College of Agriculture and Life Sciences
CALS Instructions for Funding Temporary Commitments
Last Update 6/25/2007

 

These instructions apply throughout the year for all commitments of College funds. Because of cash flow issues, we do not fund commitments until the unit is ready to "spend" the funds (through a requisition, check request, PAF/PCF, etc.). It is the unit’s responsibility to request funding from the College at the appropriate time, usually via the submission of a Budget Change form and other required paperwork.

While the College provides funding for temporary commitments, the EXPENDITURE of funds should be made on the appropriate DEPARTMENTAL account that is associated with the activity that will benefit from the expenditure.  Enough cash or budget authority is then transferred to cover the expense.

CALS Administrative Services will specify the TYPE of money (state, hatch, multistate research, mcintire-stennis, smith-lever, indirect cost, farm sales, miscellaneous, etc) that will be provided to fund the commitment.  The unit needs to decide which departmental account of that type is the most appropriate for the particular expense.

The deadline to claim a temporary commitment is June 15th of the fiscal year in which it was approved (unless otherwise noted or agreed upon).

PERSONAL SERVICES (GTA/GRA)

1. When requesting GRA/GTA funds, use the form(s) found at http://ag.arizona.edu/aas/home/forms.htm .  Upon receipt of a completed form, CALS Administrative Services will do the RBC(s) for you.

PERSONAL SERVICES (Non-GTA/GRA)

1. Contact CALS Admin Services first to confirm the source of funding.  For personnel, it’s usually budgeted funds.

2. Once the type of account is decided, determine which of YOUR accounts is appropriate for payment of the individual. Prepare the required documents for hiring and/or funding.

3. For commitments made against budgeted funds, be sure to submit a separate Request for Budget Change form for each individual, where the "Credit" portion of the transfer contains the following information:

Dept

Line

Account Number

Acct Name

Obj Code

Obj Code Name

9978

1

125800 for Non Extension State $

BCA Ag

1000

Pers Serv

 

 

136900 for Hatch $

 

 

 

 

 

137900 for Multistate Research $

 

 

 

 

 

139200 for McIntire Stennis $

 

 

 

9979

1

123000 for Extension State $

CoopExt BCA

1000

Pers Serv

    138900 for Smith Lever $      

The "Debit" portion of the transfer should identify the department, budget line, account, and object code on which the individual will be funded. In the Comment section of the Budget Change, indicate the name of the individual for whom funding is provided, and the time period covered by the funding.

4. For commitments made on non-budgeted funds, prepare the Budget Change form showing a cash "transfer in" to your account and cash “transfer out” from the college account.  Be sure to include ERE costs. Use a separate Budget Change form for each individual, and note the individual’s name, salary dollar amount, and ere dollar amount in the comment section.

5. Submit your paperwork, along with a copy of the written approval of the commitment, to CALS Administrative Services for College signature and processing.

Questions about personal services commitments can be directed to CALS Admin Services – Operations team.

OPERATIONS, TRAVEL AND CAPITAL

1. Contact CALS Admin Services first to confirm the source of funding.

2. Once the type of account has been decided, determine which of YOUR accounts is appropriate for the expense, and prepare the required expenditure document or on-line requisition.

3. Prepare a Budget Change form.  Fill in the “from” information based on the college account.  Fill in the "to" information, showing the account number (which belongs to your unit) and object code on which the expense will be recorded and to which funding should be transferred.

Record the expenditure document number (from the on-line requisition, Check Request, travel document, etc.) in the comment section of the Budget Change, along with a brief description of the commitment, and any other relevant comments.

4. Submit a copy of the written approval of the commitment, along with the Budget Change form, to CALS Administrative Services.

In the case of faculty start-up, if you will be processing multiple documents over an extended period of time we can do a lump-sum transfer for the total amount you expect to spend during that particular time period.

Questions about operations, travel, and capital commitments can be directed to CALS Admin Services – Operations team.

CARRYOVER OF TEMPORARY COMMITMENTS

Temporary commitments DO NOT carry over from one fiscal year to another.  Any special circumstances regarding this issue should be addressed in writing and directed to CALS Admin Services no later than June 1 of the current fiscal year.

The CALS Executive Council has provided for some flexibility in the case of startup funds for new faculty; see http://ag.arizona.edu/aas/home/hiringnewfaculty.htm for more information.  ____________________________________________________________________________________________

Go to the CALS Home Page: http://ag.arizona.edu or

Go to the CALS Administrative Services Home Page: http://ag.arizona.edu/aas/home/