Budget & Payroll

20.03     Budget Verification Document (Monthly Payroll)                            Issued: May 15, 1998

1.    Purpose of Budget Verification Document (BVD)

       The Form 500 authorizes the employment and pay rate of an employee. All permanent
       (budgeted) employees are paid on a monthly basis. The purpose of the BVD is to obtain
       (on a monthly basis) the approval of the applicable administrator for the monthly payroll
       related to the permanent employees for whom they have administrative responsibility. This is
       a necessary control to ensure that only authorized employees are paid and that they are paid
       the correct salary on the correct funding account.

2.    BVD Procedures

       2.1    The B/P/P System generates BVDs (sorted by ADLOC) for all budgeted employees
                on a monthly basis.

       2.2    The Budget Office receives and distributes the BVDs to the respective administrators
                and require they be approved and returned prior to running the monthly payroll.

       2.3    The administrator should verify each employee and their pay rate. If they note an
                exception, they should note the exception on the face of the BVD. If the exception
                was created by error on the part of the Fiscal Office, the administrator should discuss
                the resolution of the problem with the Budget Office. If the exception relates to an
                action requested or to be requested on a Form 500, the administrator should attach a
               copy of the Form 500 to the BVD.

       2.4    After completing the review of the information on the BVD and noting any
                exceptions, the administrator should sign and return it promptly to the Budget Office.

       2.5    The Budget Office reviews all BVDs for corrections needed or requested changes
                and updates the B/P/P System, as appropriate. [Note: The Budget Office can only
                enter requested changes after it receives the approved Form 500.]

       2.6    The BVDs are retained by the Budget Office for 12 months.  

Contact:     Supervisory Staff Accountant in Budget Office