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.
