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University of Louisville
 OFFICIAL
UNIVERSITY
ADMINISTRATIVE
 POLICY
 
 
Lead Fiscal Officers, Unit Business Managers with Budget Responsibility
 
POLICY NAME
Budget Entries and Revisions
EFFECTIVE DATE
November 11, 2003
POLICY NUMBER
BFP 012
 
POLICY STATEMENT
 
The Office of Budget and Financial Planning, Controller’s Office and Office of the Executive Vice President for Research and Innovation have the responsibility of approving the initial budget load and any subsequent changes to the budget.  In order to assign and detail responsibility of these changes to the respective area that should make them, the Finance Responsibility Matrix was created. The Finance Responsibility Matrix outlines the functional areas responsible for overseeing the initial load of the budget into PeopleSoft Financials and any subsequent revisions or adjustments.  For the initial load of the budget, please refer to the Reviews, Approves Budget column for the functional area responsible for each program code grouping.  Similarly, refer to the Reviews, Approves, Enters column under the Subsequent Changes heading for the unit responsible for maintaining budgets throughout the year.
 
As indicated by the matrix, only the functional area specifically designated can make manual entries into the system.  In the event that correcting entries should be required, only the responsible office specified by the matrix should make these as well.
 
REASON FOR POLICY
 
To provide accountability and direction for budget loads, entries, and revisions by program group, fund code, and entry type.
 
RELATED INFORMATION
 
Finance Responsibility Matrix – University Reports Financials/Financials – Listings or Finance Responsibility Matrix (pdf)
 
PROCEDURES
 

Procedures and other reference information for the actual budget entries can be found here: https://louisville.edu/provost/budget/policies 

 
FORMS/ONLINE PROCESSES
 
Those units needing to make budget revisions for program codes which Budget and Financial Planning is responsible for can refer to the instructions and form online; https://louisville.edu/provost/budget/refinfo
 
HISTORY
 
Revision Date(s): July 24, 2016
Reviewed Date(s): July 24, 2016
 
 
ADMINISTRATIVE AUTHORITY (R*)
Vice President for Finance and Chief Financial Officer
 
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION (R*)
Budget and Financial Planning
Grawemeyer Hall, Room LL20
2301 S. Third Street
Louisville, KY 40208
502-852-6166

The University Policy and Procedure Library is updated regularly.  In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.

 

 
 
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