provosts or Vice Presidential areas of responsibility

X

X

X

X

All revisions affecting individual salaries or personnel positions not specifically delegated to other levels.

X

X

X

X

Form Finance Forms/Resources

SSB Online - BD4

myMemphis

SSB Online Budget revisions are used to revise budget amounts between the following pooled accounts:
  • Pooled positions (for example: Graduate Assistants, Student Assistants, Temporary Employees....)
  • Travel (pool acct code 73000)
  • Operating (pool acct code 74000)
  • Other (78000, 79000....)

Exceptions - Following is a list of budget revisions that are required to be on paper. See below for information on paper budget revision Form BD02 and BD04 :

  • Base Budget
  • Revenue
  • Carry Forwards
  • Single Position (acct codes 61110, 61210, 61310, 61312, 61610, 61630 and 61635)
  • Transfer between different Funds
  • Transfer between different Orgs (if security not granted)
  • Plant Funds/Projects/R&R (Renewal & Replacements)

Paper BD04

Web Web Version
Excel Excel Version

 

BD04 Instructions Web Form

BD04 Instructions Excel Form
Form BD04 is used to request a Temporary Current Year Budget Revision
  • Funds moved between Index/FOAPALS using a BD04 will be a temporary move for the current fiscal year only
  • The FOAPAL contains the Fund, Org, Account Code, Program and Activity numbers
  • Before starting the BD04, the requestor will need to know the FOAPAL where funds need to be moved to, removed from and the dollar amount
  • The form should be submitted on one page in a portrait orientation

A paper BD04 is required for these Temporary types of transactions:

  • Revenue
  • Carry Forwards
  • Transfer between different Funds (If you are unfamiliar with this process, please contact Financial Planning at ext. 2117 for assistance)
  • Transfer between different Orgs
  • Plant Funds/Projects/R&R (Renewal & Replacements)

Paper BD02

Web Web Version
Excel Excel Version

 

BD02 Instructions Web Form

BD02 Instructions Excel Form
Form BD02 is used to request a Permanent Base/Future Year Budget Revision
  • Funds moved between Index/FOAPALS using a BD02 will be a permanent budget change
  • The FOAPAL contains the Fund, Org, Account Code, Program and Activity numbers
  • Before starting the BD02, the requestor will need to know the FOAPAL where funds need to be moved to, removed from and the dollar amount
  • The form should be submitted on one page in a portrait orientation

For these Permanent types of transactions:

  • Base Budget
  • Pooled Positions Permanent Budget Change
  • Revenue
  • Transfer between different Funds (If you are unfamiliar with this process, please contact Financial Planning at ext. 2117 for assistance)
  • Transfer between different Orgs (if security not granted)
Form Position Forms/Resources

Paper NBAPBUD

Web Web Version
Excel Excel Version

 

NBAPBUD Instructions Web Form

NBAPBUD Instructions Excel Form
Form NBAPBUD is used to request or adjust base funding for :
  • New Permanent Base Position
  • Re-classifications/Equity Increases/New Hires
  • Promotions
  • Base Salary Differentials
  • Transfer Position To New Fund and/or Org

Paper BD04

Web Web Version
Excel Excel Version

 

BD04 Instructions Web Form

BD04 Instructions Excel Form
Form BD04 is used to request a Temporary Current Year Position Budget Adjustment
  • Fund Limited Positions (not base funded)
  • Current Year Reversals
  • Request New Limited Positions

Reversal Calendars

FY14 Reversal Calendars

Reversal Calendar is used in conjunction with NBAPBUD form
  • All Base Positions are funded at 100%
  • Reversal Calendar is used to determine the Returned Salary amount for current year that will not be expended
Paper FP-02

Excel Word Version

Form FP-02 New Position Details is used to request a new pooled position (except part- time instruction)