Which Form Do I Use?

You will almost always be using the GL Transfer form.  Budget Transfers are rare.

Examples of GL Transfers include the correction of miscoded items such as travel reimbursements that were charged to the office supplies line, or a vendor payment that was charged to the equipment line instead of the equipment repair line.  Another example of a GL Transfer is the allocation of funds to support various programs or events on campus, such as the transfer of funds to support a visiting lecturer.

Budget Transfers involve the reallocation of your budget which was established at the beginning of the fiscal year and appears in the "Budgeted" column on your budget report.  Therefore, Budget Transfers never involve accounts beginning with "11" because 11 accounts do not have a budget.  If a Budget Transfer is appropriate, please keep in mind any transfers in the Budgeted column should only be made within the same department.

Any transfers involving object codes 4001, 4002, or 4003 (administrative, faculty, and staff wages) are prohibited.

Any transfers involving object code 5000 are prohibited.

GL Transfers involving wage object codes 4004, 4005, 4006, 4007, 4009, 4010, 4017, 4018, 4061, and 4063 are allowed if both sides of the transfer (the debit and the credit) involve one of these wage object codes. However, Budget Transfers involving these same wage object codes are not restricted in this way.

GL Transfers involving object code 4010 need to include 4010 on both sides of the transfer. Budget Transfers involving object code 4010 are not restricted in this way.

GL Transfers involving object code 3400 need to include 3400 on both sides of the transfer.

If you have any questions, please contact Dave Vore in the Business Office at x4603 or email  dvore@hamilton.edu.