Policies, Procedures and Practices » ADMINISTRATIVE SERVICES & CAMPUS OPERATIONS » BUDGET » BUDGET ADMINISTRATION
BUDGET ADMINISTRATION
9.01.00 - Budget Administration
9.01.01 - Purpose
9.01.02 - Budget Administration Policy
9.01.03 - Organization
9.01.04 - Budget Administration Procedures
Section 9.01.01 - PURPOSE
Budget administration is part of a cyclical process that follows the calendar established at the beginning of each fiscal year. The budget administration must support the mission of the University. It must also be in keeping with the University's goals and planning priorities. Each budgetary unit's request must have these parameters as its foundation. The requests should be reviewed by appropriate staff/faculty in each unit and submitted to the Dean of the College/School or appropriate Vice President. Budgets are reviewed by the Division Vice President for presentation to the President and university community.
Section 9.01.02 - BUDGET ADMINISTRATION POLICY
The purpose of this policy is to delegate responsibility for the expenditure of funds allocated to the respective divisions by the President of the University to designated administrators. This means that each administrator identified below is responsible and accountable for budgetary and program management, as well as personnel performance for his or her statutory area.
The reason for this policy is to enable each division to administer its resources with a planned future in mind. Decisions will be based upon the University planning process and become a part of the program and budgetary plan. The President has overall responsibility for the plan. Each Division Vice President is responsible for using the personal and non-personal services resources allotted to the division to implement the University's program/budget plan.
Section 9.01.03 - ORGANIZATION
Academic Affairs
The following include both personal services, operating expenditures and related activity from all accounts in each department.
Statutory Area |
Approval Authority |
Responsible To |
General Instruction Continuing Education Public Service Old Governor's Mansion |
Provost |
President |
International Education Center Academic Engagement Honors & Scholars |
Associate VP |
Provost & Associate Provost |
Institutional Assessment |
Director of Institutional Strategic Initiatives |
Provost & Associate Provost |
Institutional Research |
Institutional Research Director |
Provost & Associate Provost |
College of Arts & Sciences |
Dean - Arts & Sciences |
Provost & Associate Provost |
College of Business |
Dean - Business |
Provost & Associate Provost |
College of Education |
Dean - Education |
Provost & Associate Provost |
College of Health Sciences |
Dean - Health Sciences |
Provost & Associate Provost |
Library |
Dean -Library |
Provost & Associate Provost |
Enrollment Services Admissions Student Records Financial Aid Career Center |
Assistant VP for Enrollment Mgmt |
Provost & Associate Provost |
Admissions |
Director - Admissions |
Assistant VP for Enrollment Management |
Student Records |
Registrar |
Assistant VP for Enrollment Management |
Financial Aid |
Director - Financial Aid |
Assistant VP for Enrollment Management
|
Testing Services |
Director - Testing Services |
Assistant VP for Enrollment Management |
Center for Student Services |
Director - Center for Student Services |
Assistant VP for Enrollment Management |
College of Arts & Sciences
Approval: Department Chairperson
Responsible To: Dean – A & S
- Art
- Biology & Environmental Sciences
- Chemistry & Physics
- English, Speech & Journalism
- Government & Sociology
- History & Geography
- Artist-In-Residence
- Mathematics
- Modern Foreign Languages
- Music & Theatre
- Psychology
- Interdisciplinary Studies
School of Business
Approval: Department Chairperson
Responsible To: Dean – Business
- Accounting
- Information Technology
- Economics & Finance
- Management
- Marketing
School of Education
Approval: Department Chairperson
Responsible To: Dean – Education
- Special Education & Administration
- Early Childhood & Middle Grades Education
- Foundations & Secondary Education
School of Health Sciences
Approval: Department Chairperson
Responsible to: Dean - Health Sciences
- Kinesiology
- Nursing
- Music Therapy
- Student Health Services
Library and Instructional Technology Center
Approval: Department Chairperson
Responsible To: Dean - Library and Instructional Technology
- Library
- Museum
- Instructional Technology Center
- Web Enabled Resources
Student Affairs
The following include personal services, operating expenditures and related activity from all accounts in each department:
Statutory Area |
Approval Authority |
Responsible To |
Vice President for Student Affairs |
VP - Student Affairs/ |
President |
University Housing |
Director of University Housing |
VP - Student Affairs/ |
Intercollegiate Athletics |
Athletic Director |
VP - Student Affairs/ |
Counseling Services |
Director - Counseling Services |
VP - Student Affairs/ |
Diversity Programs & Services |
Women's Center & Diversity Coordinator Diversity Retention & Training Coordinator |
VP - Student Affairs/ |
Student Activities |
Associate VP - Student Affairs |
VP - Student Affairs/ Dean of Students
|
Campus Life |
Director of Campus Life |
Associate VP - Student Affairs
|
Career Center |
Director - Career Center |
VP - Student Affairs/ Dean of Students |
Disability Services |
Director - Disability Services |
VP - Student Affairs Dean of Students |
Administrative Services & Campus Operations
The following include personal services, operating expenditures and related activity from all accounts in each department:
Statutory Area |
Approval Authority |
Responsible To |
Administrative Services and Campus Operations |
VP - Administration and Operations |
President |
Auxiliary Services Bookstore Dining Services Vending Regalia & Diplomas Mail Room Parking & Transportation Printing Old Governor's Mansion Gift Shop Bobcat Card Office |
Assistant VP Auxiliary Services & Enterprise Development |
VP - Administration and Operations |
Budget
|
Assistant VP Institutional Budget & Planning |
VP - Administration and Operations |
Financial Services/Payroll |
Controller |
Assistant VP Institutional Budget & Planning |
Human Resources & Employee Relations |
Director - HR |
VP - Administration and Operations |
Public Safety |
Director - Public Safety .. |
VP - Administration and Operations
|
Purchasing/Property Management Central Receiving Moving Telecommunications |
Director - Materials Management & Central Services |
Assistant VP Institutional Budget & Planning |
Plant Operations Office of Physical Plant Facilities Planning Operations & Maintenance Construction Preventive Maintenance Automotive Shop Custodial Services Grounds |
Director - Facilities Operations & Director of Facilities Planning/University Architect |
VP - Administration and Operations |
President
The following include personal services, operating expenditures and related activity from all accounts in each department:
Statutory Area |
Approval Authority |
Responsible To |
Office of the President |
President |
Chancellor of USG |
Legal Affairs/Alternative Dispute Resolution |
Director of Legal Affairs/ADR |
President |
Internal Auditing |
Internal Auditor |
President |
University Advancement & Alumni Affairs:
Statutory Area |
Approval Authority |
Responsible To |
University Advancement: GCSU Foundation GCSU Alumni University Communications Media Production Resources |
Vice President for External Relations & Advancement |
President |
Section 9.01.04 - BUDGET ADMINISTRATION PROCEDURES
The following budgetary procedures have been approved by the President of the University for implementation by all division heads.
The Vice Presidents are the budgetary officers for their respective divisions and, as such, distribute appropriate budgetary information to each statutory area identified above to initiate each fiscal year, as well as, amend information during the fiscal year.
The head of each statutory area is accountable to the University official listed above as identified in the "Responsible To" column. This accountability includes, but is not limited to, proper expenditure of the division's budgetary allocation and for the exercise of prudent decision-making in the expenditure of funds in order for the budget allocation to cover the needs for the fiscal year.
No funds from any source shall be added to, transferred between, or reduced from budgetary areas without the approval and written authorization of the budgetary authority.
No other budgetary area shall be created to hold funds for expenditures in the above areas without the approval and written authorization of the budgetary authority.
All amendments to the budgetary areas shall be initiated by the head of the statutory area. Amendment requests may be made by e-mail provided that they have been forwarded and approved by the appropriate officials prior to submission to the budget office.
Deans and non-academic department heads shall have the authority to recommend to their respective division vice president that budgeted funds be transferred between departments within their respective college, school, or area. In this regard, the Deans and/or non-academic department heads shall monitor the monthly expenditure reports for each department for which they are accountable to ensure control of expenditures during the fiscal year.
All requests for additional funds for any budgetary areas shall be made only by the head of the statutory area to the University official listed above as "Responsible To". All funds received from any source shall be budgeted to the proper account before expenditures may be made. No funds shall be received or expended in any other manner. The head of each statutory area shall be held directly responsible for the implementation of this provision.
All purchase requests shall require budget approval prior to any commitment of institutional funds. The requests shall identify, by departmental number, the account to be charged.
The Department Head and any other Department Head whose account is being charged shall approve all Travel Authorizations. The Travel Authorization shall include, name, campus mailing address, account name and number to be charged, amount to be charged to each account, destination, purpose of trip, dates involved, estimated cost of travel, and coverage provisions. If the Travel Authorization involves travel outside the State of Georgia, approval of the academic Dean and division vice president is required.
Travel within the State of Georgia may be done on a Standing Authorization basis at the discretion of the department head, Dean, and division vice president.
All budget requests for the subsequent fiscal year shall be made at the proper time that will be announced by the President and the divisional Vice Presidents. All requests must be supported by sufficient information to justify the request. From time to time, a plan for a budget reduction or redirection of funds may also be requested.