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General funds are intended for general operating purposes of the
University. Revenue funds include Tuition, Gifts, Endowments and
Sponsored Research Indirect Cost Recoveries. Examples of expense
functions are Instruction and Research, Operation and Maintenance
of Plant, Student Services, Administration and Student Financial
Aid.
The number and types of General Funds Expenditure accounts vary
by department. Each account requires a Dean's approval and a specific
process to follow before establishment. The General Funds accounts
are active for one fiscal year and need to be renewed by the KSAS
Business Office the next year in the form of a new allocation or
a carry-forward. The following are the primary types of General
Funds Expenditure accounts in use in KSAS.
DEPARTMENTAL
EXPENDITURE ACCOUNT TYPES
BLOCK BUDGET:
Operating:
The budget allocation is for the cost of academic and administrative
operations for a fiscal year in a department. Some of the usual
expenses on these accounts are for administrative salaries, fringe
benefits, Teaching Assistant's salaries and their twenty percent
tuition charge as well as other operating costs like supplies and
travel.
Fellowship:
The budget allocation is for the support of non-teaching graduate
students. The stipend /salary and the related 20% tuition for the
fellow/research assistant are to be expensed on the Fellowship portion
of the Block Budget.
GRADUATE AID BUDGET:
Department graduate student's eighty percent tuitions are allocated
on this zero based budget.
FACULTY SALARY BUDGET:
Department tenure and tenure-track salaries and fringe benefits
are allocated on this zero based budget. Also on this budget are
any approved visitors or other faculty.
FACULTY RESEARCH BUDGETS:
The Dean and Department Chair establish these accounts for individual
faculty need. They can be a fixed annual allocation or a one-time
amount.
START-UP/COST-SHARE AND MATCHING BUDGETS:
The Dean and Department Chair establish these accounts for individual
faculty research need.
MINOR CAPITAL BUDGETS:
Minor Capital budgets approved by the Associate Dean of Finance
and Administration are set up by the KSAS Business Office for department
use. The projects must be under $150,000 and are normally for repair
and maintenance of the department's space. If the project is for
construction, acquisition or renovation of a major component to
a capital asset, a Capital Projects Budget is set up by the Controller's
Office. Approval of this type of budget also starts in the Dean's
Office but must be approved as well by University Administration
and a Trustee Committee on Building and Grounds. Facilities Management
uses this budget for charges on the project.
CARRY-FORWARD:
Certain accounts have end-of-year positive balances automatically
carried-forward to the next fiscal year. A budget appropriation
is established after the prior fiscal year books are closed. The
Block Budget, Faculty Research Budgets, Start-up/Cost Share and
Matching Budgets, Part-time and Summer Return Budgets and Minor
Capital Budgets are in this category. If necessary, a negative balance
can be carried-forward after documentation of need to the Dean.
All other budget types will require Dean's approval before a carry-forward
allocation is set up.
DEFAULT ACCOUNT:
The University Controller's Office requires the KSAS Business
Office to set up a General Funds Default account for each of the
departments. The account is used to complete transactions in a timely
manner when the Controller's Office does not have access to a viable
account number. The department has the responsibility to reconcile
the default account and transfer the charges to a correct budget
number.
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