Budget Transaction Code Descriptions

Transaction Codes are used to characterize budget entries and facilitate reporting. The following chart lists the valid transaction codes, whether they can be used with the Temporary Budget, Permanent Budget or both, and a short description of how they should be used. Some Transaction Codes are restricted for use by the Budget Office and other central campus offices, or are associated only with automated system processes. Unrestricted Transactions Codes are available to Campus Users through the journal processing screens.

Campus users have access to the following codes through the journal processing screens:

Code Transaction Code Temp budg Perm budg When to Use
10 General operating transfers X X Most transfers will use this code. (Used with all Accounts)
11 Budget/Control Unit/Dean Alloc X X For the use of the Budget Office, Control Units, and Dean's Offices (Used with all Accounts)
12 Interlocation transfers X X For transfers between Business Unit 1 and J (Used with all Accounts)
13 Inter fund-group transfers X   Used only for transfers between Plant Funds and Current Funds (Used with all Accounts)
14 Gift Transfers X X Used by central campus offices for all transfers related to gifts (for example, when a new gift fund is created and a temporary budget is established). Campus departmental use of transcode 14 is at the option of the control unit, school, or college. Please check with your control unit, school or college to find out if they are using this code for internal reporting. If not, use transcode 10 – General Transfer. (Used with all Accounts)
15 Endowment Income X   Used by central campus offices for all transfers related to Regent's endowments. Control units and departments can also use transcode 15 when transferring Regent's endowment funds between campus units. Campus departmental use of transcode 15 is at the option of the control unit, school, or college. Please check with your control unit, school or college to find out if they are using this code for internal reporting. If not, use transcode 10 – General Transfer. (Used with all Accounts)
16 Foundation Endowment X X Used by central campus offices for all budget transfers related to Foundation Endowments. Control units and departments can also use transcode 16 when transferring Foundation endowment funds between campus units. Campus departmental use of transcode 16 is at the option of the control unit, school, or college. Please check with your control unit, school or college to find out if they are using this code for internal reporting. If not, use transcode 10 – General Transfer. (Used with all Accounts)
50 Revenue Rebudget – Permbudg Only   X Used for adjustments to estimated income for revenue funds and recharge funds. (Used with Revenue and Expense Accounts.)

The use of the following codes is restricted to the Budget Office, other central campus offices, and the automated portion of the BIBS PRT system:

Code   Transaction Code Temp budg Perm budg Notes
01   July Adjusted Budget X X Budget Office Use only. July Permanent Budget balances are posted to the Temporary Budget in the new fiscal year with transcode 01 for all accounts.
02   Reappropriation – general X   Budget Office Use only. Carry-forward balances which are calculated as part of the year-end budget reappropriation process are posted to the ledger with transcode 02 in account 58100.
20   Academic merits X X PRT Automated Only (Used with Academic salary expense Accounts)
21   Staff merits X X PRT Automated / Salary Provision Administrators Only (Used with Staff Salary expense Accounts)
22   Academic range adjustments X X PRT Automated Only (Used with Academic salary expense Accounts)
23   Staff range adjustments X X PRT Automated / Salary Provision Administrators Only (Used with Staff salary expense Accounts)
24   Reclassifications X X PRT Automated / Salary Provision Administrators Only (Used with salary expense Accounts)
25 Inactive Upgrading/Downgrading   X INACTIVATED 6/30/05 – used in BAIRS reports for PRT activity prior to 7/1/05.
27   Academic Promotions X X PRT Automated Only (Used with academic salary expense Accounts)
29   Equity X X PRT Automated / Salary Provision Administrators Only (used with Salary expense Accounts)
30   OP preliminary allocations   X Budget Office Use Only (Used with all Accounts)
31   OP final allocations   X Budget Office Use Only (Used with all Accounts)
32   OP other allocations   X Budget Office Use Only (Used with all Accounts)
37   Central Allocs (automated) X   Budget Office Use only. Automated and batch allocations of central campus funds 19900, 07427, 20000, 20095, and 69750. (Includes allocations to cover employee benefits and GAEL expense)
38   STIP Income X   Used by central campus offices to delineate allocations of STIP income from central resources to control units, schools, and colleges. Budget Transaction code 10 will continue to be used by control units and the campus as a whole for all other STIP fund transfers, such as rebudgeting. (Used with all Accounts)
39   Gift Fees X   Used by central campus offices to delineate Gift Fee assessments and allocations from the campus to control units, schools and colleges. (Units are assessed a 6.5% gift fee of which 2.5% is returned to the control unit, school or college as a separate allocation.) As of July 1, 2005, both the assessment and return allocation will be coded with transcode 39. Budget transaction code 14 will be used by control units and the campus as a whole for all other Gift fund transfers – see further explanation of transcode 14 above. (Used with all Accounts)
40   Campus Budget Cut X X Budget Office Use only (Used with all Accounts)
60 New Link Employee   X PRT Automated / Salary Provision Administrators Only. Used with Salary expense accounts primarily in the permanent budget. Appears in temporary budget activity only for in-year upgrade funding for faculty positions. (Replaces transcode 25 – PRT actions to “Link Employee” prior to 7/1/05 appear in BAIRS reports with transcode 25).
61 New UnLink Employee   X PRT Automated / Salary Provision Administrators Only. Used with Salary expense accounts. (Replaces transcode 25 – PRT actions to “Unlink Employee” prior to 7/1/05 appear in BAIRS reports with transcode 25).
63 New Job Code Change   X PRT Automated / Salary Provision Administrators Only. Used with Salary expense accounts. (Replaces transcode 10)
65 New COA Change – Linked Position   X PRT Automated Only. Used with Salary expense accounts. (Replaces transcode 10)
66 New COA Change – Unlinked Position   X PRT Automated Only. Used with Salary expense accounts. (Replaces transcode 10)
70 New Decrease FTE   X PRT Automated Only. Used with Salary expense accounts. (Replaces transcode 10)
71 New Increase FTE   X PRT Automated Only. Used with Salary expense accounts. (Replaces transcode 10)
75 New Eliminate Position   X PRT Automated Only. Used with Salary expense accounts. (Replaces transcode 10)
76 New Add Position   X PRT Automated Only. Used with Salary expense accounts. (Replaces transcode 10)