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University Budget and Finance Committee

Mailing Address:
UBFC
Office of the Vice President for Finance and Administration
875 Perimeter Drive MS 3168
Moscow ID 83844-3168

University Budget and Finance Committee

The University Budget and Finance Committee (UBFC), made up of 19 representatives of faculty, staff and students from across the university; provides an independent, objective and systematic university level overview process for evaluating and recommending proposals for university level funds to meet the needs and priorities of the university. The UBFC recommendations are submitted to the provost and president in an advisory capacity for final decisions.

As part of the FY2020 and FY2021 budget process, the UBFC will receive and review requests for one-time (i.e., 1 to 3 years) and permanent (i.e., greater than 3 years) funding in specific categories of funding through this process. All staff, faculty and administrators in academic and non-academic departments and units are invited to participate in this process.

  • Non-capital funding requests must be greater than $40,000 per year for permanent requests and greater than $100,000 total for one-time requests.
  • Capital requests should be less than $250,000 for the total project.

New academic program requests should be submitted through college structures and to the Vice Provost for Academic Initiatives for vetting. If you are interested in developing a new academic program, then contact the Vice Provost for Academic Initiatives.

New faculty lines should be vetted within the given college structure (i.e., annual hiring request), which will then be vetted by the Vice Provost for Faculty.

The Vice Provost for Academic Initiatives and Vice Provost for Faculty will submit requests to the UBFC. UBFC will not review proposals for new academic programs and/or new faculty lines if the previously identified vetting process is not followed.

If you are interested in a capital project in excess of $250,000, then contact the Assistant Vice President of Facilities.

Timeline

February 28, 2019 | Proposals Due
May 24, 2019 | UBFC Evaluation Process Completed
Fall (Nov.), 2019 | Funding Announcement for FY2020 and FY2021

Guidelines

  1. Funding requests will be submitted online through the UBFC request portal (see submission details below). Funding requests, including both the online form and the budget template, are due to the UBFC on or before February 28, 2019.
  2. Proposals may be for:
    1. Permanent funding. Requests will be considered for funding or inclusion in the university’s state budget request to the SBOE for the FY2021 budget.
    2. Requests for one-time funds. Requests will be considered for funding from internal resources and/or re-allocations for FY2020.
  3. Requests will be evaluated by the UBFC based on:
    1. Alignment with the University of Idaho Strategic Plan
      1. Scholarly and creative work (Innovate)
      2. Outreach (Engage)
      3. Educational experiences (Transform)
      4. Valued and diverse community (Cultivate)
    2. Need to support complying with specific legal or regulatory requirements
    3. Quality or necessity of administrative needs to support other programs

Submission Process

Both UBFC and capital building project (i.e., less than $250,000) proposals are submitted through the UBFC portal.

UBFC proposals are funding requests for programs and initiatives that promote the university’s strategic plan.

Capital building project proposals (i.e., for UBFC submissions) include building improvements, space remodels, renovations, and retrofits to building spaces such as classrooms, offices, building interiors, labs, etc. Capital building project submissions to UBFC should be less than $250,000.

The first question on the Online Proposal Form will route you to either the UBFC Proposal Form or the Capital Projects Proposal Form. If you have proposals for both, complete your first proposal and then start again, using the same link.

Proposals will be submitted at 2018-2019 UBFC BUDGET SUBMISSION. In addition to completion of the online form, all requests must include a completed budget template. This template can be downloaded here. Completed templates are uploaded to the online proposal form following the guidelines below.

Units needing assistance completing the budget template should contact Trina Mahoney or Kim Salisbury in the Budget Office.

Online Proposal

Please note that the Online Proposal form must be completed, including the completed Budget Template, in one session as information will not be saved until submission. We recommend that you complete the Budget Template before filling out the Online Proposal Form.

The following are questions asked on the proposal:

Contact Information

  • Proposal Title
  • Requestor Name
  • Requestor Email
  • Requestor Phone Number
  • College/Division
  • Department

Alignment with the University of Idaho Strategic Plan

  • Which goal of the Strategic Plan does this request most align with (pick only one)?
    • Scholarly and creative work (Innovate)
    • Outreach (Engage)
    • Educational experiences (Transform)
    • Valued and diverse community (Cultivate)
    • Support compliance with specific legal or regulatory requirements
    • Quality or necessity of administrative needs to support other programs
  • Funding Request Description and Rationale. Describe the implementation and goals of this funding request. Describe how this request advances the strategic plan, is necessary for compliance, and/or provides support services that will help the university achieve its goals. Proposals should provide strong evidence that the proposal will advance the strategic plan or is necessary for compliance or for support of other programs. (3,000 character maximum)
  • Project Viability. If the University does not allocate the funding required for this project, will it be funded with other funds? Explain what funds will be used and whether any other programs or projects will be eliminated or reduced to fund this project. (3,000 character maximum)
  • Consequences/Risks. Describe any problems your program or initiative could face if it does not receive this funding. (3,000 character maximum)
  • Additional Costs. Describe any additional costs that could result if you receive this funding. (3,000 character maximum)
  • Matching Funds. Does any of the matching funding depend on the success of this initiative/project being funded (i.e., do you have external funding that is dependent on cost sharing or matching funds from this request)? Please describe. (1,000 character maximum)

Budget Information

  • Funding request type: What is this request for?
    • One-time funding (1 to 3 years)
      • Year 1 funding amount
      • Year 2 funding amount
      • Year 3 funding amount
      • Unit's matching fund amount
    • Permanent funding (greater than 3 years)
      • Annual funding amount requested
      • Unit's annual matching funds amount
    • Capital funding (for amounts less than $250,000)
      • Amount requested
  • Is the additional funding conditional upon this proposal receiving funding?  If so, describe. (500 characters)

Advice from prior year evaluations

The following list is feedback generated from previous years UBFC committees. They are not criteria for evaluating proposals. The following types of proposals were less likely to be funded.

  • Proposals that could be funded from alternative sources, such as research grants. Do not submit research grant proposals, as they will not be reviewed.
  • Proposals that did not give specific details as to how the funds would be used or provide a compelling need for funding.
  • Proposals that were not adequately prepared.
  • Compliance proposals that did not specifically document the nature of the current deficiency or specify how the funds would be used to rectify the deficiency.
  • Proposals from multiple units that duplicated services.
  • Proposals that primarily consisted of changing funding sources for positions or programs, without explaining how existing funds released by the proposal would be used.
  • Proposals requesting research start-up funds.

University Budget and Finance Committee

Mailing Address:
UBFC
Office of the Vice President for Finance and Administration
875 Perimeter Drive MS 3168
Moscow ID 83844-3168

University Budget and Finance Committee

Mailing Address:
UBFC
Office of the Vice President for Finance and Administration
875 Perimeter Drive MS 3168
Moscow ID 83844-3168