2.01 Budget Responsibility

Last Revised:31 January 2020

Refer Questions to: Administration and Finance, Interim CFO

Scope

This policy applies to all offices and divisions of Gallaudet University.

Policy

Gallaudet University receives a significant amount of funding from the Federal Government through the U.S. Department of Education. The President is responsible for presenting Federal budget requests consistent with the mission and goals of the University and for ultimately determining the amount of funds to be allocated to divisions and units.

Responsibility for budget management and control is vested in administrative officers who may delegate signature authority to management personnel who are considered budget unit heads. It is the responsibility of both administrative officers and budget unit heads to manage their resources responsibly and effectively and to operate within the resources provided. Once the budget is determined, it establishes a level of spending authority which may not be exceeded without the approval of the administrative officer. Administrative officers and senior administrators may move funds within and between units under their control through the budget revision process.

The Education of the Deaf Act Amendments of 1992 place certain restrictions on the use of appropriated funds by Gallaudet University. Specifically, the University is prohibited from using appropriated funds to pay for:

• Alcoholic beverages
• Goods or services for personal use
• Housing and personal living expenses (but only to the extent such expenses are not required by written employment agreement)
• Lobbying
• Membership in country clubs and social or dining clubs or organizations

Payment for goods or services contained in this list may not be made from accounts supported by the University’s Federal appropriation. This restriction extends to funding for travel and entertainment. If a budget unit head has any doubts concerning the definitions of these items, the Office of the Executive Director, Finance (Controller), should be contacted.

In addition, the Education of the Deaf Act Amendments restrict, but do not prohibit, the use of appropriated funds for several other purposes. These include interest payments on loans, costs of building and equipment rentals, and payment of royalties and other costs for uses of patents. In general, the University is permitted to use appropriated Federal funds for these purposes as long as the costs are reasonable. In the case of interest payments on debt associated with the construction or renovation of buildings, appropriated funds should not be used to pay for any debt associated with construction that occurred more than 10 years ago.

It is the responsibility of the Vice President for Administration and Finance and staff to monitor and control the expenditure of funds and the revision of budgets during the course of the fiscal year and to ensure that the University’s financial resources are managed effectively and prudently.

Approved by: Gallaudet University Board of Trustees