Departmental Budget Requests (DBR)

A Departmental Budget Request (DBR) automates the process of funds transfers between budget pools from one account to another following embedded business rules.

Traintraq course 2112796 details the DBR process.  The presentation is also available under “Useful Resources” on the budget webpage.

Go to the FRS tab in Canopy and select DBR/Create a DBR. Reverse the information from the DBR that you are correcting. Also, Click on the U number at DBR Document. Where you see Dept Ref: enter the DBR number that you are correcting. Also, put it in the notes with the reason for the correction.

The DBR must be in your inbox. Open the DBR and select the U number next to the DBR Document field. Go to Routing Action and select open for revision. Make your changes, close and route the DBR.

Select the FRS tab and then the DBR/Create DBR option. The source account should be from the revenue pool (0001) and the destination should be to an expense budget pool (1100, 3000, 4000, etc). The justification code will be OI (Over-Realized Income). Put the reason for the transfer in the notes.

If you do not have FAMIS access to create DBRs with that source account, contact FAMIS Security to check your access and obtain the necessary authorizations.

The Access Table controls the business rules that govern allowed transfers within DBRs. See Screen 528 in FAMIS for list of accounts compatibility.

No, only one source account is allowed per DBR, although up to 10 destinations are allowed. You must create a separate DBR for each source account.

The rejected DBR will be in your inbox for you to open, review and revise for re-routing.

Notes are required for some justification codes (OT, CN, OI, and PR) and the system will not allow the document to close without the notes. For the remaining codes, notes are only required if the summary line has insufficient space to completely identify and explain the purpose of the transfer. It is always best to enter a reason for the transfer in the notes to avoid delays in processing and for audit purposes.

An FYI recipient may be added by the creator at any time prior to final completion of the DBR. After completion, view the DBR on Screen 520. The DBR may also be viewed in Canopy.

If the document is still in-route, you can select an action to recall the DBR and make your revisions.

An email should be sent to FAMIS security by your supervisor to request access to create a DBR. In addition, you will have to complete TrainTraq course 2112796 prior to getting access and should include your transcript of course completion to FAMIS security.

TrainTraq course 2112796 is helpful but not required. Send an updated Department Signature Card found on the comptroller’s site (forms section) and submit to FAMIS security.

This error means that the account attributes do not allow for transfers against support accounts.  If you believe this is incorrect please contact your accountant.

DBRs are only valid for the current fiscal year. When the new fiscal year becomes the default open year, all prior year DBRs are automatically cancelled. The DBR will need to be created in the new fiscal year and resubmitted.

Traintraq course 2112796 details the DBR process. The presentation is also available under “Useful Resources” on the budget webpage.