PURPOSE:
To modify an existing budgeted account or set up a non-budgeted account
(e.g. activity accounts).
OVERVIEW:
Sometimes it is necessary to make changes to a budget during the
fiscal year. Changes may be made to budgeted accounts (those planned
for and allocated in the current university budget) and non-budgeted
accounts (those not in the current budget).
Each program may have different sources of funding, such as: state
appropriations, federal grants, student services fees, and money earned
from the activity or program itself.
There are a total of seven different sources of funding.
These are called the seven fund groups.
Accounts are classified by source of funds into the seven fund
groups:
Fund Group
Type of Funding
Auxiliary Funds
Sales/service of student oriented activities
E&G
(General Revenue)
State appropriations
Designated Funds
Funds generated by specific departmental activities
Agency & Endowment
Funds
Funds held in trust by UTPA for others
Plant Funds
Funds designated for capital construction or renovation
Restricted Funds
Federal, State and Local grants and contracts
Student Loans
Federal, State and Local student loans
Each of the department’s programs may
receive money from several sources or fund groups.
Funds in each group are tracked in separate accounts.
Budget Change Request
Budget Change Requests are usually prompted
by one of three circumstances: an account has insufficient funds,
a transfer between fund groups is desired, and "start up" capital
is needed for a revenue-generating activity.
The first instance - insufficient funds, is
when money is needed to keep an account’s checks from bouncing.
The second instance - fund group transfers - are more complicated. Sometimes transfer
of money from one fund group to another is possible, but often it is not. This is because
any money which is provided by the state or by a grant MUST be used for the specific purpose
for which it was budgeted.
For example, it would not be possible to transfer
money from a project research grant into a club or program’s activity
fund (unless that was provided for by the grant).
In the third case, a program or club may want to raise money through certain activities,
but these activities may require funds to get started (for supplies, materials, venue,
advertising, etc.).
In such cases, ‘seed money’ is needed before
the activity can begin generating revenue. This is another instance
where a budget change may be requested.
NOTE:
Be aware that regulations regarding use of specially appropriated funds are very strict.
Just because money is in an account does not mean it is available for transfer to another account.
After receiving approval for Budget Change Request.
Note:
This procedure requires no action on your part.
It is performed by Division of Business Affairs personnel. If there is a question, you will be contacted.
Step
Action
Step 1
Send approved
Budget Change Request Form to Director of Accounting for processing.
Step 2
Send to Data Entry to enter Budget Change data into system.
