Frequently Asked Questions
- Where do I get a Budget Revision Form?
- When do I need to use a Budget Revision Form?
- What are the Budget Revision time lines?
- Why are Functional Totals frozen?
- How do I obtain a new account number?
- How do I obtain a new position number?
- What type of position do I need?
- Can I transfer funds from a Grant account to a departmental account?
- Can I transfer funds from an Auxiliary account to a departmental account?
- When do I use a Budget Revision vs. Journal Voucher?
Where do I get a Budget Revision Form?
Budget Revision Forms may be downloaded to your computer or complete the form on-line and print for signature (See Forms).
When do I need to use a Budget Revision Form?
Budget Revision Forms should be used (1) to temporarily change this year's budget to reflect current needs or (2) to make a permanent change to this year's base budget.
What are the Budget Revision time lines?
Departmental budget dollars may be moved between account codes within an index anytime during the fiscal year until June 30. Departments have complete control of how funds are budgeted within their index except for funds in benefits (account code 62000) and longevity (account codes 61120, 61220, 61620, and 61320). Benefits and longevity are budgeted centrally and can not be used by departments to cover other types of expenses. Funds may be moved between accounts anytime during the year with one exception. After March 31st each year the Spring Estimated Budget is finalized and educational and general functional totals are frozen according to University Policy 616.
Official Budget documents are submitted to the Tennessee Board of Regents in July and October of each year. The July submission contains both the Proposed Budget for the upcoming fiscal year and the final Estimated Budget for the current fiscal year.
- Proposed Budget - This is the original budget prepared in the spring that is for the fiscal year to begin July 1. Preparation usually begins in February with the distribution of Budget Worksheets to each department. It is normally submitted to the Board of Regents in early May for approval at the June Board meeting. Any new positions included in this submission may be filled after July 1.
- Revised Budget - This budget is a revision of the proposed budget and is normally referred to as the "October Revised Budget". It is prepared as of October 31 after actual fall enrollment and other estimated costs and closing balances are known and is normally submitted to the Board of Regents for approval at the December Board meeting. Any new positions included in this submission may be filled after January 1.
- Spring Estimated Budget - This budget is the final budget submitted for the current year operations. It is submitted in the spring at the same time as the Proposed Budget for the coming year. This is the final approved budget for the institutions and schools and therefore contains the control totals against which final year-end amounts are compared. After this submission, education and general functional totals are frozen. University Policy 616 states that "once approved the institution may not exceed those functional control limits established by the Board without prior approval of the President". During the year end closing process, functional expenditure totals are analyzed for adherence to the approved control levels. The financial information is examined for compliance with all budget guidelines and/or Board policies in effect for the fiscal year just completed. The President reports any institutional and school deficiencies or non-compliance with budget controls and guidelines to the Board.
Why are Functional Totals frozen?
Each spring the final current year budget is submitted along with the proposed budget for the next fiscal year. It contains the education and general control totals against which final year-end amounts are compared. After this submission, education and general functional totals are frozen. University Policy 616 states that "once approved the institution may not exceed those functional control limits established by the Board without prior approval of the President". During the year end closing process, functional expenditure totals are analyzed for adherence to the approved control levels. The financial information is examined for compliance with all budget guidelines and/or Board policies in effect for the fiscal year just completed. The President reports any institutional and school deficiencies or non-compliance with budget controls and guidelines to the Board.
How do I obtain a new account number?
New indexes must be obtained from and set up by Accounting Services. Please contact their office @2940 for further information. The Budget Office does not issue new indexes. Budget entries can only be made to active indexes.
How do I obtain a new position number?
Position numbers, except for Grants, may be obtained by sending an email to firstname.lastname@example.org with the following information:
- Type of position needed (I.E. extra comp, graduate assistant, temporary hourly, adjunct
faculty, student help, summer school)
Position numbers are no longer needed for overtime or longevity.
- Index Number
- Department Name
- Name and phone number of a contact person in case of questions
Positions may also be obtained by calling the Budget Office at ext. 5790. However, please review "What type of position do I need?" before contacting the office. Positions for Grant Accounts should still be requested through the Sponsored Programs office. New full time positions must still be approved through the budget process before they can be advertised and filled.
What type of position do I need?
There are several considerations to determine the type of position number required for a particular employee(s). All of the following must be determined before a position number can be set up:
- A determination must be made as to whether the position is to be a new position or an existing position. New full time positions can only be set up during the budgeting process. Positions submitted in the October Budget may be filled January 1. Positions submitted in the spring may be filled July 1.
- Is the position a full-time or part-time position? If the position is part-time, then what percentage will be worked (i.e. 80%, 50%,etc.).
- There are currently, five classifications of regular full and part-time positions:
- 61610-Professional Support
- 61410-Student Workers.
- Determine if the position is a group or individual position.
If your index number starts with a 2 and you are giving funds to another department with an index starting with 2- BUDGET REVISION
Example: one department agrees to give to funds to another department for a speaker
Exception to the rule is funds cannot be transferred into/out of indexes that are funding by student fees. Examples: Business Course Fee indexes, Nursing Course Fee Index, Biology Materials Fee, etc.
Budget revisions between functions must be completed by March 31st. Method to determine which function your index is included:
Index begins with
2-3XXXX Public Service
2-4XXXX Academic Services
2-5XXXX Student Services
2-6XXXX Institutional Services
2-7XXXX O & M
Example: after March 31 you cannot transfer funds from an index beginning 2-1XXXX Instruction to an Index beginning with 2-2XXXX Research
Budget revisions within the same function must be submitted to the Budget Office by mid July.
Journal vouchers (JV) are used by departments that bill other departments for a service examples Print Shop, Telecom, Facilities, etc.
If an expenditure is charged to the wrong index a JV should be submitted to move the expense to the correct index. A JV has to be submitted for a specific expenditure that has been paid. Submit request to email@example.com
Staple charge was charged to index 262100 account code 74510 for $24.62 should have been charged to index 262400 account code 74510.