Transcript Budget Review Process - Jackson State Community College

Jackson State Community College
Budget Review Process
presented by
Financial & Administrative Affairs
Budget Process
Budget Cycles
A. Proposed Budget Cycle
Budget Review Meetings will only be held during “Proposed Budget” Cycle
B. Revised/Estimated Budget Cycles
Budget Managers will be notified that the Revised/Estimated Budgets are
being prepared and given the opportunity to make recommendations for
revisions and/or adjustments
Proposed revisions and/or adjustments must be accompanied with
justifications (depending on circumstances of request, Budget Review
Meetings may be called if deemed necessary)
Estimated Budget (July 1, 2006-June 30, 2007)
1. Budget Managers should review their respective budgets for each
unrestricted
account
2. Revisions and/or adjustments are to be submitted on a Budget Revision
form
with narrative justifications
3. Deleted/Transferred position and Compensation forms should be
completed
4. A restricted budget form is to be submitted for each restricted account that
requires adjustments.
Budget Process
cont.
Proposed Budget (July 1, 2007-June 30, 2008)
1. Budget Managers should review their respective budgets for each
unrestricted account
2. A Budget Requisition form is to be submitted for all unrestricted
expenditure accounts and with a narrative justification (non-recurring
request should be noted)
3. All Group positions should be justified (regular full & part time employees
are addressed by the Budget office) if not, positions will be removed
4. Deleted/Transferred position and Compensation forms for any full or part
time position should be completed (e.g. projected CPS, reclassification,
etc.)
5. Request for new position needs to be submitted and accompanied by
position justification form.
6. A restricted budget form is to be submitted for each restricted account
Base Budgets
Base Budgets exclude non-recurring (one-time) expenses and prior year
encumbrances for Operating and Travel expenses for each account
(Note: Base Budgets will not be used during the proposed Budget for 200708 fiscal year)
Budget Process
cont.
What Constitutes a Budget Review Meeting?
Requests for additional funding (recurring or nonrecurring)
New Positions
(Note: for 2007-08 Proposed Budget, Budget Review
Meetings will be held if clarification is needed or if
requested by the respective Vice President or
President
After the Budget Review Meeting
F&AA Staff will:
1.Review request(s)
2.Determine if request(s) is/are justifiable
3.Determine the availability of funding for request(s)
4.Submit request(s) with recommendation(s) to
President for final decision
Budget Process
cont.
Budget Revision Guidelines
1.Budgets requests requiring funds to be moved within the
same function (e.g. from Math to English because both
are in the instruction function) can be made during
budget cycles or outside of budget cycles
2.Increases to the overall institutional budget (i.e.
requests made without reallocation from one account to
another) will only be made during the revised, proposed,
or estimated budget cycles
3.Budget revisions requiring funds to be moved from one
function to another (e.g. from institutional support to
instruction) can only be made during the revised,
proposed, or estimated budget cycles
4.Budget revisions requiring funds to be moved from
salary or benefits to other line items (i.e. travel,
operating, etc.) must be approved by the President
BUDGET PROCESS TIMELINE
Time Line
 Budget Managers will
submit proposed budgets
to divisional Vice
President/ President
 Budget Office will submit
revenue projections and
salary and benefit
projections to the vice
president for Financial &
Administrative Affairs
 Due date will be set by
each vice president or
president
 March 2, 2007
 VPs will submit proposed
budgets to vice president
for F&AA
 March 16, 2007
 Last date revisions for
estimated budget will be
accepted in the Budget
Office
 March 16, 2007*
BUDGET PROCESS TIMELINE
cont.
 Budget Review Meetings
 Evaluation of Budget Review
Meetings by F&AA staff,
recommendations by the vice
president for F&AA to
president, and president’s
approved requests
 March 19 – March 23, 2007
 March 26 – March 30, 2007
 Budget Office will input budget
data and prepare budget draft
 April 2-6, 2007
 Final review of proposed
budget by the vice presidents
and president
 April 9 - April 17, 2007
 Proposed budget submitted to
TBR
 April 18, 2007
* Estimated budget has been set at
this time. No revisions will be made
after March 18th without
President’s approval.
Jackson State Community College Budget
Requisition Form
JACKSON STATE COMMUNITY COLLEGE
BUDGET REQUISITION
FISCAL YEAR __________________________________
ACCOUNT NAME
ACCOUNT NUMBER
BUDGET MANAGER (PRINTED)
SIGNATURE
DEAN/DIRECTOR (PRINTED)
SIGNATURE
VICE PRESIDENT (PRINTED)
SIGNATURE
SALARIES:Salaries requested that are not currently in your budget. An example would be the need for a student worker.
New Positions are to be requested on the Position Justification form.
TRAVEL:
Faculty
Amount
Reason
Clerical
Amount
Reason
Student
Amount
Reason
OBJECT CODE 3100-3700
Primary Strategic Goal/
Div. Object. Supported
In State
Name of Conference
Amount
Name of Workshop
Amount
Name of Seminar
Amount
Professional
Amount
Normal Required
Out-of-State
Amount
Name of Conference
Amount
Name of Workshop
Amount
Name of Seminar
Amount
Professional
Amount
Normal Required
Amount
Teams in State:
Baseball
Amount
Women's Basketball
Amount
Men's Basketball
Amount
Softball
Amount
Teams-out-of-state
Baseball
Amount
Women's Basketball
Amount
Men's Basketball
Amount
Softball
Amount
Visitors in State
Reason
Amount
Visitors-out-of-state
Reason
TOTAL TRAVEL REQUESTED
Amount
0
OPERATING:
OBJECT CODE 4110-4190
printing, duplicating, film processing,
tags, letterhead, forms, copying,
pamphlets, booklets, bulletins, etc.
Primary Strategic Goal/
Div. Object. Supported
Amount
Amount
Amount
Amount
Amount
Amount
Amount
OBJECT CODE 4210-4290
Communication & Shipping,
Telephone, Postage, Freight
Amount
OBJECT CODE 4310-4390
Maintenance/repairs/services by
others/repairs to equipment
Amount
OBJECT CODE 4410-4490
Professional/Administrative Services,
data processing, consulting, medical,
legal, advertising services, dues,
subscriptions
Amount
Amount
Amount
Amount
OBJECT CODE 4530
Amount
Supplies
OBJECT CODE 4610-4690
Rental & Insurance
Amount
OBJECT CODE 4710-4790
Scholarships, employee awards
Amount
OBJECT CODE 4810-4890
Grants & Subsidies
Amount
OBJECT CODE 4910-4995
Other Services and Expenses
TOTAL OPERATING EXPENSES
Amount
0
EQUIPMENT:
Primary Strategic
Goal/
OBJECT CODE
Div. Object.
Supported
8110
Office equipment (list what type)
Amount
Amount
OBJECT CODE
8120
Operational Equipment (list what
type)
Amount
Amount
OBJECT CODE
8130
Instructional Equipment (list
what type)
Amount
Amount
TOTAL EQUIPMENT
0
LIBRARY HOLDINGS/BINDINGS
Primary Strategic
Goal/
Div. Object.
Supported
Books
Amount
Periodicals
Amount
Bindings
Amount
Film
Amount
Microform
Amount
Other
Amount
TOTAL LIBRARY
0
TOTAL FUNDS
REQUESTED
0
Jackson State Community College
Budget Requisition Narrative Form
Jackson State Community College
Budget Requisition Narrative Form Instructions
• Provide written justification for the various line items that explains
why the funds are needed. If there is an impact on Strategic
Goals or Departmental Goals, please explain that as well.
Include as much information as you deem necessary to express
why the institution should allocate its resources to this specific
budget item.
• If new positions are requested, please complete the sections
below as well as the “Position Justification” form and attach.
Anticipated changes in salaries should be explained and the
appropriate “Deleted/Transferred Position” or “Compensation”
forms should be completed and attached. Projected rank
promotions, passing of the CPS examination and reclassifications
are examples of what to include. (Do not include Across-TheBoard increases or equity adjustments. These increases will be
addressed by Human Resources.)
• For each line item indicate how much is for recurring and how
much is for non-recurring.
Jackson State Community College
Budget Requisition Narrative Form
Salaries: Salaries requested that are not currently in your budget.
An example would be the need for a student worker.
New Positions are to be requested on the Position Justification
form.
===================================================
Travel:
Object Code 3100-3700
Budget Review
Process
Q&A