Guidelines for Submitting Budget Amendments

To ensure accurate and timely processing of budget amendments, please follow the guidelines below:

1. Amend Budgets Before Transactions Post

Submit budget amendments before actual transactions attempt to post in the accounting system. If a budget-checking error occurs, Budget Services will first attempt to resolve it using available funds within the department. If no funds are available, the next level of responsibility (e.g., a Dean or Director) will be consulted, and funds may be amended from their budget to resolve the error.

2. Plan for the Remainder of the Fiscal Year

Budget amendments should reflect anticipated needs for the remainder of the fiscal year, not just a single transaction. Be proactive—consider ongoing expenses such as telecommunications, supplies, and other recurring costs that may not be encumbered. Estimate future needs and amend accordingly.

3. Ensure All Approvals Are Included

All required signatures—up to the vice presidential or cabinet level—must be included on the amendment form before submission to Budget Services. This ensures proper communication and awareness of budget changes among all impacted areas.

4. Round Amounts

Always round amounts to the nearest whole dollar. Cents are not typically used in the budgeting system.

5. Keep a Copy for Your Records

Retain a printed or digital copy of your submitted amendment form. You can use this copy to verify that changes are reflected in your next Budget Progress Report.

6. Use Budget Amendments Only for Budget Changes

Budget amendments are intended solely to adjust budgeted amounts. If you need to research or correct an expenditure, submit a written request to: Ms. Antolina Pilgrim, Chief Accounting Officer
Email:anedwards@valdosta.edu

7. Personnel Budget Amendments

Amendments are generally allowed for the following personnel categories:

  • Student Assistants
  • Graduate Assistants
  • Temporary Employees
  • Extra Compensation
  • Casual Labor

Budgets for full-time employees or their fringe benefits typically cannot be amended at the department level.

If adding budgets for temporary employees, extra compensation, or casual labor, you must also:

  • Budget for related fringe benefits
  • Use the Personal Services Estimator to calculate fringes
  • Contact Human Resources at (229) 333-5709 for guidance on reporting requirements and Affordable Care Act (ACA) compliance

Note: When rehiring for full-time positions, remember to budget for annual leave expenses in advance.

8. Budgeting Additional Revenues

If your department earns or deposits additional revenue, it must be budgeted as an expenditure before it becomes available for use. Please attach the original receipt to the Budget Amendment Request Form when submitting the amendment.