Action Requests

The Office of Budget and Planning has developed an automated request process for the common request types; Budget Adjustment Requests (under construction) and Carryforward Requests.

Budget Adjustment Requests [Under Construction]

The Office of Budget and Planning is currently working on an automated process to collect budget adjustment/transfer request information and provide confirmation to department heads and requestors once requests are processed. Departments will be notified when this functionality is available.

Carryforward Requests

It is U. T. System Administration's policy to lapse unexpended budget authority at fiscal year-end. However, we recognize there are situations that may require carryforward funding which was not planned or anticipated.

A Carryforward Request may ONLY be submitted for consideration for purposes noted below.

  • Purchase orders not fully expended that will not roll to the next fiscal year.
  • Outstanding invoices for services in the prior year.
  • Anticipated contractual expenses for current fully executed contracts.

Purchase Orders - Most Purchase Orders (POs) will roll forward properly into the new year as part of the year-end process administered by the Contracts and Procurement (CNP) Department. The Budget and Planning Team will grant budget for these types of POs at the beginning of September.

However, partially fulfilled POs will not roll forward properly. For these POs, CNP will close the PO in PeopleSoft and encumbered funds related to the PO will not roll forward to the new year. CNP will notify departments if this occurs. In the event the department has an outstanding PO that does not roll forward, DO complete a Carryforward Request and note the PO number when submitting the Form. Contact the CNP office with any questions related to POs.

Outstanding Invoices - For invoices related to sales/services from the prior year, DO complete a Carryforward Request and attach a copy of the invoice when submitting the Form.

Anticipated Contractual Expenses for current fully executed contracts -For expenses not yet billed related to a current fully executed contract, DO complete a Carryforward Request and attach a copy of the contract, agreement, or MOU when submitting the Form.

 

DO NOT submit a Carryforward Request for the following:

1)  One-Time Funding Requests - DO NOT submit a Carryforward Request Form for one-time non-recurring expenses.  These are requested via the department budget workbook submitted during the budget planning process. Avoid committing one-time funding until confirmation has been received that requesting funding has been approved and being made available.

2)  Automatic Carryforwards These are certain types of funds listed below which automatically roll forward.

  • Approved Board initiatives (e.g., Virtual Healthcare Network),
  • funds that are sourced from sales/service/fee revenues (31-XX cost centers) but does not include Official Occasions cost center,
  • balances in revolving cost centers (32-XX),
  • grant cost centers (51-XX - 54-XX), and
  • gift funded cost centers (55-XX).

 

Completing the request form

Please read the information below before accessing the Carryforward Request Form linked below.

  • The on-line Carryforward Request Form cannot be saved therefore all necessary information should be gathered before beginning the submission process.  To assist departments, a Carryforward Information Form has been created that can be used internally by departments to gather information and seek necessary approvals.  This form is NOT to be used in lieu of completing the on-line Carryforward Request Form but may be attached to the request as supporting documentation.
  • Departments are required to identify the request type (PO, outstanding invoice, or, anticipated contractual expenses) in order to submit a Form.
  • A separate form is needed for each carryforward request/cost center/budgetary account.
  • Provide a brief description of the item or items being requested. Attach more detailed information as needed such as a copy of the outstanding invoice or contract/agreement/MOU.
  • To receive a record of the request being submitted, check the box next to “Send me a copy of my responses” and provide your email address. A record will be emailed to you.
  • Once submitted, a blank form will be loaded so additional requests can be submitted.

The requests will be reviewed by the Associate Vice Chancellor for Budget and Planning and recommendations submitted to the Executive Vice Chancellor for Business Affairs for approval.

****CARRYFORWARD REQUEST FORM****

This form is no longer available.  If you have a carryforward that was not submitted, contact GRP-BudAction.

Outcomes

  • Carryforward Request outcomes will be communicated via an email to Department Heads and Requestors. This email will include an auto-generated Outcomes Report for all Carryforward Requests from the department.
  • For approved requests, the lesser amount of the funds requested, or the actual year-end balance will be carried forward.
  • Carryforward funds are not available in department cost centers until the first part of October.

Please contact GRP-BudAction with carryforward questions and Sherill Franke for questions about the Carryforward Request Form.