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Budget Process and Timeline

The Citadel Budget Guidence Memo

The following budget guidance shall be in effect for Fiscal Year 2022 (FY22) until the updated memo for 2023 is published. This policy should be reviewed annually or in the interim period as needed.

Please distribute to all Budget Authority Heads and Resource Advisors (see list at end of document) in your organization and have them disseminate to all departments under their control.  For purposes of this document, “department” can refer to an academic department (such as Chemistry) or an administrative department (such as Title IX).

  1. The annual budget request process serves as the opportunity to request budget changes for the Education and General (E&G) Fund. This includes requests for additional funds and for reprogramming of funds (e.g., movement from travel to operating). See item # 11 for tentative milestones for formulation of next year’s (FY23) budget.
    • Departments should communicate budget requests to their Budget Authority Resource Advisor (see item # 12).
    • Resource Advisors will use the Banner Budget Development Tool to officially request budgets.
    • Budgets will be reviewed by Vice Presidents.
    • The Budget Office and the Vice President for Finance and Business will vet and approve any requested budget adjustments as well as present changes to the Fiscal Review Board.
    • No budgets are final until approved by the Board of Visitors.
    • Budgets are subject to change based on senior management decision
  1. Non-Sufficient Funds (NSF) Queue
    • The NSF queue was activated for all funds on July 1, 2021.
    • NSF only monitors non-labor account budgets such as operating and travel.
    • Operating budgets (which include accounts like Supplies & Services and Travel) are only set at the “Account Pool”. Account Pools are account numbers with only four numbers (e.g. 7100, 7500, 7600).
    • Please ensure Account Pool budgets are sufficient before submitting requisitions and direct pays; this will ensure efficient processing.
    • If needed, please use Banner Self Service to make a temporary budget transfer to and from eligible Account Pools.
    • Eligible Account Pools include 7100, 7500, 7300 and 7600.
  1. Transfers from Travel (7300) to Other Account Pools
    • These transfers midyear are generally not permitted; such requests should be set during the budget development process.
    • Budget Authorities should not count on using unspent travel funds for other operating expenses.

Exception and Process

  • If a Budget Authority is planning for an unexpected expense and wants to use travel funds it must coordinate with its Vice President and the Budget Office.
  • The request must be routed using a DocuSign template maintained by the Budget Office. No other format will be accepted.
  • The request must state whether the transfer is permanent or temporary.
  • The Vice President for Finance and Business must approve the request.
  • If the requesting department falls under the Vice President for Finance and Business the Provost will serve as the final reviewer and must approve the request.
  • If approved, the Budget Office will execute the transfer. The requesting department’s Vice

President will brief the Fiscal Review Board (which meets bimonthly) as soon as practicable.

  1. Transfers from Labor Accounts to Operating Accounts
    • These transfers are generally not permitted; operating budgets have been set based on prior execution or recently approved additional budget for the new fiscal year.
    • Budget Authorities should not count on using unspent labor funds for other operating expenses.

Exception and Process

  • If a Budget Authority is planning substantive reprogramming that requires more funding for labor or operating using existing resources within an index (e.g., a transfer from labor to operating or operating to labor), it must first get approval from its Vice President to request an exception.

  • The request must then be routed using a set DocuSign maintained by the Budget Office. No other format will be accepted.
  • The request must state whether the transfer is permanent or temporary.
  • Human Resources will review the labor component to determine if the request fits within the spirit of hiring and compensation policy.
  • The Vice President for Finance and Business must approve the request.
  • If the requesting department falls under the Vice President for Finance and Business the Provost will serve as the final reviewer and must approve the request.
  • If approved, the Budget Office will execute the transfer.
  • The requesting department’s Vice President will brief the Fiscal Review Board as soon as practicable.
  1. The Budget Office will continue to hold Quarterly Reviews near the conclusion of each quarter.
    • Budget Authorities (through their Resource Advisors) are responsible for monitoring budget activity using either Banner or the Budget Execution Module and are responsible for overcommitments.
    • Resource Advisors should report any concerns to the Budget Office and their chain of command.
    • Budget Authorities are responsible for ensuring that temporary labor expenses stay within budget. This includes all temporary pays, salaried temps, hourly temps, student temps, graduate assistants, phone stipends and car stipends.
    • Resource Advisors should visit https://mighty.citadel.edu/root/budget-temp-positions regularly to monitor temporary labor expenses. The report on this site, maintained by the Budget Office and updated twice a month, tracks each department’s temporary labor spending and highlights in red any overspending. If overspending occurs, it is the Resource Advisor’s responsibility to get in touch with the Budget Office to resolve.
    • Resource Advisors should work closely with timekeepers to ensure employees are not clocking too many hours.
  1. Some transactions inherently bypass the Banner budget checking process and are not subject to the NSF queue (see item # 2).
    • This includes electronic uploads of charges to indexes for services performed by Facilities & Engineering (e.g., non-scheduled/non-routine office painting) and equipment ordered by Information Technology Services at a unit’s request (e.g., a laptop computer).
    • Units are responsible for ensuring that there is sufficient budget in place prior to planning with Facilities & Engineering and Information Technology Services.
    • Acceptance of a work order or equipment request is not sufficient for budget checking.
    • Purchase Card (P-Card) transaction also bypass NSF checking. Prior to making a purchase using your assigned P-Card, you must ensure that your intended source of funding has a sufficient budget to support the purchase. Any questions related to the P-Card should be directed to Procurement Services (procurement@citadel.edu).
    • Budget Authorities are responsible for overcommitments.

  1. Unfunded Requirements (UFRs) are contractual obligations or unplanned emergency expenses within a unit that have no source of funding.
    • UFRs are the exception and not the norm. UFRs will be reviewed by the Fiscal Review Board on an as-needed basis and placed upon the Fiscal Review Board agenda through request to the Provost.
  1. When evaluating your budget please keep in mind that budgets are set with the intent that they will be fully executed.
    • Fiscal stewardship is always encouraged. Under-execution of a budget will not automatically result in a budget cut for the next fiscal year.
    • The next fiscal year budget will be determined based on this year’s projected execution.
    • The Budget Office will be sending out instructions on when and how rolling unused budget is possible and can be done.
  1. Budgets for the following will be loaded as per the dates below:
    • Scholarship Book Indexes: 31 July 2021
    • TCF Grants Indexes: 31 August 2021
    • TCF Allocations: 30 September 2021
    • Cash Carry Forwards: 30 September 2021
    • Planned Transfers and Other Grad Fees: 15 October 2021
    • TCF Grants Rollover Adjustments: 15 November 2021
  1. The Budget Office will provide guidance on any special execution polices as approved by leadership during the fiscal year.
  1. Tentative timeline for FY23 (1 July 2022 – 30 June 2023) E&G Budget Formulation:
    • Annual Mandatory Resource Advisor Training (attendance and test required for continued Banner access): January 2022
    • Banner Budget Development Training/Refresher: February 2022
    • Banner Budget Development (system opens): February 2022
    • Preliminary Budget Finalization (administration): early March 2022
    • Preliminary Budget Finalization BOV Approval (April Telecon) early April 2022
    • Final Budget Preparation: May 2022
    • Final Budget BOV Approval: June 2022
    • Dates are subject to change
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