Budget Workshops February 3rd & 5th, 2015 Agenda Introduction Josette Shaughnessy, CPA AVP Budget & Financial Services Planning for Improvement Dr.
Download ReportTranscript Budget Workshops February 3rd & 5th, 2015 Agenda Introduction Josette Shaughnessy, CPA AVP Budget & Financial Services Planning for Improvement Dr.
Budget Workshops February 3rd & 5th, 2015 Agenda Introduction Josette Shaughnessy, CPA AVP Budget & Financial Services Planning for Improvement Dr. Dolores Gross, Director Institutional & Community Planning Budget Development Processes Laura Tellez Budget Director Mission Statement Our office plans and coordinates budget activities, produces the annual budget, various analyses and reports District-wide and to external agencies. These services empower management to effectively direct its human and financial resources. Important Dates October 22 Budget Forms 1 and 2 are emailed to Budget Heads February 2 Budget development instructions are posted on the Budget Office’s web site ___________ Date budgets are due to your respective executive level’s office (fill in date) March 6 Budgets are due to the Budget Office Budget Office Services Prepare the District’s Annual Operating Budget (Institutional Programs). Accounts and Self-Supporting Coordinate the Adoption of the Tax Rate with External Agencies. Perform Additional Requirements when a Tax Rate Increase is Proposed and Adopted. Budget Office Services (cont’d.) Prepare state mandated documents/reports such as the Budget Book, Legislative Appropriations Requests (LAR) and the Report of Fundable Operating Expenses (RFOE). Conduct Annual Budget Workshops, Present Semi-annually at Effective Management Series Workshops and Other Presentations. Budget Office Services (cont’d.) Guide Budget Heads in Preparing their Budgets. Assist in Resolving Budget Issues. Monitor Expenses Through NSF and Monthly Reports. Review Personnel Requisition Information and Verify Funding. Budget Office Services (cont’d.) Assess Expenses as Compared to Budget. Prepare Various Analyses and Reports. Report Monthly Salary Savings. Process Budget Related Banner Forms. Budget Development Calendar Highlights Sept. New fiscal year begins Oct. Budget Forms 1 & 2 are sent to Budget Heads Nov./Dec. Budget Book is finalized and distributed Jan./Feb. Prepare for and conduct Budget Workshops March Budgets are due to the Budget Office Budget Development Calendar Highlights (cont’d.) March/April Budget Office reviews budget requests April/May Budget Meetings with President and VP’s May/June/July Board Meetings/Workshops/Presentations July or Aug. Board adopts next year’s budget Aug. or Sept. Board meets to adopt tax rate Banner Codes Executive Level – represents the area: Instruction, Student Services, Finance, etc. Fund - describes the type of resources: Institutional Accounts (11000) Self-Supporting Programs (12000’s) Physical Plant (13000) Banner Codes (cont’d.) Organization - represents department, program or discipline: Ex: Police Department, Americana Language Program, English VV Account - describes the object of expenditure: Salary Pools, Supplies Pool, Travel Pool, Equipment Pool, etc. Example: Fund 11000 (Institutional) Organization 61001 (Police Dept.) Account 71100 (Supplies Pool) 2014-15 Budget Allocations Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Reallocations Executive areas are required to remain within their total current budget. New orgs may be created and other orgs closed to allow for reallocation of funds. Reallocations are permitted within executive areas among orgs, accounts or budgetary pools. Full-time salaries are not subject to reallocation unless specifically approved by the President. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Reallocations (cont’d.) A new full-time position created from other funding sources must be approved by the President. Excess in Overhead budgets can only be reallocated to other Overhead budgets unless approved by the President. Funds must be cross referenced from where they come from to where they went. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Vacant Positions Positions vacated during the fiscal year are lowered to entry level. Vacant positions are budgeted in the recruitment pool of the respective Vice President. Only the entry level value of a vacated position can be reallocated. Savings remain in the District unless authorized by the President. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Travel Travel budgets are “pooled.” There is no distinction between in-town, out-of-town or foreign. Actual expenses incurred during the year will be charged to the corresponding travel accounts. Local travel expenses include reimbursement for mileage, conference registrations and parking expenses. In-town mileage reimbursement is currently 50.5 cents per mile. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Supplies An item less than $5,000 should be budgeted in the supplies pool account 71100. Supply budgets are “pooled.” Actual expenses incurred during the year will be charged to the corresponding supply accounts. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Equipment Capitalization policy defines equipment as any single item with a unit cost of $5,000 or more. Equipment is expected to have a useful life of at least one year and is not a consumable product. The $5,000 minimum does not apply to library books. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Equipment (cont’d.) Exceptions to the $5,000 threshold are items such as printers, fax machines, scanners, etc. For a detailed list, contact Property Management Control. These items should be classified as fixed assets regardless of the cost. Equipment purchases must be justified to the appropriate Vice President. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Self-Supporting Programs Budget Budget heads should refer to the guidelines to determine if a program is self-supporting. These programs should generate sufficient revenues to fully offset their annual expenses. All salaries positions assigned to the programs must be budgeted in these orgs. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Self-Supporting Programs Budget (cont’d.) The same planning guidelines apply to these programs as institutional budgets. Self-supporting programs should have a realistic revenue amount. An overhead recovery rate of 15% needs to be included based on the actual revenue. Budget Development Guidelines 2015-16 Rollover of 2014-15 Budget Grants Grant accounts are budgeted by line item not “pooled”. For more information regarding grants, please contact the Grants Management Office. Budget Transfers Budget Transfers initiated during the current fiscal year are only temporary so continued funding must be addressed either thru reallocation or new request processes. Budget Monitoring Tips Budget Heads should review the Budget Status by Org Mgr, Labor and Org Detail Activity reports sent from General Accounting by e-mail after closing. Check the labor report to confirm that the employees listed are assigned to your department. Report any issues on monthly reports as they occur. Expenditures are handled by General Accounting. Budgets are addressed by the Budget Office. Budget Monitoring Tips (cont’d.) Follow-up by monitoring your budget and expenditure reports to verify the corrections were made. Report any change in budget head or personnel timely by submitting the appropriate forms, e.g., Personnel Action Record, Budget Office Banner Maintenance form, etc. As reports are received each month, post the current month’s expenditures by account using the Budget Tracking Worksheet as a tracking tool. EXAMPLE Budget Tracking Worksheet EL PASO COMMUNITY COLLEGE 2XXX-XX BUDGET Org: 55xxx Acct. Account Title Sept. Oct. Nov. Dec. xxxxxxxxxxxxxxxxxxxxx Jan. Feb. March April May 61000 61011 61012 61013 61014 61100 Instructor Pool PT Instr PT CR/NC Fall $25,000 $25,000 $ 25,000 $25,000 Instr PT CR/NC Spr $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 Instr PT CR/NC SI Instr PT CR/NC SII Instructor FT Pool Vikki Carr 5,125 5,125 5,125 5,125 5,125 5,125 5,125 5,125 5,125 Don Haskins 4,743 4,743 4,743 4,743 4,743 4,743 4,743 4,743 4,743 Danny Olivas 4,838 4,838 4,838 4,838 4,838 4,838 4,838 4,838 4,838 Anthony Quinn 4,925 4,925 4,925 4,925 4,925 4,925 4,925 4,925 4,925 61600 Classified Staff Pool 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 61635 Class Staff Lab Asst 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 Salaries & Wages 49,218 49,218 49,218 49,218 39,218 39,218 39,218 39,218 39,218 71100 Supplies Pool 72099 Travel Pool Account Totals July Aug. Total 10,000 2,500 $ 100,000 75,000 20,000 2,500 5,000 1,671 2,917 14,588 1,671 2,917 17,088 1,671 2,917 7,088 46,125 42,684 43,538 44,325 20,052 35,004 431,728 10,000 650 707 850 105 600 520 360 580 350 303 300 675 6,000 50 80 60 50 100 250 200 280 100 200 80 50 1,500 700 5,000 5,787 910 155 700 770 5,000 5,560 860 450 503 380 725 10,000 17,500 73100 Furn & Equip>5,000 Total Other June $49,918 $55,005 $ 50,128 $49,373 $ 39,918 $ 39,988 $ 44,778 $ 40,078 $ 39,668 $15,091 $17,468 $ 7,813 $ 449,228 Employee’s individual salaries can be posted and monitored monthly. For example, if there are no personnel transfers, retirements, terminations, etc., the salaries should be consistent each month. The worksheet may also be useful in tracking spending patterns which may help to plan your budget for the next fiscal year. EL PASO COUNTY COMMUNITY COLLEGE DISTRICT EXPENDITURE DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 1 Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 55016 xxxxxxxxxxxxxxxx 61000 61011 61013 61051 61052 32,061.00 $31,127.00 $32,061.00 5,500.00 4,500.00 5,500.00 Example 1 $5,500.00 $4,500.00 $5,500.00 - $1,000 to travel 500.00 1,500.00 500.00 $500.00 $1,500.00 $500.00 5,000,00 7,000.00 5,000.00 $6,025.50 $5,000.00 $7,000.00 $5,000.00 $39,026.38 $42,127.00 $45,061,00 $43,061.00 3,219.68 11,524.96 8,024.04 5,502.10 Salaries & Wages Supplies Pool Office Supplies Instructional Supplies Supplies Travel Pool Out of Town Travel Subtotal 73000 73100 31,127.00 Instructor Pool PT Instructor PT CR/NC Fall Instructor PT CR/NC Summer I Instructor Overload Fall Instructor Overload Spring Subtotal 72099 72200 2015-16 2014-15 ADOPTED BUDGET ACCOUNT Subtotal 71100 71120 71210 2013-14 ADOPTED BUDGET 2013-14 ACTUAL EXPEND Other Expenses Equipment Pool Cap Furniture & Equipment > $5,000 Subtotal Total Capital Expenses $28,270.78 2,397.61 922.24 $3,319.85 1,410.25 $1,410.25 6,025.50 + $1,000 from supplies Example 2 + $2,000 to equip. from Org 55112 PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT SALARY DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 2 EXEC LEVEL: BUDGET HEAD: FUND: ORG: 14 Mitchell, Paula 11000 College Operations 55016 xxxxxxxxxxxxxxxxx POSITION NUMBER ACCOUNT NUMBER 9xxxxx 61000 POSITION TITLE EMPLOYEE NAME Instructor PT Pool Totals for Budget BGTD FTE’S AMOUNT REQUIRED 1.00 $32,061.00 1.00 $32,061.00 No changes PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT EXPENDITURE DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 1 Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 55112 xxxxxxxxxxxxxxxx 61000 61011 61012 61013 61052 36,321.00 $35,263.00 $36,321.00 9,250.00 9,250.00 $9,250.00 $9,250.00 3,075.00 3,075.00 $3,075.00 $3,075.00 8,500.00 6,500.00 8,500.00 $5,017.00 $8,500.00 $6,500.00 $8,500.00 $41,318.35 $56,088.00 $55,146,00 $57,146.00 8,445.16 10,323.83 8,732.64 464.64 Salaries & Wages $27,966.27 Supply Pool Office Supplies Instructional Supplies Printing/Duplicating Internal 1,894.32 3,397.61 693.15 Supplies $5,985.08 Travel Pool Out of Town Travel 2,350.00 Subtotal 73000 73100 35,263.00 Instructor Pool PT Instructor PT CR/NC Fall Instructor PT CR/NC Spring Instructor PT CR/NC Summer I Instructor Overload Spring Subtotal 72099 72200 2015-16 2014-15 ADOPTED BUDGET ACCOUNT Subtotal 71000 71120 71130 71330 2013-14 ADOPTED BUDGET 2013-14 ACTUAL EXPEND Travel Equipment Pool Cap Furniture & Equipment > $5,000 Subtotal Total Equipment $2,350.00 5,017.00 - $2,000 to equipment Org 55016 PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT SALARY DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 2 EXEC LEVEL: BUDGET HEAD: FUND: ORG: 14 Mitchell, Paula 11000 College Operations 55112 xxxxxxxxxxxxxxxxx POSITION NUMBER ACCOUNT NUMBER 9xxxxx 61000 POSITION TITLE EMPLOYEE NAME Instructor PT Pool Totals for Budget BGTD FTE’S AMOUNT REQUIRED 1.00 $36,321.00 1.00 $36,321.00 No changes PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT EXPENDITURE DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 1 Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 71xxx Old Org 61205 61305 61600 61605 61800 Administrator FT Professional Staff FT Classified Staff Pool Classified Staff FT Vacation Accrual 60,000.50 48,000.10 22,800.75 55,000.03 -1,000.90 60,000.00 48,000.00 23,000.00 55,000.00 60,000.00 48,000.00 23,000.00 37,000 55,000.00 $184,800.48 $186,000.00 $97,000.00 $186,000.00 194,000.00 100,000.00 194,000.00 $194,000.00 $100,000.00 $194,000.00 2,000.00 1,000.00 2,000.00 Salaries & Wages Supplies Pool Office Supplies Furniture & Equip < 5,000 Institutional Subtotal 72099 72200 2015-16 2014-15 ADOPTED BUDGET ACCOUNT Subtotal 71100 71120 71121 2013-14 ADOPTED BUDGET 2013-14 ACTUAL EXPEND Supplies Travel Pool Out of Town Travel Subtotal Total Other Expenses 90,100.85 4,500.25 $94,601.10 1,500.45 $1,500.45 $2,000.00 $1,000.00 $2,000.00 $280,902.03 $382,000.00 $198,000,00 $382,000.00 Move $89,000 to New Org 55xxx salaries Move $94,000 to New Org 55xxx supplies Move $1,000 to New Org 55xxx travel PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT SALARY DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 2 EXEC LEVEL: BUDGET HEAD: FUND: ORG: 14 Mitchell, Paula 11000 College Operations 71xxx Old Org POSITION NUMBER ACCOUNT NUMBER 9xxxxx BGTD FTE’S AMOUNT REQUIRED POSITION TITLE EMPLOYEE NAME 61205 Admin FT Garcia, Jose 1.00 $60,000.00 9xxxxx 61305 Prof Staff FT Smith, John 1.00 $48,000.00 * 9xxxxx 61600 Classified PT Pool 1.03 $23,000.00 * 9xxxxx 9xxxxx 61605 61605 Clerk II Admin Assistant Williams, Bill Luna, Fernanda Subtotal 1.00 1.00 2.00 $18,000.00 * $37,000.00 $55,000.00 Totals for Budget 5.03 2.00 $186,000.00 $97,000.00 *Please move salaries to New Org 55xxx. PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT EXPENDITURE DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 1 Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 55xxx New Org 2013-14 ACTUAL EXPEND ACCOUNT 61305 61600 61605 Professional Staff FT Classified Staff Pool Classified Staff FT Subtotal 71100 Supplies Pool Subtotal 72099 Salaries & Wages Supplies Travel Pool Subtotal Total Other Expenses 2013-14 ADOPTED BUDGET 2015-16 2014-15 ADOPTED BUDGET 48,000.00 23,000.00 18,000.00 $89,000 from Old Org 71xxx salaries $89,000.00 94,000.00 $94,000 from Old Org 71xxx supplies $94,000.00 1,000.00 $1,000 from Old Org 71xxx travel $1,000.00 $184,000.00 PM 2/12/15 EL PASO COUNTY COMMUNITY COLLEGE DISTRICT SALARY DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 2 EXEC LEVEL: BUDGET HEAD: FUND: ORG: 14 Mitchell, Paula 11000 College Operations 55xxx New Org POSITION NUMBER ACCOUNT NUMBER 9xxxxx BGTD FTE’S AMOUNT REQUIRED Smith, John 1.00 $48,000.00* Classified PT Pool 1.03 $23,000.00* Clerk II Williams, Bill 1.00 $18,000.00* 3.03 $89,000.00 POSITION TITLE EMPLOYEE NAME 61305 Prof Staff FT 9xxxxx 61600 9xxxxx 61605 Totals for Budget *Salaries are from Old Org 71xxx. PM 2/12/15 Budget Development Steps Budget Heads: Review Budget Form 1 (Expenditure Detail) and Budget Form 2 (Salary Detail). Note any changes in red ink, initial and date. If there are no budget changes, initial and date to acknowledge that the forms were reviewed and indicate “no changes.” Cross reference funds from where they come from to where they went. Budget Development Steps (cont’d.) New Fund or Org Prepare a Banner Fund/Organization/Account Maintenance Form to set up a new organization number or selfsupporting program. (Contact General Accounting for assistance). Attach a completed Budget Form 1 and 2. (Blank forms are accessible thru our website). Submit the original authorized form(s) to the Budget Office. When Creating Two Orgs From One Additional Steps Submit a Budget Office Banner Maintenance Form to our office to update the approval queues. A Personnel Action Record (PAR) needs to be submitted to Human Resources to reflect the changes in Banner. Example DEPARTMENT ADDITIONAL BUDGET REQUESTS BACK-UP OVERHEAD BUDGETS FY 2015-16 FUND-ORG-ACCT. ACCOUNT TITLE INCREASE EXPLANATION Overhead budgets will be the only ones considered for additional funding above the roll-over budget for FY 2015-16. Examples of Overhead budgets are: utilities, insurance, benefits, software, etc. Example DEPARTMENT BUDGET REQUEST(S) BACK-UP CRITICAL NEEDS FY 2015-16 FUND-ORG-ACCT. ACCOUNT TITLE INCREASE NOTE: critical needs are: state mandated, safety or critical instructional needs EXPLANATION EXAMPLE BUDGET REQUEST SUMMARY Institutional Accounts FY 2XXX-XX Executive Area: Administration & Financial Operations Executive Level: 16 Fund #: 11000 New Org! copy and paste formulas to new cells A B C D E F G H I Personnel Org Num ber Title 11 12007 VP Adm in. & Fin. Oper. 12 72008 Risk Mgm t. & Safety 13 73000 14 Full-tim e $ 110,000 Part-tim e $ - Overtim e Benefits $ $ - - Subtotal $ 110,000 10,000 J Non-Personnel Furn. & Travel Equip. Supplies/ Services $ Adopted Budget remains same $ 1,500 $ - $ K L M Other Requested Total 2xxx-xx 2xxx-xx Budget - $ 121,500 $ 121,500 N Difference $ - 42,177 11,441 53,618 22,179 1,664 77,461 77,461 - AVP Budget & Fin. Svcs. 136,858 10,609 147,467 3,681 1,476 152,624 152,624 - 73100 Director Budget 211,135 2,000 213,135 9,188 939 223,262 223,262 - 15 73200 Com ptroller 119,968 390 120,358 2,642 3,003 126,003 124,003 2,000 16 73206 Accounting Services 1,530,694 165,990 4,581 1,701,265 1,742,265 17 73208 Title (New Org ) 18 74000 Hum an Resources 19 74005 close org 20 77000 Director Purchasing 21 77001 Title (New Org ) 22 Grand Total 1,350,116 165,065 15,513 816,731 12,610 3,400 110 832,851 (41,000) 10,000 10,000 20,000 127,027 3,887 963,765 940,765 20,000 23,000 38,965 1,560 403,730 409,730 (6,000) 363,205 - 363,205 - $ 3,150,190 $ 199,725 $ 21,303 $ 110 $ 3,371,328 2,000 $ 391,672 2,000 $ 28,610 $ - $ - $ 3,791,610 2,000 $ 3,791,610 $ If new Org is added, revise formula to insert new cell. Copy grand total formula--column C thru N so columns add down correctly. NOTE: This spreadsheet is for the President and VP's Office use only. It is used for compiling all of the Budget Heads' Budget Forms 1 & 2's changes/reallocations in their executive area. Electronic and paper copy of this spreadsheet needs to be sent to the Budget Office. - Non-Sufficient Funds (NSF) Procedure • Prior to starting a requisition, access the Budget Availability Status form (FGIBAVL) to check your balance. • Tab to “Fund” “Org” and “Account” fields and enter the 5-digit numbers. Delete the program code. • Go to the tool bar and click on “Next Block.” • Note the available balance in supplies is insufficient to process a requisition for $10,000. Non-Sufficient Funds (NSF) Procedure • This is an example of a requisition in NSF. Notice the NSF Suspense box is checked because the amount requested exceeds your budget pool balance. A message also appears in the lower left-hand corner of the form indicating an “insufficient budget.” • This will not stop the requisition at this point. • For your information, you can also click on “Options” on this screen to “View Budget Availability (FGIBAVL).” Non-Sufficient Funds (NSF) Procedure • If the requisition is submitted for approval, the budget head will see a “Y” in the NSF box on the approval form FOAUAPP when the NSF condition exists. The budget head cannot override the NSF flag. The requisition should not be approved. • The funding issue can be resolved through reallocation from another account or another org-- a budget transfer should be submitted to the Budget Office for processing before initiating the requisition. • A requisition in process has to be cleared before the month ends otherwise it will be disapproved. Non-Sufficient Funds (NSF) Flags The purpose of Non-Sufficient Funds (NSF) Flags is to prevent deficit spending when creating requisitions in the Banner System. Prior to starting a requisition, access the Budget Availability Status Form (FGIBAVL) in Banner to check your balance. If the amount requested exceeds your budget pool balance or if there is no budget pool, you have insufficient funds. Non-Sufficient Funds Flags (contd.) If the requisition is submitted for approval, the Budget Head will see a “Y” in the NSF box on the approval form FOAUAPP when the NSF condition exists. The Budget Head cannot override the NSF flag. The requisition should not be approved. If the Budget Head approves the requisition without funds, the Purchasing Department will approve it regardless of the availability of funds; however, it will go to the NSF Queue. The Budget Office has access to override the NSF flag with the appropriate approvals. Non-Sufficient Funds Flags (contd.) Institutional accounts can be overridden if the appropriate Vice President explains the reason for the deficit. Self-supporting accounts can be overridden if sufficient revenue becomes available above the budgeted amount to cover the expenditure. For further assistance, please contact your Accountant in the General Accounting Dept. Any NSF requisition(s) pending needs to be resolved before the end of the month in which it is submitted or it will be disapproved and returned to the requestor. Non-Sufficient Funds Flags (contd.) The requisition has to be resubmitted by the requestor with the current date and ensure that there are sufficient funds before resubmitting it; otherwise, the requisition will go to NSF again. If the Budget Office overrides the NSF flag, that line item will become negative. The funding issue can be resolved through reallocation from another account or another org. A Budget Transfer should be submitted to the Budget Office for processing before initiating the requisition. Please type or print BUDGET OFFICE BANNER MAINTENANCE FORM Requestor Name: Department: Telephone No.: JoAnn Lujan Advanced Technology Center 2352 (EXAMPLE 1) Budget Head: Yolanda Ahner Approval Signature: Yolanda Ahner Date: (Current) Comment: Action: A - Add or D - Delete Type of Access: Q-Query P-Posting B-Both A Fund Org B 11000 42403 D B 11000 42403 A Q 11000 42403 Title – Short and Long Title (e.g., ATC - VV, Advanced Technology Center – Valle Verde) Budget Head Name Banner User ID (e.g., Jane Brown, JANEB, ext. 5444) Support Person(s) Name Banner User ID (e.g., Joe Green, JOEG, ext. 6455) Proxy - Administrator Name, Banner User ID (e.g., Dennis Brown, DENNISB) ATC VV Advanced Technology Center - Valle Verde ATC VV Advanced Technology Center - Valle Verde ATC VV Advanced Technology Center - Valle Verde Yolanda Ahner YOLANDA Ext. 7724 JoAnn Lujan JOANNL Ext. 2352 Lucy Gomez LUCYG Yolanda Ahner YOLANDA Olaya Casares OLAYAC Ext. 7722 Note: Please submit a form whenever there is a change in budget head, transfer, resignation, or retirement within your department. For assistance on this form or Banner access, please call Guillermo Loera, ext. 6462 or Elsa Rubio-Perez, ext. 6360. Distribution: Submit original to the Budget Office through office mail; faxed copy is acceptable followed by an authorized original in the mail. Budget Office - Fax #6602 FOR BUDGET OFFICE USE ONLY Banner FOMPROF FTMAPPQ FOMAQRC Completed by Date Comments Please type or print BUDGET OFFICE BANNER MAINTENANCE FORM Requestor Name: Department: Telephone No.: Jessie Arellano Grants Management 4441 (EXAMPLE 2) Budget Head: Andres Muro Approval Signature: Robert Elliott Date: (Current) Comment: Previous Fund 22613, Org E22613, (TEA) Texas Education Agency / (EL) English Literacy Civics Yr. 3 Action: A - Add or D - Delete Type of Access: Q-Query P-Posting B-Both A B Fund Org 22621 E22621 Title – Short and Long Title (e.g., ATC - VV, Advanced Technology Center – Valle Verde) Budget Head Name Banner User ID (e.g., Jane Brown, JANEB, ext. 5444) Support Person(s) Name Banner User ID (e.g., Joe Green, JOEG, ext. 6455) Proxy – Administrator Name Banner User ID (e.g., Dennis Brown, DENNISB) (TEA) Texas Education Agency / (EL) English Literacy Civics Yr. 4 Andres Muro ANDRESM Ext. 4161 Angie Jimenez ANGIEJ Ext. 4160 Dennis Brown DENNISB Robert Elliott ROBERTEL Alfred Lawrence ALFREDL Note: Please submit a form whenever there is a change in budget head, transfer, resignation, or retirement within your department. For assistance on this form or Banner access, please call Guillermo Loera, ext. 6462 or Elsa Rubio-Perez, ext. 6360. Distribution: Submit original to the Budget Office through office mail; faxed copy is acceptable followed by authorized original in the mail. Budget Office – Fax # 6602 FOR BUDGET OFFICE USE ONLY Banner FOMPROF FTMAPPQ FOMAQRC Completed by Date Comments Budget Office Banner Maintenance Form • The purpose of this form is to add or delete access to Banner funds and orgs. • Access allows you to process purchase requisitions and/or monitor budgets and expenditures. • Submit a form when there is a change in budget head, transfer, termination or retirement within your department. • All requests for Banner access related to grant funds and orgs are completed by the Grants Management Office. SAMPLE EL PASO COUNTY COMMUNITY COLLEGE DISTRICT BUDGET TRANSFER FY 2xxx-xx Please Type Form (non-shaded areas only) Date: 01/29/xx Page: 1 of 1 Doc. No: Period: Increase: Debit Account Fund Organization Account 11000 77008 71100 11000 77008 73000 Decrease: Credit Account Program Code Net Amount Banner Document Total Explanation: Approvals: Amount (Dollars Only) $ Fund Organization Account 1,000 11000 77007 73000 2,000 11000 77007 72009 $ 3,000 $ 6,000 Program Code Transfer equipment and travel funds for unforeseen expenditures in the program. Janet Brown 1/29/2xxx Originator Date John Smith 1/29/2xxx Budget Head Date President or Vice President Date Budget Director Date B udget Transfer Fo rm (A pril 2012) Budget Transfer Form • The purpose of this form is to transfer “budgets” between orgs or accounts. • Budget transfers are not allowed between different funds, e.g., 11000 (Institutional Fund) to 9xxxx (Plant Fund). • Please review the Banner org and account’s available balance in FGIBAVL to confirm there are sufficient funds before submitting it. • Budget transfers initiated during current fiscal year are only temporary. Transfers that are deemed to be permanent need to be reflected on next year’s Budget Form 1 & 2. REPORT FZRBORG FISCAL YEAR: XX ORG MGR: COAS: FUND: ORG: ACCOUNT E 11000 xxxxx El Paso Community College Budget Status by Org Mgr AS OF 30-JUN-2XXX RUN DATE: 6/30/2XXX TIME: 08:14 AM PAGE: 1 xxxxxxxxxxxxxxxxxxxxx El Paso Community College College Operations xxxxxxxxxxxxxxxxxxxxx ACCOUNT TITLE ADJUSTED BUDGET CURRENT PERIOD ACTIVITY YEAR TO DATE ACTIVITY BUDGET RESERVATIONS AVAILABLE BALANCE CMT TYP U U U U U 61062 61305 61600 61601 61605 Instr PT NIC NII Spring Professional Staff FT Classified Staff Pool Classified Staff PT Classified Staff FT .00 125,516.00 1,069.00 .00 18,923.00 .00 7,529.59 .00 622.92 1,576.92 793.95 103,649.74 .00 7,896.39 15,769.20 .00 .00 .00 .00 .00 -793.95 21,866.26 1,069.00 -7,896.39 3,153.80 TOTAL Salaries & Wages 145,508.00 9,729.43 128,109.28 .00 17,398.72 71100 71120 71130 71140 71151 71173 71210 71220 71224 71228 71317 71320 71330 Supplies Pool Office Supplies Instructional Supplies Laboratory Supplies Paper Printing Cmpt Ribbons Cartrdg Postage Comm Local Charges Credit Card Long Distance Comm Air Time Other Professional/Tech Audio Visual Expense Printing/Dupl Internal 3,750.00 .00 .00 .00 .00 .O0 .00 .00 .00 .00 .00 .00 .00 .00 195.18 28.05 .00 .00 .00 .00 .00 2.99 64.00 .00 .00 13.29 .00 706.68 302.39 15.48 140.40 121.33 95.36 99.30 2.99 470.87 139.99 .45 1,324.55 .00 500.00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 3,750.00 -1,206.68 -302.39 -15.48 -140.40 -121.33 -95.36 -99.30 -2.99 -470.87 -139.99 -.45 -1,324.55 TOTAL Supplies 3,750.00 303.51 3,419.79 500.00 -169.79 72099 72100 Travel Pool In Town Travel 2,500.00 .00 .00 31.51 .00 1,068.55 .00 .00 2,500.00 -1,068.55 TOTAL Other Expenses 2,500.00 31.51 1,068.55 .00 1,431.45 145,508.00 6,250.00 9,729.43 335.02 128,109.28 4,488.34 .00 500.00 17,398.72 1,261.66 -151,758.00 -10,064.45 -132,597.62 -500.00 -18,660.38 TOTAL ORGANIZATION xxxxx xxxxxxxxxxxxxxxxxxxxx TOTAL SALARIES & WAGES TOTAL SUPPLIES POOL NET U U U U U U U U U U U U U U U El Paso Community College Budget Status by Fund Mgr REPORT FZRBFND FISCAL YEAR: XX RUN DATE: 08/31/2XXX TIME: 03:27 PM PAGE: AS OF 31-JUL-2XXX FUND MGR: COAS: FUND: ORG: ACCOUNT E 12xxx S12xxx xxxxxxxxxxxxxxxxxxxxx El Paso Community College xxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxx ACCOUNT TITLE A ADJUSTED BUDGET B CURRENT PERIOD ACTIVITY 51100 Tuition 51118 Technology Fee Non Credit 15,000.00 .00 .00 .00 TOTAL Tuition and Fees 15,000.00 .00 71120 Office Supplies 71130 Instructional Supplies .00 .00 539.00 .00 TOTAL Supplies .00 539.00 15,000.00 .00 73100 Cap Furniture & Equipment>5000 TOTAL Capital Expenses TOTAL ORGANIZATION xxxxx xxxxxxxxxxxxxxxx TOTAL REVENUES TOTAL SUPPLIES POOL NET C YEAR TO DATE ACTIVITY .00 4,076.00 4,076.00 1 539.00 -10.00 529.00 2 5,000.00 5,000.00 3 15,000.00 .00 15,000.00 15,000.00 .00 539.00 .00 -539.00 -1,453.00 15,000.00 15,000.00 .00 539.00 4,076.00 8 5,529.00 .00 -539.00 -1,453.00 4 4,076.00 5 5,529.00 6 D BUDGET RESERVATIONS E AVAILABLE BALANCE .00 .00 15,000.00 -4,076.00 .00 10,924.00 .00 .00 -539.00 10.00 .00 -529.00 5,000.00 5,000.00 5,000.00 5,000.00 .00 5,000.00 10,924.00 4,471.00 -5,000.00 6,453.00 .00 5,000.00 10,924.00 4,471.00 -5000.00 6,453.00 TOTAL FUND xxxxx xxxxxxxxxxxxxxxx TOTAL REVENUES TOTAL SUPPLIES POOL NET A = Adjusted Budget (Adopted Budget with changes) B = Current Period Activity C = Y-T-D Activities D = Budget Reservations (encumbrances or commitments) E = A – (C+D) F = CMT TYP (commitment type) C = Encumbrance rolled over from prior year U = Uncommitted encumbrance 7 9 1. Total organization revenue 2. Total organization supplies 3. Capital organization expenses 4. Same as #1 5. #2 + #3 6. Total org. revenue minus total org. expenditures (if positive it is a surplus, if negative it is a deficit) 7. Total fund revenue 8. Total fund expenditures F CMT TYP U U U U U 31-JAN-2XXX 14:31:13 FISCAL YEAR XX El Paso Community College EPCC Orgn Detail Activity From 01-SEP-2XXX to 31-JAN-2XXX COAS: E ORG: XXXXX El Paso Community College xxxxxxxxxxxxxxx 1 2 3 4 TRANS DATE TRAN TYPE DOCUMENT NUMBER DOCUMENT REF # BEGINNING: 10/16/2XXX ENDING: BDO1 Instructor Pool PT L0000015 Instructor Pool PT FY 2XXX Adopted Budget BEGINNING: 09/25/2XXX 09/25/2XXX 10/25/2XXX 10/25/2XXX 11/25/2XXX 11/25/2XXX 12/13/2XXX 12/19/2XXX ENDING: HGNL HGNL HGNL HGNL HGNL HGNL HGNL HGNL Instr PT Credit Fall F0004419 F0004465 F0004501 F0004513 F0004624 F0004628 F0004709 F0004703 Instr PT Credit Fall HR HR HR HR HR HR HR HR BEGINNING: 11/25/2XXX ENDING: HGNL Instr PT Credit SI F0004628 Instr PT Credit SI HR Payroll 2XXX FA 11 0 BEGINNING: 09/25/2XXX 10/25/2XXX 11/25/2XXX 12/13/2XXX ENDING: HGNL HGNL HGNL HGNL Instr Overload Fall F0004465 F0004513 F0004628 F0004709 Instr Overload Fall HR HR HR HR BEGINNING: 10/16/2XXX ENDING: BD01 Instructor FT Pool L0000015 Instructor FT Pool FY 2XXX Adopted Budget 1. 2. 3. 4. 5. PAGE 1 FYRODTA 5 6 7 8 9 DESCRIPTION ACCOUNT/ FUND BUDGET ACTIVITY TRANSACTION ACTIVITY ENCUMBRANCE ACTIVITY Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX 2XXX TRANS DATE - Date of transaction or activity TRANS TYPE - e.g., JE, BT, INV, PO DOCUMENT # - Number assigned in Banner for transaction DOCUMENT REF - e.g., cash receipt# or batch# DESCRIPTION – Describes activity, e.g., payroll feed MC FA MC FA MC FA FA MC FA FA FA FA 9 9 10 10 11 11 12 12 0 0 0 0 0 0 0 0 9 10 11 12 0 0 0 0 61000 61000 61000 .00 329,073.00 329,073.00 .00 .00 .00 .00 61011 61011 61011 61011 61011 61011 61011 61011 61011 61011 .00 .00 504.26 20,674.87 504.26 19,704.67 672.35 19,162.08 19,162.08 672.35 81,056.92 .00 61013 61013 61013 .00 .00 25.55 25.55 .00 61051 61051 61051 61051 61051 61051 .00 .00 5,294.75 6,555.39 7,017.64 6,345.29 25,213.07 .00 61100 61100 61100 .00 760,519.00 760,519.00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 6. ACCOUNT/FUND - Identifies the account or fund 7. BUDGET ACTIVITY - Beginning and ending balance for budget 8. TRANSACTION ACTIVITY - Beginning and ending balance for expenditures 9. ENCUMBRANCE ACTIVITY - PO's that are pending 25-JUL-XXXX 09:05:41 FISCAL YEAR 0X COAS: E ORG: XXXXX TRANS DATE El Paso Community College Organization Detail Activity From 01-SEP-2XXX to 25-JUL-2XXX PAGE 5 FYRODTA El Paso Community College XXXXXXXXX TRAN TYPE DOCUMENT NUMBER DOCUMENT REF # BEGINNING: 12/13/2XXX 12/15/2XXX 01/23/2XXX 03/26/2XXX 03/30/2XXX 04/30/2XXX 05/31/2XXX 06/26/2XXX ENDING: JEIG JE16 JE16 JE16 JEJG JE16 JEJG JE16 Medicare Tax OPER001 J0000399 J0000957 J0001785 J0001861 J0002513 J0002929 J0003398 Medicare Tax BEGINNING: 11/22/2XXX 12/12/2XXX 06/04/2XXX ENDING: Office Supplies BD01 BU001122 NNI 10000423 CINNI 00282242 10000423 Office Supplies BEGINNING: Cmpt Supp Except Paper 12/15/2XXX PORD P0000559 12/18/2XXX PORD P0000559 12/15/2XXX PORD P0000559 02/05/2XXX INEI 10002404 02/05/2XXX INEI 10002404 02/05/2XXX INEI 10002404 02/05/2XXX INEI 10002404 02/O5/2XXX INEI 10002404 02/05/2XXX INEI 10002404 ENDING: Cmpt Supp Except Paper ACCOUNT/ FUND DESCRIPTION OPER LDGR FEED: FRS=631031 Benefits 12M 12/XX MED TAX 1M MED TAX 2M MED TAX 3M MED TAX 4M CORR MED TAX 5M MED TAX 6M 62500 62500 62500 62500 62500 62500 62500 62500 62500 62500 FY 2XXX Adopted Budget Learning for Life Nat Learning for Life Nat 71120 71120 71120 71120 71120 Checkpoint Checkpoint Checkpoint Checkpoint Checkpoint Checkpoint Checkpoint Checkpoint Checkpoint 71170 71170 71170 71170 71170 71170 71170 71170 71170 71170 71170 Services, Services, Services, Services, Services, Services, Services, Services, Services, Inc. Inc. Inc. Inc. Inc. Inc. Inc. Inc. Inc. BUDGET ACTIVITY TRANSACTION ACTIVITY ENCUMBRANCE ACTIVITY 236.01 80.35 80.37 66.50 77.29 68.39 68.49 68.50 9,375.00 20.72 -20.72 15.50 5.00 347.11 BEGINNING: Postage 12/13/2XXX JE16 OPER001 ENDING: Postage 71210 OPER LDGR FEED: FRS=631031 71210 71210 6.40 BEGINNING: Printing/Dupl Internal 12/01/2XXX JE16 J0000351 04/01/2XXX JE16 J0002113 Print Shop 12/XX RGISC-DUPL 03/XX 71330 71330 71330 38.72 27.14 15.50 5.00 347.11 -15.5O -5.00 -347.11 Questions?