##  Recoveries, Reimbursements, Transfers

### Estimated Recoveries

Estimated recoveries are a budgetary resource that must be recognized
and recorded in HUDCAPS. For no-year and multi-year accounts, estimated
recoveries are recorded in the fund code for the related master account.

Estimated recoveries are recorded in HUDCAPS with an
Appropriation/Apportionment (AA) document based on approved
Apportionment and Reapportionment Schedule (SF-132).

#### Record Estimated Recoveries

##### Perform the following steps to process the Appropriation/Apportionment (AA) transactions:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}
> (5) Select OK or press the Enter key.

##### Enter the following fields on the Appropriation tab:

> ![](media/image2.emf){width="5.15in" height="3.433333333333333in"}

+---------------------+------------------------------------------------+
| Field               | Description                                    |
+=====================+================================================+
| (1) Budget Fiscal   | Enter the last two digits of the Budget Fiscal |
|     Year(s)         | Year(s). For a multi-year fund, enter the last |
|                     | two digits of the beginning year and the last  |
|                     | two digits of the ending year.                 |
+---------------------+------------------------------------------------+
| (2) Fund            | Enter the fund code, or click on the search    |
|                     | icon for a valid listing of fund codes.        |
+---------------------+------------------------------------------------+
| (3) Budget Line     | Select Change.                                 |
|     Action          |                                                |
+---------------------+------------------------------------------------+
| (4) Estimated       | Enter RU.                                      |
|     Recovery Trans  |                                                |
|     Type            |                                                |
+---------------------+------------------------------------------------+
| (5) Estimated       | Amount of estimated recovery.                  |
|     Recovery        |                                                |
|     Inc/Dec Amount  |                                                |
+---------------------+------------------------------------------------+

Note No data needs to be entered on the Apportionment tab.

(6) Select Document from the Main menu.

(7) Select Edit from the Document menu.

(8) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(9) Select Document from the Main menu.

(10) Select Process from the Document menu.

(11) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.A.

### Estimated Reimbursements

Estimated reimbursements are a budgetary resource that must be
recognized and recorded in HUDCAPS. For no-year and multi-year accounts,
estimated recoveries are recorded in the fund code for the related
master account. For annual accounts, estimated reimbursements are
recorded in the fund code for the annual account.

Estimated reimbursements are recorded in HUDCAPS with an
Appropriation/Apportionment (AA) document based on approved
Apportionment and Reapportionment Schedule (SF-132).

#### Record Estimated Reimbursements

##### Perform the following steps to process the Appropriation/Apportionment (AA) transactions:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). The AA Document ID referencing an annual fund
includes the last digit of the current fiscal year, the last 4 digits of
the Treasury symbol and the \# sign in the second field (Example: CFO
00143#). By entering the \# sign, the system will assign the next
available sequential number for the document ID prefix entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key.

##### Enter the following fields on the Appropriation tab:

> ![](media/image3.emf){width="5.15in" height="3.433333333333333in"}

+-------------------+--------------------------------------------------+
| Field             | Description                                      |
+===================+==================================================+
| (1) Budget Fiscal | Enter the last two digits of the Budget Fiscal   |
|     Year(s)       | Year(s). For a multi-year fund, enter the last   |
|                   | two digits of the beginning year and the last    |
|                   | two digits of the ending year.                   |
+-------------------+--------------------------------------------------+
| (2) Fund          | Enter the appropriate fund code.                 |
+-------------------+--------------------------------------------------+
| (3) Budget Line   | Select Add/Activate if this is the first AA      |
|     Action        | document for the BFY/fund code, or select Change |
|                   | if previous AA documents have been processed for |
|                   | the BFY/fund code.                               |
+-------------------+--------------------------------------------------+
| (4) Estimated     | Enter AR.                                        |
|     Reimbursement |                                                  |
|     Trans Type    |                                                  |
+-------------------+--------------------------------------------------+
| (5) Estimated     | Enter the dollar amount of the estimated         |
|     Reimbursement | reimbursement.                                   |
|     Inc/Dec       |                                                  |
|     Amount        |                                                  |
+-------------------+--------------------------------------------------+
| (6) Reimbursement | Select Include Lesser of Actual and Estimated    |
|     Option        | for program funds, or select Include Estimated   |
|                   | Reimbursements for administrative funds.         |
+-------------------+--------------------------------------------------+

Note No data needs to be entered on the Apportionment tab.

(7) Select Document from the Main menu.

(8) Select Edit from the Document menu.

(9) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(10) Select Document from the Main menu.

(11) Select Process from the Document menu.

(12) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.B.

### Transferring Carryover Funds

As a result of the Annual Close process, carryover funds for no-year
accounts are automatically moved from the prior Budget Fiscal Year
component fund to the new Budget Fiscal Year (BFY) component fund. For
example, at the close of BFY 99, fund 99HAHG will be moved from BFY 99
99HAHG to BFY 00 99HAHG.

For no-year accounts, carryover funds must be transferred from the
component fund code (in our example, BFY00 99HAHG) to the master fund
code (in our example, BFY00 99HA00). Funds will then need to be moved
from the BFY 00 master fund code into BFY 00 component fund codes for
distribution in the new BFY.

The following procedures explain the process for transferring carryover
funds from the component fund code to the master fund code.

#### View the APPR Query to Verify Carryover Funds

##### View the Appropriation Query (APPR) to confirm the amount of carryover funds available. The APPR Query is displayed as follows:

###### Select Options from the Main menu.

###### Select Tables and Queries from the Options menu.

###### Click on the Category drop-down list and select Budget Execution.

###### Select the Appropriation Query (APPR).

###### Choose the OK button.

> ![](media/image4.emf){width="5.233333333333333in"
> height="3.3916666666666666in"}

Refer to Appendix A for example of populated document. See Example
A-8.A.

###### Enter the last two digits of the Budget Fiscal Year(s) in the Budget Fiscal Year(s) field (for a multi-year fund, enter the last two digits of the beginning year and the last two digits of the ending year), and enter the fund code in the Fund field.

###### Select Actions from the Main menu.

###### Select Display from the Actions menu.

###### Verify funds available in the Carryover Amount field.

#### Create Master Fund Record with an AA Document

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to establish the Master fund code:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Appropriation tab:

> ![](media/image5.emf){width="5.15in" height="3.433333333333333in"}

+------------------+---------------------------------------------------+
| Field            | Description                                       |
+==================+===================================================+
| (1) Budget       | Enter the last two digits of the Budget Fiscal    |
|     Fiscal       | Year(s). For a multi-year fund, enter the last    |
|     Year(s)      | two digits of the beginning year and the last two |
|                  | digits of the ending year.                        |
+------------------+---------------------------------------------------+
| (2) Fund         | Enter the fund code or click on the search icon   |
|                  | for a listing of valid fund codes.                |
+------------------+---------------------------------------------------+
| (3) Budget Line  | Choose Add/Activate to add a new budget line.     |
|     Action       |                                                   |
+------------------+---------------------------------------------------+
| (                | Leave blank.                                      |
| 4) Appropriation |                                                   |
|     Trans Type   |                                                   |
+------------------+---------------------------------------------------+
| (5) Inc/Dec      | Enter zero or leave blank (the system will        |
|     Amount       | interpret the Inc/Dec Amount as zero when this    |
|                  | field is left blank).                             |
+------------------+---------------------------------------------------+

Note No data needs to be entered on the Apportionment tab.

(6) Select Document from the Main menu.

(7) Select Edit from the Document menu.

(8) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

(9) Select Document from the Main menu.

(10) Select Process from the Document menu.

(11) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.C.

#### Transfer Carryover Funds from the Component Fund to the Master Fund

##### Perform the following steps to process an Appropriation Transfer (TA) document to transfer funds from the component fund code to the master fund code:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation Transfer (TA).

###### Enter the Document ID.

Note All TA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image6.emf){width="4.302083333333333in"
> height="1.9375in"}(5) Select OK or press the Enter key.

##### Enter the following fields on the Main Tab:

> ![](media/image7.emf){width="5.266666666666667in"
> height="3.6166666666666667in"}

+-------------------------+--------------------------------------------+
| Field                   | Description                                |
+=========================+============================================+
| (1) Default Line Action | Select New.                                |
+-------------------------+--------------------------------------------+
| (2) Document Type       | Select Unobligated Balance.                |
+-------------------------+--------------------------------------------+
| (3) Transfer Total      | Enter the dollar amount of the             |
|                         | appropriation transfer.                    |
+-------------------------+--------------------------------------------+
| (4) Transfer            | Enter Carryover Fund Transfer.             |
|     Authorizing         |                                            |
|     Document            |                                            |
+-------------------------+--------------------------------------------+

Refer to Appendix A for example of populated document. See Example
A-3.C.

##### Enter the following fields on the Details tab:

> ![](media/image8.emf){width="5.275in" height="3.6166666666666667in"}

+------------------------+---------------------------------------------+
| Field                  | Description                                 |
+========================+=============================================+
| (1) Line Number        | Enter the appropriate three digit line      |
|                        | number (001 for the first line, 002 for the |
|                        | second line, etc.).                         |
+------------------------+---------------------------------------------+
| (2) Transfer Amount    | Enter the amount to be transferred with a   |
|                        | decimal and cents (enter two zeros if it is |
|                        | an even dollar amount).                     |
+------------------------+---------------------------------------------+
| (3) Inc/Dec            | Select the appropriate radio button to      |
|                        | Increase or Decrease funds.                 |
+------------------------+---------------------------------------------+
| (4) From Trans Type    | Enter PY.                                   |
+------------------------+---------------------------------------------+
| (5) From Srce Year(s)  | Enter the Budget Fiscal Year(s).            |
+------------------------+---------------------------------------------+
| (6) From Fund          | Enter the fund from which the amount is     |
|                        | being transferred.                          |
+------------------------+---------------------------------------------+
| (7) To Trans Type      | Enter PY.                                   |
+------------------------+---------------------------------------------+
| (8) To Srce Year(S)    | Enter the Budget Fiscal Year(s).            |
+------------------------+---------------------------------------------+
| (9) To Fund            | Enter the fund to which the amount is being |
|                        | transferred.                                |
+------------------------+---------------------------------------------+

(10) Select Document from the Main menu.

(11) Select Edit from the Document menu.

(12) View the message area at the bottom of the window for warning or
     error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(13) Select Document from the Main menu.

(14) Select Process from the Document menu.

(15) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.C.

#### Approve the Appropriation Transfer with a TC Document

##### Perform the following steps to process the Appropriation Transfer Approval (TC):

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation Transfer Approval.

###### Enter the Document ID.

Note All TC document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image9.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key.

##### Enter the following fields on the Appropriation Transfer Approval (TC) document:

> ![](media/image10.emf){width="5.266666666666667in"
> height="1.5166666666666666in"}

+------------------+---------------------------------------------------+
| Field            | Description                                       |
+------------------+---------------------------------------------------+
| (1) Transfer     | Enter the document ID of the Appropriation        |
|     Document     | Transfer (TA) being approved. Enter TA in the     |
|                  | first box and the Document ID in the second box.  |
+------------------+---------------------------------------------------+
| (2) Transfer     | Enter the total dollar amount to approve, as      |
|     Total        | entered on the Main tab of the Appropriation      |
|                  | Transfer (TA).                                    |
+------------------+---------------------------------------------------+
| (3) Treasury     | Enter SF-132.                                     |
|     Voucher      |                                                   |
|     Number       |                                                   |
+------------------+---------------------------------------------------+
| (4) Action       | Ensure that this field correctly defaults to      |
|                  | Approve Anticipated Amounts.                      |
+------------------+---------------------------------------------------+

(5) Select Document from the Main menu.

(6) Select Edit from the Document menu.

(7) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(8) Select Document from the Main menu.

(9) Select Process from the Document menu.

(10) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.C.

### Transferring Recaptured Funds

As a result of the recapture process, recaptured funds are automatically
moved from the prior Budget Fiscal Year component fund to the new Budget
Fiscal Year (BFY) component fund. For example, a recapture in fiscal
year 2000 of fund BFY 99 99HAHG will be moved to BFY 00 99HAHG.

Recaptured funds must then be transferred from the component fund code
BFY 00 99HAHG to the master fund code BFY 00 99HA00. Funds will then
need to be moved from the BFY 00 master fund code into BFY 00 component
fund codes for distribution in the new BFY 00.

The following procedures explain the process for transferring recaptured
funds from the component fund code to the master fund code.

#### Verify Recaptured Amounts with the APPR Query

The Appropriation Query (APPR) is used to review information about the
status of an appropriation including the Prior Year Recovery amounts.
This query tracks funding by appropriation.

##### The Appropriation Query (APPR) is displayed as follows:

###### Select Options from the Main menu.

###### Select Tables and Queries from the Options menu.

###### Click on the Category drop-down list and select Budget Execution.

###### Select the Appropriation Query (APPR).

###### Choose the OK button.

> ![](media/image4.emf){width="5.233333333333333in"
> height="3.3916666666666666in"}

###### Enter the last two digits of the Budget Fiscal Year(s) in the Budget Fiscal Year(s) field (for a multi-year fund, enter the last two digits of the beginning year and the last two digits of the ending year), and enter the fund code in the Fund field.

###### Select Actions from the Main menu.

###### Select Display from the Actions menu.

###### Verify the recaptured amounts in the Prior Year Recovery Amounts Total field.

Refer to Appendix A for example of populated document. See Example
A-8.A.

#### Transfer Funds out of the Prior BFY Component Funds with an Appropriation/Apportionment (AA) Document

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to transfer recaptured funds out of the Component fund:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Appropriation tab:

> ![](media/image11.emf){width="5.15in" height="3.433333333333333in"}

+----------------------+-----------------------------------------------+
| Field                | Description                                   |
+======================+===============================================+
| (1) Budget Fiscal    | Enter the last two digits of the Budget       |
|     Year(s)          | Fiscal Year(s). For a multi-year fund, enter  |
|                      | the last two digits of the beginning year and |
|                      | the last two digits of the ending year.       |
+----------------------+-----------------------------------------------+
| (2) Fund             | Enter the fund code or click on the search    |
|                      | icon for a listing of valid fund codes.       |
+----------------------+-----------------------------------------------+
| (3) Budget Line      | Choose Change to change the existing budget   |
|     Action           | line.                                         |
+----------------------+-----------------------------------------------+
| (4) TransType        | Enter RO for the amount to transfer out.      |
+----------------------+-----------------------------------------------+
| (5) Inc/Dec Amount   | Enter the negative dollar amount to transfer  |
|                      | out of the prior BFY component fund (the      |
|                      | amount must include a decimal and cents).     |
+----------------------+-----------------------------------------------+
| (6) Appropriation    | Choose Transfer.                              |
|     Change           |                                               |
+----------------------+-----------------------------------------------+

(7) Select Document from the Main menu.

(8) Select Edit from the Document menu.

(9) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(10) Select Document from the Main menu.

(11) Select Process from the Document menu.

(12) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.D.

#### Transfer Funds into the Current BFY Master Fund with an Appropriation/Apportionment (AA) Document

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to transfer recaptured funds into the Master fund:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image1.emf){width="4.302083333333333in"
> height="1.9375in"}(5) Select OK or press the Enter key.

##### Enter the following fields on the Appropriation tab:

> ![](media/image12.emf){width="5.15in" height="3.433333333333333in"}

+----------------------+-----------------------------------------------+
| Field                | Description                                   |
+======================+===============================================+
| (1) Budget Fiscal    | Enter the last two digits of the Budget       |
|     Year(s)          | Fiscal Year(s). For a multi-year fund, enter  |
|                      | the last two digits of the beginning year and |
|                      | the last two digits of the ending year.       |
+----------------------+-----------------------------------------------+
| (2) Fund             | Enter the fund code or click on the search    |
|                      | icon for a listing of valid fund codes.       |
+----------------------+-----------------------------------------------+
| (3) Budget Line      | Choose Change to change the existing budget   |
|     Action           | line.                                         |
+----------------------+-----------------------------------------------+
| (4) TransType        | Enter RI for the amount to transfer in.       |
+----------------------+-----------------------------------------------+
| (5) Inc/Dec Amount   | Enter the positive dollar amount to transfer  |
|                      | into the current BFY master fund (the amount  |
|                      | must include a decimal and cents).            |
+----------------------+-----------------------------------------------+
| (6) Appropriation    | Choose Transfer.                              |
|     Change           |                                               |
+----------------------+-----------------------------------------------+

(7) Select Document from the Main menu.

(8) Select Edit from the Document menu.

(9) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(10) Select Document from the Main menu.

(11) Select Process from the Document menu.

```{=html}
<!-- -->
```
(10) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.D.

### Transfer Appropriation from an External Agency

When HUD receives a transfer appropriation from another agency for the
benefit of the parent account, it will be recorded as an "allocation
account" in HUDCAPS. A new fund code must be established in the HUDCAPS
but the fund retains the Treasury symbol of the parent account for
reporting and consolidation with the parent account. This transfer is a
nonexpenditure transfer and is accomplished with Standard Form 1151,
Nonexpenditure Transfer Authorization.

If the transfer appropriation is a no-year or multi-year appropriation,
the master/component concept must be used and a master fund code
established to record the full amount of the transfer appropriation. If
the transfer appropriation is an annual appropriation, a unique fund
code for an annual account must be established to record the full amount
of the transfer appropriation.

#### Create Master Fund Record with an AA Document

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to establish the Master fund code:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). The AA Document ID referencing an annual fund
includes the last digit of the current fiscal year, the last 4 digits of
the Treasury symbol and the \# sign in the second field (Example: CFO
00143#). By entering the \# sign, the system will assign the next
available sequential number for the document ID prefix entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Appropriation tab:

> ![](media/image13.emf){width="5.15in" height="3.433333333333333in"}

+--------------------+-------------------------------------------------+
| Field              | Description                                     |
+====================+=================================================+
| (1) Budget Fiscal  | Enter the last two digits of the Budget Fiscal  |
|     Year(s)        | Year(s). For a multi-year fund, enter the last  |
|                    | two digits of the beginning year and the last   |
|                    | two digits of the ending year.                  |
+--------------------+-------------------------------------------------+
| (2) Fund           | Enter the fund code or click on the search icon |
|                    | for a listing of valid fund codes.              |
+--------------------+-------------------------------------------------+
| (3) Budget Line    | Choose Add/Activate to add a new budget line.   |
|     Action         |                                                 |
+--------------------+-------------------------------------------------+
| (4) Appropriation  | Leave blank.                                    |
|     Trans Type     |                                                 |
+--------------------+-------------------------------------------------+
| (5) Inc/Dec Amount | Enter zero or leave blank (the system will      |
|                    | interpret the Inc/Dec Amount as zero when this  |
|                    | field is left blank).                           |
+--------------------+-------------------------------------------------+

Note No data needs to be entered on the Apportionment tab.

(6) Select Document from the Main menu.

(7) Select Edit from the Document menu.

(8) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

(9) Select Document from the Main menu.

(10) Select Process from the Document menu.

(11) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.E.

#### Transfer Funds from an External Agency to a HUD Fund with a TA Document

##### Perform the following steps to process the Appropriation Transfer (TA) document:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation Transfer (TA).

###### Enter the Document ID.

Note All TA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). The TA Document ID referencing an annual fund
includes the last digit of the current fiscal year, the last 4 digits of
the Treasury symbol and the \# sign in the second field (Example: CFO
00143#). By entering the \# sign, the system will assign the next
available sequential number for the document ID prefix entered.

> ![](media/image6.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key.

##### Enter the following fields on the Main tab:

> ![](media/image14.emf){width="5.283333333333333in" height="3.625in"}

+--------------------------+-------------------------------------------+
| Field                    | Description                               |
+==========================+===========================================+
| (1) Default Line Action  | Select New.                               |
+--------------------------+-------------------------------------------+
| (2) Document Type        | Select Budget Authority as the type of    |
|                          | appropriation transfer.                   |
+--------------------------+-------------------------------------------+
| (3) Transfer Total       | Enter the appropriation transfer amount.  |
+--------------------------+-------------------------------------------+
| (4) Transfer Authorizing | Enter the Document ID of the SF-1151.     |
|     Document             |                                           |
+--------------------------+-------------------------------------------+

Refer to Appendix A for example of populated document. See Example
A-3.E.

##### Enter the following fields on the Details tab:

> ![](media/image15.emf){width="5.275in" height="3.6166666666666667in"}

+--------------------+-------------------------------------------------+
| Field              | Description                                     |
+====================+=================================================+
| (1) Line Number    | Enter the appropriate three digit line number   |
|                    | (001 for the first line, 002 for the second     |
|                    | line, etc.).                                    |
+--------------------+-------------------------------------------------+
| (2) Transfer       | Enter the dollar amount to transfer.            |
|     Amount         |                                                 |
+--------------------+-------------------------------------------------+
| (3) Inc            | Select the radio button to increase funds.      |
+--------------------+-------------------------------------------------+
| (4) From Guest     | Enter the Appropriation Guest Symbol for the    |
|     Symbol         | external agency from which the funds are being  |
|                    | transferred.                                    |
+--------------------+-------------------------------------------------+
| (5) To Trans Type  | Enter the transaction type AT.                  |
+--------------------+-------------------------------------------------+
| (6) To Srce        | Enter the Budget Fiscal Year(s).                |
|     Year(s)        |                                                 |
+--------------------+-------------------------------------------------+
| (7) To Fund        | Enter the fund code to which the amount is      |
|                    | being transferred.                              |
+--------------------+-------------------------------------------------+

(8) Select Document from the Main menu.

(9) Select Edit from the Document menu.

(10) View the message area at the bottom of the window for warning or
     error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(11) Select Document from the Main menu.

(12) Select Process from the Document menu.

(13) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.E.

#### Approve Transfer to Master Fund with TC Document

##### Perform the following steps to process the Appropriation Transfer Approval (TC):

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation Transfer Approval (TC).

###### Enter the Document ID.

Note All TC document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). The TC Document ID referencing an annual fund
includes the last digit of the current fiscal year, the last 4 digits of
the Treasury symbol and the \# sign in the second field (Example: CFO
00143#). By entering the \# sign, the system will assign the next
available sequential number for the document ID prefix entered.

> ![](media/image9.emf){width="4.302083333333333in"
> height="1.9375in"}(5) Select OK or press the Enter key.

##### Enter the following fields on the Appropriation Transfer Approval (TC) document:

> ![](media/image16.emf){width="5.266666666666667in" height="1.525in"}

+--------------------+--------------------------------------------------+
| Field              | Description                                      |
+====================+==================================================+
| (1) Transfer       | Enter the document ID of the Appropriation       |
|     Document       | Transfer (TA) being approved. Enter TA in the    |
|                    | first box and the Document ID in the second box. |
+--------------------+--------------------------------------------------+
| (2) Transfer Total | Enter the total dollar amount to approve (as     |
|                    | entered on the Main tab of the TA).              |
+--------------------+--------------------------------------------------+
| (3) Treasury       | Enter SF-1151.                                   |
|     Voucher Number |                                                  |
+--------------------+--------------------------------------------------+
| (4) Action         | Ensure that the system has correctly defaulted   |
|                    | to Approve Anticipated Amounts.                  |
+--------------------+--------------------------------------------------+

(5) Select Document from the Main menu.

(6) Select Edit from the Document menu.

(7) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

(8) Select Document from the Main menu.

(9) Select Process from the Document menu.

(10) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for example of populated document. See Example
     A-3.E.

### Recording Reimbursement Receipts

#### Record Reimbursement Receipts with a DT Document

##### Perform the following steps to process the Deposit Ticket (DT) document to record actual reimbursements:

###### Select File from the main menu.

###### Select New from the File menu.

###### From the document list box, select Deposit Ticket (DT).

###### Enter the Document ID.

Note All DT document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). The DT Document ID referencing an annual fund
includes the last digit of the current fiscal year, the last 4 digits of
the Treasury symbol and the \# sign in the second field (Example: CFO
00143#). By entering the \# sign, the system will assign the next
available sequential number for the document ID prefix entered.

> ![](media/image17.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Header tab:

> ![](media/image18.emf){width="5.266666666666667in" height="3.625in"}

+--------------------+-------------------------------------------------+
| Field              | Description                                     |
+====================+=================================================+
| (1) OPAC/Deposit   | Enter the Deposit Receipt number as found on    |
|     Number         | the documentation.                              |
+--------------------+-------------------------------------------------+
| (2) Disbursing     | Enter the Disbursing Office Code as found on    |
|     Office         | the Treasury Disbursing Office Table (DISB).    |
+--------------------+-------------------------------------------------+
| (3) Budget Fiscal  | Enter the last two digits of the Budget Fiscal  |
|     Year(s)        | Year. For multi-year funds, enter the last two  |
|                    | digits of the beginning year and the last two   |
|                    | digits of the ending year.                      |
+--------------------+-------------------------------------------------+
| (4) Fund           | Enter the Fund code to which the reimbursement  |
|                    | will post.                                      |
+--------------------+-------------------------------------------------+
| (5) Document Total | Enter the total amount of the reimbursement.    |
+--------------------+-------------------------------------------------+
| (6) Transaction    | Enter IM.                                       |
|     Type           |                                                 |
+--------------------+-------------------------------------------------+

Refer to Appendix A for example of populated document. See Example
A-3.F.

##### Enter the following field on the Line(s) tab:

> ![](media/image19.emf){width="5.266666666666667in"
> height="3.6166666666666667in"}

+--------------------+-------------------------------------------------+
| Field              | Description                                     |
+====================+=================================================+
| (1) Line Number    | Enter a line number.                            |
+--------------------+-------------------------------------------------+
| (2) Amount         | Enter the amount of the line transaction.       |
+--------------------+-------------------------------------------------+
| (3) Inc/Dec Radio  | Select the Inc button to record positive        |
|     Buttons        | reimbursements.                                 |
+--------------------+-------------------------------------------------+
| (4) Transaction    | Enter IM.                                       |
|     Type           |                                                 |
+--------------------+-------------------------------------------------+
| (5) Vendor Code    | Enter a valid vendor code as found on the       |
|                    | Vendor Table (VEND).                            |
+--------------------+-------------------------------------------------+
| (6) BFYS           | Enter the last two digits of the Budget Fiscal  |
|                    | Year. For multi-year funds, enter the last two  |
|                    | digits of the beginning year and the last two   |
|                    | digits of the ending year.                      |
+--------------------+-------------------------------------------------+
| (7) Fund           | Enter the Fund code to which the reimbursement  |
|                    | will post.                                      |
+--------------------+-------------------------------------------------+
| (8) Program        | Enter a valid program code as found on the      |
|                    | Program Table (PGMT).                           |
+--------------------+-------------------------------------------------+
| (9) Budget         | Enter a valid Budget Organization as found on   |
|     Organization   | the Organization Table (ORGN).                  |
+--------------------+-------------------------------------------------+
| (10) Revenue       | Enter REIM.                                     |
|      Source        |                                                 |
+--------------------+-------------------------------------------------+

(11) Select Document from the Main menu.

(12) Select Edit from the Document menu.

     11. View the message area at the bottom of the window for warning
         or error messages and make the necessary changes.

Note If an error message occurs, use the online Error Guide by double
clicking on the error message. If unable to resolve the error with the
online Error Guide, call the HUDCAPS Help desk.

14. Select Document from the Main menu.

```{=html}
<!-- -->
```
14. 

```{=html}
<!-- -->
```
14. Select Process from the Document menu.

```{=html}
<!-- -->
```
14. 

```{=html}
<!-- -->
```
14. When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

```{=html}
<!-- -->
```
1.  Refer to Appendix A for example of populated document. See Example
    A-3.F.