FAYETTEVILLE
STATE UNIVERSITY
Budget
Office policies and procedures
Authority:
Issued by the
Budget Office of the Division of Business and Finance
Category:
University-wide
Applies to: ·
Faculty ·
Staff
Related Policies: Budget
Manual for State of North Carolina, UNC General Administration
Policies and Procedures Manual
Contact for Info:
Budget Office (910) 672-1774
---------------------------------------------------------------------------------------------------------------------
I. Introduction
The budget procedures
are designed to allow the appropriate University Administrators to
plan and control the total financial resources available and the
expenditures of these resources. This is a continuous process. All
budgets are considered working plans, to maximize the use of limited
financial resources, for the effective management of the total
University operations to meet our Mission Goals.
The Budget Manual for
the State of North Carolina and the UNC General Administration
Policies and Procedures Manual are used by the Budget Office to
ensure all budget activity is in accordance with those established
guidelines. To access the Budget Manual for the State of North
Carolina website:
http://www.osbm.state.nc.us/files/pdf_files/2003_budget_manual.pdf.
The UNC General Administration Polices and Procedures Manual can be
accessed at
http://www.northcarolina.edu/content.php/finance/services/services.htm.
II. Annual Budget
Requests
The North Carolina
General Assembly appropriates the State Academic Budget biannually
at the purpose/object level. The UNC Chart of Accounts describes
Purpose and Object Codes and can be accessed at
http://intranet.northcarolina.edu/docs/finance/reports/COA.pdf.
Non-State Academic Budgets are funded from various sources to
include Overhead and Auxiliary Receipts, Capital Improvement
Funding, Grant Awards, and Endowments. A Resource Allocation Budget
Requests must be prepared annually for each account by the
responsible department to request funding for their department for
the academic year. After review by Dean’s, Directors, Vice
Chancellor’s, Chancellor, and the Budget Office, budgets are
approved and inputted in the Banner Finance system annually.
The following time
schedules have been established for development of the University
annual budget:
January -
Budget Office prepares Resource Allocation Budget forms for each
department. Training sessions will be held to discuss budgeting
process and due dates.
January –
Departments complete Resource Allocation Budget Requests
February –
Departments, Dean’s and Vice Chancellors review and recommend
Resource Allocation Budget Request
March – Vice
Chancellor’s complete review of Resource Allocation Budget Requests
and forward to Budget Office
March –
Budget Office reviews Resource Allocation Budget Request and
complete Recommended Budget for Chancellor review
April –
Chancellor review of Recommended Budget Complete. Budget Office
updates Recommended Budget to include any changes
April –
Chancellor and Direct Reports final review of Recommended Budget
May –
Recommended Budget Finalized
May – Report
on Recommended Budget at Post School Conference
III. Budget Revisions
Budgets may be adjusted periodically through Legislative and/or
Board of Governors actions. With the use of Flexibility Authority,
the University may record additional adjustments, with the
requirement that certain adjustments will have to be reported to the
Board of Governors and the General Assembly in the annual year-end
Flexibility Report. In order to maintain this reporting
requirement, the University must submit monthly detailed financial
budget and transactions reports (BD701) to the Governor's Office
(Office of State Budget and Management), the State Controller's
Office, and the UNC General Administration.
Departments can request budget adjustments by completing the
Budget
Expansion/Revision Form.
This document will be used to adjust the approved budget. The
responsible person should complete the budget revision form. All
budget revisions must be fully completed, reviewed, and approved by
all appropriate parties including the Vice Chancellor prior to
forwarding to the Budget Office. Budget Revisions are reviewed for
accuracy and updated in the Banner Finance systems within three days
of receipt in the Budget Office.
Funds in State Academic Budgets can only be transferred to other
State Academic Budget Account. Budgeted funds in a State Academic
Budget cannot be transferred to a Non-State funded account.
All accounts must maintain a balanced budget at the Budget Pool
level. Any account with an over expended budget balance may be
frozen until a properly approved budget revision is submitted and
completed by the Budget Office.
Questions related to Budget Revisions can be forwarded to the Budget
Office. For inquires regarding Capital Improvement and State Funded
accounts, contact Duanna Lawrence via e-mail at
dlawrence@uncfsu.edu
or via telephone at 672-1127. For inquiries regarding Non-State
funded accounts, contact Linda Parker via e-mail at
lparker@uncfsu.edu
or via telephone at 672-1073.
IV. Position Management/Salary Control
The Budget Office, in coordination
with Human Resources, is responsible for maintaining, balancing, and
reconciling all salary funds. This includes verifies budgeted
salaries for all SPA, EPA, Student and Temporary positions.
The Budget Office must approve the
budgeted salary for positions on the following documents prior to
forwarding to the Budget Office. All forms can be accessed at
http://www.uncfsu.edu/humres/HRForms.htm
Authorization to Establish or Review
a Position
This document is completed when a
department wishes to establish a new position or have a position
reviewed for a classification change. The Budget Office will verify
funds are available and if approved, forward document to the VC for
Business and Finance and then to Human Resources for further
processing. If funds are not currently budgeted in the account,
a budget revision should accompany the form.
Faculty/Staff Vacancy Requisition
This form is completed when a
department wishes to advertise a vacant position. The Budget Office
will verify the source of funds and the current budgeted salary for
position and forward document to the VC for Business and Finance and
Human Resources for further processing.
Recommendation/Contract
for Temporary Employment
This form is completed when a
department wishes to hire a student employee, temporary employee, or
FSU employee for time-limited duties outside of permanent position.
The Budget Office will verify the source of funds and current budget
availability and forward the document to the VC for Business and
Finance and Human Resources for further processing. A budget
revision must accompany this form if adequate funds are not
currently budgeted in the account.
EPA Non-Teaching Positions
Recommendation for Permanent Employment
This form is completed when a
department has selected the individual to fill an EPA Non-Teaching
position. The Budget Office will verify the source of funds and the
current budgeted salary for the position and forward the document to
VC for Business and Finance and Tonya Williams, Academic Affairs
Contracts Manager for further processing. Recommended salaries
greater than the current budgeted salary cannot be authorized unless
a budgeted revision to increase the salary is completed.
SPA Positions
Recommendation for Permanent Employment
This form is completed when a
department has selected the individual to fill a vacant SPA
position. The Budget Office will verify the source of funds and the
current budgeted salary for position and forward document to the VC
for Business and Finance and Human Resources for further
processing. Recommended salaries greater than the current
budgeted salary cannot be authorized unless a budgeted revision to
increase the salary is completed.
Recommendation for Employment of Faculty/EPA Non-Faculty
This form is completed when a
department has selected the individual to fill a vacant EPA Faculty
position and is forwarded to the Budget Office from the EPA Contract
Office.
Once funding has been verified, the
Budget Office will approve the document and return to the EPA
Contract Office for further processing.
Questions regarding Position
Management/Salary Control can be directed to Lisa Bernard via e-mail
at lbernard@uncfsu.edu or via telephone at 672-1082.
V. BD-119 Schedule of Academic Salaries
Form BD-119 is prepared by the
Contract Office and the Budget Office and is reconciled and
maintained by the Budget Office. This document includes full annual
salaries and full annual salary increases for all State funded EPA
positions. This document is completed annually and must be approved
by the UNC Office of the President. Copies of Form BD-119 are
maintained in the University Library and on the Academic Affairs and
Business and Finance web pages.
|
