School of Social Work: Business & Operations Model Spending Approval Procedure

Unit Procedure

Title

School of Social Work: Business & Operations Model Spending Approval Procedure

Introduction

Purpose

To ensure sound fiscal management, transparency, and accountability in the use of School funds, this policy outlines the approval and reporting procedures for expenditures within the School of Social Work. It defines roles and responsibilities, spending thresholds, and reporting expectations to promote consistency, compliance with University policies, and alignment with strategic priorities.

Scope

This policy applies to School of Social Work faculty, staff, administrators, and units involved in requesting, approving, making, or reporting expenditures using School funds.

Procedure

1. General Principles

  1. All spending must align with the School’s mission, university policies, and approved budgets.
  2. Expenditures should be cost-effective and necessary for program, research, or administrative purposes.
  3. Whenever possible, purchases should be made through university-approved vendors and systems.
  4. Cost-tracking and reconciliation must be completed according to university deadlines

2. Spending Authority and Decision-making

  1. The Assistant Dean for Finance & Administration holds primary authority to approve most School expenditures, including but not limited to:
    • Routine operating costs (e.g., instructional materials, event expenses)
    • Professional development and training
    • Routine vendor contracts and payments
    • Student event expenditures within budgetary limits
  2. The Assistant Dean for Finance & Administration may delegate limited purchasing authority to program administrators for lower budget items.
  3. The Dean and Vice Dean serve as the chief academic and operational officers for the School of Social Work, ensuring that fiscal decisions align with academic priorities, workload planning, and programmatic needs. The Vice Dean provides a secondary level of review and approval for expenditures that extend beyond routine operations. These expenditures may be advanced to the Dean for review or further approval. The Vice Dean acts as the Dean’s designee in financial matters during the Dean’s absence.

Approvals

Expenditure Type Threshold or Condition Approving Authority
Equipment or furniture purchases Over $2,000 (or institutional capital threshold) Vice Dean
MOUs or service agreements Any MOU or service agreement Vice Dean or Dean
Contracts Any contract Vice Dean or Assistant Dean for Finance & Administration
Contracts (sponsored research) Any contract Associate Director of OSRP / Research Administration Manager and Dean
Consultants Any amount Assistant Dean for Finance & Administration and Director of Operations
Any expenditure not clearly aligned with approved budget Any amount Vice Dean or Dean

* Thresholds may be adjusted annually based on University policy and budget conditions

3. Travel Requests

All travel requests must be submitted and approved through the university’s Travel Authorization process in Concur. Prior to submitting requests in Concur, staff should seek initial approval from their unit supervisor. Faculty and staff will be asked to identify appropriate funding sources (e.g., grant, program, or discretionary accounts) at the time of request. International travel must be approved by the Associate Dean for Global Engagement and the Vice Dean. The Assistant Dean for Finance & Administration will review Concur travel reports regularly to ensure spending aligns with School budgets and funding availability. See Travel Approval and Reconciliation Policy

4. Food and Event Requests

All food or event expenses require pre-approval by the Assistant Dean for Finance & Administration and Director of Planning and Operations. All requests should include the following: type of event, School unit, expense chartfield / fund source, vendor, cost per person, total amount. Copies of final event expenses should be submitted to the Assistant Dean for Finance & Administration and Director of Planning and Operations. See Food and Event Expenditure Policy

5. Exceptions

Small routine purchases do not require pre-approval if within program budget limits, including:

  • Basic office supplies (staples, paper, pens, folders)
  • Photocopying and printing expenses
  • Routine postage and minor shipping costs

These items should be purchased directly through the BuyCarolina system, unless there is a compiling reason not to do so.

6. Monthly Reporting

The Assistant Dean for Finance & Administration will prepare monthly spending reports summarizing:

  • All approved expenditures (by category and unit)
  • Budget-to-actual comparisons
  • Pending approvals and encumbrances
  • Any unusual or non-routine expenditures

Reports will be shared with the Dean and Vice Dean, and with relevant unit heads as needed.

Contact Information

Primary Contact

Name: Joe DiConcilio, Assistant Dean for Finance and Administration

Email: jiconcil@email.unc.edu

Other Contacts

Name: Robert Hawkins, Vice Dean

Email: Robert.Hawkins@unc.edu

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