Frequently Asked Questions

Budget Adjustments

1. Do I need a budget adjustment or an accounting recode?
When budget funds need to be transferred from one account to another, or from one department to another, a Budget Change Request form should be prepared and submitted to the Budget Office. When an actual expenditure or revenue which has already been recorded needs to be transferred from one account or department to another, a request should be submitted to Accounting, x3454.

2. Where do I get blank Budget Change Request forms?
Budget Office

3. What areas of my budget can I transfer from?
Transfers within a category, i.e. 93xx to another 93xx, or 97xx to another 97xx, are generally acceptable transfers, keeping in mind justification as to why a decrease will not affect your department's operations or result in overspending in the budget area decreased.

Journal Vouchers

1. Who can tell me what the charges of a Journal Voucher are for?
Call Accounting at x3454.

Project Office

1. Why am I unable to check my review box?
You have to be in a review group to check your box. To change groups, go to Projects (top menu next to Tools) and down to Group. Select the appropriate review group.

2. How do I find the budget template and proposal narrative?
Highlight your project and click on the "Links to Documents" icon to the left of the screen.

3. Where do I enter the personnel data for my request?
Highlight your project and click on the Employment Management System icon to the left of the screen.

4. Can I attach a document to the Links to Documents area for further justification?
No. All documents in the Links to Documents area are on the Project Office Server. You can cut and paste the information in a different document into the proposal narrative. Or, you can e-mail your document to Stephanie_Kilgore@baylor.edu, and she can upload your document to your project.

Requisition/Voucher

1. What is the status of my Travel Advance?
Call Accounts Payable @ x2415.

2. What is the status of my Purchase Order?
Call Purchasing @ x1561.

3. Can I reimburse an employee for travel (9382 or 9389) with a Voucher?
No. A paper Travel Expense Report form should be completed for group travel (9389) and sent to the Budget Office to be processed. An electronic ER should be completed for individual travel (9382) and forwarded to Accounts Payable by email.

Travel

1. Where can I get blank TER forms?
Accounts Payable
More Information: http://www.baylor.edu/financial_services/index.php?id=4296

2. Point-to-Point mileage?
For TX, NM, OK, LA, and AR, see the following web link: For other states, please call Budget Office @ x2663.
More Information: http://www.cpa.state.tx.us/comptrol/texastra.html

3. Where can I get a State Hotel Tax Exemption form?
This form is available on the Travel Center website.
More Information: http://www.baylor.edu/travel/index.php?id=3382

Trax

1. How can I give someone else access to my department IDs?
Contact Trax @ x8704.
More Information: http://www.baylor.edu/traxhelp/