CALS CARRYOVER POLICY
REVISION FOR 6/30/2003 ONLY
At the present time, CALS units are collectively holding about $870,000 in unexpended
and unencumbered budgeted funds. While we don't want to send the wrong message
to the legislature by leaving funds unspent at 6/30/03, we can understand that
units might want to carry over as much money as possible into the next fiscal
year. This policy is intended to address both these concerns.
We are suspending our 50/50 college carryover policy again this year, and will
allow units to carryover 100% of unexpended FY03 funds. However, there are some
strings attached. Many of our units have the capability to manage their own
carryover, by spending down the balances in their budgeted accounts, and maintaining
balances in local accounts that automatically carry forward to the new year.
To the greatest extent possible, that is what we want you to do.
If you do not have the flexibility to manage your carryover within your unit,
or cannot do it to the extent to which you have funds available, contact CALS
Administrative Services (Cyndi, Margo, or Sandy) before June 1, and they will
work out a plan with you to take back whatever budgeted monies you still have
available. We will use those monies at the college level to meet our commitments
this fiscal year, and then after July 1, 2003, we will provide you with FY2004
temporary dollars equal to what you returned to us. We will work out the strategy
together, but preparing the paperwork to return the money is the unit's responsibility,
and all funds must be returned prior to 6/15/03. The mechanism to return funds
is the Request for Budget Change form, available on the e-forms web site. Funds
returned to us from personnel lines in FY03 will be reloaded into personnel
lines in the new year, so that you won't lose out on ERE. The June 15 deadline
will allow us time to use the monies for other purposes before the close of
the fiscal year.
If you have monies encumbered in FRS by 5/15/03 for equipment that should be
delivered by 6/30/03, we will work with you to insure carryover of those funds
if there are unexpected problems with delivery by year-end.
The other string attached to this year's change in policy is that unexpended
budgeted funds in your accounts at the close of the fiscal year will revert
entirely to the College.
And...as before, units with year-end deficits in budgeted funds will have funds
withheld from their FY2004 allocations to cover the shortfall.
A few things to keep in mind:
#1: A logistical problem that sometimes occurs at year-end relates to the fact
that monies are being spent as Budget Changes are being prepared, and by the
time the paperwork is processed by us or FSO, the dollars referenced on the
Budget Change are no longer available in the referenced account(s). When this
occurs, we won't have time to follow up with you as we have done in the past,
to negotiate for another account number or dollar amount. We will instruct FSO
to process the Budget Change with whatever dollars are available, if any, and
if a budget balance materializes at some later date, it will be swept at year-end.
#2: We have already submitted our federal financial reports covering the period
through 9/30/02, so make sure that any expense transfers you initiate for research
and extension funds are for expenditures of the current federal fiscal year
(10/01/02-09/30/03).
#3: Remember, this exception to the CALS 50/50 carryover policy has been approved
for the fiscal year 2002-2003 only.
Please do not hesitate to call CALS Administrative Services if you have questions
or concerns. Remember that you must make arrangements to return funds by June
1, 2003; and all Budget Changes to return funds for 100% carryover into FY2004
must be received in CALS Administrative Services, Forbes 320, prior to June
15, 2003.
___________________________________________________________________________________________
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/