Departmental Budgeting and Accounting Responsibilities (C-11)
Original Implementation: September 1, 1987
Last Revision: April 21, 2009
It is the responsibility of each department head to exercise budgetary control over and account for the funds and property of his/her department. For that reason all accounts are assigned to an account manager. 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 controller's office's records.
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 and made available to account managers who 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 Change and Additional Appropriation Form. 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 Administrative Account Request form. Each account manager may designate one or more additional individuals in the department to approve timesheets, 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 and Information Technology Services (Telecommunications and Networking) and other offices initiating billing charges through interdepartmental transfers must be informed of these designations. These designations shall be periodically reviewed and updated.
Cross Reference: University policies C-4, Budget Change and Additional Appropriation and C-19, Interdepartmental Transfer (IDT)
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Controller, Budget Director
Forms: Budget Change and Additional Appropriation Form, External Grant Budget Revision Request Form, Administrative Account Request.