Business Operations

Business Operations supports faculty and staff with their human resources, purchasing, procurement, and mail services requests. Business Operations supports the Facilities Management Department and their work to keep our campuses safe. Additionally, Business Operations incorporates the Information Technology Department who provide connected access, protection, and equipment for our campuses.

Purchasing Procedures

The purchase requisition is used to request the purchase of goods and services from off-campus providers by the Purchasing Department and from on-campus providers directly.

• All purchase requisitions must be typed
• Attach all original documentation i.e., order forms, registration forms, quotes, statements, etc.
• All contracts must be attached for review and approval by UNM Main Campus
• All computer hardware and software must be pre-approved by the IT department
• The purchase requisition should never be used as a purchase order itself and given to an off-campus vendor
• If a sole source or sole brand purchase is requested, a written justification should be attached to the purchase requisition
• All purchases should adhere to all regulations in the University Policies and Procedures Manual

Budget Process

The budget process begins with goal setting during the Strategic Planning meeting(s). Each department puts a budget together and the request is submitted to the Director of Operations for consideration. Adjustments to budgets, including adjustments to subcodes, must be made at this time.

Once the funding allocation for the campus is decided by the Commission on Higher Education (CHE), the campus can then make final allocations for revenue sources. Departments then present their budget to the administrative team which puts together a recommendation for the advisory board. Once the advisory board approves the budget, it is then submitted to the Board of Regents.

Requested funds for any reason during the fiscal year should be submitted on a Request for Funds form.

Contract Accounting

All purchase requests must be approved. All documentation for purchases must have a stated purpose. Monthly account reconciliation is required for all contract accounts. All requests for account corrections, including payroll corrections, should be submitted by Business Manager. A request for correction is considered tardy after 120 days from the date of the original transaction. You must have written justification if you exceed 120 days.

All contract purchases must be pre-approved by PI and submitted to Business Manager for processing.

Grant Accounting

All purchase requests must be approved. All documentation for purchases must have a stated purpose. Monthly account reconciliation is required for all grant accounts. All requests for account corrections, including payroll corrections, should be submitted by Business Manager. A request for correction is considered tardy after 120 days from the date of the original transaction. You must have written justification if you exceed 120 days. Grant funds cannot be used to mail grant proposals.

All grant purchases must be pre-approved by PI and submitted to Business Manager for processing.