SECTION:  FISCAL INDEX: B-5

SUBJECT:  OUT-OF-CYCLE BUDGET REQUESTS

POLICY

The Budget 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 Budget Committee, which consists of the President, Provost, and Vice President for Administration and Finance, explaining in detail the need(s) for the out-of-cycle budget request.  Attached to the email must be the appropriate budget request form, which is interactive, and can be downloaded from the Budget Office website at:  http://www.uhv.edu/Budget/.            

Requests that include employee actions such as reclassifications, equity raises, etc. will first be forwarded to Human Resources for comment, classification or job grading as required.  Human Resources will then forward the information to the Budget Committee for decision.  If approved by the Budget Committee, Position Requests and Personnel Action Requests must be generated from the department in order to complete the personnel and budgeting process.

Multi-departmental requests require signature of all departments concerned.  The signed request should be forwarded simultaneously to the Budget Committee with the email request.  The email request cannot be processed without the signed request.

The Budget Committee will review the request and, if approved, the President will send it by email to the budget approval distribution list and requesting cabinet-level supervisor.  The budget approval distribution list will consist of the Budget Committee, Budget Director, and/or Human Resources Director (when affecting personnel).

The Budget Director will attach a copy of the email from the President along with the budget request form to the funding journal for retention.

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

If a budget request is not approved, the President will return the request to the cabinet-level supervisor.

Approved by:

Signature obtained               12/12/06
Tim Hudson, Ph.D.              Date
President

Next review date: December 2008
Origination:  Budget Department