Budget and Planning Documents and Procedures - The University of Texas Health Science Center at San Antonio

Budget and Planning Documents and Procedures

Requests for Transfers of Funds (TOFs)
For Research related projects (e.g., K and T accounts, 40000 funds):
Please submit requests to the Office of Sponsored Programs.

For Non-research related projects:
Please submit requests to the Budget and Planning Office for final institutional approval.

TOFs must be approved by the department head and appropriate Executive Committee member's office. The Budget and Planning Office will only process TOFs received directly from an appropriate representative of the EC Office.
Please complete the form in the link below and route via email to the appropriate EC representative.

Transfer of Funds Request Form

Requests for New Projects
For Research related projects:
Please submit requests to the Office of Sponsored Programs.

For Non-research related projects:
Complete the appropriate form from the link below and route via email to the BUD Admin mailbox.

The creation of new projects must be approved by the department head and appropriate Executive Committee member's office unless such approval is designated as N/A on the respective form. The Budget and Planning Office will only process new project requests received directly from the highest level of required authorization.

State Funds Projects (i.e., E accounts)
Service Projects (i.e., G accounts)
Auxiliary Projects (i.e., P accounts)
Practice Plan Projects (i.e., R accounts)
Continuing Education Projects
Patent Projects
General Purpose Projects (S accounts)
All Other Non-research Projects

Annual Operating Budget
Instructions, definitions and deadlines for the submission of the Annual Operating Budget are defined by The University of Texas System Board of Regents and distributed by The University of Texas System Budget Office. The UT System Budget Policies and Procedures can be found at http://www.utsystem.edu/bud/.

Additional guidelines have been established by the UTHSCSA Budget and Planning Office as approved by the Executive Committee and in order to comply with State laws and UT System Board of Regents Rules and Regulations.

FY 2008 (6.73 mb)
FY 2007 (892 kb)
FY 2006 (3.3 mb)
FY 2005 (6.6 mb)
FY 2004 (6.9 mb)
FY 2003 (7 mb)
FY 2002 (7.3 mb)
FY 2001 (1.3 mb)

Legislative Appropriations Request (LAR)
Instructions, definitions and deadlines for the submission of the LAR are defined by the Legislative Budget Board (LBB) and can be found at http://www.lbb.state.tx.us/.

UTHSCSA Monthly Financial Reports
Reports summarizing the financial condition of the UTHSCSA's Current Funds are submitted to The University of Texas System on a monthly basis. Instructions, definitions and deadlines for the submission of the Monthly Financial Reports are defined by The University of Texas System Controller's Office.

UT System Monthly Financial Reports

Practice Plan Quarterly Financial Reports
Reports depicting the financial results of the practice plans on a three month basis are submitted quarterly to UT System.

UT System Quarterly Financial Reports

Appointment Letters
Appointment Letters are produced annually for all Administrative & Professional, Faculty and Tenured personnel. These letters are based on the individual's appointment as entered by the department as of September 1 and will be distributed to Executive Committee offices on or before October 31 of each year.

Please send inquiries to the BUD Admin mailbox.

Tobacco Funds
Beginning in Fiscal Year 2000, the Texas State Legislature established Permanent Health Fund (PHF) endowments from Tobacco Settlement Receipts (1999 76th Legislative Session, House Bills 1676 and 1945). The UTHSCSA is the recipient of three types of PHF endowments, which are managed by The University of Texas System Board of Regents and The University of Texas Investment Management Company (UTIMCO):

Permanent Health Funds for Higher Education - Health Related Institutions
Permanent Endowments - Higher Education (Children's Cancer Research)
Permanent Endowments - Higher Education (RAHC)

Although these endowments are appropriated, State guidelines mandate these funds be distributed into Designated Funds. Yet, for all practical purposes they must be treated as State funds as the State Comptroller processes all income and expenditure transactions. Any expenditure charged against tobacco funds must be made in accordance with State guidelines and for the purpose of the endowment distribution. Unless specifically authorized, funds must be fully expended or encumbered by August 31 of the year in which the funds were allocated. Any remaining balance will revert back to the institution. Departments will bear the cost of benefits for any salary appointments made with these funds.

The UTHSCSA is required to provide quarterly and annual financial reports to State agencies showing how the funds are used and demonstrating continued need for the funds. In order to maintain accountability, allocations may not be transferred outside of the fund in which they were distributed:

Fund 23055, Permanent Health Funds (PHF) for Higher Education
Fund 23056, PHF - Institutional Research Grants
Fund 23065, Children's Cancer Research Institute (CCRI) Research Activities
Fund 23066, CCRI - Research Departmental State M&O Budget
Fund 23070, Regional Academic Health Center (RAHC) - Tobacco

Please contact the Budget and Planning Office using the BUD Admin mailbox if it becomes necessary for departments to further allocate tobacco distributions in funds 23055, 23066, or 23070. The Budget and Planning Office will determine the need to establish new project ids and process the appropriate transfer of funds.

Please contact the Office of Sponsored Programs concerning funds 23056 and 23065.


Annual Operating Budget Appointment Letters Bulletins Handbook of Operating Procedures Legislative Appropriations Request Monthly Financial Reports Practice Plan Quarterly Financial Reports Requests for New Accounts/Projects Tobacco Funds Transfers of Funds Budget and Planning Office Executive Vice President for Business Affairs University homepage Produced by: Information Management and Services Contact: WebTeam Updated 08 Feb 2007	Budget and Planning Documents and Procedures Requests for Transfers of Funds (TOFs) For Research related projects (e.g., K and T accounts, 40000 funds): Please submit requests to the Office of Sponsored Programs. For Non-research related projects: Please submit requests to the Budget and Planning Office for final institutional approval. TOFs must be approved by the department head and appropriate Executive Committee member's office. The Budget and Planning Office will only process TOFs received directly from an appropriate representative of the EC Office. Please complete the form in the link below and route via email to the appropriate EC representative. Transfer of Funds Request Form Requests for New Projects For Research related projects: Please submit requests to the Office of Sponsored Programs. For Non-research related projects: Complete the appropriate form from the link below and route via email to the BUD Admin mailbox. The creation of new projects must be approved by the department head and appropriate Executive Committee member's office unless such approval is designated as N/A on the respective form. The Budget and Planning Office will only process new project requests received directly from the highest level of required authorization. State Funds Projects (i.e., E accounts) Service Projects (i.e., G accounts) Auxiliary Projects (i.e., P accounts) Practice Plan Projects (i.e., R accounts) Continuing Education Projects Patent Projects General Purpose Projects (S accounts) All Other Non-research Projects Annual Operating Budget Instructions, definitions and deadlines for the submission of the Annual Operating Budget are defined by The University of Texas System Board of Regents and distributed by The University of Texas System Budget Office. The UT System Budget Policies and Procedures can be found at http://www.utsystem.edu/bud/. Additional guidelines have been established by the UTHSCSA Budget and Planning Office as approved by the Executive Committee and in order to comply with State laws and UT System Board of Regents Rules and Regulations. FY 2008 (6.73 mb) FY 2007 (892 kb) FY 2006 (3.3 mb) FY 2005 (6.6 mb) FY 2004 (6.9 mb) FY 2003 (7 mb) FY 2002 (7.3 mb) FY 2001 (1.3 mb) Legislative Appropriations Request (LAR) Instructions, definitions and deadlines for the submission of the LAR are defined by the Legislative Budget Board (LBB) and can be found at http://www.lbb.state.tx.us/. FY 2008-2009 FY 2006-2007 FY 2004-2005 FY 2002-2003 UTHSCSA Monthly Financial Reports Reports summarizing the financial condition of the UTHSCSA's Current Funds are submitted to The University of Texas System on a monthly basis. Instructions, definitions and deadlines for the submission of the Monthly Financial Reports are defined by The University of Texas System Controller's Office. UT System Monthly Financial Reports Practice Plan Quarterly Financial Reports Reports depicting the financial results of the practice plans on a three month basis are submitted quarterly to UT System. UT System Quarterly Financial Reports Appointment Letters Appointment Letters are produced annually for all Administrative & Professional, Faculty and Tenured personnel. These letters are based on the individual's appointment as entered by the department as of September 1 and will be distributed to Executive Committee offices on or before October 31 of each year. Please send inquiries to the BUD Admin mailbox. Tobacco Funds Beginning in Fiscal Year 2000, the Texas State Legislature established Permanent Health Fund (PHF) endowments from Tobacco Settlement Receipts (1999 76th Legislative Session, House Bills 1676 and 1945). The UTHSCSA is the recipient of three types of PHF endowments, which are managed by The University of Texas System Board of Regents and The University of Texas Investment Management Company (UTIMCO): Permanent Health Funds for Higher Education - Health Related Institutions Permanent Endowments - Higher Education (Children's Cancer Research) Permanent Endowments - Higher Education (RAHC) Although these endowments are appropriated, State guidelines mandate these funds be distributed into Designated Funds. Yet, for all practical purposes they must be treated as State funds as the State Comptroller processes all income and expenditure transactions. Any expenditure charged against tobacco funds must be made in accordance with State guidelines and for the purpose of the endowment distribution. Unless specifically authorized, funds must be fully expended or encumbered by August 31 of the year in which the funds were allocated. Any remaining balance will revert back to the institution. Departments will bear the cost of benefits for any salary appointments made with these funds. The UTHSCSA is required to provide quarterly and annual financial reports to State agencies showing how the funds are used and demonstrating continued need for the funds. In order to maintain accountability, allocations may not be transferred outside of the fund in which they were distributed: Fund 23055, Permanent Health Funds (PHF) for Higher Education Fund 23056, PHF - Institutional Research Grants Fund 23065, Children's Cancer Research Institute (CCRI) Research Activities Fund 23066, CCRI - Research Departmental State M&O Budget Fund 23070, Regional Academic Health Center (RAHC) - Tobacco Please contact the Budget and Planning Office using the BUD Admin mailbox if it becomes necessary for departments to further allocate tobacco distributions in funds 23055, 23066, or 23070. The Budget and Planning Office will determine the need to establish new project ids and process the appropriate transfer of funds. Please contact the Office of Sponsored Programs concerning funds 23056 and 23065.