From: Funderburk, Dale C. Jr.

Sent: Wednesday, April 15, 2009 11:45 AM

Subject: FW: General Fund Budget Restrictions for Fiscal Year 2008-09

From: Aycock, Lynn
Sent: Tuesday, April 14, 2009 4:13 PM
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Subject: General Fund Budget Restrictions for Fiscal Year 2008-09

THIS IS BEING SENT ON BEHALF OF CHARLIE MAIMONE

To:          Vice Chancellors, Deans and Directors and Department Chairs

From:    Charles Maimone, Vice Chancellor for Business Affairs

Date:     April 14, 2009

Re:         General Fund Budget Restrictions for Fiscal Year 2008-09

 To ensure a balanced budget on June 30, the Governor, through the Office of State Budget Management, has directed each state agency to take measures to restrict spending.  Only mandatory obligations including payroll, utilities, financial aid, and debt service will be allotted to state agencies.  Effective immediately, UNCW is required to operate under the following directive for all general fund accounts:

A hiring freeze is in effect for all vacant positions and temporary positions requiring any proportion of state funds.  New appointments effective on April 10 will be honored; however, no offers of employment after April 10 requiring state funds and proposed to be effective before July 1, 2009, will be allowed.  Any search currently underway may continue provided that no state funds are expended in the process.  At the conclusion of the search, any offer of employment must be made contingent upon the availability of state funds.

Only purchases for direct classroom instruction may be authorized at the institutional level for approval.  Direct classroom instruction costs are limited to direct expenses incurred to deliver instruction to university students, such as instructor wages. Direct classroom instruction costs do not include administrative costs, indirect costs, staff development or training costs, travel costs (unless to provide instruction at an off-campus location for a tuition-based course already in progress) or salary adjustments.

Under the emergency decree, requisitions and purchase orders using general funds must be approved by the appropriate vice chancellor.  Any emergency requisitions using general funds outside of the classroom must have approval through the Office of State Budget and Management.  All such emergency requisitions must be sent to Director of Budgets, Bob Russell.

All outstanding purchase orders using general funds will be reviewed for possible cancellation.  Purchasing Services will be contacting the university community regarding outstanding purchase orders.

All procurement cards using a general fund default account have been temporarily shut-off effective April 13, 2009 through the end of the fiscal year.

The PACS (Purchasing Card) system has been temporarily modified through the end of the fiscal year to prevent the reallocation to general funds. 

Printing services, copy services, and postage charges using general funds for April, May and June will be charged to your next fiscal year’s budget.  You should only process those items necessary to support critical missions of your unit.

All travel using general funds should be cancelled effective April 13, 2009 unless to provide instruction at an off-campus location for a tuition-based course already in progress.  Expenses for employees in travel status prior to April 13 can be charged to general funds.  All other travel must either be cancelled or applied to other non-general funds (i.e. trust, grants).  Direct any questions to Bob Russell.

UNCW will be reviewing all contractual commitments made prior to April 10.  Current contractual commitments being honored are licensing agreements, maintenance contracts, and leases.  New agreements will be reviewed prior to approval.

Special exceptions may be made for direct classroom instruction expenses and emergency situations related to law enforcement, health care and public safety. Any exceptions to this directive will need to be submitted by me to OSBM for approval.  If you have a request for exception please submit written justification as to the nature of the proposed expenditure to Bob Russell.

Additional processing information can be found at our Budget Office website  www.uncw.edu/budget.

Thank you for your assistance with this difficult directive. If you have any questions please feel free to contact me.