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

From time-to-time departments have a need for a budget adjustment such as granting/transferring budget or funds in order to pay an invoice or to transfer funds to an institution. The Budget and Planning team has developed an online request, tracking, and resolution system to accommodate these requests, ensure timely response, and communicate outcomes.

Departments should complete a Budget Adjustment Request (BAR) Form to request action by the Budget and Planning Team. This form must be completed regardless of the funding source (existing department funds, infusion of system funds, etc.).

The requests will be reviewed/approved by the Budget Director and/or the Associate Vice Chancellor for Budget and Planning with appropriate actions in PeopleSoft initiated by the processing team.

Completing the Request Form

Please read the following information before accessing the BAR Form linked below.

  • The on-line BAR Form cannot be saved therefore all necessary information should be gathered before beginning the submission process. To assist departments, a BAR Information Gathering Form has been created to gather information and seek necessary internal approvals. This form is a tool and completion of this form is not required.
  • The BAR Information Gathering Form is NOT to be used in lieu of completing the on-line BAR Form but may be attached to the form as supporting documentation as needed.
  • Complete all required information on the BAR Form.
  • A separate form is needed for each adjustment request.
  • Provide a brief but thorough description of what is being requested and the intended use of funds.
  • Attach supporting detailed information as needed.
  • Names of Cost Centers are listed on the Detailed Budgets document provided to departments at the beginning of each fiscal year.
  • To receive a record of the request being submitted, check the box next to “Send me a copy of my responses” and provide an email address and a record will be emailed.

****BUDGET ADJUSTMENT REQUEST FORM****

Outcome Notice

The outcome of BARs will be communicated via an auto-generated email to the Requestor. This email will include the status of the request, amount, journal ID, cost centers/names/accounts where the adjustment/transfer occurred, and date completed. Notes pertinent to the request and subsequent action will be included if applicable.

Please contact GRP-BudAction with budget request questions and Sherill Franke for questions about the BAR Form and/or process.

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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.