Budget Management

Budget Services supports university units in the efficient and effective use of financial resources to achieve both their individual missions and the broader mission of the University. Successful budget management depends on open communication, thorough review, and accountability across all levels of the institution.

At the start of each fiscal year, the President and Vice Presidents appoint a Budget Manager for every university budget. In most cases, the Department Head serves as the Budget Manager and plays a central role in overseeing budget operations. However, depending on the size and structure of the unit or the source of funding, the Budget Manager may also be a Director, Coordinator, Program Manager, or Principal Investigator.

Resources for Budget Management

Procedures Governing the Creation and Maintenance of University Departmental Budgets

Requesting a New Departmental Budget
Any Vice President may request the creation of a new departmental budget by emailin fsadmin@valdosta.edu  As part of this process, a Departmental Budget Manager must be designated for each new budget.

Role of the Departmental Budget Manager
The Departmental Budget Manager plays a central role in the unit’s internal budgeting and financial oversight. Only the signature of the designated Budget Manager is authorized to approve the transfer of funds or to initiate expenditures from the departmental accounts. This individual is also responsible for conducting regular budget reviews and ensuring that relevant department personnel remain informed of the unit’s financial status.

While the Budget Manager may delegate routine or clerical budgeting and planning tasks to staff members under their supervision, final accountability for all budget and planning decisions rests with the named Budget Manager.

Temporary Signature Authority
If a Departmental Budget Manager is unavailable to sign documents (e.g., due to vacation or leave), advance notice must be provided to Financial Services via email at fsadmin@valdosta.edu When a temporary designee is authorized to sign on behalf of the Budget Manager, the following format should be used:

                        Jane Departmental Budget Manager by Joe Temporary Signature Authority

Recommended Practices for Regular Budget Review
At the beginning of each fiscal year, the Budget Manager should:

  • Develop an annual plan outlining the department’s planned activities.
  • Estimate the resources, staffing, and timelines required to achieve the department’s goals.
  • Manage FY26 Department Budget Tracking Worksheet
  • Review monthly reports, report discrepancies and make amendments
  • Communicate with department members regarding budget priorities and progress
  • Communicate with Dean and/or Vice President to keep them current regarding the changes in needs and the impact for the school’s or division’s goals
  • Meet year-end deadlines for purchases, etc.