Funds Extensions - Start-Up and Retention

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Karla Steffen
Last updated: Jun 28, 2024
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COE Policy

College funds offered as part of start-up packages and retention/counteroffers are typically active for three fiscal years. (Startup funds for new faculty starting in the spring are active for three-and-a-half fiscal years, through August 31.) Any funds remaining after the initial three-year period will be returned to the College. 

Faculty with funds remaining in their accounts during the third and final year may request a one-year extension from the Associate Dean for Research and Graduate Studies. Extensions will be granted for extenuating circumstances that significantly interfere with the faculty member’s ability to spend the funds. Example extenuating circumstances include leaves from the university and delays in research equipment delivery/laboratory construction that are outside the control of the faculty member.

Extension requests should be made in late spring of the year when the funds expire and should include a brief explanation of the extenuating circumstance prompting the one-year extension as well as a detailed budget of how the funds will be spent the following year if the extension is granted.

Extensions may be requested by following the instructions below. Requests will be reviewed within two weeks of being submitted.

Process to request an extension

Responsible party

Step

Action

Responsible party

Step

Action

Faculty member requesting extension

1

Prepare a document summarizing the reason for the extension request and plans to spend funds, including a detailed budget outlining when and how the funds will be spent. This document will be uploaded to the online funds extension request (at Step 3 below).

2

Initiate extension request at COE Faculty Start-up and Retention Funds Extension Request (PowerForm):

a) Enter first and last name, and UT email address

b) Enter names and email addresses of department accountant, chair, and administrative manager. Refer to "Extension Request contacts by department" on the right-hand side of this page. (Note that entering incorrect contacts will void the request form and you will need to start over.)

c) Click on "Begin signing"

3

a) Complete all required fields in the extension request form

b) Upload documentation describing reason for the extension request and detailed budget/plan to spend funds, described in Step 1 above

c) Sign

The request will then route to the department accountant indicated in Step 2

Department accountant

4

a) When the extension request is received via DocuSign, add the 8-digit account number associated with the funds. This must be entered in the format NN-NNNN-NN indicated on the request form.

b) Sign

The request will then route to the department chair indicated in Step 2

Department chair

5

Review the request. Signature indicates approval. (If chair does not approve, they should discuss with the faculty member.)

If approved by the chair, the request will then route to the Associate Dean for Research and Graduate Studies for approval

Associate Dean for Research and Graduate Studies (ADRGS)

6

Review the request. Signature by ADRGS indicates final approval. (If ADRGS does not approve, they should discuss with the chair and/or faculty member.)

If approved by the ADRGS, informational copies of the form will then route to the Dean's Office Finance Team, COE Faculty Affairs, and the department administrative manager indicated in Step 2

COE Faculty Affairs

7

Files approved request in faculty member's personnel folder

COE Finance

8

Processes the extension in *DEFINE

 

Extension Request contacts by department

Curriculum & Instruction (C&I)

 

Educational Leadership & Policy (ELP)

 

Educational Psychology (EDP)

 

Kinesiology & Health Education (KHE)

 

Special Education (SPE)

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.

 

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