Instructions

These instructions refer to the submission of budget amendments reflecting changes made after the original budget has been approved and entered into the department's account.  Changes to the original budget will only affect the current fiscal year unless the department specifies that the change is permanent.  Budget amendment requests can be submitted as needed. The Budget Office will comply and submit budget amendments quarterly to the Board of Regents Central Office.

The budget for each department should be amended to reflect the current estimate of expenditures for the fiscal year.  Departments should review their budgets on a monthly basis and can make the necessary changes by moving funds from one category (ex. travel, operating expenses, equipment) to another. Budget amendment request for Personal Services has to be approved by Vice Presidents. Such changes may be made by completing the appropriate budget amendment forms.

Personal Services

1. Enter the Department name
2. Enter the department account number - Fund, Dept. ID, Program, Class
3. Enter Position ID number - this information can be obtained from the Original budget issued to each department at the beginning of the Fiscal Year.  If you do not have the number, please contact the Budget Office.
4. Enter Name of the employee affected (increase, decrease or transfer) by the requested budget change. 
5. Enter the position Title or position description (Faculty, Professional admin, staff, etc...)
6. Enter Account number - see list of account description
7. Enter the Original Budget Amount
8. Enter the budget amendment amount requested (Increase or decrease)
9. Enter the amended budget amount (Original + or - amendment)
10. Enter an explanation or write justification for the requested changes.

Non-Personal Services

1. Enter the Department name
2. Enter the department account number - Fund, Dept. ID, Program, Class
3. Enter the Original Budget Amount
4. Enter the budget amendment amount requested (Increase or decrease)
5. Enter the amended budget amount (Original + or - amendment)
6. Enter an explanation or write justification for the requested changes.

Approval Process

Budget amendment requests should be forwarded to the appropriate Dean, Department Head or Vice President for approval.  The duly approved Budget amendment forms should be submitted to the Budget Office for processing.