Budget Journal Description Examples
The journal description should clearly explain why the budget change is being made. Below are sample descriptions for common budget journal types.
Reallocating Budget (Net Zero Journals)
Use these when moving existing budget from one purpose or department to another.
Example Descriptions
- Reallocating budget from operating funds for additional Graduate Student salaries in the Biology Department.
- Reallocating budget from salary savings due to unfilled positions for a one-time equipment purchase.
- Reallocating budget from operating funds for a new position not included in the original budget.
- Reallocating budget from unfilled Graduate Assistant positions for conference travel.
- Reallocating budget from central contingency to the Applied Leadership Department for research and laboratory materials.
- Reallocating budget from research contingency to the Chemistry Department for program startup.
Increasing/Decreasing Budget (One-Sided Journals)
Use these when increasing or decreasing an overall budget due to changes in revenue, enrollment, participation, or other external factors. These typically require two journals, a revenue journal, and an expense journal.
Examples
- Increasing budget for the Germany Environmental Sciences Study Abroad Program due to enrollment growth. Revenue Budget Journal ID: 10004XXXXX
Expense Budget Journal ID: 10004XXXXX - Decreasing budget for the Japan History Study Abroad Program due to lower-than-anticipated student enrollment. Revenue Budget Journal ID: 10004XXXXX
Expense Budget Journal ID: 10004XXXXX - Increasing budget for Bee Lab honey sales due to sales growth. Revenue Budget Journal ID: 10004XXXXX
Expense Budget Journal ID: 10004XXXXX - Decreasing budget for summer camps due to lower-than-anticipated participation. Revenue Budget Journal ID: 10004XXXXX
Expense Budget Journal ID: 10004XXXXX
Tips for Writing Good Journal Descriptions
- Explain why the budget is changing.
- Include the academic program, department, or activity involved.
- Be specific (avoid descriptions like “Budget adjustment” or “Update Budget”).
- When applicable, reference related Revenue and Expense Budget Journal IDs.