Wayne State University

Aim Higher

Policies-8

1.2.1.3 Budget Adjustments and Transfers

DESCRIPTION

A major budgetary unit may transfer budget allocations between accounts and expenditure categories by preparing a Budget Transfer Request. These transfers take place so that the expenditure reports accurately reflect the university's spending patterns and priorities.

DEFINITION(S)

Budget Management Procedures (BMP)

Restrictions and specifications made to clarify a unit's ability to manage resources allocated through the budget. The procedures are updated annually and are included in the University General Fund budget document.

President's Advisory Budget Committee

The President's Advisory Budget Committee consists of Central Administration, certain other financial administrators, faculty representatives and student representatives.

BUDGET TRANSFER TYPES

Allowable Transfer

Any transfer within the same board line and within the same control level object code. Any transfer within the same board line but different control level object code. (Refer to the BMP for a further definition of allowable transfer.)

Exception Transfer

Transfers between different board lines but within the same executive level. Any transfer within the same board line but different control level object code, as specified in the BMP. Transfers between different board lines that are within different executive levels. (Refer to the BMP for a further definition of exception transfer.)

POLICY

The President's Advisory Budget Committee usually meets on the first Thursday of the month. Items for considerations must be submitted no later than one week in advance to the Budget Director by the division's Vice President. The requests must be as complete as possible, covering all points in sufficient detail. The administrative head of a unit may wish to personally present the request to the Committee. This should be made known to the Budget Director when the request is submitted.

The following types of requests and proposals must be reviewed by the Budget Committee:

  1. Supplemental budget allocation, both recurring and non-recurring, from the Reserve for Contingencies or other similar sources.

  2. Internal service department pricing policies.

  3. Requests for 100 percent carry forward of year-end balances.

PROCEDURE

Responsibility

Action

 

Department

  1. Submit Budget Transfer Request Form to Dean/Director according to procedures established within school/division.

Dean/Director

  1. Review Request for Budget Transfer.

  2. Determine Budget Transfer type. If allowable transfer, submit Budget Request form to University Budget Office.

  3. If not allowable transfer, prepare Budget Request for Exception to Budget Management Procedures (BMP).

  4. Forward to Vice President of division for approval.

Vice President

  1. Review Request for Exception to BMP.

  2. If disapproved, return Request for Exception to BMP to Dean/Director. If approved, forward to University Budget Office.

University Budget Office

 

  1. Review Request for Exception to BMP.

  2. Submit to President with recommendation for approval or disapproval.

President

  1. Review Request for Exception to BMP.

  2. Approve or disapprove request.

  3. Return to University Budget Office.

University Budget Office

  1. If disapproved, notify Vice President and Dean/Director.

  2. If approved, enter transfer into FAS and inform Vice President and Dean/Director.