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Budget

Commissions are responsible for following University and Educational Equity policies and procedures when accessing commission funds. Commission budget payments and credits will be handled by Educational Equity staff. In order to prevent nonpayment or suspension of the budget, the following procedures must be followed by commission members.

How to Access Commission Funds:

1. Consult your liaison
2. Consult the budget report
3. Arrange payments
4. Prepare for travel expenses
5. Timeframe

1. Consult your liaison
The commission contacts the Educational Equity liaison regarding any activities that affect the budget. Activities with budgetary implications are not conducted independently of the commission chair. The chair keeps the liaison informed of any potential spending or designates a commission representative as the contact person.

2. Consult the budget report
Budget reports will be provided to the commissions in a consistent format that will include:

a. Current balance
b. Cost center balances
c. Expenditure activity
d. Upcoming expenses

A budget report will be available to the commission leadership prior to executive committee meetings. Additional updates may be provided upon request.

3. Arrange payments
Commission members are not to use the commission budget number to initiate or authorize budget purchases. Purchasing cards are not provided to commission members. Although commission members are encouraged to discuss financial arrangements with vendors (i.e., to obtain the best possible price for services provided), Educational Equity will make the specific arrangements for payment with vendors and service providers, both within the University and externally. Commission members do not use their own PC cards for commission expenses. All receipts obtained in the transaction of commission business are to be provided to the liaison.

4. Prepare for travel expenses
Those who travel on commission-related business should consult with their chair and Educational Equity liaison to ensure they are following University travel policies. Educational Equity staff cannot function as ERS proxies for commission members. Commission members will work with their unit’s ERS proxy, and consult their liaison if questions arise. Noncompliance with University travel policies could result in expenses that will not be reimbursed by the Educational Equity financial officer.

For more information regarding University travel policies, please consult Penn State Travel Services.

5. Timeframe
Advance notification of expenditures of any kind is needed prior to contracting services or purchasing items. Consult your liaison for specific recommendations.

Resources:

ERS (Employee Reimbursement System)
Penn State Travel Services
Sample budget report