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Budget Journal Access Request Process

To request budget journal access at the University of Houston-Downtown (UHD), complete and submit the UHS Finance Access Form.

uhs-finance-access-form.pdf.

An example of the UHS Finance System Access Form is located below.

Step-by-Step Instructions

Step 1 — Complete Employee Information

  • Fill out all required employee information fields located at the top of the form

Step 2 — Select the Correct Access Business Unit

  • 00784 – UH Downtown

Step 3 — Select Financial Access

    1. Type of Access - Select: Add - Create Budget Journals
    2. Approval Role - Select appropriate  budget journal approval role:
      1. Department — Initiator
        • Budget journal initiator access
        • Cannot approve budget journals

2. College/Division — Approver

        • Budget journal approver access
        • Can also initiate budget journals

3. Obtain the required College/Division Administrator Approval Signature

Step 4 — Complete the Special Instructions Box

Must provide the appropriate Source, based on your home department

Available Source Types:

  • BAP — Budget Office
  • AAF — Administration & Finance
  • ACA — Academic Affairs
  • BUS — Marilyn Davies College of Business
  • CPS — College of Public Service
  • ESO — Human Resources
  • HSS — College of Humanities & Social Sciences
  • LIB — Library
  • PRS — Office of the President
  • SAT — College of Sciences & Technology
  • SSE — Enrollment Management
  • SSL — Student Success & Student Life
  • UAV — Advancement & University Relations

Step 5 — Sign and Date the Form

Required Signatures

  1. Individual/Employee
  2. Supervisor/Administrator

Step 6 — Submit the Completed Form to the Budget Office

Submit the completed form to budgetoffice@uhd.edu

Step 7 — Budget Office Review

The Budget Office reviews, signs, and forwards the form to the UHD General Accounting Office

Step 8 — Finance Office Review

The UHD General Accounting Office reviews/signs the request and forwards it to UH for processing

Step 9 — Approval Notification

Once approved, the UHD General Accounting Office notifies the Budget Office

Step 10 — Budget Journal Training

The Budget Office contacts the employee to schedule budget journal training

Budget Journal Processing Expectations Based on Roles

Department Role (Initiator) – Has the ability to initiate and submit budget journals

  • Budget Journal Initiator Responsibilities
    • Reviews & manages cost center budgets
    • Processes budget transfers unassociated with positions
    • Processes recognize revenue budget adjustments
    • Processes fund equity carry forward budget adjustments
    • Processes budget swaps between allowable fund types
    • Processes non-position related budget adjustments for month-end close
    • Ensures timely submissions to meet approval and posting deadlines
    • Ensures budget journals are balanced when transferring between budget nodes and cost centers
    • Ensures all amounts are supported by adequate backup attached (e.g., 1074 reports, documents, emails) so approvers can verify transactions and approved in a timely manner
    • Once budget journal is posted, verifies cost center budgets appear as intended

Role Summary:

The Budget Journal Initiator is responsible for creating and preparing budget journals that accurately reflect planned spending within the department/division approved budget. This role is critical because budget journals form the basis for financial reporting, planning, and compliance.

College/Division Role (Approver) - Has the ability to initiate and submit budget journals and approve budget journals submitted to workflow by department initiators

  • Budget Journal Approver Responsibilities
    • Review budget journals and backup for accuracy and compliance
    • Confirm the budget adjustment complies with applicable policies, fund type rules, and budget constraints
    • Validate supporting backup (e.g., 1074 reports, documents, emails)
    • Ensure proper workflow and deadlines are met
    • Prevent and address erroneous submissions by denying entries and providing explanations when necessary
    • Approve budget journals in a timely manner that allows business transactions to continue with little to no interruptions while giving the Budget Office time to review and post in a reasonable timeframe

Role Summary:

The Budget Journal Approver is responsible for reviewing and authorizing budget transfers that move budgets between budget nodes, cost centers, and/or funds. The role is not a “rubber stamp” — approvers must ensure each transaction is accurate, compliant, and complete before approval.

Example: Budget Journal Access Request Form

 

budget access form example