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Budget Policy and Procedures

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 orderto 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 Jan-Jee Wells via e-mail at jwells@uncfsu.edu or via telephone at 672-2021.

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/hr/forms

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.

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