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Policies and Procedures

Procedure 802.1 – Requesting an Internal Loan

Effective
March 13, 2006
Last Updated
March 11, 2010
Responsible University Officer
Director of Treasury and Risk Management Services
Responsible Unit
Treasury and Risk Management Services

Procedure Statement

A school or department wishing to request an internal loan should follow the standard procedure set forth below.

Forms and Instructions

Approval Process:

1. The department chair or director prepares a written request sent through the applicable dean or vice chancellor. This request should:

Identify the financing need.

Identify the source of repayment.

Identify a secondary source of repayment, if primary source of repayment is fundraising.

Provide projections to establish ability to repay debt, if source of repayment is from operating cash flow and request exceeds $500,000.

Identify a preferred repayment plan.

2. Requests should be submitted to the Vice Chancellor for Finance and Administration for approval by the Budget Committee.

3. If approved, terms of the agreement will be put in writing by Treasury Services and reviewed by the Assistant Vice Chancellor for Finance and Accounting and then executed by the Vice Chancellor for Finance and Administration on behalf of the Budget Committee, the department chair or director, and the appropriate dean or vice chancellor.

Funds Advancement:

To maintain budgetary constraints, funds will be advanced prior to the actual expenditure they will support. The first advancement will occur at the start of the loan period. Subsequent advancements will be quarterly (on, or in close proximity to, the beginning of periods starting 7/01, 10/01, 1/01, and 4/01), depending on departmental projections. Funds may be advanced in any amount so long as the aggregate does not exceed the total loan amount. If quarterly expenses exceed allotments, one additional request can be made prior to the next regularly scheduled advancement.

Advancement Process:

Email or hard-copy requests for quarterly funds advancement should be made to the Investment Accountant in the Accounting Services department. Email requests should come from the dean or vice chancellor (or approved designee) at the department who authorized the loan. Hard-copy requests should be signed by the dean or vice chancellor (or approved designee) who authorized the loan. Both requests should include an overview of budgeted expenditures.

Related Data

None

History

Revised:
March 11, 2010