A-123 Recommendation for Administrative Action

Link to the Controller's Office

Special Instructions for A-123 When Using Undesignated General Funds:

• No appropriation unit is recorded since General Funds have no appropriation unit
• Dollars are usually transferred from object to object
• Revenue Source Codes should never be used with General Funds
• Dollars are usually increased/decreased between areas and Cost Center
• Transfers and increases/decreases should net to zero

Common Uses of A-123 in the Academic Health Center:

1. Budget Transfer of Undesignated General Funds
   • A-123 must be used for budget transfers involving Undesignated General Funds
   • Cash/Budget is transferred between objects
   
   
2. Budget Increase/Decrease of Undesignated General Funds
   • A-123 must be used for budget increases/decreases involving Undesignated General Funds
   • Undesignated General Fund budget increases/decreases may be done across organizations and areas of responsibility
   • The approval signature is by the department that is transferring out the money (the negative); the department receiving the money should get a copy of the A-123, but is not required to approve it
   
   
3. Budget Increase to Undesignated General Funds Based on Additional Revenue
   • A-123 must be used for budget increases to Undesianated General Funds when additional revenue is being received (Local Funds situations use A-155)
   • The budget increase may or may not be a permanent increase. If it is permanent, the "One Year" column and the "Permanent" column must both be completed on the A-123 form
   
   
4. Transfer of Funds Across Fund Groups
   • When cash is moving among any funds, an A-123 must be used
   • Cash can only be transferred between the same kinds of funds: "like" designated to "like" designated, "like" gift to "like" gift, etc. (i.e. gift fund research to gift fund research)
   • A transfer code (F802 for designated, F805 for gift, etc.) must be used on the accounting line where the cash is being transferred from (but the choice of object code is driven by the fund it is going to)
   • A revenue source code (never an object code) must be used for the fund receiving the cash
   • The net change must equal zero
   • There must be enough dollars budgeted in a fund's correct transfer code before the A-123 can be processed. (If there isn't, complete an A-155 first to realign dollars in the correct transfer code.)
   
   
5. Other
   1. Establish New Cost Center
      • Request is for a new Cost Center and a new related function code
      • Narrative should include the requested new name for the Cost Center
      • Also include the major role of the Cost Center, such as "instruction," "research," etc.
      
      
   2. Establish New Fund (excludes funds established on A-223)
      • State the type of fund and request a name for the fund
      • State the purpose of the fund
      • Explain the source of financial support for the fund
      • Designate the primary spending authority for the fund
      • Include other pertinent details about the fund
      • The account coding line should indicate the Area and Cost Center that should be assigned to the new fund
      
      
   3. Close a Fund
      • Explain in the narrative the fund being closed
      • The fund must have a zero balance and this should be stated in the narrative
      • Their should be no further activity that could occur in the fund and this should be stated in the narrative
      • After the fund is closed on the A-123, the ledgers may continue to print until the end of the fiscal year
      
      
   4. Facilitate Cost Sharing
      • Consult the CAS Manual for assistance with this form since it involves a grant fund
      • The top area of A-123 is used for the budget action, the bottom area is used for the cash transfer

ALL A-123s MUST BE SUBMITTED TO Academic Health Center MANAGEMENT, FINANCE & SUPPORT SERVICES