Budget change requests are submitted using on online form available through TRAX. Guidelines are listed below to assist with the preparation of a budget change request (BCR).
Allocation or Transfer
Allocation is the process of requesting funds from the University after all other resources, including operating funds, restricted funds and discretionary funds, have been explored to fund unforeseen events and expenditures. An allocation is to be requested only when an unforeseen situation occurs and the funds required cannot be provided from other available fund resources. All allocations must be requested through BearQuest. The BCR form is not to be used for this purpose.
Transfer is the process used to release funds from one budgeted resource area to another, due to a shortfall or a non-budgeted expenditure. The BCR form is intended for this purpose.
Detailed justification must be provided on the BCR form and must include a thorough explanation of why funds are needed and why the decreasing account can absorb this transfer of funds. More than one transfer may be included on the same BCR; however, detailed justification for each transfer must be provided.
Capital (97xx) budget transfers require approval of the Department Head. Specifically budgeted items planned for capital purchases for the fiscal year are to be taken into consideration prior to requesting transfers from 97xx to other areas.
Operating (93xx) transfers require approval of the Department Head. Some operating budgets, including Insurance (9348), Utilities (9393/9394), and Routine Maintenance (9361) are not to be transferred from.
A transfer from the Student Wages (9200) budget to any other expenditure category requires approval of the requesting department's Dean or Vice President as an exception to policy.
A transfer from the Graduate Stipends (9230) budget to the Graduate Tuition Remission (9963) budget requires approval from the Department Head and Graduate Dean.
A transfer from the Graduate Stipends (9230) budget to any other expenditure category or area requires approval from the Department Head, the requesting department's Dean or Vice President as an exception to policy, and the Graduate Dean.
A transfer from Graduate Tuition Remission (9963) to Graduate Stipends (9230) must have approval from the Department Head, the requesting department's Dean or Vice President as an exception to policy, and the Graduate Dean.
If transfers to or from Faculty/Staff Personnel budgets need to be made, these will continue to be requested using the paper BCR form. These require approval of a Dean and/or Vice President as an exception to policy.
A transfer from Personnel Moving (9192) requires approval of the Department Head and Dean or Vice President and is to be requested on the online BCR form.
A transfer to or from Other Fringe Benefits (9199) requires approval of the Department Head and is to be requested on the online BCR form.
Transfers involving grants or sponsored programs are to be submitted on the paper BCR form or otherwise communicated to the Office of Sponsored Programs.
A request to apply restricted funds to an operating department is to be submitted on the online BCR form. A request to transfer from one restricted fund to another should not be submitted on the online BCR, but otherwise communicated to the Gift and Investment Accounting Office.