Adjustments

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The Adjustments page lists the modifications and transfers in the system. Depending on your role and permissions, you can access adjustment pages, create new modifications or transfers, submit adjustments for approval, and approve or deny submitted adjustments.

Once the budget has been approved by the board, any updates to the original budget amount must be made as an adjustment. There are two types of adjustments.

Transfers are made between one or more line items with total amounts netting to zero.
Modifications are one sided increases or decreases of funds made to one or more line items.

Adjustment amounts can be allocated across different months or quarters and can be temporary or permanent. Temporary adjustments are applied to the current budget and aren't carried over to the next year (e.g., funds reallocated to cover storm damage). Permanent adjustments are carried over into the next year's budget (e.g., funding for a new faculty position).

Adjustments cannot cross over budgets, but they can be applied to any line items or worksheets within a budget. When a line item adjustment is submitted, it must be approved before it can be applied to the current budget balance.

Permissions

The default Budget Management Worksheet & Adjustment Access role grants permission to access the Adjustments page and perform specific actions with adjustments. Users can only manage adjustments for the worksheets they have access to.

Filtering Adjustments

Use any combination of the following filters to search for specific adjustments. You will see adjustments for budgets and worksheets that you have permission to access.

Name
Category
Type
Status
Worksheet Name
Budget Name
Budget Revenue
Budget Expense
Requested By
Requested Between
Approved / Denied By
Approved / Denied Between

Tip

You can select a saved filter or you can select various checkboxes, enter search phrases, and save your selections as a new filter.

How To

Find an Adjustment

From the Budget Management Hub options, select Adjustments.
Select and apply options in the Adjustment Filter.
Use the arrows on each column to sort results.

Create a Modification

Select a Budget Name.
Select a Worksheet Name.
Enter values for one or more line item parameters.
- Line Item Code - Enter a G/L account number and select an option from the drop-down.
- Line Item Description - Enter a keyword and select an option from the drop-down.
- Line Item Account Type - Select either Expense or Revenue.
- Line Item Fund Type - Select either Restricted or Unrestricted.
Enter an Available Budget Min and Available Budget Max to search within a specific range.
Click Get line items.
Enter modification details and allocate money.

Create a Transfer

Select a Budget Name.
Select a Worksheet Name.
Enter values for one or more line item parameters.
- Line Item Code - Enter a G/L account number and select an option from the drop-down.
- Line Item Description - Enter a keyword and select an option from the drop-down.
- Line Item Account Type - Select either Expense or Revenue.
- Line Item Fund Type - Select either Restricted or Unrestricted.
Enter an Available Budget Min and Available Budget Max to search within a specific range.
Click Get line items.
In the Transfer Details section, enter the Transfer Name.
Enter a Transfer Description.
Click the Make Part of Next Year's Budget option to Yes if the transfer is a permanent one. For one-time transfers, click the option to No.

Submit an Adjustment

Select the adjustments you want to submit.
Click the More drop-down and select Submit to open the Submit Adjustments pop-up.
Review the adjustments in the Ready to Submit and Unable to Submit sections.
Click Yes, submit.

Approve or Deny an Adjustment

Select the adjustments you want to approve or deny.
To approve adjustments:
1. Click the More drop-down and select Approve.
2. Review the adjustments in the Ready to Approve and Unable to Approve sections of the confirmation pop-up.
3. Click Approve.
To deny adjustments:
1. Click the More drop-down and select Deny.
2. Review the adjustments in the Ready to Deny and Unable to Deny sections of the confirmation pop-up.
3. Click Deny.

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.

FAQ

How do J1 Web and Campus Portal function together to process adjustments?

If your school is configured to allow budget management from your Campus Portal, J1 Web and Campus Portal provide different features for adjustment submission and approval.

J1 Web	Campus Portal
Features Process transfers for expense and revenue line items Process modifications for expense and revenue line items Approve, edit, or deny transfers for expense line items submitted from Campus Portal Deny budget modifications for expense line items submitted from the Campus Portal	Features Submit, process, and approve transfers for expense line items submitted from J1 Web or Campus Portal Submit, process, and approve modifications for expense line items submitted from J1 Web or Campus Portal Update and deny transfers for expense line items submitted from Campus Portal Update and deny modifications for expense line items submitted from Campus Portal
Limitations Cannot submit transfers or modifications for expense/revenue line items Cannot update or approve modifications for expense line items submitted from Campus Portal	Limitations Cannot submit, process, or approve transfers for revenue line items Cannot submit, process, or approve modifications for revenue line items