budget transfer guidelines. budget transfers two types of budget transfers:two types of budget...

Budget Transfer Guidelines

Budget TransfersBudget TransfersBudget TransfersBudget Transfers

• Two types of budget transfers:Two types of budget transfers:– IntrafundIntrafund

• Within the same fund group as allowedWithin the same fund group as allowed

• Within the same budget groupWithin the same budget group

– InterfundInterfund• Between fund groups as allowedBetween fund groups as allowed

• Two types of budget transfers:Two types of budget transfers:– IntrafundIntrafund

• Within the same fund group as allowedWithin the same fund group as allowed

• Within the same budget groupWithin the same budget group

– InterfundInterfund• Between fund groups as allowedBetween fund groups as allowed

Intrafund Transfers Intrafund Transfers E&G 14-accountsE&G 14-accountsIntrafund Transfers Intrafund Transfers E&G 14-accountsE&G 14-accounts

• E&G Operating Budget is our plan approved by the Board of Regents

– Published document shows how we intend to use funds by expenditure type and NACUBO classification.

– Each VP is responsible for assuring allocations are used for the intended purpose..

• E&G Operating Budget is our plan approved by the Board of Regents

– Published document shows how we intend to use funds by expenditure type and NACUBO classification.

– Each VP is responsible for assuring allocations are used for the intended purpose..


• Intrafund transfers between 14-budget groups are allowed with some restrictions:

1. No transfers to/from F&A (14-7 accounts) and other 14- E&G accounts.

2. Research Development funds must be used in accordance with Ed Cd § 62.097: (a) An eligible institution (a) An eligible institution may use money received from the research development fund only for may use money received from the research development fund only for the support and maintenance of educational and general activities, the support and maintenance of educational and general activities, including research and student services, that promote increased including research and student services, that promote increased research capacity at the institution.research capacity at the institution.

3. Special Items may have restrictions• TRBs can only be used for debt payments for the construction

project authorized.

• Intrafund transfers between 14-budget groups are allowed with some restrictions:

1. No transfers to/from F&A (14-7 accounts) and other 14- E&G accounts.

2. Research Development funds must be used in accordance with Ed Cd § 62.097: (a) An eligible institution (a) An eligible institution may use money received from the research development fund only for may use money received from the research development fund only for the support and maintenance of educational and general activities, the support and maintenance of educational and general activities, including research and student services, that promote increased including research and student services, that promote increased research capacity at the institution.research capacity at the institution.

3. Special Items may have restrictions• TRBs can only be used for debt payments for the construction

project authorized.


• Movement to other budget groups can impact financial reporting.

– SRECNA is by NACUBO program = Instruction, SRECNA is by NACUBO program = Instruction, Research, etc.Research, etc.

• Movement within a budget group can also Movement within a budget group can also impact financial reporting.impact financial reporting.

– Summary of Operating Results based on natural Summary of Operating Results based on natural classification of expenses = Salaries, Benefits,etc. classification of expenses = Salaries, Benefits,etc.

– User Defined Budget Pools drive these controls.User Defined Budget Pools drive these controls.

• Movement to other budget groups can impact financial reporting.

– SRECNA is by NACUBO program = Instruction, SRECNA is by NACUBO program = Instruction, Research, etc.Research, etc.

• Movement within a budget group can also Movement within a budget group can also impact financial reporting.impact financial reporting.

– Summary of Operating Results based on natural Summary of Operating Results based on natural classification of expenses = Salaries, Benefits,etc. classification of expenses = Salaries, Benefits,etc.

– User Defined Budget Pools drive these controls.User Defined Budget Pools drive these controls.

Intrafund Transfers Intrafund Transfers 19-accounts19-accountsIntrafund Transfers Intrafund Transfers 19-accounts19-accounts

• Movement between fee funded accounts and 19-7 accounts (and certain other 19-accounts is restricted); same with movement into F&A accounts 19-8 (or others that do not lapse).

• Movement to Official Occasions accounts is Movement to Official Occasions accounts is restricted. Increases must be approved by AVP-restricted. Increases must be approved by AVP-Financial Affairs.Financial Affairs.

–

• Movement between fee funded accounts and 19-7 accounts (and certain other 19-accounts is restricted); same with movement into F&A accounts 19-8 (or others that do not lapse).

• Movement to Official Occasions accounts is Movement to Official Occasions accounts is restricted. Increases must be approved by AVP-restricted. Increases must be approved by AVP-Financial Affairs.Financial Affairs.

–

Budget PoolsBudget PoolsBudget PoolsBudget Pools

>> All budget categories have been displayed << >> All budget categories have been displayed << Set up Budget Categories for 19790400 Screen: 3Set up Budget Categories for 19790400 Screen: 3 Bud Bud Cash Bud Bud Cash Cat Pool Type Status Source Budget Category Title Cat Pool Type Status Source Budget Category Title _ 70 12 EX A 191111 SCHOLARSHIPS AND FELLOWSHIPS _ 70 12 EX A 191111 SCHOLARSHIPS AND FELLOWSHIPS _ 75 12 EX A 191111 TRAVEL (ALL TYPES) _ 75 12 EX A 191111 TRAVEL (ALL TYPES) _ 98 12 IN A 191111 BALANCE FORWARD_ 98 12 IN A 191111 BALANCE FORWARD

All subaccounts have the same assigned poolAll subaccounts have the same assigned pool number – funds can be used for any of number – funds can be used for any of

the authorized purposes.the authorized purposes.

MOST EFFICIENT, ELIMINATES THE NEED TOPROCESS TRANSFERS BETWEEN SUBACCOUNTS

>> All budget categories have been displayed << >> All budget categories have been displayed << Set up Budget Categories for 19790400 Screen: 3Set up Budget Categories for 19790400 Screen: 3 Bud Bud Cash Bud Bud Cash Cat Pool Type Status Source Budget Category Title Cat Pool Type Status Source Budget Category Title _ 70 12 EX A 191111 SCHOLARSHIPS AND FELLOWSHIPS _ 70 12 EX A 191111 SCHOLARSHIPS AND FELLOWSHIPS _ 75 12 EX A 191111 TRAVEL (ALL TYPES) _ 75 12 EX A 191111 TRAVEL (ALL TYPES) _ 98 12 IN A 191111 BALANCE FORWARD_ 98 12 IN A 191111 BALANCE FORWARD

All subaccounts have the same assigned poolAll subaccounts have the same assigned pool number – funds can be used for any of number – funds can be used for any of

the authorized purposes.the authorized purposes.

MOST EFFICIENT, ELIMINATES THE NEED TOPROCESS TRANSFERS BETWEEN SUBACCOUNTS

Budget PoolsBudget PoolsBudget PoolsBudget Pools All budget categories have been displayed << All budget categories have been displayed << Set up Budget Categories for 14020500 Screen: 3 Set up Budget Categories for 14020500 Screen: 3 Bud Bud Cash Bud Bud Cash Cat Pool Type Status Source Budget Category Title Cat Pool Type Status Source Budget Category Title 06 03 EX A EGPR2 FACULTY SALARIES - CONSULTANTS 06 03 EX A EGPR2 FACULTY SALARIES - CONSULTANTS 09 09 EX A 09 09 EX A EGLOC ADMIN & PROFESSIONAL SAL EGLOC ADMIN & PROFESSIONAL SAL 10 10 EX A EGLOC CLASSIFIED SALARIES 10 10 EX A EGLOC CLASSIFIED SALARIES 20 20 EX A EGPR2 WAGES 20 20 EX A EGPR2 WAGES 21 21 EX A EGPR2 WORK-STUDY WAGES 21 21 EX A EGPR2 WORK-STUDY WAGES 50 03 EX A EG MAINTENANCE, OPER & EQPT50 03 EX A EG MAINTENANCE, OPER & EQPT 99 03 EX A UNALLOCATED99 03 EX A UNALLOCATED

Pool numbers assigned restrict budget usage by Pool numbers assigned restrict budget usage by subaccount or groups of subaccounts.subaccount or groups of subaccounts.

LEAST EFFICIENT – REQUIRES AN INTRAFUND LEAST EFFICIENT – REQUIRES AN INTRAFUND TRANSFER TO MOVE FUNDS INTO OTHER TRANSFER TO MOVE FUNDS INTO OTHER SUBACCOUNTS. (Unless you want to restrict this SUBACCOUNTS. (Unless you want to restrict this

with hard rules.)with hard rules.)

All budget categories have been displayed << All budget categories have been displayed << Set up Budget Categories for 14020500 Screen: 3 Set up Budget Categories for 14020500 Screen: 3 Bud Bud Cash Bud Bud Cash Cat Pool Type Status Source Budget Category Title Cat Pool Type Status Source Budget Category Title 06 03 EX A EGPR2 FACULTY SALARIES - CONSULTANTS 06 03 EX A EGPR2 FACULTY SALARIES - CONSULTANTS 09 09 EX A 09 09 EX A EGLOC ADMIN & PROFESSIONAL SAL EGLOC ADMIN & PROFESSIONAL SAL 10 10 EX A EGLOC CLASSIFIED SALARIES 10 10 EX A EGLOC CLASSIFIED SALARIES 20 20 EX A EGPR2 WAGES 20 20 EX A EGPR2 WAGES 21 21 EX A EGPR2 WORK-STUDY WAGES 21 21 EX A EGPR2 WORK-STUDY WAGES 50 03 EX A EG MAINTENANCE, OPER & EQPT50 03 EX A EG MAINTENANCE, OPER & EQPT 99 03 EX A UNALLOCATED99 03 EX A UNALLOCATED

Pool numbers assigned restrict budget usage by Pool numbers assigned restrict budget usage by subaccount or groups of subaccounts.subaccount or groups of subaccounts.

LEAST EFFICIENT – REQUIRES AN INTRAFUND LEAST EFFICIENT – REQUIRES AN INTRAFUND TRANSFER TO MOVE FUNDS INTO OTHER TRANSFER TO MOVE FUNDS INTO OTHER SUBACCOUNTS. (Unless you want to restrict this SUBACCOUNTS. (Unless you want to restrict this

with hard rules.)with hard rules.)

Interfund Transfers Interfund Transfers Between E&G and Designated AccountsBetween E&G and Designated AccountsInterfund Transfers Interfund Transfers Between E&G and Designated AccountsBetween E&G and Designated Accounts

• Interfund transfers between 14 and 19-accounts are only allowed because approx $27M of designated tuition and other fee revenues are transferred-in as a funding source for the E&G budget.

• Otherwise, this practice would not be allowed.– State Appropriations must be fully accounted for in E&G accounts

and fully expended in the fiscal year awarded.• We are required to spend every $ of our state appropriated funds in the

same fiscal year awarded.

• Interfund transfers between 14 and 19-accounts are only allowed because approx $27M of designated tuition and other fee revenues are transferred-in as a funding source for the E&G budget.

• Otherwise, this practice would not be allowed.– State Appropriations must be fully accounted for in E&G accounts

and fully expended in the fiscal year awarded.• We are required to spend every $ of our state appropriated funds in the

same fiscal year awarded.

Interfund Transfers Interfund Transfers Between E&G and Designated AccountsBetween E&G and Designated AccountsInterfund Transfers Interfund Transfers Between E&G and Designated AccountsBetween E&G and Designated Accounts

To and from 14- and 19-accounts:– Temporary transfersTemporary transfers

• Access to money in the required fund is provided through a Access to money in the required fund is provided through a swap of budget. Subject to availability of funds.swap of budget. Subject to availability of funds.

– Permanent transfers Permanent transfers • Allowed at the beginning of each fiscal year through the BDL Allowed at the beginning of each fiscal year through the BDL

process. process. – During a fiscal year, the Budget Office will track permanent During a fiscal year, the Budget Office will track permanent

requirements through the commitment process.requirements through the commitment process.

To and from 14- and 19-accounts:– Temporary transfersTemporary transfers

• Access to money in the required fund is provided through a Access to money in the required fund is provided through a swap of budget. Subject to availability of funds.swap of budget. Subject to availability of funds.

– Permanent transfers Permanent transfers • Allowed at the beginning of each fiscal year through the BDL Allowed at the beginning of each fiscal year through the BDL

process. process. – During a fiscal year, the Budget Office will track permanent During a fiscal year, the Budget Office will track permanent

requirements through the commitment process.requirements through the commitment process.

Interfund Transfers Interfund Transfers Between E&G and Designated AccountsBetween E&G and Designated Accounts


What is allowed/not allowed?What is allowed/not allowed?– Transfers to 14-accounts must first meet the definition of E&GTransfers to 14-accounts must first meet the definition of E&G

• From 19-accounts sourced from designated tuition is allowed.From 19-accounts sourced from designated tuition is allowed.• From other 19-accounts as approved.From other 19-accounts as approved.

– Transfers out of 14-accounts must not violate Ed Code or General Transfers out of 14-accounts must not violate Ed Code or General Appropriations Act (GAA)Appropriations Act (GAA)• Can not EVER move 14-funds to 36-accounts for construction (e.g. Can not EVER move 14-funds to 36-accounts for construction (e.g.

renovations)renovations)• Can not move Special Items funding. Can not move Special Items funding.

– Should not move funds to avoid lapse rules unless approved by Should not move funds to avoid lapse rules unless approved by AVP-Financial Affairs.AVP-Financial Affairs.

What is allowed/not allowed?What is allowed/not allowed?– Transfers to 14-accounts must first meet the definition of E&GTransfers to 14-accounts must first meet the definition of E&G

• From 19-accounts sourced from designated tuition is allowed.From 19-accounts sourced from designated tuition is allowed.• From other 19-accounts as approved.From other 19-accounts as approved.

– Transfers out of 14-accounts must not violate Ed Code or General Transfers out of 14-accounts must not violate Ed Code or General Appropriations Act (GAA)Appropriations Act (GAA)• Can not EVER move 14-funds to 36-accounts for construction (e.g. Can not EVER move 14-funds to 36-accounts for construction (e.g.

renovations)renovations)• Can not move Special Items funding. Can not move Special Items funding.

– Should not move funds to avoid lapse rules unless approved by Should not move funds to avoid lapse rules unless approved by AVP-Financial Affairs.AVP-Financial Affairs.



– Budget Office makes the determination of what Budget Office makes the determination of what is allowed.is allowed.

– Request via email toRequest via email toInclude the following minimum information:Include the following minimum information:

1.1. From AccountFrom Account

2.2. To AccountTo Account

3.3. AmountAmount

4.4. Reason for the transferReason for the transfer

– Budget Office makes the determination of what Budget Office makes the determination of what is allowed.is allowed.

– Request via email toRequest via email toInclude the following minimum information:Include the following minimum information:

1.1. From AccountFrom Account

2.2. To AccountTo Account

3.3. AmountAmount

4.4. Reason for the transferReason for the transfer

[email protected]

mailto:[email protected]

Service Center 18-accountsService Center 18-accountsService Center 18-accountsService Center 18-accounts

– Intrafund – only within same budget groupIntrafund – only within same budget group– Interfund – other than accounting charges Interfund – other than accounting charges

budget transfers would be done to subsidize budget transfers would be done to subsidize large deficits and are subject to the approval of large deficits and are subject to the approval of the AVP-Financial Affairs.the AVP-Financial Affairs.

– Increases in budget must be approved by AVP-Increases in budget must be approved by AVP-Financial Affairs.Financial Affairs.

– Intrafund – only within same budget groupIntrafund – only within same budget group– Interfund – other than accounting charges Interfund – other than accounting charges

budget transfers would be done to subsidize budget transfers would be done to subsidize large deficits and are subject to the approval of large deficits and are subject to the approval of the AVP-Financial Affairs.the AVP-Financial Affairs.

– Increases in budget must be approved by AVP-Increases in budget must be approved by AVP-Financial Affairs.Financial Affairs.

Grants & Contracts 26-accountsGrants & Contracts 26-accountsGrants & Contracts 26-accountsGrants & Contracts 26-accounts

– Intrafund – only within same budget group if Intrafund – only within same budget group if allowed by the sponsor.allowed by the sponsor.

– Interfund – never allowedInterfund – never allowed

– Intrafund – only within same budget group if Intrafund – only within same budget group if allowed by the sponsor.allowed by the sponsor.

– Interfund – never allowedInterfund – never allowed

Auxiliary Enterprise 29-accountsAuxiliary Enterprise 29-accountsAuxiliary Enterprise 29-accountsAuxiliary Enterprise 29-accounts

– Intrafund Intrafund – within same budget group allowed; to – within same budget group allowed; to other 29-budget groups should be appropriate based on other 29-budget groups should be appropriate based on the revenue and justification for collecting the revenue. the revenue and justification for collecting the revenue. Otherwise, it may be more appropriate to transfer the Otherwise, it may be more appropriate to transfer the expense, not the revenue. expense, not the revenue.

– Interfund Interfund – allowed to fund 36-plant projects; – allowed to fund 36-plant projects; transfers from 19-accounts may also be allowed upon transfers from 19-accounts may also be allowed upon approval of the AVP-FA.approval of the AVP-FA.

– Intrafund Intrafund – within same budget group allowed; to – within same budget group allowed; to other 29-budget groups should be appropriate based on other 29-budget groups should be appropriate based on the revenue and justification for collecting the revenue. the revenue and justification for collecting the revenue. Otherwise, it may be more appropriate to transfer the Otherwise, it may be more appropriate to transfer the expense, not the revenue. expense, not the revenue.

– Interfund Interfund – allowed to fund 36-plant projects; – allowed to fund 36-plant projects; transfers from 19-accounts may also be allowed upon transfers from 19-accounts may also be allowed upon approval of the AVP-FA.approval of the AVP-FA.

Gift 30-accountsGift 30-accountsGift 30-accountsGift 30-accounts

– Intrafund Intrafund – within same budget group – within same budget group generally allowed; to other 30-budget groups if generally allowed; to other 30-budget groups if appropriate, upon approval. appropriate, upon approval.

• Approvals by the University Controller or designee. Approvals by the University Controller or designee.

– Interfund Interfund – never allowed.– never allowed.

– Intrafund Intrafund – within same budget group – within same budget group generally allowed; to other 30-budget groups if generally allowed; to other 30-budget groups if appropriate, upon approval. appropriate, upon approval.

• Approvals by the University Controller or designee. Approvals by the University Controller or designee.

– Interfund Interfund – never allowed.– never allowed.

Plant Funds 36-accountsPlant Funds 36-accountsPlant Funds 36-accountsPlant Funds 36-accounts

– Intrafund Intrafund – within same budget group to another – within same budget group to another project upon approval. project upon approval.

• Approvals by the University Controller or AVP-Financial Approvals by the University Controller or AVP-Financial Affairs or designee. Affairs or designee.

– Interfund Interfund – allowed to – allowed to • Establish a new project account – but never from E&GEstablish a new project account – but never from E&G

– Amounts over $100,000 subject to UT System approval.Amounts over $100,000 subject to UT System approval.

– Amounts over $500,000 require BoR approval.Amounts over $500,000 require BoR approval.

• Return funds to the original revenue source in excess of need Return funds to the original revenue source in excess of need when a given project is closed-out.when a given project is closed-out.

– Intrafund Intrafund – within same budget group to another – within same budget group to another project upon approval. project upon approval.

• Approvals by the University Controller or AVP-Financial Approvals by the University Controller or AVP-Financial Affairs or designee. Affairs or designee.

– Interfund Interfund – allowed to – allowed to • Establish a new project account – but never from E&GEstablish a new project account – but never from E&G

– Amounts over $100,000 subject to UT System approval.Amounts over $100,000 subject to UT System approval.

– Amounts over $500,000 require BoR approval.Amounts over $500,000 require BoR approval.

• Return funds to the original revenue source in excess of need Return funds to the original revenue source in excess of need when a given project is closed-out.when a given project is closed-out.

Lapse Guidelines for Fiscal Year End

Balances

Lapse Guidelines –Lapse Guidelines –Educational & General Funds Educational & General Funds

(14 – Accounts)(14 – Accounts)

Lapse Guidelines –Lapse Guidelines –Educational & General Funds Educational & General Funds

(14 – Accounts)(14 – Accounts)

• Deficits not cleared prior to year end will be cleared Deficits not cleared prior to year end will be cleared during the lapse process.during the lapse process.

• Most E & G budget balances lapse at fiscal year end Most E & G budget balances lapse at fiscal year end and are allocated:and are allocated:

– 50% to appropriate VP’s Reserve Fund 50% to appropriate VP’s Reserve Fund

– 50% for deferred maintenance50% for deferred maintenance

• Deficits not cleared prior to year end will be cleared Deficits not cleared prior to year end will be cleared during the lapse process.during the lapse process.

• Most E & G budget balances lapse at fiscal year end Most E & G budget balances lapse at fiscal year end and are allocated:and are allocated:

– 50% to appropriate VP’s Reserve Fund 50% to appropriate VP’s Reserve Fund

– 50% for deferred maintenance50% for deferred maintenance

E & G Funds (14 – Accounts) E & G Funds (14 – Accounts) Exceptions to Lapse GuidelinesExceptions to Lapse GuidelinesE & G Funds (14 – Accounts) E & G Funds (14 – Accounts) Exceptions to Lapse GuidelinesExceptions to Lapse Guidelines

The following E&G balances are not subject to The following E&G balances are not subject to lapse (carry forward 100%):lapse (carry forward 100%):• President/Vice President Reserve AccountsPresident/Vice President Reserve Accounts• GIT AccountsGIT Accounts• Lab Fee AccountsLab Fee Accounts• Research Development & Special Item Appropriations (to the Research Development & Special Item Appropriations (to the

amount in the GAA)amount in the GAA)• Facilities & Administration (F & A) 14-7 accounts with balances Facilities & Administration (F & A) 14-7 accounts with balances

from FY 2007 (no transfers in to these accounts!)from FY 2007 (no transfers in to these accounts!)– Balances under $100 will be swept to Dean / VP accountBalances under $100 will be swept to Dean / VP account

The following E&G balances are not subject to The following E&G balances are not subject to lapse (carry forward 100%):lapse (carry forward 100%):• President/Vice President Reserve AccountsPresident/Vice President Reserve Accounts• GIT AccountsGIT Accounts• Lab Fee AccountsLab Fee Accounts• Research Development & Special Item Appropriations (to the Research Development & Special Item Appropriations (to the

amount in the GAA)amount in the GAA)• Facilities & Administration (F & A) 14-7 accounts with balances Facilities & Administration (F & A) 14-7 accounts with balances

from FY 2007 (no transfers in to these accounts!)from FY 2007 (no transfers in to these accounts!)– Balances under $100 will be swept to Dean / VP accountBalances under $100 will be swept to Dean / VP account

Lapse Guidelines (19 – Accounts) Lapse Guidelines (19 – Accounts) Designated FundsDesignated FundsLapse Guidelines (19 – Accounts) Lapse Guidelines (19 – Accounts) Designated FundsDesignated Funds

• Deficits not cleared prior to year end will be Deficits not cleared prior to year end will be cleared during the lapse process.cleared during the lapse process.

• M & O 19-7 accounts will lapse at fiscal year M & O 19-7 accounts will lapse at fiscal year end and are allocated:end and are allocated:– 50% to VP’s Reserve Fund50% to VP’s Reserve Fund

– 50% for Deferred Maintenance50% for Deferred Maintenance

• Deficits not cleared prior to year end will be Deficits not cleared prior to year end will be cleared during the lapse process.cleared during the lapse process.

• M & O 19-7 accounts will lapse at fiscal year M & O 19-7 accounts will lapse at fiscal year end and are allocated:end and are allocated:– 50% to VP’s Reserve Fund50% to VP’s Reserve Fund

– 50% for Deferred Maintenance50% for Deferred Maintenance

Designated Funds (19 – Accounts) Designated Funds (19 – Accounts) Exceptions to Lapse GuidelinesExceptions to Lapse GuidelinesDesignated Funds (19 – Accounts) Designated Funds (19 – Accounts) Exceptions to Lapse GuidelinesExceptions to Lapse Guidelines

The following Designated 19- Accounts are The following Designated 19- Accounts are not subject to lapse (carry forward 100%): not subject to lapse (carry forward 100%): • Most 19- accounts sourced from fees - other than 19-7 Most 19- accounts sourced from fees - other than 19-7 • 19-79 Graduate Program Support19-79 Graduate Program Support• Official Occasions AccountsOfficial Occasions Accounts• Facilities & Administration (F & A) 19-8 accounts -Facilities & Administration (F & A) 19-8 accounts -

• F&A balances under $100 will be swept to Dean / F&A balances under $100 will be swept to Dean / VP AccountVP Account

The following Designated 19- Accounts are The following Designated 19- Accounts are not subject to lapse (carry forward 100%): not subject to lapse (carry forward 100%): • Most 19- accounts sourced from fees - other than 19-7 Most 19- accounts sourced from fees - other than 19-7 • 19-79 Graduate Program Support19-79 Graduate Program Support• Official Occasions AccountsOfficial Occasions Accounts• Facilities & Administration (F & A) 19-8 accounts -Facilities & Administration (F & A) 19-8 accounts -

• F&A balances under $100 will be swept to Dean / F&A balances under $100 will be swept to Dean / VP AccountVP Account

Designated Funds (19 – Accounts) Designated Funds (19 – Accounts) Lapse RestrictionsLapse RestrictionsDesignated Funds (19 – Accounts) Designated Funds (19 – Accounts) Lapse RestrictionsLapse Restrictions

• Transfers from an account that will lapse to an Transfers from an account that will lapse to an account that does not lapse may be disallowedaccount that does not lapse may be disallowed

• Detailed explanations are required Detailed explanations are required – Questionable transfers subject to approval by AVP-Questionable transfers subject to approval by AVP-

Financial AffairsFinancial Affairs– No exceptions.No exceptions.

• Transfers from an account that will lapse to an Transfers from an account that will lapse to an account that does not lapse may be disallowedaccount that does not lapse may be disallowed

• Detailed explanations are required Detailed explanations are required – Questionable transfers subject to approval by AVP-Questionable transfers subject to approval by AVP-

Financial AffairsFinancial Affairs– No exceptions.No exceptions.

Lapse Guidelines – Service Centers (18- Lapse Guidelines – Service Centers (18- Accounts)Accounts)Lapse Guidelines – Service Centers (18- Lapse Guidelines – Service Centers (18- Accounts)Accounts)

• Not subject to lapse (carry forward 100%)• Any Surplus/Deficit exceeding 10% requires

special exception and approval of AVP-Financial Affairs or University Controller

• Subject to new Service Center policy for compliance with OMB Circular A-21.– Contact Carol Hollingsworth with questions at x4229Contact Carol Hollingsworth with questions at x4229

• Not subject to lapse (carry forward 100%)• Any Surplus/Deficit exceeding 10% requires

special exception and approval of AVP-Financial Affairs or University Controller

• Subject to new Service Center policy for compliance with OMB Circular A-21.– Contact Carol Hollingsworth with questions at x4229Contact Carol Hollingsworth with questions at x4229

Lapse Guidelines – Other Fund GroupsLapse Guidelines – Other Fund GroupsLapse Guidelines – Other Fund GroupsLapse Guidelines – Other Fund Groups

• Year end balances in the following funds are not Year end balances in the following funds are not subject to lapse (carry forward 100%)subject to lapse (carry forward 100%)

– Grant and Contracts Grant and Contracts (26 Accounts)(26 Accounts)

– Auxiliary Enterprise Auxiliary Enterprise (29 Accounts)(29 Accounts)

– Gift/Restricted Funds Gift/Restricted Funds (30 Accounts)(30 Accounts)

– Plant Funds Plant Funds (36 Accounts)(36 Accounts)

• Year end balances in the following funds are not Year end balances in the following funds are not subject to lapse (carry forward 100%)subject to lapse (carry forward 100%)

– Grant and Contracts Grant and Contracts (26 Accounts)(26 Accounts)

– Auxiliary Enterprise Auxiliary Enterprise (29 Accounts)(29 Accounts)

– Gift/Restricted Funds Gift/Restricted Funds (30 Accounts)(30 Accounts)

– Plant Funds Plant Funds (36 Accounts)(36 Accounts)

budget transfer guidelines. budget transfers two types of budget transfers:two types of budget...

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