Budget Management

The chair has ultimate responsibility for daily oversight of the department budget. Overruns are not automatically covered; the overage must be covered out of department funds the chair identifies as available for this purpose.

1. Ongoing Budget Management

Financial management is a year-round activity. Chairs (and, in some instances, Associate Chairs) are the only people in the department who have the authority to sign requests for spending the department's budget (purchase orders, travel advances, etc.). Other department staff may be assigned responsibility for preparing various budget request forms, monitoring department expenditures, and the like. The fiscal year ends on June 30, and departments are then asked to reconcile any cost overages in July.

Your department budget can be found in Banner. To access on line assistance on performing a basic Budget Query, please go to the Finance Office.

If you can not sign on to Banner and find your reports, please contact the Finance Office immediately, to be sure you have been authorized to access the reports and that you will receive the monthly updates. If you know your fund and organization codes (as well as your user id and pin) you can sign on and find your department's budget for the current year (or for a number of prior years). The organization code identifies your department. The fund codes indicate the source of funding (e.g. unrestricted budget, endowed funds, research account or project fund). The account codes identify the type of expenditure ( e.g., instructional supplies, etc.). A list of the organization codes, funds, and of commonly used account numbers can be found on the Controller's website under "Forms and Documents". Some departments use a fourth code, program code, for recording details of which program used the funds.

The Business Office updates financial reports frequently. You may access them on-line at any time. Staff assistants who see these reports regularly may be most helpful for reading them. In addition, Chairs and other department members who are involved in budget management may request a meeting with appropriate staff in the Business Office to discuss any aspects of budgeting.

2. Annual Budgeting Process-deadlines

Generally, departmental budgets are assumed to remain at previous year's levels unless changes are requested and approved. 

(1.) In late fall, the Capital Equipment Request is an opportunity for departments seeking capital equipment, including computers, to list the specific equipment and costs they desire. Department Chairs assign each item a priority. These requests are reviewed by both the Dean's Office and the College Equipment Committee before recommendations are made to the President.

(2.) In late fall or early Spring, a call for proposals for increases in operating budget (unrestricted) will be sent to chairs. The proposals for one-time or permanent increases from academic departments and programs will first be reviewed in the Office of the Dean of the Faculty, and then prioritized requests are reviewed by the Campus Budget Committee, who then make recommendations to the President.

(3.) Gift funds and endowment funds. Departments are expected to first use gift and endowment funds for allowable purposes before requesting additional funds. Unspent funds should be reinvested rather than "rolled-over" to the next year unless the department is planning to used the additional funds during the year.


Report an issue - Last updated: 05/30/2022