Error discovered in financial report (either Banner or Millennium):
What Type of Transactions?
Revenue from outside sources (G-code). A/R or deposits processed by the Student Business Office (SBO)
- Contact SBO
- Email: sbo@wwu.edu
- Phone: (360) 650-2865
Inter-departmental Revenue (H-code)
- Contact the other department
- Either department can initiate Accounting JV in Banner
- Debit the FOAPAL of the incorrect revenue & Credit the correct FOAPAL
- Submit JV
Donation, Contribution, or Endowment Interest in a Foundation fund (chart 2- various codes)
- Contact Foundation Office
- Email: western.foundation@wwu.edu
- Phone: (360) 650-3027
- Initiate Accounting JV in Banner
- Credit the FOAPAL of the incorrect transaction & Debit the correct FOAPAL
- Submit JV
*Contact payroll if you need more information or clarification
You need to correct payments already made and future payroll
- To permanently change the funding source for Future payroll, submit a Personnel Action (PA) (faculty staff) e-sign form. A retroactive state date on the PA will also automatically generate a redistribution to move or correct payments made in previous pay periods.
- After obtaining required approval from Department and VP, submit the form to Human Resources.
You only need to correct or move payments already made
- To correct only past payroll funding, initiate a Salary/Benefit Funding Redistribution Request Form for Prior Pay Period(s) e-sign form. This form moves the salary & associated benefits for each pay period that has already been processed.
- After obtaining required approval from Department, submit the form to Accounting Services.
State-funded budget allocations are a set amount and do not usually change mid-year. The initial Budget Load is an annual process coordinated by your Division Budget Officer. Amounts you see in the Budget Column of reports are the result of this process, which distributes your total annual allocation into the various expense categories. There are occasionally one-time allocations made mid-year which do not change your recurring budget.
Self-sustaining or Auxiliary budgets are an estimate of your projected revenue and expenses. These can be adjusted as needed.
Position Budgets: Budgeted salary for permanent employees is tied to a specific position number and employee ID (W#) and should be adjusted as personnel changes occur. Budget for temporary and student employees is usually in a pooled position. Budget for benefits is pooled in account code F900B, which estimates your total annual benefit expense for all employees.
- Contact your Division Budget Officer or the WWU Budget Office if you need more information
- Do you have permission to key transactions in the Millennium Budget & Forecasting module?
- Yes
- Submit Budget Transfer (BT) in Millennium Budget
- No
- Contact your Division Budget Office
- Division Budget Office submits Budget Transfer (BT) in Millennium
- Yes
- Identify who initiated the transfer (contact Accounting Services if you need help) and discuss who will make the correction.
- Transfer Decision Tree Chart to determine the correct account code for the transfer
- Initiate Accounting JV in Banner
- Reverse the FOAPAL of the incorrect transaction & enter the correct FOAPAL
- Submit JV
If the Accrual Period (period 14) is still open, corrections can be made to the previous year's transactions, using the steps identified with each type of transaction. Once the Accrual Period is closed, changes can only be made to previous year activity if Accounting Services determines that it is a "material change" (something that is substantial enough to affect the Institution's Financial Statement).
- Contact Accounting Services
- Email: accounting.services@wwu.edu
- Phone: (360) 650-3568