Year End Information
The University’s fiscal year runs from July 1 through June 30. The University Budget Office has established guidelines for departments to follow as they prepare for year end. Below is a quick reference guide including due dates, important reminders and tips to help you manage your budget in preparation for year end.
Negative Budget Lines
Budget Overrides
Time Limited Positions
Positions Requiring Permanent Funding
Cost Redistributions
Budget Rolls
Budget Reports
Org Changes
Negative Budget Lines
As the year end approaches there are some budget actions that may be required in order to ensure that necessary funds and/or account line items are positive. A proactive and early analysis of budget needs will help to minimize the number of last minute entries required. We recommend that you review your Banner funds for appropriate action. Below are guidelines by fund type that will help determine any required action.
- General funds and trust funds must be positive in total
- General funds salary lines must be positive
- 911XXX – EPA Salaries
- 912XXX – SPA Salaries
- 913XXX – EPA Faculty Salaries
- 914XXX – Premium/Holiday Pay
- 915XXX – Temporary Employee Wages
- 916XXX – Employee Benefits
- 917XXX - Board Member Compensation
- General funds operating lines can be negative but must be positive in total
- 92XXXX – Purchased Services
- 921XXX – Contracted Services
- 93XXXX – Supplies & Materials
- 94XXXX – Capital Outlay
- 95XXXX – Miscellaneous Expenses
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Budget Overrides
Most university purchasing is done through uShop. uShop interfaces with Banner Finance and checks the balance in the Banner fund before an order can be completed. As yearend approaches, many departments must enter orders for items needed in the next fiscal year while maintaining operations in the current fiscal year. Below are guidelines to request a budget override for current year and future year requisitions. For additional information see the Budget Override Process.
- Current year requisitions
- For budgeted funds you are required to realign your budget to the appropriate budget pool to cover requisitions
- Special circumstances require detailed explanation and Budget Officer approval
- Unbudgeted funds must have a positive cash balance
- Override requires email request to Budget Office. Include the following information in the email:
- Requisition number
- Funding source (Banner fund)
- Amount
- Once the budget has rolled for a fund, subsequent requisitions are no longer considered future requisitions. All additional requisitions are to be handled as current year requisitions.
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Time Limited Positions
Time limited positions are funded with one-time budget. Budget action is required to establish budget for time limited positions in the new fiscal year.
- HR 3.30’s are required for all time limited positions that will continue into the New Year
- For time-limited positions required for next fiscal year, forms are due to Budget Office by June 1st.
- Remember – an employee cannot remain time-limited for more than 3 years. After that they must become a permanent state employee and the position must be funded permanently.
- SRCI flex
- HR 3.30
- Time limited certification
- Include position funding in special funds budget
- HR 3.30
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Positions Requiring Permanent Funding
During the legislative cuts in FY 2011-12, some positions were funded on a one-time basis with the agreement that the departments would fund permanently in FY 2012-13.
- General funds positions
- For positions requiring permanent funding for next year, forms are due the Budget Office on June 1st.
- SRCI flex
- HR 3.30
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Cost Redistributions
Requests for cost redistributions to move labor charges must be received in the Budget Office by June 25th (tentative date). Further guidance will be forthcoming as the payroll calendar and dates are finalized.
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Budget Rolls
The budget roll process starts in June and continues until mid to late July. The roll is the culmination of many months of work by the departments and the Budget Office. Special funds budgets are prepared in the winter and spring of each year, reviewed and approved by the Director of Budgets, for the subsequent entry into Banner. Below is a summary of the various budget roll processes.
- General funds operating roll
- Continuation or permanent budget
- Completed by June 1st
- 2.5 % of university appropriation
- Divisions receive 2.5 % of permanent operating budgets
- Account codes 920000-950000
- Allocated by VC
- The governor can, and often does, restrict carry forward of appropriations.
- Pre-collected receipts (Summer School, IMBA, MS Chemistry) are normally allowed to be carried into the subsequent fiscal year
- Special funds (budgeted trusts)
- Departments build budgets January through May
- Approved by Director of Budgets May through June
- Ending cash balance is rolled to new year as 109970 budget entry
- Normally completed in mid to late July
Budget Reports
The SSRS report portal provided departments access to reports designed to assist in the budgeting process. Reports can be found on the University web site, SSRS Report Manager.
- FWRUPOST lists un-posted documents within Banner. Un-posted documents can affect departmental budgets. Review this report to identify problems and take action to correct.
- Over Commitment Notice Report lists all negative FOAP’s within a department. This report will help to identify items that must be corrected.
Budget Managers have access to additional reports that are helpful for position budgeting.
- HR Position Listing provides a list of positions for departments. This report can identify time-limited positions.
- Lapsed Salary reports contain budget data for positions that will identify positions that are over committed.
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Org Changes
Organization changes often impact the Chart of Accounts (COA). UNCW Policy 2.120- Departmental Structure under UNCW Governance & Administration policy section. COA org changes may require action to move budget and position funding. Due to the complexity of org changes in the Banner system it is strongly recommended that all changes are effective dated July 1. Requests for org changes must be submitted to the Org Committee by April. Documentation for approved org changes must be submitted to the Budget Office by June 1st. For detailed information about org changes please reference the Organization Committee website.
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