At the beginning of each fiscal year, University departments are required to submit budget requests to the Arch Office for UGA restricted accounts that will be funded by an Arch account. Approved budget amounts are charged to the Arch account by the Arch’s Expenditure Control Department and sent to UGA Contracts and Grants to establish the budget for the restricted account for the year. Arch will transmit payment to UGA Contracts and Grants for expenditures incurred in the prior month from each restricted account.
ENDOWED FUNDS
On or before March 1 each year, the Arch Office will make available an estimated spending budget report for each endowed fund. The budget will cover the new fiscal year beginning July 1.
Departments/units that use a restricted UGA Contracts and Grants account funded from an Arch fund must submit to the Arch Expenditure Control Department a check request for the total or incremental budget amount anticipated for the coming fiscal year. This budget should be prepared based on the March 1 spending budget for the endowed fund and the budget requirements for the new fiscal year. A Restricted Account (C&G) Budget form must be submitted with the check request, outlining the proposed use of the Arch funds into the following expenditure categories: (1) personnel services, (2) staff benefits, (3) non-personnel services, (4) operating, and (5) travel expenses. If personnel services are requested, the employee(s) name as (1) listed in the UGA Payroll, (2) job class, (3) payroll type, and (4) funding amount should be indicated.
The Arch Office will compare the restricted account budget requested to the spending budget to ensure there are sufficient funds. The proposed use of funds must fall within the trust purpose of the Arch fund. The ultimate responsibility and authority for the disbursement of the Arch funds will still remain with the appropriate Vice President, Dean, or Director (refer to policy section Expenditures VIII.C). Once Arch has approved the budget, then it will be submitted to the University of Georgia Contracts and Grants Office.
If an increase or decrease is required to the original budget, a budget change may be requested at any time within the fiscal year by following the same procedures as for original budget.
NON-ENDOWED FUNDS
Non-endowed and in/out funds do not receive a spending budget calculation since the entire fund balance may be expended. The fund balance sets the maximum amount available to spend. Fund representatives should submit a check request to establish a restricted account budget following the same procedure as outlined above for endowed funds.
Any budget balances that remain at fiscal year end in the C&G restricted account fund will be rolled forward to the next fiscal year. Please note that restricted accounts will be reconciled between UGA C&G and the Arch Expenditure Control Department at least once a year and adjustments will be made accordingly to ensure budgets are properly funded and approved.
1. How to Setup a New Restricted Account
A check request must be submitted to setup a new restricted account to be funded through UGA C&G and the Budget Request Form. If there is not a restricted account established in the UGA C&G system, then a Request for Account Addition/Change Form (UGA form found on the Business Services webpage) is also required. All forms and check requests must be completed in full and contain the proper signature approvals before Arch can process the request.
Responsible Office |
|
DEPT |
ARCH |
C&G |
STEPS TO COMPLETE PROCESS |
X |
|
|
Complete Arch check request with appropriate approvals as standard disbursement request |
X |
|
|
Complete Restricted Account (C&G) Budget Form – specifically the “Change Amount” column; located on Arch homepage under Administrative Forms |
X |
|
|
Complete Request for Account Addition/Change Form; located on UGA Business Services webpage |
|
X |
|
Arch Office will send to UGA C&G office for setup if all documentation is submitted and completed properly |
|
|
X |
UGA C&G will process request and setup a new restricted account and notify the dept |
2. How to Increase or Decrease the Budget for a Restricted Account
A check request must be submitted to increase or decrease a restricted account funded through UGA C&G along with the Restricted Account (C&G) Budget Form (Arch form). All forms and check requests must be completed in full and contain the proper signature approvals before Arch can process the request.
Responsible Office |
|
DEPT |
ARCH |
C&G |
STEPS TO COMPLETE PROCESS |
X |
|
|
Complete Arch check request with appropriate approvals as standard disbursement request |
X |
|
|
Complete Restricted Account (C&G) Budget Form – specifically the “Change Amount” column; located on Arch homepage under Administrative Forms |
|
X |
|
Arch Office will send to UGA C&G office for processing if all documentation is submitted and completed properly |
|
|
X |
UGA C&G will process request and adjust the restricted account as requested by the dept |
X |
|
|
Dept will reconcile the restricted account and ensure adequate budget is available for expenses |
3. Unallowable Charges
The following are unallowable charges for funding through the UGA C&G systems. These charges must be processed as reimbursements or vendor payments from the Arch subject to the terms of the governing fund agreement.
• Entertainment
• Memberships and Subscriptions
• Gifts to Employees (further restrictions apply for gifts; see Section L. Fringe Benefits for more detail)
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