Budget Office Room 216 Kresge Center

Transcription

1 Budget Office Room 216 Kresge Center Staff Belinda Hogue, Director of Budget and Planning Debriena Gardner, Budget Analyst

2 The Budget Office receives Completed Budget Adjustment Request(s) from the Office of Sponsored Programs The Staff of Sponsored Programs will prepare a Budget Adjustment Request (BAR) and attach your proposed budget along with the supporting documentation you supplied. This method is used for setting up new accounts and increasing existing accounts in the colleague system The Budget office staff reviews the received BAR(s).

3 In the Budget Office: The BAR is logged in Supporting documentation is reviewed to determine Appropriate fund? Correct function? Department of the PI (Principal Investigator) or lead PI if there are multiple PI s on the proposal? Match to Award Notification Correct GL number if increase to existing grant. A colleague (GL) number is assigned (new grants)

4 What Is the Colleague (GL) Number? Ten digits representing a specific account GL numbers are maintained on a chart of accounts in the Budget Office As new numbers are assigned they are added to the chart of accounts : Copies of the budget along with supporting documentation with the assigned GL number are sent to the Office of Grants and Contract Accounting In addition budgets with new account numbers are sent to the Office of Sponsored Programs

5 Components of GL Number Fund Function Department Object

6 Fund A two digit number is assigned for each funding source: The first digit identifies a fund group - 3 (grants and contracts) - 8 (match funds) The second digit is the source

7 Grant funding sources 30-Miscellaneous Sources not listed below and non letter of credit grants from the sources listed below 31-Health and Human Services 32-Department of Education 33-National Aeronautics & Space Administration Marshall Center 34-National Science Foundation 35-USDA Cooperative Extension Service 36-USDA Cooperative Research Service 37-U S Agency for International Development 38-U S Department of Labor 39-Pass-through federal funds 80-State Funded Match for 1890 Ag Research Grants 81-Non-state funded match for 1890 Ag Research Grants

8 Functions 1-instruction 2-research 3-public service 4-academic support 5-student service 6-management & general 7-operation & maintenance of plants 8-scholarship

9 Department Each department consists of eight digits: The first digit represents the function: The next two digits specify the area The fourth and fifth digits identify the department. All project account numbers are assigned to departments based on the lead PI s department The next three digits represent the project (the numbers are sequential) Each time a new account is assigned the next number in line is given to that project.

10 Areas 12-Provost 20-College of Agricultural, Environmental and (21)Natural Sciences 21-Liberal Arts Division (CLAE) 22-College of Business, and Informational Sciences (21)Computer Science 23-Education Division (CLAE) 24-College of Engineering, (21)Physical Sciences 24 School of Architecture 25- Nursing & Allied Health Division (CVMNAH) 26-Veterinary Medicine Division (CVMNAH)

11 Let s Read an Account Number miscellaneous sources 2 research 24 College of Engineering and Physical Sciences (CEAPS) 30 Electrical Engineering 003 project number

12 Now It s Your Turn

13 How Did You Do? 32- Department of Education 1 Instruction 26 College of Veterinary Medicine, Nursing and Allied Health 10 Dean s Office 106 The 106 project funded.

14 Object Code Five digit number used to identify specific expense or revenue sources Expense Objects for grants begin with 7 s Revenue Objects: for grants begin with 6 s Assigned to budget items when sponsored programs sets up the budget based on the descriptions provided in your proposed budget.

15 The Director for Budget and Planning Signs the BAR and Forwards It to the Appropriate Area for Signature. The appropriate area officer signs the BAR and sends it back to the budget office One of the general officers (Provost or a Vice President) signs then - The VP for Business and Fiscal Affairs signs and the BAR is sent to the President s office for approval President s approval is required before making any expenditures

16 The BAR IS SENT TO THE PRESIDENT The President signs and dates the BAR The approved BAR is returned to the budget office where it is separated: The pink copy is sent to the office of Grants and Contract Accounting Sets up file for monitoring grant Enters the budget in Colleague The yellow copy is sent to the Office of Sponsored Programs Notifies PI of approval and account number Notification to Area The white copy is filed in the Budget Office by month of approval

17 You are ready to spend Are there any