Forms cannot be processed if signatures are missing. All forms must have the wet( original) or digital signatures( with date and time stamp) of the traveler, supervisor, and Financial Manager. Copies of signatures will not be accepted.
3. Payments
Budget approves purchase requisitions for funding but does not pay invoices. If there is a payment question, please reach out to Accounts Payable for more information. If there is a question about travel and / or P-card( other than available funding), please reach out to Tabitha Nice.
4. Budget Approval
If a purchase requisition exceeds $ 1,000, approval from the respective VP is required before Budget can process. If a purchase requisition is less than $ 999, verify if a P-card can be used for the purchase. All purchase requisitions must have approval from the Financial Manager before Budget can approve. If you are not sure who the Financial Manager is for an index, please email Budget @ easternflorida. edu for guidance. Once a requisition or travel form reaches the Budget approval queue, the Budget Department works as quickly as possible to evaluate it. Often, delays come from issues like availability of funds, unclear descriptions, account code adjustments, or missing approval signatures— a detailed description helps process the PR faster. If a budget transfer is needed, please email Budget requesting a transfer before submitting the request.
5. How to Check Budget Availability
• Log into Banner and on the Welcome page enter: FGIBDST
• Enter the index in the Index box, verify the correct Fiscal Year is entered, uncheck " Include Revenue," and press GO.
• Filter for just the operating expense account codes: Filter( upper right-hand corner) → enter 6 % in the Account box → click Go.
• Find the account code needed for the requisition and verify there is budget available in the " Available Balance " column, and that the index has an overall available budget by reviewing the " Net Total Available Balance " in the lower right-hand corner.
6. Instructions for Budget Transfer Request
Send an email to Budget @ easternflorida. edu, including the Financial Manager, requesting a budget transfer from the index / account code that has funds to the index / account code that needs funds. Example: Please transfer $ 500 from 106XXX-60502 to 106XXX-65501( Description: Educational Materials Supplies). Budget will transfer funds and notify you once complete. Note: transfers can only be made between account codes that begin with the same number( e. g., 60502 to 62506 is fine; 53050 to 60501 is not allowed).
7. Guidelines for Budget Increase
The Financial Manager of the index should evaluate the funds in the index and compare the available budget to expected expenses for the fiscal year( July – June or Fall, Spring, Summer). If expenses exceed what ' s budgeted, a budget increase request should be presented to the supervisor and then the respective VP— this can be an email with justification for the request( a quote, if available, helps). Once the VP approves, forward the approval email to Marie Jacobs, who will seek final approval from VP Laura Maxwell. If approved at all levels, Marie will transfer funds to the appropriate index and account codes.
8. Commonly Used Banner Account Codes
• 60501— Travel In District: webinars, professional development, in-county mileage
• 60502— Travel Out of District: overnight trips must have travel form