Budget Request Guidelines
Budget requests are submitted to transfer budget from one COA to another, with the exception of fund. Budget transfers must be within the same fund.
Requests must be reviewed by department staff for accuracy and allowability, including funding availability, prior to submission for Budget & Financial Planning (B&FP) approval. B&FP review and approval involves review of allowability of the funds transfer per campus policies and guidelines.
B&FP approval does not confirm availability of funds or central campus budget commitments.
If a budget deficit exists or a budget request results in a budget deficit in any of the following, department staff are required to clear such deficits before submitting the budget request:
- Recurring budget in any personnel expense account (salary or benefit) and/or
- Balance (Budget minus Actuals) - at the Org/Fund level.
Exceptions:
- Budget Request submitted will clear an existing personnel account deficit.
- The budget transfer is to/from COAs within the same Division.
If deficits are not cleared and the budget request involves transferring funds outside the source Division, the budget request will be rejected.
Continued recurrences of deficits in the above-referenced areas that are not cleared by the monthly GL close dates may also have an impact on review/approval of eDoc requests per B&FP email dated dated November 6, 2024.
Maintaining budget alignment helps departments prevent disruptions, supports strategic resource planning, and promotes long-term fiscal sustainability and sound financial management.
Budget Request Month Close Schedule
Beginning in FY26, there will be a month close process for budget transfers. Budget requests can only be created and submitted for approval during the corresponding month’s submission dates.
|
Month |
Submission Dates |
B&FP Final Review |
Month Close |
Status |
|---|---|---|---|---|
|
January |
1/8/26 - 1/30/26 | 2/3/26 | 2/4/26 | Closed |
|
February |
2/5/26 - 2/27/26 | 3/3/26 | 3/4/26 | Closed |
|
March |
3/5/26 - 3/31/26 | 4/2/26 | 4/3/26 | Close in Progress |
|
April |
4/6/26 - 4/30/26 | 5/4/26 | 5/5/26 |
Unavailable |
|
May |
5/6/26 - 5/29/26 | 6/2/26 | 6/3/26 | Unavailable |
|
June |
6/4/26 - TBC | TBC | TBC | Unavailable |
*Any requested initiated or submitted outside of the month’s submission date will be rejected and deleted as part of the monthly close process.
All requests not in “Submitted” status as of the month’s last submission date will also be rejected and the budget request will be deleted.
A new budget request must be initiated. Do not use any prior budget request forms.
PROJECTS
Budget requests for GL Only Projects are submitted by department staff in UCMPlan.
Budget modification requests for all other projects (PPM Projects) must be submitted via a PPM Project Modification Request ticket in ServiceNow.
COMMUNICATIONS
4/14/25 - Budget Request Guidelines
6/28/2022 - Transition of Internally Funded Projects to General Ledger: Details, Impacts
5/27/2022 - Certain Projects Shifting to Management in General Ledger
