REG 07.15.01 – (University) Budget Revision Instructions

Authority: Vice Chancellor for Finance and Administration

History: First Issued: February 1, 2002.

Contact Info: NCSU Budget Office Director (919-515-2175)

1. General

These instructions are for use by each college, school, or vice chancellor’s office in preparing budget revisions for the current year’s operational budget as well as budget changes affecting a unit’s permanent or continuing budget. Projects (FAS Accounts) for which this form should be used include the following:

2-00000 thru 2-49999 Academic Affairs, State Appropriated Funds
2-50000 thru 2-99999 Overhead Receipts
3-00000 thru 3-49999 Academic Affairs, Appropriated Receipts
4-00000 thru 4-99999 Agricultural Programs, State and Federal Appropriated Funds
Those Projects that are Auxiliary Enterprises within the 3-50000 and 3-99999 Trust Fund Range

For other budget revisions, contact the Contracts & Grants Office for 5-xxxxx projects; the Foundations Accounting & Investments Office for 6-xxxxx projects; and the University Controller’s Office for 7-xxxxx trust fund projects, 9-xxxxx agency projects, and the non-auxiliary enterprise trust fund projects that fall in the 3-50000 to 3-99999 range.

2. Quarterly Lapsed Salary Report Responsibility

Each executive officer (or Vice Chancellor) will assure the Chancellor on a quarterly basis (10/15, 1/15, and 4/15) that lapsed salaries and associated benefits have been used to fulfill Compact Plan objectives, emergencies, and functions normally covered by vacant positions, and in a manner consistent with the UNC-GA Flexibility Operating Guidelines. The 4/15 report should include lapsed salaries and associated benefits “year to date” and projected through June 30. Click here to view the Reporting Format (LS001), Instructions, or Frequently Asked Questions.

3. Budget Revision Responsibility

The dean or vice chancellor is responsible for the integrity of the budget in all areas (personnel, operating, equipment, aids, grants, and transfers) of every project. All budget revisions must be approved by the dean, vice chancellor, or designee and submitted to the University Budget Office. Written delegated authority to a designee from a dean or vice chancellor must be on file with the University Budget Office. Budget revisions may be submitted on a facsimile of the form or electronically. The Budget Revision Form (BUD001) may be obtained online or from the University Budget Office (515-2175, 2 Peele Hall, Box 7206). This form may be duplicated as needed.

3.1. General Fund Budgets (Projects 2-00000 thru 2-49999 and 4-XXXXX):

Budgets will be maintained at the expenditure account (FAS object code) level for each purpose as outlined in the instructions for completion of the form that follows later in these instructions. These budgeted line item accounts must be revised each month as over-expenditures occur or are anticipated to occur. All expenditures continue to be recorded at the detailed account level according to the University’s current Chart of Accounts.

3.2. Appropriated Receipts Budgets (Projects 3-00000 thru 3-49999):

Instructions for revisions are basically the same as noted above with the following exceptions:

3.2.1. At fiscal year end, expenditures cannot exceed the lesser of the receipts collected or the authorized budget.

3.2.2. Under-collection of receipts must be offset by expenditure budget decreases.

3.2.3. When receipts realized are in excess of the budget, a budget increase may be requested using a Budget Revision form and must have prior approval of the University Budget Office before obligations are incurred. Justification of the receipts’ increase must address the consistency of the increase in the unit’s goals and objectives and discuss the reason for and permanency of the increase.

3.2.4. There are special carry-forward considerations concerning Continuing Education, Distance Education, and Public Service programs. Unexpended cash balances are not subject to the Flexibility guidelines. Carry-Forward is not automatic. Requests must be submitted in writing with very substantial justification to the University Budget Office by June 25 each fiscal year. Requests may only be made for (a) receipts collected in the fiscal year just ending on activities for which corresponding expenditures will occur in the upcoming fiscal year (pre-collected receipts); (b) June salaries and benefits obligations to be paid after July 1; and (c) outstanding obligations.

3.3. Overhead Receipts (Projects 2-50000 thru 2-99999):

Budget revisions must be submitted on the BUD001 form for transfers between purpose codes or among the expenditure accounts. Sufficient justification for these transfers should be provided on the budget revision. All revisions must be approved through this process prior to incurring commitments.

3.4. Auxiliary Enterprises (Those Projects that are Auxiliary Enterprises within the 3-50000 and 3-99999 Trust Fund Range):

Budget revisions must be submitted on the BUD001 form. Operating budget revisions should be based on continuous program planning and review of cost trends for the current fiscal period. Sufficient justification for these transfers should be provided on the budget revision.

4. Budget Transactions

In reviewing Financials transactions, please note that scenario codes (FAS EC entry codes) CY21, CY23, CN24, and CN26 represent current year transactions. Scenario codes CN24, CN26, FY27 and FY29 represent future or next fiscal year transactions.

Instructions for Completion of
Budget Revision Form (BUD001)

College/Office: Enter the name of the college, school or vice chancellor’s office.

2-3 Word Description: Enter a short description of the budget revision

DeptID (OUC): Enter the 6 digit Department ID / OUC number

Revision #: Please number your budget revisions sequentially within each fiscal year for your OUC

Revision Category: If applicable for flex entries, enter in the Management Initiative number below (M1, M2, M3, etc.) that pertains to the budget revision. Use only one number per budget revision. If not applicable, leave blank. Note that this information should show up in the Line Description field on queries against the Journal Line Budget table in Financials.

M1 Strengthening undergraduate instruction and improving graduation rates
M2 Strengthening graduate instruction and research
M3 Expanding library collections and improving library services
M4 Upgrading classrooms and laboratories, including replacing and updating related equipment
M5 Enhancing physical facilities (other than classrooms and laboratories) and their operations
M6 Expanding computing, information resources, and telecommunications capabilities (including developing a distance learning capability)
M7 Strengthening student support services
M8 Improving administrative services infrastructure
M9 Enhancing student financial aid programs
M10 Strengthening targeted program areas (identify)
M11 Other (identify)

Type Transfer: In completing the form please use only column (4) for a budget revision affecting the current budget year only and both columns (4) and (5) for permanent budget revisions. If the revision is effective beginning with the next fiscal year, use column (5) only. Note that transfers must remain within funding type (16030 to 16030, 16031 to 16031, etc.).

1. Project (FAS Account): Enter the six digit project number for each project to or from which the budget is to be transferred. Only projects in the ranges noted above should use this form for revising budgets.

2. Account (FAS Object): Enter the four digit budget level account for expenditure revisions or the four digit revenue account for receipt revisions from the University Chart of Accounts.

Expenditure Accounts are:

1110 – EHRA Regular Salaries 1940 – Employee on Loan Pmts
1210 – SHRA Regular Salaries 1950 – Honorariums
1220 – SHRA Overtime Payments 1970 – Academic Inst/Res Svcs
1230 – SHRA Premium Payments 1990 – Other Contracted Svcs
1240 – SHRA Employees on Loan 2000 – Supplies and Materials
1250 – SHRA Severance Wages 3000 – Current Services
1270 – SHRA Longevity Payments 3100 – Travel
1310 – EHRA Academic Salaries 3200 – Communication
1499 – Temporary Wages Pool 3300 – Utilities (P/Plant & Ag)
15XX – Special Personnel Pmts 4000 – Fixed Charges
1899 – Staff Benefits 5000 – Capital Outlay
1910 – Legal/Accounting Fees 5600 – Book/Jrnls (DH Hill Only)
1920 – Consultant Fees 6XXX – Aids and Grants
1930 – Medical Fees 8XXX – Transfers and Reserves

3. DeptID/Program (OUC/Purpose):
 Enter the six digit Department ID / OUC number for the department with primary responsibility for the referenced project. Then enter the Program / Purpose Code for the referenced project. The Program Code is optional, except for allocations involving Provost Reserves where it is required.

4. Current Year:

$ Amount: Enter the dollar amount, in whole dollars, of the revision related to the current fiscal year for the project and account referenced on each line. Transfers from personnel must reflect position salary balances available following all payments for terminal leave.

I/D: Indicate whether the particular line of the revision is an Increase or Decrease to the referenced project.

FTE: Indicate the position’s FTE. If negative, please indicate by using ( ) or -.

5. Continuing:

$ Amount: For use only when the budget revision impacts the continuing or permanent budget of the project. A continuing or permanent revision impacting both the current and continuing budget for the same amount must appear in both column (4) – “Current Year” and column (5) – “Continuing.” Enter the dollar amount, in whole dollars, of the revision related to the permanent on-going budget for the project and account referenced on each line. This amount may, but does not have to, equal the amount in column (4) – “Current Year.” If the revision is effective beginning with the next fiscal year, use column (5) only.

I/D: Indicate whether the particular line of the revision is an Increase or Decrease to the referenced project.

FTE: Indicate the position’s FTE. If negative, please indicate by using ( ) or -.

6. If Continuing and Account = 1110, 1210, or 1310: If a continuing budget revision affects a personnel budget line, each position must be identified by the following:

Project from the revision line above
Account from the revision line above
Position number
Classification (if SHRA) or Title (if EHRA) of the position
Current Year Salary Amount from column (4) above (Salary-1 yr)
Continuing Salary Amount from column (5) above (Salary-Annual)
Effective Date of the personnel expenditures against the position
FTE of the position

7. Justification: Onetime or Continuing

A. Onetime (such as lapsed salaries)

When requesting a budget revision to accommodate a onetime funding requirement, a detailed justification is required outlining the proposed use. Whether programmatic or operational, detailed justification citing the specific goal as approved in the unit’s most recent Compact Plan or rationale supporting a new goal/object indicating how it enhances the mission of the unit is to be included.

(Sample #1 – Onetime)

101-1310 $ 10,000
101-1899 2,319
101-5000 $ 12,319

An assistant professor position was vacated unexpectedly in the middle of the fall semester. Three months of lapsed salaries and benefits from this position are being transferred to the Maintenance budget to purchase microcomputers and software for faculty and staff.

(Sample #2 – Onetime)

152-1210 $ 10,000
152-1899 2,753
152-1499 $ 4,000
101-1110 8,753

Several SHRA positions in the dean’s office were not filled during the first six months of the year to generate lapsed salaries and benefits to be transferred for: (1) a one-year research assistant position in the Department of History (OUC-440401) and (2) student temporary wages in the dean’s office to cover secretarial duties for a vacant secretary.

B. Continuing

Continuing budget revisions must be justified in programmatic terms and must be linked to specific goals and objectives as approved in the unit’s most recent Compact Plan. For budget revisions which cannot be related to an approved goal/objective, more detailed justification will be required. In such instances, a new goal/objective, indicating how the budget revision enhances the mission of the unit, will have to be submitted.

(Sample #3 – Continuing)

101-1899 $ 19,000
101-1110 $ 15,000
101-1210 4,000

The college has decided to increase the use of part time faculty teaching lower division classes and is, therefore, able to transfer personnel benefits not required for part time appointments to: (1) provide increased salary support for an assistant professor position (position #00101) to meet salary requirements of newly hired faculty and (2) fund a reclassification for a laboratory supervisor position (position #44102) in the Levitation Laboratory.

The Prepared By line should identify the person preparing the revision to whom questions may be addressed.

The Authorized Signature must be the dean, vice chancellor, or designee. Designees may be identified (or revoked) through email notification from the responsible dean or vice chancellor to the University Budget Office. This notification will authorize the designee to approve “paper” revisions and electronic submissions.

Additional pages may be submitted and should be numbered sequentially as noted at the top righthand side of the form. Please remember that the bottom line of all expenditure account budget revisions (accounts 1000 – 8XXX) in a submission must either equal “zero” when adding and subtracting Increases and Decreases or equal the sum of all revenue account budget revisions (accounts less than 1000) in each of columns (4) and (5). A transmittal memorandum is not required.