# Deficit Resolution Procedure

## Purpose

This procedure is guided by five fundamental principles:

1. All reasonable efforts must be taken to avoid deficits
2. Codifying expenses to the correct account in the first instance will help to avoid a significant number of deficits in the future
3. The individual managing the project is responsible for the prevention of deficits
4. The University of Waterloo (the "University") is committed to providing timely and accurate financial information as an aid in avoiding deficits
5. Ultimately, the senior administrator (typically Dean or Chair) is responsible for those deficits which occur within their area of responsibility.

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## General

The financial management of any project is a continuous process where originating transactions need to occur against the correct accounts and where issues are resolved monthly.

When projects are completed (recognizing that projects can extend over multiple fiscal years), variances (deficits/surpluses) must be resolved in the month that the project is closed.

It is not practical to have projects completed precisely for the budget/grant amount.  Therefore variances of $10.00 or less will remain indefinitely within the project account. Back to top ## Procedure ### Research Project Deficits (Fund 105) Where projects have variances at completion of an amount between$10.01 and 100.00, the variance will be transferred to a corporate account using the following journal entry:

5220-500-105-0000-000000-4168-0000-000

Org unit -500-105-Fd Cl-Project-4168-0000-000