Departmental Budgeting and Accounting Responsibilities (C-11)
Original Implementation: September 1, 1987
Last Revision: April 17, 2012
It is the responsibility of each department head to account for the funds and property of his/her department and to exercise budgetary control over them. For that reason, all accounts have a designated account manager. An account is defined as a specific Banner fund/organization combination as assigned by the controller’s office. It is the responsibility of each account manager to maintain records of sales and other revenues, expenditures and encumbrances including salaries and wages, and other charges which support and supplement the records in the Banner finance system.
It is the account manager's responsibility to ensure that each account under his/her control does not exceed budget limitations. In accounts where both revenues and expenditures are projected (i.e. Designated Fund, Restricted Fund, and Plant Fund accounts), if actual revenues do not meet budgeted revenues, it is the account manager's responsibility to reduce expenditures accordingly. All deficits are to be thoroughly investigated and resolved in a timely manner. Complete and accurate records of financial transactions are to be maintained by the controller's office. These records may be accessed by the appropriate account manager through the Banner system. Account managers are responsible for comparing their records with those of the controller's office and reporting any differences promptly to the controller's office.
The original approved budgets and all authorized budget revisions for non-restricted accounts are maintained by the budget director. The original approved budgets and all authorized budget revisions for restricted grants and contracts and gift accounts are maintained by the controller's office. Budget revisions for non-restricted accounts and restricted gift accounts under the account manager's control can be initiated with the Budget Office Transaction Request. Budget revisions between like funds and among a department’s various organizations should be completed online, by the department, through Self Service Banner. No form is necessary for these types of transactions. Budget revisions for restricted grants and contract accounts can be initiated with the External Grant Budget Revision Request form.
Account access designations can be made on the Banner Access Request form. Each account manager may designate one or more additional individuals in the department to approve time and leave in the appropriate timekeeping systems, vouchers, requisitions, and similar documents in his/her absence. The Procurement and Property Services Department, the Office of the Controller, Printing Services, Post Office, Physical Plant, Information Technology Services (Telecommunications and Networking), and other offices initiating billing charges through interdepartmental transfers (IDTs) must be informed of these designations. These designations shall be periodically reviewed and updated.
Cross Reference: Budget Change and Additional Appropriation (C-4) and Interdepartmental Transfer (IDT) (C-19)
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Controller, Budget Director
Forms: Budget Office Transaction Request, External Grant Budget Revision Request form, Banner Access Request form
Board Committee Assignment: Finance and Audit