Purchasing
Budget Exceptions
Budget Exceptions (Errors) are identified when transactions attempt to reconcile to a FAST Chartfield and are unable to do so. It is important to resolve these errors so payment is not withheld to the supplier, projects can be closed properly, and to accurately account for expenditures.
Budget Errors should be resolved within 30 days of receipt. Some common errors and
steps to resolution are:
Budget date out of bounds:
Occurs when the expense if outside of the project period, typically after the end
date of a Project/Grant
- For grants: If after the end date, CCHIP001 should be reviewed to determine if the PO is within the adjustment period, if so, and override request must be submitted to override@usf.edu with supporting documentation and transaction details from above included. If denied, an alternative, allowable chartfiedl must be provided to pcard@usf.edu referencing the transaction details in the attachment.
- For Construction Projects: please obtain an override or extend project dates. If denied, an alternative, allowable chartfiedl must be provided to pcard@usf.edu referencing the transaction details in the attachment.
No budget exists:
Occurs when a budget field has no available funds, or no longer exists (chartfield
expired)
- Department should submit/process a budget transfer request or provide an alternative, allowable chartfield to pcard@usf.edu referencing the transaction details in the attachment.
Budget exceeds tolerance:
Occurs when budget is under control and the transaction exceeds the amount remaining
in the budget account
- Department should submit/process a budget transfer request or provide an alternative, allowable chartfield to pcard@usf.edu referencing the transaction details in the attachment.
- For Grants: If prior sponsor approval is required for budget changes, contact your Pre-award SRA to request approval to re-budget before submitting a transfer.
For additional assistance with Budget Exceptions, please contact the Procurement Help Desk