Budget Services

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Beginning July 1, 2015

Source (Revenue) & Use (Expenditure) Budgets are separate components and changes to each are independent transactions as well. An increase in a Source Budget does not automatically increase a Use Budget. An adjustment to the Use Budget will be necessary.

In order to provide good fiscal data, it is critical that transactions are recorded in the appropriate account code. Account codes have been changed significantly and will incur additional changes with the new state ERP implementation so please refer to Accounting Office web site for the latest list of account codes at http://www.marshall.edu/finance/account-codes/ to identify the correct account code.

Adjustment to Source Budget: (Account codes 5XXXXX)

• Submit Budget Adjustment Request Form for Source Budget DECREASES only.
• If a reduction of the Source Budget results in the FGIBSUM field Net: Revenue minus (Labor + Expense + Transfer) in the Adjusted Budget column to be less than zero, then an adjustment to the Use Budget will be required to bring this field’s value to zero.
• Increases to a Source Budget must be submitted on an MU Funding Request Form.

Adjustment to Use Budget: (Account codes greater than 60000)

Increase Use Budget:

Is the current Source Budget adequate to support the requested increase? Refer to FGIBSUM. Is the amount in FGIBSUM field “Net: Revenue minus (Labor + Expense + Transfer)” in the Adjusted Budget column greater than or equal to the proposed Use Budget Increase?

• Yes – Submit Use Budget Adjustment Request Form with supporting documentation.
• No – MU Funding Request Form will be required to increase the Source Budget to a level that will satisfy Budget Guideline #3.

Decrease Use Budget:

Submit Budget Adjustment Request Form with supporting documentation.

Please submit budget change requests through your existing approval channels. The Budget Adjustment Request Form should be emailed through that channel as an attachment. For approval purposes, the email must include the names listed on the Budget Adjustment Request Form in fields “Submitted by” AND “Approved by” in either the “From” or “CC” fields of the email message. Ultimately ALL adjustment requests must be submitted to BudgetOffice@marshall.edu for consideration.

You can download the Budget Adjustment Request Form on the Finance Forms page.

Recent changes to the Marshall Budget model requires a process for departments to request additional funding for unforeseen or special circumstances as well as to access unencumbered Balance Forwards. Budget transfers, routine movement of Approved Sources and associated Use budgets, will be processed as normal budget transfers by submitting a Budget Adjustment Request Form.

Requests for additional Source funds and increases to Use budgets are to be submitted with a MU Funding Request Form. Each request will be initially reviewed by the Budget Office and may be processed immediately based on the nature and amount of the request. Typically, vacancy savings and requests for $2,000 or less will be reviewed, approved and processed by the Budget Office. Most requests that exceed $2,000 will be forwarded for approval by the Senior Leadership Team. Adequate supporting documentation justifying the request and outlining specifically what is being requested must accompany the Additional Funding Request. All requests that lack proper documentation/justification will be rejected.

This process is in place to allow for funding of unforeseen circumstances, opportunities that arise outside of the budget development period, additional funding for normal operating expenditures and requests for temporary labor needs created by regular position (1) turnover or vacancies. This process is intended to supplement the one-time priority list that is developed during the regular budget development cycle.

Requests for additional funding must be made through your Dean and Vice President. The MU Funding Request Form then must be submitted by the appropriate Vice President via email to budgetoffice@marshall.edu for consideration.

Vacancy Savings Funding Requests

• Utilize the form on the “Vacancy Savings” tab of the MU Funding Request file. (Exhibit A)
• Requests for funding to cover up to 90 days for a recently vacated regular position(1) will be verified and approved by the Budget Office.
• Requests for funding to cover over 90 days, or repeated request for a recently vacated regular position(1) will be evaluated by the Senior Leadership Team and designated as approved, denied or hold pending additional information.

Additional Funding Requests

• Utilize the form on the “Additional Funding” tab of the MU Funding Request file. (Exhibit B)
• Requests of $2,000 or less against unencumbered balance forward funds will be verified and approved by the Budget Office.
• Requests in excess of $2,000 against unencumbered balance forward funds will be evaluated by Senior Leadership Team and designated as approved, denied or hold pending additional information.
• All requests seeking additional central funding(2) will be evaluated by the Senior Leadership Team and designated as approved, denied or hold pending additional information.

(1) Approved Faculty, Non-classified or Classified positions with a position # of 00XXXX and benefits eligible.
(2) Contingency funds designated by central administration located in centrally managed organizations.

Source (Revenue) & Use (Expenditure) Budgets are separate components and changes to each are independent transactions as well. A transfer of an existing Source Budget does not automatically create a transfer of a Use Budget. Therefore, transfers of existing Source budgets will typically include a corresponding transfer of Use budget. The results of each transfer to/from fund/org combinations must meet Budget Guideline #3 for both the providing and receiving fund/org combination.

In order to provide good fiscal data, it is critical that transactions are recorded in the appropriate account code. Account codes have been changed significantly and will incur additional changes with the new state ERP implementation so please refer to the Accounting Office website for the latest list to help identify the correct account codes.

Please submit budget change requests through your existing approval channels. The Budget Adjustment Form should be emailed through that channel as an attachment. For approval purposes, the email must include the names listed on the Budget Adjustment Request Form in fields “Submitted by” AND “Approved by” in either the “From” or “CC” fields of the email message. Ultimately ALL adjustment requests must be submitted to BudgetOffice@marshall.edu for consideration.

You can download the Budget Adjustment Request Form on the Finance “Forms” page.

Budgeting for the University by Fiscal Year with a historic view. Our Fiscal Year runs from July 1 through June 30, traditionally following an academic calendar year. The year assigned is determined by the end date of the academic year. July 1, 2015 – June 30, 2016, would be part of the FY16 Fiscal Year. In keeping with Marshall’s sustainability initiatives, we encourage you to only print the page(s) that you really need, and not the entire report.

• FY25
• FY24
• FY23
• FY22
• FY21
• FY20
• FY19
• FY18
• FY17
• FY16
• FY15
• FY14
• FY13
• FY12
• FY11
• FY10
• FY09
• FY08
• FY07
• FY06
• FY05