[Plantsci] *SPLS FINANCES AND BUDGETS

Thu Jan 4 17:02:51 MST 2024

Happy New Year to Everyone!

As your Manager of Finance & Administration, it is my responsibility to ensure that our unit funding is properly budgeted and utilized (conforming to UA policy) with the authorization of the SPLS Director.  It is repeatedly coming to my attention that expenses are being incurred and committed without an approved budget. This makes planning and managing our school's finances an impossible feat.  As funding becomes more and more limited, it will be even more crucial to have a clear picture of what our income and expenses are for the rest of this fiscal year and beyond. Starting this month, we are going into our normal All Funds Multi Year planning cycle, and given the financial situation at the University, there are additional financial constraints business officers are working within.

I have attached the specific communication with the current financial directives for clarification.

With all of this in mind I am implementing the following policy, which Dr. Galbraith has approved, effective immediately:

All expenses NOT fully funded by a PI account or award will need to be budgeted for and pre-approved following this process:

1-Email a budget to the SPLS Director and myself (I have attached a budget template to be used) with full information and details relative to the expense to be included.  If SPLS funding is being used to subsidize already budgeted expenditures, please include all relevant information in the email.
2-I will communicate with you for more information or notification of approval
3-If you will be going over budget, email the SPLS Director and myself for a modification of your budget PRIOR to going over budget. It is your responsibility, as the budget submitter, to monitor and track your approved budgets.

While the School Director is ultimately the decision maker on what our unit's funding can be used for, my role is to communicate, guide, and provide all the available balance/funding information, as well as advise on any policy concerns or issues.  I have seen the passion and enthusiasm you all have for your various areas of responsibility and will do everything possible to ensure funding is available to meet the needs that are presented.

Although we have not heard anything more regarding the requirements the university will impose on our unit or college, I do know in October, Janis Rutherford sent a notification to reduce spending within CALES effective immediately. Again this week, Jeff Ratje sent a similar message with specific ideas on how to accomplish this, which I forwarded to this list serv. We need to take this financial situation seriously, and collectively do all we can to reduce our spending.

Our school's funding is not limitless, and there are various competing priorities. My goal is to prevent the future interim Director from having to make difficult decisions on what has to be cut to keep us out of a deficit situation.

Sincerely,

[The University of Arizona block 'A' logo.]
Leslie Bonilla
Manager, Finance and Administration
School of Plant Sciences
THE UNIVERSITY OF ARIZONA

Forbes, 303
1140 E South Campus Dr | TUCSON, AZ 85721
Remote Thursday and Friday
Office: 520-621-8689 |
lesliebonilla at .arizona.edu<mailto:lesliebonilla at .arizona.edu>
cals.arizona.edu/spls<https://cals.arizona.edu/spls>

[Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination]<https://brand.arizona.edu/signature>

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