Fund balances from the prior fiscal year are automatically consolidated into the General Ledger PFOO account 100000-(FUND)-30001-ZZZZ for the start of the new fiscal year. Auxiliary and service centers, in order to calculate revenue versus associated expense, can request that the balances are moved back to their original projects for the new fiscal year.
Learn more about Stanford's fiscal year-end processes in Topic Overview: Fiscal Year-End Close.
Request to Carry Forward or Roll Over Project Balances
Before You Start
- You must have the OBI Financial Reporting authority to run OBI Revenue and Fund Management Dashboard>Fund Statement for your organization's funds
- Identify the awards and their associated projects that have balances to carry forward or roll over
- Identify email address of the financial manager who has financial authority to approve these roll overs
Critical timing requirements:
- Run the report after the August GL period has closed and September of the new fiscal year is open
- Deadline for request: October 15 (or Friday before if October 15 falls on a weekend)
- Go to OBI Financial Reporting
- Enter SUNet ID and password, if prompted
- Select the Dashboards menu from the toolbar
- Select Revenue and Fund Management Dashboard from the dropdown
- Select Fund Statement on the dashboard home page
- Enter the Organization or Award Numbers of interest
- Select the Period Selection: Fiscal Year To Date radio button and select a value for the fiscal year end close AUG-YYYY
- Select Apply
- For each fund, identify positive balances in Project 1000000, Object Code 30001.
All project balances related to Revenue and Expense Object Codes 40000-59999 are placed in 100000-(FUND)-30001-ZZZZ during the fiscal year-end close.
- Select Carry Forward/Project Rollover Balance Request to open the form
- Save the file to your computer
- Enter information about the requestor.
- List fund(s) to carry forward. Only the fund is required, project numbers and expected FY beginning balances are optional.
Requests to move partial balances or specific project balances within an award are not accepted by Financial Systems and Operations Support (FSOS)
- Copy your financial manager on the email request for signature authority.
- Email the request with attached form to Financial Systems and Operations Support using financial_info_systems@lists.stanford.
Requests must be submitted no later than Oct 15, or earlier if that date falls on a weekend.
- FSOS sends a spreadsheet to the client with the new balances within one week of submission.
- After the balances have been updated, and it's determined that a reclassification is needed, contact the Fund Accounting team.
- Send the request to Amanda Lopez-Lara (allara@stanford.edu) by Nov 15.
- Include specific details about desired balance movements between projects.