Policies & Procedures Manual

Policies and Procedures Manual



Policy Number: 50.20
Name: Budget Policies for Faculties and Similar Academic Units
Origin: Associate Vice-President (Finance)
Approved: September 4, 2001
Approval Process: Vice-President (Academic); Vice-President (Administration)
Revision Date(s): January 3, 2012

The purpose of this document is to set forth the policies and procedures governing Faculty budgets under normal circumstances.  For the sake of brevity, the term “Faculty” will be used throughout this document to mean any of the nine faculties, the Library, the Language Institute and the Centre for Continuing Education.

General Provisions

  • As of the 2011/12 budget year, each faculty budget has two essential components:

o    Permanent salaries:  This component provides full funding for the salaries of all tenured and probationary faculty members, all Instructors, and all permanent administrative and support staff.  It also includes core funding for vacant faculty positions, at a rate off $63,000 per position.

o    Discretionary funds:  This component is available to meet the faculty’s contingent needs, including such things as salaries for term appointments, sessional stipends, student support and consumable items.

  • The cost of benefits (i.e., pension contributions, insurance premiums) is borne centrally.

  • The base-budget allocation in respect of a permanent academic staff member who takes a reduced appointment under Article 14 of the URFA collective agreement will be frozen at the individual’s annual salary prior to the commencement of the reduced appointment.  An adjustment will be made if the individual returns to full-time status, with the costs borne centrally.

  • The base-budget allocation in respect of a faculty or staff member who is placed on salary continuance or long-term disability will be frozen until the individual returns to work on a full-time basis or the end of the second full fiscal year following the fiscal year in which the disability claim is made, whichever is shorter.  In cases where the latter deadline is operative, the budget may be adjusted in a subsequent fiscal year to provide funds for a replacement tenure-track position, after discussions involving the President’s Office, Human Resources and the relevant dean.

  • Any fall-in from the permanent-salaries component may be used for discretionary purposes during the year in which the fall-in arises.

  • Re-allocation of discretionary funds to the permanent-salaries component will be permitted only with the prior approval of the Vice-President (Academic).

  • Once a faculty’s base budget has been fixed for a given fiscal year, it will not normally change until the following fiscal year.

o    However, funding for a newly created position will be added to faculty budgets as of the appointee’s date of hire.

Preparation of Annual Budgets

  • Faculty budgets will be set annually, as of May 1, the beginning of the University’s fiscal year.  Budgets will reflect the outcomes of the budget process and the revenues available to the University.

  • The permanent-salaries component of faculty budgets will be adjusted annually to reflect negotiated salary increases, including merit increases and promotional costs.

  • The salary in respect of any permanent faculty position that both became vacant and was filled during the preceding fiscal year will be adjusted to the incumbent’s actual annual salary.

o    If the incumbent’s salary is higher than the core funding of $63,000 for the position in the previous year’s budget, the incremental funding will be provided by the University.

o    If it is lower, then the residual amount will revert to central University coffers.

o    See section 50.63 Policies and Procedures Regarding Termination of Employment and Salary Fall-in.

  • Any permanent faculty position that became vacant during the preceding fiscal year and which remains unfilled as of May 1 will be budgeted at $55,000 for the new fiscal year.

o    If the position in question was budgeted at a level higher than $63,000, then the difference between the budgeted amount and $63,000 will revert to central University coffers.

o    The budget for a Faculty position will not drop below the core funding amount of $63,000, even in if the actual salary of the incumbent is below $63,000.  In those cases, the unit will have the fall-in available for their discretionary use. o    See section 50.63 Policies and Procedures Regarding Termination of Employment and Salary Fall-in.

  • Discretionary funds will be adjusted in accordance with budget priorities and available funding.


The University recognizes and supports the need for stability and predictability in faculty budgets and flexibility in the use of these budgets, and this policy statement is designed in part to achieve these goals.  However, the University also recognizes the possibility that, in some years, the available funding may be insufficient to fulfill it commitments under this policy.  Under such circumstances, the University would undertake to work with the deans to determine changes which would minimize, to the extent possible, the effects of fiscal stringency on the faculties, while assuring a balance budget for the University.


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