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Office of the Chancellor
PO Box 1510
Pembroke, NC 28372

Phone: 910.521.6201
Fax: 910.521.6176
Email: chancellor@uncp.edu

Location: Lumbee Hall, Room 406
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STATE Funded Budget Restriction Clarifications for Year Ending June 30, 2009

Campus Community:

On April 9, 2009, the North Carolina Office of State Budget and Management [OSBM] issued a letter titled Additional Fiscal Year 2008-09 Budget Management Restrictions (PDF). The purpose of the letter was to outline restrictions being placed on expending STATE FUNDS (funds beginning with a “1”) through the fiscal year ending June 30, 2009. Chancellor Meadors shared this letter with the campus community last week via an email attachment, but another copy is also attached to this email.

On April 16, 2009, OSBM provided responses to clarify questions/issues raised by each UNC campus regarding OSBM’s April 9, 2009, letter (Word). The attached Word document (OSBM Responses-2.doc) summarizes the issues raised within the UNC System and OSBM’s responses. This information provides guidance regarding how State funds can or cannot be used for the remaining weeks of this fiscal year. While the document doesn’t answer every question, it does provide a clear message and highlights many things you can and cannot do pertaining to spending restrictions.

OSBM has also issued templates that must be completed to report and to request exemptions from the restricted use of State funds. The templates are available to financial managers (those approved to have access to the “budget” folder) in the Harmony\Users\Budget\09\FY 09 Budget Reductions file folder. Financial managers may access this folder by going to the H: drive and clicking on the following folders: “budget,” “09,” “FY 09 Budget Reductions,” and “Templates for reporting and requesting exemptions.”

How to Request Exceptions:

1. A Financial Manager completing the appropriate template, approving the template, and forwarding it to his/her Vice Chancellor or Chancellor if that is who he/she reports to.
2. The Vice Chancellor/Chancellor must review the requests, and if the requests are approved, will submit them to Roger Killian, Director of Budget Planning. If the request is not approved the Vice Chancellor shall notify the Financial Manager.
3. Roger will submit the request(s) to OSBM on a daily basis and shall notify all requestors of the action taken by OSBM once a response is received.

OSBM has promised to respond to all exemption requests as quickly as possible, but expect a day or two turnaround. Requests for exceptions should be grouped when possible and all similar requests for the remaining fiscal year should be submitted once, sparing numerous requests for similar items; i.e., classroom instructional materials, equipment, etc.

Please note that OSBM approved exceptions must be paid from our existing allotment. OSBM will not make additional funds available when approving an exception.

We understand the frustration that these new restrictions present, but the Chancellor and the Business Affairs division pledge to work with you to make the remaining weeks of this fiscal year as manageable as possible.

If you have questions, please work with your vice chancellor for more information or, when needed, call Roger Killian or Neil Hawk, Vice Chancellor for Business Affairs, for assistance.

Thank you,

Dr. Glen G. Burnette, Jr.
Vice Chancellor for University and Community Relations
The University of North Carolina at Pembroke

Updated: Thursday, September 30, 2010

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