| Where
do I get a Budget Revision Form? Budget
Revision Forms may be
downloaded to your computer or
complete the form on-line and print for signature (See Forms). |
| When
do I need to use a Budget Revision Form?
Budget Revision Forms should be used (1) to temporarily
change this year's budget to reflect current needs or (2) to make
a permanent change to this year's base budget. |
| What
are the Budget Revision deadlines? Departmental
budget dollars may be moved between account codes within an index
anytime during the fiscal year until June 30. Departments have
complete control of how funds are budgeted within their index
except for funds in benefits (account code 62000) and longevity
(account codes 61120, 61220, 61620, and 61320). Benefits and longevity are
budgeted centrally and can not be used by departments to cover
other types of expenses. Funds may be moved between accounts
anytime during the year with one exception. After March 31st each
year the Spring Estimated Budget is
finalized and educational and general
functional totals are frozen according to TBR
Policy 4:01:00:00. |
| Official Budget documents are
submitted to the Tennessee Board of Regents in July and October of
each year. The July submission contains both the Proposed Budget
for the upcoming fiscal year and the final Estimated Budget for
the current fiscal year. |
|
Proposed Budget - This is the original
budget prepared in the spring that is for the fiscal year to begin
July 1. Preparation usually begins in February with the
distribution of Budget Worksheets to each department. It is
normally submitted to the Board of Regents in early May for
approval at the June Board meeting. Any new positions included in
this submission may be filled after July 1. |
|
Revised Budget - This budget is a
revision of the proposed budget and is normally referred to as the
"October Revised Budget". It is prepared as of October
31 after actual fall enrollments and other estimated costs and
closing balances are known and is normally submitted to the Board
of Regents for approval at the December Board meeting. Any new
positions included in this submission may be filled after January
1. |
|
Spring Estimated Budget -
This budget is the final budget submitted for the current year
operations. It is submitted in the spring at the same time as the
Proposed Budget for the coming year. This is the final approved
budget for the institutions and schools and therefore contains the
control totals against which final year-end amounts are compared.
After this submission, education and general
functional totals are frozen. Tennessee
Board of Regents Policy 4:01:00:00 states that "once
approved the institution may not exceed those functional control
limits established by the Board without prior approval of the
Chancellor". During the year end closing process, functional
expenditure totals are analyzed for adherence to the approved
control levels. The financial information is examined for
compliance with all budget guidelines and/or Board policies in
effect for the fiscal year just completed. The Chancellor reports
any institutional and school deficiencies or non-compliance with
budget controls and guidelines to the Board.
 |
| Why
are Functional Totals frozen? Each spring the
final current year budget is submitted along with the proposed
budget for the next fiscal year. It contains the education and
general control totals against which final year-end amounts are
compared. After this submission, education
and general functional totals are frozen. Tennessee
Board of Regents Policy 4:01:00:00 states that "once
approved the institution may not exceed those functional control
limits established by the Board without prior approval of the
Chancellor". During the year end closing process, functional
expenditure totals are analyzed for adherence to the approved
control levels. The financial information is examined for
compliance with all budget guidelines and/or Board policies in
effect for the fiscal year just completed. The Chancellor reports
any institutional and school deficiencies or non-compliance with
budget controls and guidelines to the Board. |
|
| How
do I obtain a new index number? New
indexes must be obtained from and set up by Accounting Services.
Please contact their office @2940 for further information.
The Budget Office does not issue new indexes. Budget
entries can only be made to active indexes. |
| How
do I obtain a new position number?
Position numbers, except for Grants, may be obtained by
sending an e-mail to position@mtsu.edu
with the following information: |
|
1. Type of position needed (i.e. extra comp, graduate assistant, temporary hourly, adjunct faculty,
student help, summer school) Position numbers are no
longer needed for overtime or longevity.
2. Index Number
3. Division
4. Department Name
5. Name and phone number of a contact person in case of questions |
| Positions may also be obtained by
calling the Budget Office at ext. 5790. However,
please review "What type of
position do I need?" before contacting the office.
Positions for Grant Accounts should still be requested
through the Sponsored Programs office. New full time
positions must still be approved through the budget process before
they can be advertised and filled. |
| What
type of position do I need? There are
several considerations to determine the type of position number
required for a particular employee(s). All of the following
must be determined before a position number can be set up: |
| 1. |
A determination must be made as to whether
the position is to be a new position or an existing position. New
full time positions can only be set up during the budgeting process.
Positions submitted in the October Budget may be filled
January 1. Positions submitted in the spring may be filled
July 1. |
| 2. |
Is the position a full-time or part-time
position? If the position is part-time, then what percentage
will be worked (i.e. 80%, 50%,etc.). |
| 3. |
There are currently, five classifications of
regular full and part-time positions: 61110-Administrative,
61210-Faculty,
61310-Maintenance/Technical/Clerical, 61610-Professional Support, and
61410-Student Workers. Each type of group position has its own
unique account code. (See
list) |
| 4. |
Determine if the position is a group or
individual position. |
| Can
I transfer funds from a Grant account to a departmental
account? No. |
| Can
I transfer funds from an Auxiliary account to a departmental
account? No.
|
