How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0

How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Supplemental Job Aid

Date: 07/16/2014

Target Audience: All FI$Cal roles with access to the Hyperion Planning Application.

Purpose: This Supplemental Job Aid provides instructions for recording Revenue Transfers and Expenditure Transfers.

How to Record Revenue Transfers and Expenditure Transfers in Hyperion:

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 1 of 10 Part I: Revenue Transfers

The objective of a revenue transfer is to record a budget transaction between the “giving” fund and “recipient” fund. Revenue transfers must use specific Category codes to record the To and From sides of a budget transaction:

 For the sending or giving fund, a negative amount should be entered into the category 6240000 – Revenue Transfers To Oth Funds row (To).  For the recipient fund, a positive amount should be entered into the category 6540000 – Revenue Transfers Fr Oth Funds row (From).

Example: Posting Revenue Transfers

This example demonstrates how to post a revenue transfer of $50,000 from the Developmental Disabilities Program Development Fund (0172) to the General Fund (0001) for the Department of Development Services (4300) in the fiscal year of 2015- 2016. This revenue transfer includes two pieces—the “transfer from the giving fund” and the “transfer to the recipient fund.” Transfers can be limited-term or ongoing. In this example, the transfer is limited-term for Budget Year only.

(A) Transfer From the Giving Fund

Step 1: Navigate to the Data Collection Forms tab:

Navigate as follows:

 Click on the Budget Change Proposal Decision Package type (or any decision package that includes transfer tabs).  Navigate to a Decision Package (if it is necessary, create a decision package).  Navigate to a Budget Request (if it is necessary, create a budget request).  Click on the Data Collection Forms tab.

Step 2: Click the Revenue Transfer tab, and select the following dimensions members:  Select 4300 – Dept of Developmental Services in the “Business Unit” field.  Select REF_011 in the “Reference” field (users may select another reference code, as appropriate).  Select ENY_2015 in the “ENY” field.

Click the Right Arrow icon in the same row.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 2 of 10 Step 3: Select 0172 – Developmental Disabilities Program Development Fund in the Revenue Transfer tab. (Fund 0172 is the giving fund.) Click the Right Arrow icon in the same row.

Step 4: Enter - $50,000 (a negative value) under the “Revenue Transfer BY” column in the “6240000 – Revenue Transfers to Oth Funds” category row.

NOTE: Leave the “SAL Transfer” column blank. The Department of Finance (DOF) will populate the field if necessary.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 3 of 10 (B) Transfer to Recipient Fund

Step 5: Change the “Reference” field from RF_011” to “RF_511 in the Revenue Transfers tab. (Users may select another reference code, as appropriate.)

Step 6: Select 0001 – General Fund in Revenue Transfer tab. (Fund 0001 is the recipient fund.) Click the Right Arrow icon in the same row.

Step 7: Enter $50,000 (a positive value) under the “Revenue Transfer BY” column in the “6540000 – Revenue Transfers Fr Oth Funds” category row:

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 4 of 10 Part II: Expenditure Transfers

Posting an expenditure transfer is different than posting a revenue transfer. The objective of an expenditure transfer is to record an expenditure in the “giving” fund. Unlike revenue transfers, there is not a specific category code for expenditure transfers.

Example: Posting Expenditure Transfers

This example demonstrates how to post an expenditure transfer of $100,000 from the Federal Trust Fund (0890) to the Developmental Disabilities Program Development Fund (0172) for the Department of Development Services (4300) in the fiscal year of 2015. This posting includes two pieces—the “transfer from” and “less funding provided by.” Transfers can be limited-term or ongoing. In this example, the transfer is limited- term for Budget Year only.

(A) Transfer From

Step 1: Navigate to the Data Collection Forms tab:

Navigate as follows:

 Click on the Budget Change Proposal Decision Package type (or any decision package that includes transfer tabs).  Navigate to a Decision Package (if it is necessary, create a decision package).  Navigate to a Budget Request (if it is necessary, create a budget request).  Click on the Data Collection Forms tab.

Step 2: Click the Request by Category tab, and select the following dimension members:

 Select 4300 – Dept of Developmental Services in the “Business Unit” field.  Select REF_011 in the “Reference” field (Users may select another reference code, as appropriate).  Select 0890 – Federal Trust Fund in the “Fund” field.  Select ENY_2015 in the “ENY” field.  Select 4140010 – Regional Centers in the “Program” field.  Select No_Project in the “Project” field.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 5 of 10 Step 3: Click the Request by Category BY tab. In the “Budget Request” (BR) header column, expand the “Request Amount BY” columns. The “Limited Term Request BY” column appears.  Expand the “50 – Appropriation Expenses” category row, expand the “53 – Operating Expense Equipment” category row, and then expand the “5301 General Expense” category row.  Enter “$100,000” (a positive value) in the “5301620 – Office Equipment – Maintenance” category row under the “Limited term Request BY” column. NOTE: You may select another category to record the expenditure, as appropriate.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 6 of 10 (B) Less Funding Provided By

Step 4: Under the Request by Category tab, select the following dimension members:

 Select 4300 – Dept of Developmental Services in the “Business Unit” field.  Select REF_599 in the “Reference” field (Users may select another reference code, as appropriate.).  Select 0172 – Developmental Disabilities Program Development Fund in the “Fund” field.  Select ENY_2015 in the “ENY” field.  Select 4140010 – Regional Centers in the “Program” field.  Select No_Project in the “Project” field.

Step 5: Click the Request by Category BY tab. In the Budget Request (BR) header column, expand the “Request Amount BY” columns. The “Limited Term Request BY” column appears.  Expand the “50 – Appropriation Expenses” category row, expand the “53 – Operating Expense Equipment” category row, and then expand the “5301 – General Expense” category row.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 7 of 10 Step 6: Enter - $100,000 (a negative value) in the “5301620 – Office Equipment – Maintenance” category row under the “Limited term Request BY” column. NOTE: You may select another category to record the expenditure, as appropriate.

NOTE: Treatment of transfers between funds rules (see page 9) also apply to non-add budgetary transfers and loan transfers.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 8 of 10 Part III: Treatment of Transfers Between Funds

The general concept is that we want to record disbursement of moneys as expenditures from the fund that originally received the moneys. However, exceptions (by law or other policy direction) exist as noted below where the transfers are treated as "revenue transfers" instead of expenditures. These rules apply to preparation of the Budget, the Change Book process, and to the fiscal summary of bill analyses.

"EXPENDITURE" TRANSFERS

General Fund Special Funds Bond Funds Federal Funds NGC Funds E +E +E +E +E -E -E -E -E

E +E +E +E +E -E -E -E -E

E +E +E +E -E -E -E

E +E +E -E -E

"REVENUE" TRANSFERS

-R +R +R

-R -R* -R* -R*

+R +R +R +R

= The fund classification from which money is transferred.

= * Schedule 10R information is no longer collected for Nongovernmental Cost Funds, Bond Funds, or Federal Funds.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 9 of 10 You have completed reviewing instructions on “How to Record the Revenue and Expenditure Transfers” in Hyperion.

FI$Cal.072 - How to Record Revenue Transfers and Expenditure Transfers in Hyperion 1.0 Updated 7/16/2014 Page 10 of 10