department of athletics policies & procedures - UNC Wilmington ...

Throughout the year, the Associate Athletic Director for Business will schedule
meetings with UNCW Program Administrators and/or Head Coaches to discuss
their budget and procedures for maintaining operating budgets, purchasing, team
and/or staff travel, and recruiting.
Budget Responsibility and Control
Budgetary control measures are an integral part of the system for approving the
expenditure of Departmental funds. Prior to committing the Department to a
financial obligation, a staff member must have the request approved. (See B: 3
Request for Supplies-Equipment Form) If prior approval is not obtained, the
individual staff member may be held personally responsible for the resulting
charges.
The Associate Athletic Director for Business reviews all purchase requisitions.
Once the purchase request is approved, it is processed through the Athletic
Business Office, according to established purchasing procedures (see UNCW
Policy 05.152 Procurement of Equipment, Supplies, and Services in this
Manual).
Expenditure Reports
Expenditure reports reflecting a comparison of budget to actual expenditures are
prepared by the Athletic Business Office. All activity is summarized on a year-todate
basis. The Athletic Business Manager reviews the reports to ensure
appropriate usage of allocated funds and performs a budget variance analysis by
comparing actual expenditures and encumbrances to approved budget figures.
Copies of the reports are distributed to departmental administrators and head
coaches who are responsible for budgetary control. (See B: 4
Budget Revisions
Requests to revise the approved budget must be submitted to the Athletic
Business Office. Specific line items may be adjusted (i.e., funds may be
transferred from one object code to another) if it is determined that University
guidelines are met. A request must be sent in an e-mail message to record the
request.
The total Departmental expenditure budget can only be revised with the approval
of the Vice Chancellor for Finance and Administrative Services.
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