This process applies to cost centers only and does not include projects. Carry forwards can be identified by using the ‘Funds Available’ report in MARS and reviewing the ‘Carry Forward’ column or by using ‘Budgets Overview’ in UT Share and clicking the ‘Budget’ link for the B4000 line. All carry forward journals begin with CFW.

Fund Groups

The following fund groups will receive 100% of the available budget balance (positive/negative) at year-end shown in UT Share in budget overview:

• Agency
• Auxiliary
• Designated (all designated CC’s including
  the following)
  • Academic Online Tuition (AO)
  • Differential Tuition
  • Indirect Cost Recovery (IDC)
  • Grants & Contracts (cost centers)
  • Fees
    • Mandatory Fees
    • Program Fees
      • Study Abroad
      • China Program
      • Workshops
    • Course Fees
    • Student Fees
    • Distance Education Fees
• Restricted
• Gifts & Endowments
• Service

Education & General (E&G) Funds

There should be no negative balances on any E&G cost center at year-end.

• Unexpended E&G funds are subject to the State recouping those funds from UTA.
• After Final ending balances are posted to each cost center, each units E&G remaining balance is netted as a whole.
  • If the sum ending balance at the unit level is a net positive, there is no impact to the unit.
  • If the sum ending balance at the unit level is a net negative, that amount is posted to the unit’s Dean or VP E&G cost center.
  • An overall E&G summary at the unit level will be provided to the unit budget managers after the final carry forward.
• All E&G cost centers are required to spend all funds within each budget year including Special
  Item cost centers.

Education & General (E&G) Research Funds

• CORE/NRUF/NUF cost centers will receive 0% of the positive balance.
• NRUF/NUF cost centers with deficit balances will roll to the affected cost center. Note: CORE will roll to the affected cost center beginning with the FY25-26 carry forward.
• NRUF/NUF cost centers will be excluded from the overall unit review. Note: CORE will be excluded beginning with the FY25-26 carry forward.
• CORE/NRUF/NUF cost centers with Travel or PO encumbrances will roll one-time only. Note: These encumbrances will no longer roll forward beginning with the FY25-26 carry forward.

Ending Balances Postings

The carry-forward automated posting process will occur three times. Two ‘estimated’ postings will be completed prior to the ‘actual final’ posting.

• August 30 - Estimated ending balances posted to each cost center.
• September 27 – Revised estimated ending balances posted to each cost center.
• October 18 – Final ending balances posted to each cost center.

Budget Accounts

Year-end balances will carry-forward from each budget account (B1000, B1100, B1200, B1210, B2000, B2100, B3000, B4000, B4100, B6000, B9000) to B4000 in the new fiscal year. Positive account balances will be netted with negative account balances. An overall negative (deficit) balance will appear as a deficit.

• Balances will carry-forward to the same cost center.

Budget Transfers

Units may process budget transfers to move carry-forward funds according to the budget transfer rules after the final ending balances are posted. It is not advised or recommended to process budget transfers using carry-forward funds until after the final posting is complete.

Encumbrances

The salary encumbrance release process will be completed prior to year-end and the carry-forward final ending balances posting.

• After the salary encumbrance release, the revised estimated carry-forward postings will be based on the available budget balance and will not include any encumbrance balances remaining at that time. Manual adjustments to carry-forward balances for encumbrances will not be processed.

E&G cost centers with PO and Travel encumbrances movement of funds from current fiscal year to the new fiscal year will occur as manual entries in UT Share.

• The entries will be processed by the Office of Budgets, Planning, and Analysis once the data is received from Purchasing Services and Travel.*

Unit Carry-Forward Balance Review

The new carry-forward process no longer requires certain funds to be returned to Central Administration. The process allows units to retain available budget balances at year-end.

The intent of the new carry-forward process with retaining balances, year-to-year, is not so Units build large amounts of unspent funds, but rather to assist Units with available funds for special needs, one-time purchases, and strategic initiatives.

To limit Units from building large unspent funds, the new budget model design includes a Unit carry-forward balance review after the final entries are posted after year-end.

The following is an example of how the ‘By Unit Balance Review’ will be handled during this process.

All Units will have the balance review performed by the Office of Budgets, Planning, and Analysis.*

• Unit Title: Title of each University Unit.
• Unit Carry-Forward $: Carry-forward funds posted to all cost centers within the Unit.
• New FY Total Budget $: Total of Unit’s new FY budget (only includes cost centers).
• 35% Carry-Forward Balance Threshold $: Calculation of 35% of New FY Total Budget $.
• Carry-Forward Balance vs Threshold $: Threshold minus carry-forward total $.
• Carry-Forward Balance Returnable Funds $: Amount that exceeds the 35% carry-forward threshold.

Carry-Forward Balance Returnable Funds $ will be returned by each Unit to University Reserves.

• Units will determine the cost center(s) for the return of funds and submit a budget transfer.
  • Balance Review notifications will be sent out to each unit in December.*
  • Balance review will be incorporated into annual budget presentation of each Unit.
  • The due date for the return of funds (budget transfers) is to be determined and will be subject to budget transfer rules.

Exception Requests Procedures

Carry-Forward exception requests are to be submitted to the Executive Budget Committee by the Vice-President or Dean of the Unit. Exception approvals will be considered at this level only.

• Any request for exceptions to returning balances that exceed 35% should be made as part of the business units annual budget presentation.

*Manual processes

Questions

• Questions regarding the use of carry-forward funds and management of resources should be submitted to your Dean/College Business Officer or VP/Division Business Administrator.

• Questions about the carry-forward process itself should be submitted to your Dean/College Business
  Officer or VP/Division Business Administrator who will seek help from your Budget Resource as needed.