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Business and Financial Policies and Procedures

1.3.4 Funding Language for Board of Trustees Roll Call Items and Contracts

Roll Call Items

Roll call items seeking Board of Trustees approval of capital project budgets, purchases, contracts, change orders, or leases must contain the appropriate funding language both in the heading of the roll call item labeled “Funding:” and in the body of the roll call item demonstrating compliance with the General Rules and Illinois State Statutes. The following identifies the appropriate funding language to ensure such compliance. The chief business officers at the campuses are available to assist with identifying the appropriate funding language for Board Items.

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State Funds Operating Appropriation

State Funds Operating Appropriation – the appropriate funding language for the heading of the roll call item is “ State Appropriated Funds”. The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from the Fiscal Year nnnn State appropriated operating budget.
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from state funds appropriated by the General Assembly, and the appropriation bill has been signed by the Governor, and the budget has been approved by the Board of Trustees, the following funding language is appropriate:

    Funds are available from the Fiscal Year nnnn State appropriated funds operating budget of the [unit name].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from state funds not appropriated by the General Assembly, the appropriation bill has not been signed by the Governor, and the budget has not been approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds are included in the appropriation bill of the General Assembly to meet the ordinary and contingent expenses of the University for Fiscal Year nnnn and will be included in the [unit name] operating budget authorization request for Fiscal Year nnnn to be submitted to the Board of Trustees. The contract is subject to the appropriation of these funds and Board of Trustees approval of the operating budget.
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from state funds appropriated by the General Assembly, the appropriation bill has been signed by the Governor, and the budget has been approved by the Board of Trustees and partially from state funds not appropriated by the General Assembly, the appropriation bill has not been signed by the Governor, and the budget has not been approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for the current fiscal year are available from the State appropriated funds operating budget of the [unit name]. Funds for the next fiscal year are included in the appropriation bill of the General Assembly to meet the ordinary and contingent expenses of the University for Fiscal Year nnnn and will be included in the [unit name] operating budget authorization request for Fiscal Year nnnn to be submitted to the Board of Trustees. The extended contract is subject to the appropriation of these funds and Board of Trustees approval of the operating budget.

Institutional Funds

Institutional Funds (i.e., Facilities and Administration (F&A), formerly Indirect Cost Recovery (ICR), Administrative Allowance, and Patent, Royalty, and Copyright Income) - the appropriate funding language for the heading of the roll call item is "Institutional Funds Operating Budget". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from the Fiscal Year nnnn institutional funds operating budget.
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from an institutional funds operating budget approved by the Board of Trustees, the following funding language is appropriate:

    Funds are available from the Fiscal Year nnnn institutional funds operating budget of the [unit name].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from an institutional funds operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for the contract will be included in the [unit name] institutional funds operating budget authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn. The contract is subject to the Board of Trustees approval of the operating budget.
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from an institutional funds operating budget approved by the Board of Trustees and partially from an institutional funds operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for the current fiscal year are available from the institutional funds operating budget of the [unit name]. Funds for the next fiscal year will be included in the [unit name] Fiscal Year nnnn institutional funds operating budget authorization request to be submitted to the Board of Trustees. The contract is subject to the Board of Trustees approval of the budget.

Federal, State, or City Grant or Contract Funds

Federal, State, or City Grant or Contract Funds - the appropriate funding language for the heading of the roll call item is "name of the grant or contract award and name of the grantor or contractor". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from [name of sponsor] grant for [purpose or name of grant].
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a federal grant or contract awarded to the University and is included in an operating budget approved by the Board of Trustees, the following funding language is appropriate:

    Funds are available from [name of sponsor] grant for [purpose or name of grant].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a federal grant or contract awarded to the University and is included in an operating budget not yet approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for the contract will be included in the [unit name] restricted funds operating budget authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn. The contract is subject to the Board of Trustees approval of the operating budget.
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from a federal grant or contract awarded to the University and is included in an operating budget approved by the Board of Trustees and partially from a federal grant or contract awarded to the University and is included in an operating budget not yet approved by the Board of Trustees:

    Funds for the current fiscal year are available from the restricted funds operating budget of the [unit name]. Funds for the next fiscal year will be included in the [unit name] Fiscal Year nnnn restricted funds operating budget authorization request to be submitted to the Board of Trustees. The contract is subject to the Board of Trustees approval of the budget.

Revenue Bonds Funds

Revenue Bonds Funds - the appropriate funding language for the heading of the roll call item is "name of the revenue bond fund". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from [name of the revenue bond fund].
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from proceeds of revenue bonds approved by the Board of Trustees and sold, the following funding language is appropriate:

    Funds for the project will be made available from the proceeds of the [name of the revenue bond fund].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from proceeds of a future revenue bond's issue, the following funding language is appropriate: (Note: Projected expenditures incurred within one year preceding the issuance of revenue bonds are allowable against revenue bond funds.)

    Funds for this contract are available initially from [unit name] [source of funds] with anticipated reimbursement from the proceeds of a subsequent revenue bond sale.

Gift/Endowment Funds

Gift/Endowment Funds - the appropriate funding language for the heading of the roll call item is "gift funds". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from gift funds.

    If the donor requests to be anonymous, the following funding language is appropriate:

    Funds for the project are available from the restricted funds operating budget of the [unit name].
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from gift or endowment funds in the University Treasury, the following funding language is appropriate:

    Private gift funds are available from the Fiscal Year nnnn restricted funds operating budget of the [unit name].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from gift or endowment funds in the University Treasury and partially from gift or endowment funds not in the University Treasury, the following funding language and contract terms are appropriate:

    Funds for the contract will be included in the [unit name] restricted funds operating budget authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn. The contract is subject to the Board of Trustees approval of the budget.

State Capital Development Board Funds

State Capital Development Board Funds - the appropriate funding language for the heading of the roll call item is " State Capital Appropriation". The following identifies the appropriate funding language for the body of the roll call item:

  1. Note: The University's authority to award purchases, contracts, change orders, or leases when the payment will be from a capital appropriation is limited to when the funds have been appropriated by the General Assembly, the appropriation bill has been signed by the Governor, and the Governor has released the capital appropriation funds.
  2. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds (for this project; for the employment of the professional firms) have been appropriated to the Capital Development Board for FYnnnn."
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a capital appropriation appropriated by the General Assembly, and the appropriation bill has been signed by the Governor, and the Governor has released the capital appropriation funds, and the project budget has been approved as required by the Board of Trustees, the following funding language is appropriate:

    Funds [for this project; for the employment of the professional firms] have been appropriated to the [Capital Development Board or University].
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from an institutional funds operating budget approved by the Board of Trustees, and partially from a capital appropriation appropriated by the General Assembly, and the appropriation bill has been signed by the Governor, and the Governor has released the capital appropriation funds, and the project budget has been approved as required by the Board of Trustees, the following funding language is appropriate:

    A portion of the funding [for this project; for the employment of the professional firms] is available from the Fiscal Year nnnn institutional funds operating budget of the [unit name] and the remainder of the funding is available from funds appropriated to the Capital Development Board.

Auxiliary Facility System Repair and Replacement Reserve Funds

Auxiliary Facility System Repair and Replacement Reserve Funds - the appropriate funding language for the heading of the roll call item is "Auxiliary Facility System Repair and Replacement Reserve Budget". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from the auxiliary facility system repair and replacement reserve budget.
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from auxiliary facility system repair and replacement reserve funds and the project budget has been approved as required by the Board of Trustees, the following funding language is appropriate:

    Funds are available from the auxiliary facility system repair and replacement reserve budget for Fiscal Year nnnn.

Activity, Storeroom, and Service Funds

Activity, Storeroom, and Service Funds - the appropriate funding language for the heading of the roll call item is "Restricted Funds Operating Budget". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds for the project are available from operating budget of the [name of fund and unit].
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from an operating budget approved by the Board of Trustees, the following funding language is appropriate:

    Funds are available from the Fiscal Year nnnn operating budget of the [name of fund and unit].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from an operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for this contract will be included in the operating budget authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn [name of fund and unit]. The contract is subject to the Board of Trustees approval of the budget.
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from an operating budget approved by the Board of Trustees and partially from an operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    For the current fiscal year, funds are available from the Fiscal Year nnnn operating budget of the [name of fund and unit]. For the future fiscal year, funds will be included in the operating budget authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn [name of fund and unit]. The contract is subject to the Board of Trustees approval of the budget.

Health Services Facilities System Fund

Health Services Facilities System Fund - the appropriate funding language for the heading of the roll call item is "Health Services Facilities System Operating Budget".The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds are available from the health services facilities system operating budget.
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a health services facilities system operating budget approved by the Board of Trustees, the following funding language is appropriate:

    Funds are available from the Fiscal Year nnnn health services facilities system operating budget.
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a health services facilities system operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for the contract will be included in the health services facilities system operating budget authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn. The contract is subject to the Board of Trustees approval of the budget.
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will partially be from a health services facilities system operating budget approved by the Board of Trustees and partially from a health services facilities system operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    For the current fiscal year, funds are available in the health services facilities system operating budget. For the future fiscal year, funds will be included in the health services facilities system operating budget authorization request to be submitted to the Board of Trustees. The contract is subject to the Board of Trustees approval of the budget.

Medical Service Plan Funds

Medical Service Plan Funds - the appropriate funding language for the heading of the roll call item is "Restricted Funds Operating Budget". The following identifies the appropriate funding language for the body of the roll call item:

  1. For Board of Trustees approval of capital project budgets, the following funding language is appropriate:

    Funds are available from the restricted funds operating budget of the College of Medicine at [give location].
  2. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a medical service plan operating budget approved by the Board of Trustees, the following funding language is appropriate:

    Funds are available from the Fiscal Year nnnn restricted funds operating budget of the College of Medicine at [give location].
  3. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a medical service plan operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    Funds for the contract will be included in the restricted funds operating budget of the College of Medicine at [give location] authorization request to be submitted to the Board of Trustees for Fiscal Year nnnn. The contract is subject to the Board of Trustees approval of the budget.
  4. For Board of Trustees approval of a purchase, contract, change order, or lease when the payment will be from a medical service plan operating budget approved by the Board of Trustees and partially from a medical service plan operating budget not approved by the Board of Trustees, the following funding language and contract terms are appropriate:

    For the current fiscal year, funds are available in the restricted funds operating budget of the College of Medicine at [give location]. For the future fiscal year, funds will be included in the restricted funds operating budget of the College of Medicine at [give location] budget authorization request to be submitted to the Board of Trustees. The contract is subject to the Board of Trustees approval of the budget.

Last Updated: March 17, 2008 | Approved: Senior Associate Vice President for Business and Finance | Effective: March 2004

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