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University of Houston - Victoria

Office of the Vice President for
Administration and Finance

SECTION:  FISCAL INDEX: B-5

SUBJECT:  OUT-OF-CYCLE BUDGET REQUESTS

 

POLICY

The Executive Committee will consider requests for funding of emerging needs and opportunities that cannot be covered in a given academic or administrative division’s budget allocation.

 

PROCEDURE

Funding of such requests will be as follows:

The cabinet-level supervisor initiates the request and forwards the request by email to the Executive Committee, which consists of the President, Provost, and Vice President for Administration and Finance, explaining in detail the need for the out-of-cycle budget request. Necessary budget details for processing the request should be included in the body of the email. For example, position requests must include the proposed position title/number (if existing), current/proposed salary, Full Time Equivalent (FTE) measure, and pertinent cost center information. The request should indicate if funding is one-time or added to base.

Requests that include employee actions such as reclassifications, equity raises, etc. will be submitted to the Executive Committee by the Cabinet-level supervisor. The Executive Committee will review the request, and if warranted, will forward the request to Human Resources for comment, classification, or job grading as required. When the review is completed, Human Resources will then forward the information to the Executive Committee for decision.

Multi-departmental requests require coordination and prior approval from departmental supervisors. The email request should indicate all parties involved with necessary courtesy copies.

The Executive Committee will review all requests, and if approved, will send notification by email to the budget approval distribution list and requesting cabinet-level supervisor. The budget approval distribution list will consist of the Executive Committee, Budget Director, and/or Human Resources Director (when affecting personnel). If a budget request is not approved, the Executive Committee will return the request to the cabinet-level supervisor.

The Vice President for Administration and Finance will ensure that approved budget requests are forwarded to the appropriate administrative areas. The Provost will ensure that budget requests are forwarded to appropriate academic areas.

For approved requests, the Budget Office will process the funding journal and attach a copy of the approved email from the Executive Committee for retention. In addition for approved position changes, Position Requests and Personnel Action Requests must be generated by the department in order to complete the personnel and budgeting processes.

Approved by:

Signature Obtained                 11/10/2014
Raymond V. Morgan, Jr.                  Date
Interim President

Next review date: October 2016
Origination:  Budget Department

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