University funds come from a variety of sources, and are accounted for separately. Among the major sources are: state funds, student fees, trust and self-supporting funds (Continuing Education, Parking Services, Student Housing, Student Health Center etc.), gifts, grants and contracts, commercial operations, and state and non-state capital outlay funds. Funds from gifts, commercial operations, and most grants and contracts are deposited with the University Foundation at Sacramento State, University Enterprises, Inc., University Enterprises Development Group, Associated Student, Inc., Capital Public Radio, and the University Union and managed there on behalf of the University. They each have their own financial and business operations, and policies and procedures that control the expenditure of funds for which they are responsible.
Within each department that utilizes University resources; specific University employees are identified to have departmental financial authority and responsibilities. The University maintains records of individuals who have authority granted to purchase goods and services through use of the ProCard, on-line ordering or requisition processes, and to approve travel requests, budget transfers and expenditure transfers. The auxiliaries maintain similar information about who is authorized to commit funds housed with those operations.
In accordance with established law, state administrative and education code, Chancellor’s Executive Orders, and Trustee and campus policy this policy governs the responsibilities of individuals who have been delegated financial authority and responsibilities in the use of University funds.
Responsibilities
Division Vice Presidents – It is the responsibility of the Vice Presidents to ensure funds for their division and units are used appropriately and legally, and not over-committed regardless of source. In the event of shortfalls, as determined by the official financial records of the University, the shortfall may be deducted from other division resources. In the event no appropriate division funds are available and the University is required to meet the commitment, the University will take steps to cover the shortfall.
Department Chairs, Deans, Directors and Program Administrators – In accordance with established law, state administrative and education code, Chancellor’s Executive Orders, and Trustee and campus policy, individuals who have been delegated fiscal authority are responsible for the legal and appropriate use of those funds to meet University program needs, and for not over-committing available resources. If a fund manager anticipates a potential shortfall they need to work within their division to resolve the problem.
University Chief Financial Officer – The University Chief Financial Officer (CFO) and his/her designees are responsible for the administration of Executive Order 1000 and related policies. Addressing violation of Executive Order 1000 and related policies are at the discretion of the CFO in consultation with the division Vice President, other senior administrators, and as appropriate, the President.
Scope
This policy and subsequent guidelines apply to all individuals who have been delegated financial authority and responsibilities in the use of the University funds.
Procedures
Guidelines for University Funds
Approved by Alexander Gonzalez on 10/02/2008
