Budget Management

The Account Sponsor is responsible for insuring that expenditures do not exceed the allocations for the departmental fiscal year budget. Account Sponsors should periodically review account balances by using SSB 9 budget queries.

PROCEDURE

1. The approved budget for the department is maintained in the University accounting system known as Banner.
2. All encumbrances entered by the department are checked by the system for sufficient allotment by the line items on the approved budget. An encumbrance that overdraws the allotment cannot be completed.
3. Account sponsors are given the security access to review budgets regularly in SSB 9 Banner Finance. Data such as adopted budget, year to date expenditure, encumbrances, and available balance are available in the query.

For those accounts that operate on a cash income/expense basis, cash balances in the ERP (Application Navigator) should be reviewed on a regular basis. Account Sponsors should reconcile the information in budget query and cash ERP (Banner) screen. Questions or errors should be directed to The Office of Budgets and Accounting. 

4. Salary and fringe benefit budget are established when positions are approved. Salary savings for unfilled positions may not be available in departmental budgets and, therefore, cannot be transferred.
5. Transfers between line items may be made by using a Budget Transfer Form (see Budget Transfer Form).

1. 1. Funds for other wages may be transferred to or from other areas of the budget. 
   2. Transfers are subject to justification and detailed explanation.
   3. Transfers of $500 or more must have the approval of the appropriate Vice President.
   4. Budget transfers may be processed after August 1 through the middle of May of the current budget year.

Once the transfer form is signed, forwarded to the AVP of Business and Finance.  When completed, a notice is sent to the Account Sponsor.