Policy & Procedure updates - June 14, 2023

The following draft documents, which have completed the committee stages of their formal review, are now available for community review and comment and are posted on the Policies & Procedures Drafts page. The documents will be posted on the drafts site for two weeks. Please discuss the documents with the appropriate people in your department and send any applicable feedback to controllers.office@yale.edu.

Related documents:

• Procedure 1103 PR.01 University Budgeting: Year-End General Appropriations (GA) Surplus or Deficit Requests and Approvals – New
• Procedure 1103 PR.02 University Budgeting: Out-of-Budget Requests and Approvals – New
• Form 1103 FR.01 University Budgeting: Year-End General Appropriations (GA) Surplus or Deficit Request – New
• Form 1103 FR.02 University Budgeting: Out-of-Budget Request – New

This set of documents is proposed by Financial Planning & Analysis (FP&A a/k/a the Budget Office) (the policy sponsor). They are intended to formalize several long-established processes. The details of each are described below.

A. Procedure 1103 PR.01 University Budgeting: Year-End General Appropriations (GA) Surplus or Deficit Requests and Approvals and Form 1103 FR.01 University Budgeting: Year-End General Appropriations (GA) Surplus or Deficit Request

This procedure, supported by the accompanying form, formally documents a long-established piece of the year-end close cycle. This procedure now documents the comprehensive practice as well as creates a standard data intake form for the planning units to communicate all required information to FP&A.

This procedure is designed to, among other things:

• Define what a GA Surplus and Deficit is;
• Identify what excess funds qualify for a surplus request; and
• Clarify review exercise and communication of decisions to requestors.

By implementing the procedure, the intent is to improve the end-user experience by:

• Clarifying the process for experienced and new users;
• Having a one-stop reference for preparing and submitting this request as part of the year-end closeout cycle; and
• Improving understanding of what funds qualify for a carryforward request.

B. Procedure 1103 PR.02 University Budgeting: Out-of-Budget Requests and Approvals and Form 1103 FR.02 University Budgeting: Out-of-Budget Request

This procedure, supported by the accompanying form, formally documents a long-established, but not well communicated practice of making Out-of-Budget requests throughout the fiscal year. This procedure now documents the comprehensive practice as well as creates a standard data intake form for the planning units to communicate all required information to FP&A.

This procedure is designed to, among other things:

• Define what an Out-of-Budget item is;
• Define what activity does not need to follow this procedure;
• Define when planning units can submit Out-of-Budget requests;
• Provide guidance on how planning units should consider and present a request;
• Standardize the collection of information from the planning units to avoid unnecessary back and forth between FP&A and the unit; and
• Clarify review exercise and communication of decisions to requestors.

By implementing the procedure, the intent is to improve the end-user experience by:

• Clarifying the process for experienced and new users;
• Having a one-stop reference for preparing and submitting this request; and
• Improving understanding of what funds qualify for a carryforward request.

To review the draft documents, please visit the Policies & Procedures Drafts page.

Always check the Policies & Procedures web pages for the latest revisions of all documents. This will ensure you that are utilizing the most up-to-date version.

If you have any questions, please contact Policy & Compliance Services at controllers.office@yale.edu.