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
Time Limited Positions
Positions Requiring Permanent Funding
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.
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.
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.
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.
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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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.
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.
Budget Managers have access to additional reports that are helpful for position budgeting.
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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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