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How to Move Funds from an Earmarked Reserve to a Cost Code

Funds cannot be transferred directly from an Earmarked Reserve (EMR) into a specific cost code. Instead, you need to add a Reserve Transfer to drawdown the funds into the General Fund, then manually adjust the budget against the target cost code.

Step-by-Step Guide

Follow these three steps to complete the transfer and keep your accounts accurate:

  1. Record a Reserve Transfer Add a Reserve Transfer from the Earmarked Reserve (EMR) to the General Fund. This officially records the drawdown of reserves in your system.
  2. Increase the Cost Code Budget Go to Setup  →  Cost Codes and manually increase the budget amount for the specific cost code receiving the funds.
  3. Add Explanation in Budget Notes Go to Budgeting and use the Budget Notes feature to document the change. Explain that the budget for this cost code was increased due to an EMR drawdown.

Important Note on Precept Matching

If your total budget is set to match your precept, changing the amount for an individual cost code will alter your overall budget totals. Adding a detailed Budget Note explaining that the budget was increased by this specific amount ensures your audit trail remains clear and transparent.