Acquisitions Homepage

Transfers of budgeted/allocated money usually have to be tracked in Sirsi Workflows acquisitions funds, on acquisitions payment spreadsheets, and/or in Banner.

At the beginning of each fiscal year, the university accounts will have money allocated in Banner to the various library FOAPS for books, serials, standing orders, and databases/e-book subscriptions/streaming media subscriptions. These are subdivided into "pools" which reflect whether the resources are physical or online/electronic.

The acquisitions payment spreadsheets utilize the university allocations but also subdivide the funds based on other factors such as the vendors who will be paid for the materials and whether to money will be encumbered to a blanket purchase order or will be paid from money that is not initially encumbered and which is allocated to One-Off balances.

The Sirsi Workflows acquisitions funds are based upon the university allocations and are further subdivided based on subject areas and other factors such as whether the acquisitions type is firm order, PDA (patron-driven acquisition), STL (short-term loan), subscription, or standing order.

Some budget transfers may require that money be reallocated between Sirsi subject funds but may not require updating the payment spreadsheets or Banner. For example, if the money is for physical books and a decision is made by the Director of Technical Services to take some money from history and add it to biology, that can be done just within Sirsi (F-HIS to F-BIO) as long as the amounts are within the total amount allocated for books in Banner.

Some budget transfers may require that money be reallocated between vendors on the payment spreadsheets and in Banner but not in Sirsi.  For example, if there is a blanket purchase order for print books for the vendor Alibris and there is extra money for print books either in a blanket purchase order for another vendor or in the One-Off print book balance, change orders can be processed in Banner and the payment spreadsheet can be updated to reflect the re-allocation of the money.

Some budget transfers require that money be transferred in Banner from one FOAP to another. For example, if more money is needed for online journals, it can be moved from the print journal pool or it may be taken from another area that may have surplus money such as databases. Generally, if transfers are made in Banner, they also need to be reflected on the payment spreadsheets and in the Sirsi funds.

In Banner Self-Service, funds can only be transferred within the same fund type, not across fund types. 

Main fund types for Technical Services:

• 150101 (University Fees) 
• 183100 (Library Xerox Machine - Book Replacements)
• 310417 (Joe L and Sallie Clark Texana)
• 154003 (College of Osteopathic Medicine) (470000)

Within these fund types are the pools - 720 for online/electronic and 770 for physical materials.

• Within the funds, money can be transferred from one pool to the other

If there are several organizations within a fund, money can also be transferred between the organizations and their pools.

• 150101 fund has the following organizations. This is the main fund for most library materials.
  • 470002 - Books (includes firm order/one-time purchases of books, dvds, music cds, e-books, PDA e-books, e-videos, and one-time purchase of e-journals and databases.)
  • 470004 - Serials (sometimes referred to as journals or e-journals)
  • 470006 - Standing Orders (print or electronic)
  • 470008 - Databases, e-book subscriptions, and streaming media subscriptions (all online/electronic)
• Most budget transfers occur within or between these organizations
  • Within the same organization, from one pool to the other: e.g. print books to e-books would be
    • 150101-470002-770-40 to 150101-470002-720-40
  • Between organizations: e.g. databases to print standing orders
    • 150101-470008-720-40 to 150101-470006-770-40.

Within the library, money can also be transferred between Technical Services and the Executive Directors Office if the fund type is the same.

• Tech Services 150101-470008-720-40 to Executive Directors Office 150101-470000-720-40 (or to physical pool 150101-470000-770-40)

Money can also be transferred from other departments outside of the library to the library or vice-versa, but this may require the use of a printed form rather than the use of Banner Self-Service. In Banner Self-Service, only budgets from organizations which the library has been authorized to use are accessible. If the budget transfer is from a fund outside of our approved funds, the paper Change of Budget form should be ued. The form can be located in MySam>Human Resources>More Info>Forms>Budget Requests>"Change of Budget" or "Change of Budget for Banner". These both open the same form. See below.

If the library and another department want to split the payment for a resource, this can sometimes be done using the BearKatBuy cart system where we enter our library FOAP and then transfer the cart to the other department to enter their FOAP.

Budget Transfers in Technical Services can be initiated by the Head of Acquisitions & Serials or the Director of Technical Services using Banner Self-Service

• Start from MySam menu and select Campus Resources and then Banner Self-Service
• Click on Finance from the tab at the top or in the menu at the left
• Click on Departmental Budget Transfer
• Fill in the Transfer Amount (no commas), add the FOAPs in the From and To fields. Use S in the Chart field.
• Add a brief description. Select the Budget Period based on the fiscal year with September as 01, October, 02, etc.
• Press Complete when done.
• After clicking on “Complete” above, the following screen appears with a unique journal document number for each transaction: e.g. J0150791.
• Notice that the Document Amount is double the amount that was in the Transfer Amount field. It can be disregarded.
• From this screen, right click, print as PDF, and save to Tech Serv Y:\Materials Budget & Repts\FY2022\Budget Transfers – Banner folder