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Requests Approved via ‘Create Budget Amendment for Organization’ 

• Budget Amendments between Categories (Salary, Operating Expense and Transfers-Out) that do not change the total overall budget authority.

  Note: Amendments must be balanced (i.e. debits & credits net to zero). Amendment will route to UPB for approval. If the budget request is not balanced, send the request to AuxOversight@unf.edu for processing.

  Amendments should include a comment and attachment explaining why the budget is no longer needed in the category its being moved from; include the salary calculations if salary budget is being adjusted.

  • Example 1: Auxiliary 1 has a salary budget of $100,000 and an operating expense budget of $50,000, for a total budget authority of $150,000. If Auxiliary 1 had salary savings, a budget amendment can be entered to move budget from Salary to Operating Expense; a detailed comment and attachment explaining the salary savings is required.
  • Example 2: Auxiliary 2 has operating expense budget of $900,000. The auxiliary has a current capital project that needs additional funding in the amount of $150,000 to be completed. A budget amendment may be entered moving operating budget to transfers-out; the amendment must include a detailed comment and attachment explaining why the funds are no longer needed in the operating budget. (Please note the process for establishing a capital project still needs to be completed and approved.)

Requests Approved via Email to AuxOversight@unf.edu

• Request for Additional Expense Budget for Purchase Order Obligations rolled from the Prior Fiscal Year
  Note: Purchase Order obligations do not roll with budget. Additionally, emailed requests will still be reviewed to confirm sufficient fund balance is available.

  • If a PO obligation rolls forward from two or more years prior, please ensure with Procurement Services and University Planning and Budget that the PO is still needed.
  • Example: PO-1000000123 was approved and posted on an auxiliary for $100,000 in FY25. At the end of FY25 $30,000 remained obligated on the PO and was rolled without budget into FY26. A request to increase the operating expense budget by $30,000 could be submitted via email to AuxOversight@unf.edu for approval.
• Additional Revenue Received Beyond Budgeted Amount
  If an auxiliary’s total revenue Actuals exceed the total revenue budgeted, that unit may request additional budget authority for salaries, operating expense or transfers-out) up to the amount of the additional revenue received.

  • Example: Auxiliary 3’s total revenue actuals are $5500 when they only budgeted $4500. The unit can request a budget amendment that credits/increases the revenue budget by up to $1000 and debits/increases the salary, operating, or transfer out budget by that same amount.

Requests Approved via Auxiliary Budget Oversight (ABO) Packet

• Auxiliary Budget Oversight (ABO) Packet with applicable documentation is required for the following requests:
  • Additional budget authority from fund balance
  • Updating reserves
  • New or updated revenue, fees or courses
  • Changes to auxiliary’s allowable expenses
  • Request for new auxiliary

  
  Request documentation must include: 
  

  • Any relevant backup, such as quotes from a vendor/contractor
  • If applicable:
    • an updated (Only for requests involving additions/changes to the cover sheet or for new auxiliary requests. Current cover sheet for all auxiliaries can be found on the UPB Auxiliary Budget Oversight website)
  • A  (Only for requests that involve changing or establishing a student fee. Requires VP approval.)