The Citadel Budget Guidance Memo
The following budget guidance shall be in effect for Fiscal Year 2026 (FY26) until the updated memo is published for FY27.
Please distribute to all Budget Authority Heads and Resource Advisors (see list at end of document) in your organization and have them disseminate to all departments under their control. For purposes of this document, “department” can refer to an academic department (such as Chemistry) or an administrative department (such as Title IX).
- The annual budget request process serves as an opportunity to request budget changes for the Education and General (E&G) Fund. This includes requests for additional funds and for reprogramming of funds (e.g., movement from travel to operating). See item #11 for tentative milestones for formulation of next year’s (FY27) budget.
- Departments should communicate budget requests to their Budget Authority Resource Advisor (see item # 12).
- Resource Advisors will use the Banner Budget Development Tool to officially request budgets.
- Budgets will be reviewed by Vice Presidents.
- The Budget Office and the Vice President for Finance and Business will vet and approve any requested budget adjustments as well as present changes to the Fiscal Review Board.
- No budgets are final until approved by the Board of Visitors.
- Budgets are subject to change based on senior management decisions.
- Set Up and Monitoring of Budgets
- Budget Transfers from Travel (7300) to Other Account Pools
- Formal budget transfers midyear are generally not permitted; such requests should be set during the budget development process.
- Budget Authorities can use up to 20% of unspent travel funds for other operating expenses.
- Transfers from Labor Accounts to Operating Accounts (or vice versa)
- These transfers are generally not permitted; operating budgets have been set based on prior execution or recently approved additional budget for the new fiscal year.
- Budget Authorities should not count on using unspent labor funds for other operating expenses.
- The Budget Office will hold Budget Authority Reviews three times a year, in August, November and April.
- Budget Authorities (through their Resource Advisors) are responsible for monitoring E&G and Non-E&G activity using either Banner or the Budget Execution Module and are responsible for overcommitments.
- Resource Advisors should report any concerns to the Budget Office and their supervisors.
- Budget Authorities are responsible for ensuring that temporary labor expenses stay within budget. This includes all temporary pays, salaried temps, hourly temps, student temps, graduate assistants, phone stipends and car stipends.
- Resource Advisors should visit https://www.citadel.edu/budget/temporary-positions/ regularly to monitor temporary labor expenses. This report is maintained by the Budget Office and updated regularly. The report tracks each department’s temporary labor spending and highlights in red any overspending. If overspending occurs, it is the Resource Advisor’s responsibility to get in touch with the Budget Office to resolve the identified overspending.
- Resource Advisors should work closely with timekeepers to ensure employees are not clocking too many hours.
- Some transactions lend themselves to require extra monitoring by departments:
- Direct electronic uploads (“Fuploads”) of charges to indexes for services performed by Facilities & Engineering (e.g., non-scheduled/non-routine office painting) and equipment ordered by Information Technology Services at a unit’s request (e.g., a laptop computer). Units are responsible for ensuring that there is sufficient budget/cash in place prior to planning with Facilities & Engineering and Information Technology Services (ITS). Acceptance of a work order or equipment request is not sufficient for budget/cash checking.
- Purchase Card (P-Card) transactions: prior to making a purchase using your assigned P-Card, you must ensure that your intended source of funding has a sufficient budget/cash to support the purchase. Any questions related to the P-Card should be directed to Procurement Services (procurement@citadel.edu).
- Budget Authorities are responsible for over commitments.
- Unfunded Requirements (UFRs) are contractual obligations or unplanned emergency expenses within a unit that have no source of funding.
- UFRs are the exception and not the norm. UFRs will be reviewed by the Fiscal Review Board on an as-needed basis and placed upon the Fiscal Review Board agenda through request to the Provost.
- When evaluating your budget please keep in mind that budgets are set with the intent that they will be fully executed.
- Fiscal stewardship is always encouraged. Under-execution of a budget will not automatically result in a budget cut for the next fiscal year.
- The next fiscal year budget will be determined based on this year’s projected execution.
- Budgets for the following will be loaded as per the dates below:
- Scholarship Book/Investment Activity Indexes: July 31, 2025
- TCF Grants & Academic Endowment Indexes: July 31, 2025
- Cash Carry Forwards: July 31, 2025
- TCF Allocations: September 30, 2025 A note about TCF Grant Index budgets: Most TCF Grant Index budgets are set by the TCF Board and are expected to be used each year (i.e., not meant to be rolled over or overspent).
- Planned Transfers and Other Grad Fees: October 15, 2025
- TCF Grants Rollover Adjustments: November 1, 2025 (pending Rollover Memo from Provost’s Office)
- The Budget Office will provide guidance on any special execution polices as approved by leadership during the fiscal year.
- Tentative timeline for FY27 (1 July 2026 – 30 June 2027) E&G Budget Formulation:
- Banner Budget Development Training/Refresher: 3/1/2026
- Banner Budget Development system opens: 3/9/2026
- Final Budget Preparation: April 2026
- Final Budget BOV Approval: June 2026
- There are nineteen (19) Budget Authorities; the organization of each is outlined below.
| Budget Authority (BA) | VP-Level Head | BA Head | Resource Advisor |
| Associate Provost for Academic Affairs | Sally Selden | Kevin Bower | Jane Clegg |
| Associate Provost for Enrollment Management | Sally Selden | Andrea Gross | Jane Clegg |
| Commandant of Cadets | Thomas Gordon | Thomas Gordon | Paul O’Leary |
| Dean of Business | Sally Selden | Michael Weeks | Iordnais Karagiannidis |
| Dean of Education | Sally Selden | Leonard Annetta | Linda Johnson |
| Dean of Engineering | Sally Selden | Andrew Williams | TBD |
| Dean of Humanities and Social Sciences | Sally Selden | Brian Madison Jones | Jessica Galvin |
| Dean of Science and Mathematics | Sally Selden | Darin Zimmerman | AdeleHunt |
| Director of Athletics | Michael Capaccio | Michael Capaccio | TBD |
| Director of Library | Sally Selden | Aaron Wimer | Terri Johnson |
| Krause Center for Leadership and Ethics | Sally Selden | Thomas Clark | Tara Josberger |
| President | William Lind | William Lind | Jane Clegg |
| Provost and Dean of the College | Sally Selden | Sally Selden | Jane Clegg |
| SVP for Operations and Administration | Cardon Crawford | Cardon Crawford | Lori Hedstrom |
| VP for Communications and Marketing | Jonathan Hoffman | Jonathan Hoffman | Jane Clegg |
| VP for Facilities and Engineering | Jeffrey Lamberson | Jeffrey Lamberson | Carla McIntyre |
| VP for Finance and Business | Preethi Saint | Preethi Saint | Susan Schady |
| VP for Institutional Advancement | Cardon Crawford | Tom McAlister | Allison Bringardner |
| Central Administration | FRB | FRB | FRB |