Frequently Asked Questions
Whom should I notify regarding budget distribution for a new Department Chair, Faculty/Staff member, Student Organization’s Advisor, or Budget Manager?
Contact Ashlyn Hyman in the Accounting Office at (336) 278-5271 or firstname.lastname@example.org. Be sure you have the University ID # of the person requesting budget access and also be prepared to provide the list of accounts they need access to.
How often is My Budgets in OnTrack updated for transaction detail?
Transaction activity is updated daily at 10:00 p.m. Month-end activity is processed by the 15th of the following month. (Ex: January’s month end reports by February 15th).
Who should I contact if I have questions regarding an individual transaction?
Faculty and Monthly Salary payroll transactions: Christy Isley at (336) 278-5255.
Facilities Management payroll, Office Staff and Student Payroll: Renie Thompson at (336) 278-5284.
Aramark: Robin Brown at (336) 278-5262
P-Cards and Campus Shop: Dorothy Rinehart at (336) 278-5264.
Vendor-related: Robin Brown (336) 278-5262 for vendors beginning with A-L and Julie Whitaker at (336) 278-5267 for vendors beginning with M-Z.
Petty Cash Activity: Alessandra Gabriel, in Bursar’s Office, at (336) 278-5281.
Journal entries or any other transactions: Ashlyn Hyman at (336) 278-5271.
When should a Budget Revision Form, a Transfer of Funds Form, and an Expense Correction Form be used?
- Budget Revision Form
Should be used to move budget from one line item to another within the same department or division. Use My Budgets thru OnTrack to view opening budgets as well as any permanent or temporary revisions.
- Transfer of Funds
Should be used to move funds from one department to another department to cover costs before the expense occurs. For example: The Office Staff Luncheon Committee requests sponsors to aid in the cost of the luncheon at Christmas. Your department gives them $50. A journal entry will be processed to charge the “expense” to your department and credit the funds to the Office Staff account. Use My Budgets thru OnTrack to view transaction detail for all accounts within your budget.
- Expense Correction Form
Should be used to move actual expenses already incurred from one line item to another line item within the same department or between departments. Use My Budgets thru OnTrack to view transaction detail for all accounts within your budget.
How do I request that a new object code be added to my departmental account?
To request a new object code be added to your account, please contact Ashlyn Hyman at (336) 278-5271 or email@example.com.
How can I request access to My Budgets?
To request access to My Budgets, send an email to Courtney Saul at firstname.lastname@example.org that includes:
- The budget manager’s name,
- Their University ID #,
- The account(s) for which access is requested.