Home Administrative Resources Standard Operating Procedures Budget Procedures

Budget Procedures - SOP

March 2010

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1. Process for Budget Development
2. Unanticipated Financial Needs (Counter-offers, Spousal Hires, Target of Opportunity Hires, New Positions, Cost-Sharing, Other Financial Challenges not Involving Positions)
• Unanticipated Funds Form
3. Leaves of Absence
4. Management Flexibility (Movement of Funds)
5. Carryover Funds
6. Annual Leave Payout
7. Salary of a Tenured Faculty Member Who Moves From Administration to Faculty Status

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1. Process for Budget Development
   All budget requests for funds from the Provost must be submitted through a Dean or Vice Provost. Annually, a timeline will be announced to monitor progress toward fulfilling compact plan initiatives and to update compact plans. Requests outside this timeframe may be made only in exceptional circumstances (see section II).
   
   
2. Unanticipated Financial Needs (Counter-offers, Spousal Hires, Target of Opportunity Hires, New Positions, Cost-Sharing, and Other Financial Challenges not Involving Positions)
   
   Faculty retention, hiring needs and other unanticipated funding requests should be related to key areas of emphasis as addressed in a college's compact plan. When requesting supplemental funds for unanticipated financial needs, the unanticipated-funds-frm must be completed, sent to the Vice Provost for Faculty Affairs via email, and include the following:
   
   
   1. name of the dean making the request, name of the college, name of department for which funds are being requested, and date of the request;
   2. type of funds for which funds are being requested, employee ID# if funds are being requested for an existing position, and amount of FTE if funds are being requested for a new position
   3. justification for request and quality of the program to which the individual is seeking to move
   4. amount of one-time and/or continuing funds by account and anticipated effective date
      
      Counter-offers: a letter of offer (or similar evidence) to justify the request must accompany the request. Deans should notify Assistant Vice Provost Pennington of all counter-offers made to non-tenure track and tenure-tenure track faculty regardless of the source of funds. The Provost will address each request on a case-by-case basis.

      Operating: Any supplemental operating support from the Provost will be on a one- time basis.
      

3. Leaves of Absence
   When a faculty member is on a Scholarly Reassignment with partial or no pay, any lapsed salary and associated benefits will remain with the college. These funds cannot be committed to fund any activity, program, or position on a continuing basis.
   
   
4. Management Flexibility (Movement of Funds)
   Flexibility reporting guidelines and due dates for NC State will be issued by the Budget Office annually. (Acquire instructions and forms.)
   
   The 1991 General Assembly enacted the UNC Fiscal Accountability/Flexibility legislation that granted additional authority in the areas of budgeting, personnel administration, and purchasing to those institutions designated as "special responsibility constituent institutions" (SRCI). The Board of Governors adopted the Flexibility Instructions in September 1991. These guidelines provide standards and safeguards that must be met and maintained in order for a constituent institution of the University of North Carolina to retain the SRCI designation. (See the UNC Management Flexibility Report Guidelines.)
   
   
5. Carryover Funds
   The Vice Chancellor for Finance & Business will annually publish instructions on carryover, however, this opportunity is not provided every year.
   
   
6. Annual Leave Payout
   The current department of hire is responsible for any annual leave payout costs owed a separating employee or an employee moving from a fiscal-year appointment to an academic-year appointment. After an employee moves to a new hiring department, the annual leave balances and payout responsibilities move with the employee and becomes the responsibility of the new hiring department.
   
   
7. Salary of a Tenured Faculty Member Who Moves Status to an Administrative Capacity and Returns to Faculty Status
   A faculty member's position, salary, and associated benefits remain with the college when a faculty member moves to central-level administration. The return to faculty status arrangements are described in POL05.15.1, Section 3.1.2.