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  • GQA Policy

    GQA BUDGET & EXPENDITURE GUIDELINES

    (last updated 2012-13)

    BUDGETING GUIDELINES:  

    1.   GQA positions can only be budgeted for the purpose of the original allocation and need to retain their designation as either a faculty or staff line. Faculty positions cannot be reclassified to academic staff or classified positions and vice versa.

    2.   GQA positions are allocated and budgeted on the basis of either a 1.0 or .50 FTE. The positions cannot be budgeted at lesser FTEs without approval of the Budget Office. 

    3.   The cost of fringe benefits for GQA positions is funded from the GQA salary pool.

    4.   The cost of search and screen expenses for GQA positions is funded from the GQA program reserve as part of the initial position allocation process. Departments are responsible for search and screen expenses for GQA positions that are subsequently vacated and refilled.

    5.   The cost of start-up expenses for GQA positions is funded from the GQA program reserve following review and approval by the division head and Vice Chancellor for Administration. Start-up funds need to be expended within two years for supplies and equipment and three years for salaries.                

    6.   The cost of promotion, career progression, pay plan, and replacement hiring due to FMLA leave for GQA faculty and staff positions is funded and budgeted from the GQA salary pool.

    7.   Salary savings accrued from the difference between the budget and replacement cost for a GQA position are returned to the GQA salary pool. The replacement cost for a vacant position requires the approval of the Provost/Assistant Chancellor and Vice Chancellor for Administration. A replacement salary that exceeds the position budget and is approved will be funded by the GQA salary pool.    

    8.   GQA faculty and staff positions can be reallocated within the position type to another unit, department, college, or division with the approval of the Provost/Assistant Chancellor and Vice Chancellor for Administration. The S&E initially allocated for a GQA position will also be transferred as part of the reallocation process.  

    9.   GQA positions cannot be swapped within a department or division for positions funded by 102 Salary Provisions or 131 Excess Tuition to offset the cost of fringe benefits for positions budgeted in Fund 102 or 131.

    10. Unexpended GQA salary and S&E budget allocations are returned to the GQA program reserve at the end of each fiscal year.          

    EXPENDITURE GUIDELINES:

    1.    GQA positions should be filled within one year of the position allocation or when a position becomes vacant. Positions that are left unfilled for more than one year will be returned to the GQA pool for reallocation by the university.   

    2.    Salary savings from an unfilled GQA position should be used to fill the vacancy with an IAS, part-time, or interim appointment. One-time uses of salary savings for S&E and capital equipment expenditures are a secondary priority for GQA salary savings. One-time expenditures from salary savings need to be completed in the current fiscal year and are not eligible for carryover to a subsequent fiscal year.     

    3.    S&E allocations should be budgeted at the department level with a maximum of 10% of the division’s total S&E allocation retained in a division reserve.

    4.    S&E allocations should not be budgeted for student travel expenses, candidate recruitment, and capital purchases.    

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