TRANPASU Instructions

The following instructions are provided to assist campus departments in accurately completing TRANPASU forms. The TRANPASU form is used to establish, extend, supplement and transfer funds between parent and sub-budgets. TRANPASU forms are available only by down loading Transpasu Form.

Instructions:

Enter date prepared in upper right hand corner.
Enter department name, name of person preparing the form, phone number, mail box, and email address. This will provide GCA with a contact person for any questions.
Enter parent budget number and end date.
Check applicable boxes (i.e. new, replacement of an advance, extension, supplement, and/or transfer).
If a new sub-budget is being established, complete sections A, B, C and D in full.
On extensions, complete budget periods and any other changes in section A and all of sections C and D. Sub-budgets cannot extend beyond parent budget end date.
For supplements and transfers, complete sections B, C, and D in their entirety.
In order to transfer funds to a sub-budget, there must be sufficient funds in each object code in the parent budget for the funds to be transferred to the same object code in the sub-budget.
If the parent budget is in advance status then sub-budgets must also be established in advance status. If the department knows what the actual budget will be, they may distribute the actual budget on the TRANPASU. GCA will initially establish the budget with the direct costs in Object Code 36 (advance funds) and the indirect costs in Object Code 25. When the award is received, GCA will back out the advance and re-enter the budget as per the initial TRANPASU. If the sub-budget is set up as an advance on the initial TRANPASU and the award is now available to be distributed, a second TRANPASU is necessary. Enter any changes in section A and complete B, C, and D in their entirety. Advance sub-budgets may also be established by memo. For special instructions on information required in the memo see Setting Up Advance Sub-Budgets.
Under section C, when multiple departments are involved, agreement should be reached in advance as to the department which will be responsible for any deficits. Unexpended balances will be returned to the parent budget. See GIM 2 for details.
The parent budget department must sign Section D to authorize supplements, transfer of funds, or extensions.
If the TRANPASU form is set up on word processing or spreadsheet software, then an original and three copies will be accepted by GCA instead of the NCR form.

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