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 next fiscal year. Arch will transmit a monthly payment to UGA Contracts and Grants for expenditures incurred in the prior month from each restricted account.
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.
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.
After the final spending budget for the new fiscal year is published (beginning of August each year), 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 budget amount anticipated for the coming fiscal year. This budget should be prepared based on the departments/units projected funding requirements for the new fiscal year and within the FINAL spending budget provided. 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) personal services, (2) staff benefits, (3) non-personal services, (4) operating, and (5) travel expenses. If personal 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.
A brief narrative or summary of how the funding is being used should be provided under the business purpose section of the check request. If the business purpose or other forms required are incomplete or inadequate, the check request will be returned for additional explanation or information.
Departments/units should assume the beginning fiscal year balance of the restricted account is zero. Any carry forward balances on the UGA C&G restricted account side from the previous year will be used first to cover expenses for the month of July. Any positive carry forward balances remaining in August will be deducted from the total budget amount requested for the current fiscal year. UGA C&G will not reject any charges in July for insufficient budget unless the expenditure falls within the “unallowable expenditures” as defined by Arch.
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 agreement on file. 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 the 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.
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 the Arch Office 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 the Arch Office 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)
