Budget Office

Budget Frequently Asked Questions (FAQ)

How do I establish an account number and budget for a new program?

Complete the form entitled “Request for new Program Account or Change in Operating Budget."  This form is to be forwarded to Accounting Services along with any other required documentation.

What do I need to provide to establish a new/revised budget for a grant or contract?


  1. Signed copy of the grant or contract that shows the amount of the grant or contract.  A copy of the proposal is not enough.
  2. Signed copy of indirect overhead waiver if overhead is to be less than the institution requirement amount.
  3. Completed form entitled "Request for New Program Account or Change in Operating Budget." If the new program is an academic grant, the form must be signed by the Director of Academic Grants.

When do I use a budget transfer form and when do I use an expenditure transfer form?

Budget transfers reallocate budget between organizations that share a common fund.
(e.g.  Fund Code = 000100     Org Code = 66000      Prog Code = 50
and   Fund Code = 000100     Org Code = 67000      Prog Code = 60)

Budget transfers cannot be processed between two different fund codes.
(e.g.  Fund Code = 000100     Org Code = 66000      Prog Code = 60
and   Fund Code = 001050     Org Code = 66000      Prog Code = 60)

Expenditure transfers are correcting entries and should not be used to resolve budget overdrafts. An expenditure transfer is used to move an expense erroneously posted to a particular FOAPAL into the correct FOAPAL.

How much money do I have?

It is important to note that within the Institutions financial system, available cash does not directly authorize the ability to spend. The ability to spend is determined by the Available Budget Balance for the account. This information can be viewed on-line in Banner Finance by using the "Budget Status by Account Query."

What is FOAPAL?

A FOAPAL is an acronym used to identify the components of a programs account number:
F = Fund (Separates cash from other programs)
O = Organization (Separates budget and transactions between organizations or departments)
A = Account (Details individual transactions, e.g. office supplies vs. in-state travel)
P = Program (Identifies the relationship of the program with the University, e.g. instruction vs. academic support)
A = Activity (Identifies transactions associated with predefined activities - not required)
L = Location (Identifies transactions associated with predefined location - not required) </p