BUDGETING AND FINANCIAL MANAGEMENT. For Department Chairs

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Bennett Robbins
6 years ago
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1 BUDGETING AND FINANCIAL MANAGEMENT For Department Chairs

2 Topics Overview of the University budget Description of Major Fund Accounts Differences of Accounts Transferring funds Operating Budget for Non-State Accounts Course Specific Fees Questions?

3 Changes in State Funding General Fund FY 02 General Fund FY 15 80% 70% 70% 60% 50% 40% 30% 20% 10% 60% 50% 40% 30% 20% 10% 0% State 72% Tuition 28% 0% State 40% Tuition 60%

4 State Appropriation and Income Fund Source of Funds FY 14 FY 15 FY 16 State Appropriations $59,693,700 $59,872,000 $16,419,900 Tuition $88,310,394 $93,154,087 $98,675,756 Total Revenue $148,004,094 $153,026,087 $115,095,656

5 State Stop Gap Appropriations FY 15 State Approp $59,872,000 FY 16 1 st Stop Gap Approp $16,419,900 (28% of FY 15 Approp) FY 17 2 nd Stop Gap Approp $30,319,900 (53% of FY 15 Approp)

6 Description of Major Fund Groups and Accounts State Operating Budget (State Funds) Income Funds (Ledger 1 Accounts) Includes tuition revenue, off-campus program revenue, interest on Income Fund deposits, and certain miscellaneous fee revenue. State Appropriated Funds (Ledger 2 Accounts) Includes General Revenue Funds and Educational Assistance Funds, which come from Illinois tax dollars. Non-State Operating Budget (Local Funds) Service Departments (Ledger 3 Accounts) Provide specific types of services to university departments and are supported by internal charges to using departments. Ex. Facilities management and Transportation Services

7 Indirect Cost Recovery ICR (Ledger 4 Accounts) ICR funds are recovered as overhead allowances on grants and contracts. Self Supporting Activities (Ledger 4 Accounts) Include a wide range of operations which are directly related to Instruction, Research, or Public Service units or support the overall objectives or general operations of the University. Revenue Bond Operations (Ledger 5 Accounts) Operations of Revenue Bond financed facilities are reported in this fund group. Ex. University Housing, MUC, SSC, Fitness Center Grants and Contracts (Ledger 6 Accounts) Include funds received from governmental entities, private foundations, and corporations for the support of various research projects, instructional and training programs, public service activities, student financial aid, and other programs.

8 Differences between State and Non-State Accounts State Accounts Non-State Accounts Budget = Planning tool Budget = Authority to spend Accounts are centrally supported Revenue comes primarily from State Appropriations and tuition revenue. Fiscal Year = July June + two months (July Aug) lapse period Funds received during the Fiscal Year must be obligated by June and expended by August. Budget = Planning tool Budget and Available cash balance = Authority to spend Accounts are self-supporting Revenue come from Sales, Fees, Grants, etc. Fiscal Year = July - June Unused funds are rolled over as cash to the new fiscal year.

9 Transferring Funds Between Accounts State Accounts (Ledger 2 Accounts) can be transferred to other State Accounts only. ICR (Ledger 4 Accounts) can be transferred to other ICR accounts, but not Activities accounts or State accounts. Activities (Ledger 4 Accounts) can be transferred to other Activities accounts, but not to ICR or State accounts.

10 AIS Forms to Transfer Funds Between Accounts State Accounts Salary RTU (Request to transfer salary budget between Banner reserve positions) Each college/school has a main account with a salary reserve position. Support Lines Budget Allocation Adjustment form Non-State Accounts Transfer Voucher

13 Course Specific Fee Guidelines A Course Specific Fee is charged for materials or other products or services consumed by a student during the course. Course Specific Fees are not intended to cover the normal costs of instruction, and should be exceptions rather than routine.

14 Course Specific Fee Approvals Course Specific Fees are approved by the Chancellor after review by the Provost s Office and Financial Affairs. If $200 or greater, they must also be approved by the Board of Trustees.

15 Course Specific Fees generally MAY be used for: Consumable supplies used by students during a class e.g., sheet music, art supplies or media, special photography paper and ink, gloves, lab glassware, biological specimens, chemicals External or license examinations, student learning portfolios, and other assessments to provide evidence of student learning outcomes for accreditation and for program improvement

16 Software and online resources only if closely related to the course, consumed during the course, dedicated to that group of students, and not primarily used by faculty or staff for research or other purposes Faculty transportation for supervision of students at field locations Transportation and admission for required field trips or field experiences Facilites that the department does not control e.g., swimming pool, golf course Private music lessons

17 Annual maintenance contracts if the equipment is used only by students in those classes (e.g., the equipment is not for general use and is not used for faculty research), and there are known costs attributable to those students

18 Course Specific Fees generally MAY NOT be charged for: Salaries and benefits for faculty, staff, teaching or lab assistants, and tutors, except for private music instruction Normal classroom materials and supplies e.g., course syllabi, photocopies, markers, chalk Software other than allowable software described above

19 Equipment, including computers and lab equipment in part because the useful life is greater than one year Equipment repairs because the cost and timing of repairs are unknown and because equipment is generally not attributable to a course Faculty or staff travel and professional development Refreshments and entertainment

20 Course Specific Fee Request Narrative Laboratory Fees for BIOL 485 Ichthyology (~ 20 students per section) Fees for BIOL 485 have not been raised for many years. Costs in BIOL 485 primarily stem from fish collection in the field and fish specimen handling and preservation in the lab. Preservatives must be purchased fresh in each semester the course is taught. MS-222 is a euthanizing agent that allows for humane collection in the field and is required by animal care protocols. Gloves and paper towels are used constantly in the lab for safe handling of specimens. All specimens are stored in glass jars with lined lids; as the collection grows and old specimens are removed and new ones added to the collection, new jars are rotated in to keep the collection in good shape and to maintain safety and clarity of stored specimens. Seine material is purchased from local suppliers fully ready to use by the foot; such material is used to repair existing seines and hoop nets as they get damaged during use in the field. The waste fee is collected on all courses that generate biological waste that needs to be removed by Environmental Health and Safety. In the accompanying table the cost per student is estimated by the number of units used by the student multiplied by the cost per unit.

21 Course Specific Fee Request Data Table Course Specific Fees - Department of Biological Sciences Course Title and number: Ichthyology (BIOL 485) Number of students per class: 20 Estimated cost per student Commodity Unit Price Details re pricing Amount used per student per class Formalin (preservative) 54.00/gal 1 gallon 0.05 gal 2.70 Ethanol (preservative) 75.00/5 gal 5 gal container 0.75 gal MS-222 (anaesthetic) /100g 100 g container 2 g 2.90 Nitrile gloves 99.00/cs 1000 pairs/cs 20 pairs 2.00 Paper towels 21.00/cs 4000/cs ml jars w/lids 60.00/cs 24/cs ml jars w/lids 74.00/cs 24/cs ml jars w/lids 56.00/cs 12/cs Seine material 4.15/ft 1 linear foot Waste disposal 3.00 Total cost per student per term Recommended CSF per student per term 45.00

22 COURSE SPECIFIC FEE UNIT REQUEST FORM (FY 18 implementation) Current Course Specific Fees Request for New Money Rationale Proposed changes for FY 18 [changes are in bold] red = delete fee Current Enrollme nt Actual Proposed Estimate d Enrollme nt Projected New green = new fee Course Fee Fall 16 Spr 17 Su 17 Revenue Fee Fall Spr Su Revenue Revenue blue = fee increase pink = fee reduction dark red = changed BIOL $ $33,030 $ $40,370 $7,340 Increased cost of new labs plus cost of PLTL BIOL $ $0 $ $0 $0 new CURE lab format plus cost of PLTL BIOL $ $1,530 $ $1,292 -$238 Decreased cost of new labs, but no PLTL sessions BIOL 151 $ $17,190 $ $17,190 $0 Updated and more detailed materials justification BIOL 220 $ $12,960 $ $12,960 $0 Updated and more detailed materials justification BIOL 240a $ $14,700 $ $11,760 -$2,940 Savings in use of preserved disections specimens BIOL 240b $ $12,000 $ $9,600 -$2,400 Savings in use of preserved disections specimens BIOL 250 $ $22,880 $ $23,936 $1,056 Increased cost of new labs BIOL 319 $ $9,900 $ $9,900 $0 Updated and more detailed materials justification BIOL 321 $ $0 $ $450 $450 Increased cost of new labs BIOL 337 $ $0 $ $400 $400 Updated and more detailed materials justification BIOL 365 $ $1,560 $ $1,300 -$260 Reductions in cost of lab activities BIOL 455b $ $0 $ $1,400 $1,400 New lab course. Form 90 submitted Fall 16 BIOL 469 $ $0 $ $0 $0 Reductions in cost of lab activities BIOL 470 $ $280 $ $140 -$140 Reductions in cost of lab activities BIOL 471 $ $0 $ $555 $555 Increased cost of new labs BIOL 472 $ $630 $ $630 $0 Updated and more detailed materials justification BIOL 473 $ $0 $ $0 $0 Long time course never had a course fee. Costs previously covered from other sources. BIOL 480 $ $440 $ $770 $330 Increased cost of new labs BIOL 483 $ $325 $ $325 $0 Updated and more detailed materials justification BIOL 485 $ $0 $ $0 $0 Increased cost of new labs BIOL 486 $ $0 $ $900 $900 Updated and more detailed materials justification BIOL 488 $ $575 $ $1,000 $425 Increased cost of new labs, including extensive field trips

23 Questions? Overspending accounts / account in the red P-card Summer / Winter session AIS reports Payroll reports

Legislative Appropriations Request. For Fiscal Years 2012 and 2013

Legislative Appropriations Request For Fiscal Years 2012 and 2013 Submitted to the Governor s Office of Budget and Planning and the Legislative Budget Board by SUL ROSS STATE UNIVERSITY - ALPINE A Member