1.             Policy

Salt Lake Community College (SLCC) operates with a balanced budget. SLCC budget center managers (BCMs) will operate within their approved budget for each index and resolve any budget deficits before the close of each fiscal year following SLCC Expenditure and Transfer Procedures, all relevant SLCC policies and procedures, Utah Board of Higher Education policies, and compliant with State laws and regulations.

2.             References

A.     Budgetary Procedures Act, Utah Code §63J-1.

B.     Finance, Utah Code Ann. §§ 53H-8-202–307.

C.     Budgeting Definitions and Guidelines, Utah Board of Higher Education R501.

3.             Definitions

A.     Budget Center Manager (BCM): a college employee formally identified in the college’s financial system and assigned financial oversight and responsibility for college fiscal resources.

B.     Base Budget Transfer: a permanent transfer of budget funds.

C.     One-time Budget Transfer: a temporary transfer that moves budget funds one-time during the current fiscal year.

D.     Appropriated Line Items: legislative funded items include, but are not limited to, Education & General (E&G) and Salt Lake Technical College (SLTC).

E.     Fund: a formal and separate accounting classification created within the College’s financial system to account for each revenue source received by the College and related expenditures used to accomplish the purposes for which the revenue was received (i.e., E&G, Grant Awards, Student Fees, and Program Fees).

F.     Index: an accounting classification that allows one to budget, assign, and track costs by distinct purpose (e.g., a program or department). It is identified by 6 letters or 5 numbers.

4.             Procedures

A.     Budgetary Transfer of Funds

1.       Types of Transfers

Budget center managers (BCMs) may make two types of transfers: base/permanent or one-time/temporary.

2.      Transfers Between Funds

a.      BCMs may only transfer budgetary funding within the same fund classification.

b.     Budget transfers between funds, including any appropriated line items, are not allowed (e.g., cannot transfer alpha index funds to numeric index funds)

3.      Transfer Forms

a.      Budget transfers must be prepared and submitted to the Budget Office using the proper budget forms.

b.     Budget transfer forms are available on Etrieve Central or can be found on the Budget Office webpage.

B.     Budget Shortfalls

BCMs are responsible for correcting budget shortfalls for all assigned indices throughout the year and before the close of each fiscal year.

C.      Personnel Budgets.

1.       Full-time Salaried Positions

a.      Full-time salaried positions must have an authorized position control number assigned by the Budget Office.

b.     Changes to full-time salaried positions must be documented using the College’s Personnel Action Form (PAF) per People and Workforce Culture (PWC) processes.

(1) The Budget Office will review budget-related changes and verify whether available funding exists to support the proposed change before processing the form.

(2) If an identified budget source is not adequate to support the change, then the Budget Office will contact the BCM for resolution.

(3) If the proposed salary listed on the PAF is outside of the PWC Compensation Department-approved salary range and appropriate documentation has not been provided, the PAF will be returned to PWC for additional review.

2.      Part-time Positions

a.      BCMs are responsible for managing hourly budgets for part-time employees for the entire fiscal year.

b.     BCMs are required to verify that adequate funding exists before hiring part-time positions.

3.      Benefits

a.      Within appropriated line items, BCMs may not use benefit budgets for other budgetary purposes.

b.     Full-time Salaried Employee Benefits Guidance.

(1) For full-time positions funded with appropriated funds, medical and dental insurance, and salary-driven benefit budgets are pooled into a central index managed by the Budget Office.

(2) Full-time salaried positions funded with appropriated funds requiring a change in medical and dental insurance benefits (e.g., dependent changes or changes in marital status) will be covered through the central index account.

(3) For all other non-appropriated funds budgets (e.g., numeric indices), BCMs are required to identify an adequate budget to support the selected medical and dental insurance and salary-driven benefits for the full-time salaried positions, including identifying additional funds to support any changes in associated benefits as necessary.

c.       Part-time Employee Benefits Guidance

(1) For appropriated funds, the budgets for hourly wage-related benefits are pooled into a central index maintained by the Budget Office.

(2) When increasing the hourly wage budget, BCMs are responsible for identifying the budget and transferring the appropriate percentage of associated hourly wage-related benefits to the central benefits pool index

(3) For all other funds, BCMs are required to budget adequate funds to support hourly wage-related benefits and identify additional funds, as necessary, to support associated changes

D.    Travel, Current Expense, and Capital Equipment

1.       BCMs are responsible for ensuring their department’s budgets for travel, current expenses, and capital equipment are adequate for planned expenses and within the available funding in the index.

2.      To process the requisition, BCMs must prepare and submit a budget transfer form to increase the budget as needed.

E.      Non-sufficient Funds Flag

1.       When the “Non-Sufficient Fund” flag is activated in the Banner system, travel and current expense requisitions will not be processed if the accounts have insufficient funds.

2.      To process the requisition, BCMs must prepare and submit a budget transfer form to increase the budget as needed.

F.      Grant Funds

1.       If the funds associated with an expenditure or transfer are held in a grant index, the requester must contact their assigned Grant Accountant (GA) and Sponsored Project Officer (SPO) before initiating the transaction.

2.      The GA and SPO will determine allowability based on the sponsor’s specific guidance and terms and conditions.

3.      This is required to ensure compliance with federal, state, and institutional regulations governing sponsored awards.