q. PLANNING, RESOURCE, AND BUDGET COMMITTEE CURRENT 1) Composition. Vice President for Academic Affairs, Vice President for Administration and Finance, Vice President for Human Resources, Equity and Inclusiveness, Vice President for Student Affairs, Vice President for University Advancement, Vice President of Information Technology, two staff members jointly appointed by the President and Academic Senate Chair, and two students. [BL 11-15] 2) Functions. [BL 09-2] a. Engage in ongoing university-wide planning and review and recommend to the Chair of the Academic Senate, the President of the University, appropriate Vice Presidents, and other appropriate individuals and groups with respect to university priorities; b. Review budget reports provided by the Division of Finance and Administration on the campus, system, and state budgets as specified by University Policy; c. Review and make recommendations on annual budget requests, allocation of new and continuing monies received at the university from all sources, and changes to patterns of previous allocations, including those for Academic Affairs, Administration and Finance, Human Resources, Equity and Inclusions Student Affairs, University Advancement, Information Technology, and the President s division; d. Develop a prioritized list of those budget items that are on the margin of fundability, enabling the President and the President s Advisory Board to move the funding cutoff point upward or downward on that list if the campus budget allocation is reduced or augmented; e. Review and recommend to the President with respect to University Mission and Goals Initiatives and annual lottery fund allocations; f. Review and recommend to the President with respect to budget and non-state support operations, including Parking, Housing, and Continuing Education Revenue Fund/University Extended Education (CERF/UEE); g. Analyze, review, and recommend priorities and resource implication of changes in existing academic programs; h. PRBC is responsible for validating the campus baseline budget of several cost centers annually. To that end PRBC shall establish a timeline for re-examining the baseline of a few cost centers each year. The administration shall provide the PRBC with information showing what the current baseline budget is, broken down by cost center, and how that baseline has been derived. i. Present a report to the Academic Senate at or before the last meeting of each semester with recommendations made in accordance with all the above bylaw sections. j. At the end of each Spring semester, appoint a subcommittee of members who will be available over the summer, in the event that a quorum of the full committee is not available, to provide recommendations if last minute changes in the budget allocation require immediate, significant budget adjustments. The Chair of the Academic Senate or his/her designee will act as the Senate Executive Committee liaison during the summer.
q. PLANNING, RESOURCE, AND BUDGET COMMITTEE SUBCOMMITTEE 1) Composition. Provost and Vice President for Academic Affairs, Vice President for Administration and Finance, Vice President for Human Resources, Diversity and Inclusiveness, Vice President for Student Affairs, Vice President for University Advancement, Vice President of Information Technology, two staff members jointly appointed by the President and Academic Senate Chair, and two students. [BL 11-15] [FACULTY COMPOSITION IS ELSEWHERE IN THE BYLAWS] 2) Functions. [BL 09-2] a. To formulate, review, and recommend policies with respect to the allocation of University resources in the implementation of the Strategic Plan and the fulfillment of the University s Mission; b. To serve as an advisory body on planning, resources and budgetary matters to the President, division heads, and the Academic Senate; c. To review initiatives and make recommendations to the President; and d. To analyze, review, and recommend priorities and resource implications of changes in existing, or the creation of new, academic programs, departments, divisions, or schools.
q. PLANNING, RESOURCE, AND BUDGET COMMITTEE CABINET 1) Composition: Provost and Vice President for Academic Affairs; Vice President for Administration and Finance; Vice President for Human Resources, Diversity and Inclusion; Vice President for Student Affairs; Vice President for University Advancement; Vice President of Information Technology; two staff members jointly appointed by the President and Academic Senate Chair, and two students. Vice Presidents may send a designee. [BL 11-15] [FACULTY COMPOSITION IS ELSEWHERE IN THE BYLAWS] 2) Functions. [BL 09-2] a. To formulate, review, and recommend policies with respect to the allocation of University resources in the implementation of the Strategic Plan and the fulfillment of the University s Mission; b. To serve as an advisory body on planning, resources and budgetary matters to the President, division heads, and the Academic Senate; c. To review strategic initiatives and make recommendations to the President; and d. To analyze, review, and recommend priorities and resource implications of changes in existing, or the creation of new, academic programs, departments, divisions, or schools.
CURRENT DOCUMENT PLANNING AND BUDGETING PROCESS All University planning and budget processes are driven by the State and CSU budgeting cycles (see Table 1: Annual System-wide Budget Cycle). The University planning and budget discussions are held by several groups and individuals with varying responsibilities to review, recommend and decide (see Table 2: Budget Planning Process Roles & Responsibilities). The Planning, Resource and Budget Committee (PRBC) is a collaboration of staff, faculty and administrators with a variety of responsibilities as set forth in BL 98-2 and further elaborated here (see Table 3: PRBC Timetable, Roles and Responsibilities). Units preparing plans and budgets consistent with achieving Mission and Goals, must consider the process outlined below in their planning, and make contingent plans as appropriate. Table 1: Annual System-wide Budget Cycle July 1 Month State Schedule CSU Schedule July - August August September September Beginning of State Budget Cycle Initial discussion and review of CSU budget by Executive Council. Review of CSU budget by Systemwide Budget Advisory Committee. Board of Trustees (BOT) statement of CSU budget priorities. Responsibilities/ Fullerton Campus Schedule Campus annual budget planning begins. President sets calendar for annual process. President and executive leadership review mission and strategic plan. President and executive leadership set priorities in conjunction with PRBC and communicate initial direction to campus CFO provides update on the state of the University budget to President s Advisory Board (PAB, Senate and PRBC. October BOT approval of CSU budget. CFO initiates divisional budget processes and presents prior year budget reports. November December February February Legislative Analyst Office (LAO) issues Fiscal Outlook Governor s Budget released University Policy Statement CSU meet with Governor s Office and Department of Finance (DOF) staff. PRBC receives reports from CFO and others on projected changes in state support and fee revenues. Prioritized divisional budget requests due to CFO. CFO staff compiles divisional budget requests.
Page 2 of 6 Month State Schedule CSU Schedule February March April Legislative Analyst Office (LAO) reviews Governor s Initiatives Feb. March CSU provides preliminary campus budget allocations based on Governor s budget in the form of a Budget Memo. Legislative Analyst Office (LAO) reviews preliminary campus budget. Responsibilities/ Fullerton Campus Schedule PRBC reviews mission and strategic operating plan and reviews evaluation plan for proposals. PRBC begins review of campus budget requests holds open hearings. Chief Financial Officer (CFO) provides update on the state of the University budget to the PAB, Senate and PRBC. May April May May 4 May mid Subcommittees confer on the Budget Bill May revision of Governor s budget is released PRBC publishes preliminary prioritized funding recommendations for review and comment. PRBC makes final recommendations to the President. President confers with PAB, PRBC. Budget update to Executive Committee, Academic Senate, and campus community (or possibly request special Academic Senate meeting later) depending on status of State/CSU budget process. May end May late to June early June June June 30 Subcommittees report to the full Budget Committee Assembly and Senate debate versions of the Budget Bill Full Budget Committee, House of Approval Budget goes to Two House Conference Committee Constitutional deadline for Conference Committee to pass Budget Act Constitutional deadline for Governor to consider lineitem vetoes May revision of initial budget document. Final budget allocation to campus. CFO prepares and communicates an update on impacts of the Governors May revisions of the budget to the PAB, PRBC and campus. CFO Finalizes budget situation based on May Revise. If budget is not balanced President revises instructions to the PRBC and CFO. Budget recommendations from PRBC and CFO are presented to the President to balance the budget. July 1 Budget Act takes effect Implement fiscal years budget as approved by the President. September Budget Update to PRBC Academic Senate and campus community by CFO.
Page 3 of 6 Table 2: Budget Planning Process Roles & Responsibilities The responsibilities noted below are intended to outline generally the roles of the individual officers, staff or committees in developing the annual budget of CSU Fullerton and are not intended to reflect a hierarchical structure and thus does not reflect the process flow for budget decisions. President Seek advice from the campus community including, PAB, PRBC and the Academic Senate regarding campus budget priorities for the upcoming fiscal year. Review and approve FTES target based on enrollment information from VPAA and budget projections from CFO. Announce budget planning guidelines for the upcoming budget cycle, e.g., FTES targets, campus priorities to the campus community and PRBC. Review and consider Planning, Resource and Budget Committee (PRBC) recommendations from previous semester on campus priorities and budget allocations. Consult with Chancellor, President s Administrative Board, CFO, Academic Senate, and Associated Students on various budget issues. Make final decisions on budget allocations. Chief Financial Officer Consult with Chancellors Office and other agencies to develop preliminary and ongoing budget revenue and expense reports to the University community. Consult with the President as enrollment targets and projections are established. Provide updates to the campus community including PAB, PRBC and Academic Senate regarding budget revenues and expenses throughout the budget process Report on prior year budgets and actual expenses by cost center, carry forward balances and quarterly expenditure reports to PAB, PRBC and Academic Senate. Review all divisional budget submittals to ensure they are in accordance with University budget policy, guidelines and processes. Ensure that the information necessary for informed decisions regarding budgets is available to the President, PAB, PRBC and the campus e.g., revenue projections and expenditure history. Advise the President on the fiscal implications and appropriateness of the proposed budgets. Communicate to the campus community and implement the budget decisions of the President. Report to PRBC, PAB and campus on CSU Operating Funds (formally general fund) and nongeneral fund resources. Report to the Academic Senate in the fall and spring semesters on the University s budget and financial standing. Manage the University Mission and Goals Initiatives (UMGI) process for the PRBC Planning, Resource & Budget Committee (PRBC) Hold meetings where each divisional budget request is reviewed and evaluated. Review Division Head s recommendations. Engage in ongoing University planning process. Assess previous year budget allocations and recommend University budget requests for approval within the scope of available resources and strategic goals and mission of the University. Communicate preliminary recommendations for review and comment to campus community. Make final prioritized recommendations to the President. Make UMGI recommendations to the President.
Page 4 of 6 VP Academic Affairs Provide up to date and detailed information to President as well as other campus leaders including the CFO on enrollment projections and targets. Responsible for ensuring the President has all the information necessary for timely submittal of enrollment projections and FTES target setting to the CO s office. Division Heads (e.g, President, Vice Presidents, and CITO) Re-examine base budgets, allocate resources intended to support priorities where possible. Develop and prioritize divisional budget requests in consultation with Deans/Directors and others as appropriate. Prepare and submit prioritized divisional budget requests to the CFO for consistency with budgeting guidelines, policy and processes and the PRBC for consideration through the University budget process. Provide information on all sources of funds available to their unit. Report to campus community including PRBC how any funds allocated in the previous year s process were used. Explain year-end balances (surpluses or deficits) to PRBC and PAB. Make recommendations to PRBC for additional resources outside the scope of the divisional funding capability. Deans/Directors (Direct Reports to Division Heads) Solicit budget priorities and requests from reporting units. Develop, review, approve and prioritize unit budget requests in consultation with division heads. Prepare and submit necessary planning documents to appropriate divisional unit heads for consideration through each division s budget process. Provide information on all sources of funds available to their unit. Describe how funds allocated in the previous year s process were used to PRBC, division heads and others as appropriate. Explain year-end balances (surpluses or deficits) to PRBC and plans to address use of surpluses and mitigation for deficits. Make recommendations to divisional unit heads for additional resources outside the scope of Dean/Director funding capability. Department Chairs/Heads Develop and prioritize unit budget in consultation with Faculty/Staff. Make recommendations to Deans/Directors for changes. Faculty/Staff Make recommendations through regular reporting channels and to department heads for changes and initiatives to advance goals and initiatives and improve resource allocation. Stay involved and informed on budget and planning matters.
Page 5 of 6 Table 3: Planning, Resource & Budget Committee, Annual Budget and Planning Timetable, Roles and Responsibilities. Target Month Responsibilities/ Fullerton Campus Schedule July Campus annual budget planning begins President and CFO begin consultation with PAB, Chair and Exec Committee of A.S. August President announces calendar for annual budget planning process. September President communicates priorities and obligations for the year. CFO provides update on the state of the University budget to PRBC i.e., prior year s YE comparatives and current budget year 1 st Quarter. PRBC Meeting Schedule None. Meeting 1 & 2. Responsibilities and Materials PRBC Introductions of New members. Review Roles and Responsibilities including AS Bylaw 100.01 and proposed Timeline for the year. CSUF Budget Basics Presentations by Budget staff (Budget 101). October Meeting 3. PRBC reviews campus priorities. Reviews prior year comparatives and current year budgets reports and considers recommendations to President for action. October Nov/Dec Nov/Dec February February Upcoming Year budget Request process begins CFO initiates divisional budget processes, issues forms and procedures for budget requests and presents to PRBC. Call for University Mission and Goals Initiatives goes out to campus. PRBC receives reports from CFO and others on projected changes in State support and fee revenues for current year and following year budget. Initial budgets for non State support operations reviewed, Parking, Housing, Continuing Education Revenue Fund/University Extended Education (CERF/UEE) and recommendations to President President approves internal FTES targets for upcoming fiscal year and associated FTEF levels and forwards to Chancellor for approval. Prioritized divisional following year budget requests due to CFO from division heads. CFO staff consolidates divisional budget requests and reviews in accordance with University budget policy, guidelines and processes. Budget request submittals from division heads and All University Budget delivered to PRBC. Meeting 4. Meeting 5, 6 & 7 if necessary. PRBC determines how it will review and recommend actions on next year s campus budget what documents and materials it will need. PRBC reviews reports from CFO and others on projected changes in State support and fee revenues for current year and following year budget. PRBC Chair reports the committee s activities to President and to Academic Senate. PRBC and CFO copied on communication. No PRBC action required. No PRBC action required. February Meeting 8. PRBC reviews University Mission, Goals Initiatives submittals and recommends to President.
Page 6 of 6 Target Month March April April April May end June July Responsibilities/ Fullerton Campus Schedule Chancellor s Office s (CO) Initial CSU Operating Budgets (formally General Fund) announced. Lottery Fund Resources Report to Campus. CFO Provides update on the state of the University budget to the PAB, Senate and PRBC. President confers with PAB, PRBC President announces UMGI decisions. CFO prepares and communicates an update on impacts of the Governor s May revisions of the State Budget to the PAB, PRBC and campus. President announces Lottery fund decisions. CFO Finalizes preliminary budget plans based on May Revise. Implement New Fiscal Year budget as approved by the President role out of new allocations. PRBC Meeting Schedule Meetings 9, 10 & 11. Meeting 12. Meeting 13. Meetings 14 & 15 if necessary. Responsibilities and Materials PRBC PRBC begins review of campus divisional and All University budget requests. Lottery funds proposed budget reviewed by PRBC and recommendations made to President. PRBC publishes preliminary prioritized funding recommendations for review and comment. PRBC provides written recommendations to the President on State Supported Budgets and Lottery distribution. PRBC considers revising its recommendations to the President based on reports from the CFO. Chair and Vice Chair/Chair elect appointed. PRBC Chair provides report to Academic Senate and President. September Prior Year Baseline Budgets Rolled out to campus if new year Budget is not yet approved and legal authority exists to do so. Budget Update to PRBC Academic Senate and campus community by CFO. PRBC Begins New cycle. Source: PRBC 3-20-09 EFFECTIVE DATE: August 24, 2010 Supersedes: dated 4-28-98 and ASD 09-85
University Policy Statement Subcommittee PLANNING AND BUDGETING PROCESS The Planning, Resource and Budget Committee (PRBC) is a collaboration of staff, faculty and administrators with a variety of responsibilities as set forth in UPS 100.001 and further elaborated here. PRBC makes recommendations based on but not limited to: annual budget priorities and reports, allocation of new and continuing monies received at the university from all sources, changes to patterns of previous allocations, and key performance indicators for each division related to the President s Annual Budget Memorandum. CSU System Budget Calendar All University planning and budget processes are driven by the State and CSU budgeting cycles (see http:// http://finance.fullerton.edu/budget/budgetcalendar.asp). The fiscal year runs from July 1 until June 30. CSUF University Planning and Budgeting Guidelines Fall 1) President presents Annual Budget Memorandum to PRBC. 2) PRBC reviews: a. Committee s roles and responsibilities; b. CSUF Budget Basics Presentation (Budget 101) by the Administration and Finance Budget Staff; c. Strategic plan; and d. President s Annual Budget Memorandum. 3) PRBC reviews progress towards meeting strategic plan objectives. 4) Division heads present: a. Prior year s allocation of funds emphasizing alignment with the President s Annual Budget Memorandum, divisional priorities, strategic plan objectives, and University Mission; b. Key indicators demonstrating progress towards divisional priorities, strategic plan objectives, and University Mission; c. Unmet needs related to divisional priorities, strategic plan objectives, and University Mission; and d. Changes in divisional organization. 5) PRBC issues call for initiative proposals. 6) PRBC presents an update to the Academic Senate. Spring 1) PRBC or an ad hoc committee charged by PRBC reviews initiative proposals. 2) PRBC reviews results from initiative proposals awarded the previous academic year and disseminates a progress report to the campus community. 3) Division heads develop and present a university-wide budget proposal for discussion at PRBC.
Page 2 of 2 4) PRBC provides written budget recommendations to the President based on the University Mission and strategic plan objectives with consideration of challenges, opportunities, and constraints. 5) PRBC presents budget recommendations to the Academic Senate. 6) PRBC appoints a subcommittee to be available over the summer. If a quorum of PRBC is not available, the subcommittee will provide recommendations in response to proposed budget changes as requested. The Chair of the Academic Senate or his/her designee will act as the Senate Executive Committee liaison for this subcommittee. Summer 1) President and executive leadership review University mission, strategic plan, and PRBC recommendations. 2) President finalizes the Annual Budget Memorandum. Reporting 1) The Vice President of Administration and Finance/Chief Financial Officer reports on prior year budgets and actual expenses by cost center, carry forward balances and quarterly expenditures to PAB and PRBC and reports to the Academic Senate in the fall and spring semesters. 2) Budget and actual financial data shall be reported to the university annually and made easily accessible to the campus community via the budget website. 3) PRBC agendas and reports shall be available and maintained on the budget website. The website will contain links to budget-related policies and procedures and campus budget reports as well as system-wide budget and financial data. The PRBC Chair will make these documents available to the budget office within 96 hours of meeting. Source: PRBC 3-20-09 EFFECTIVE DATE: August 24, 2010 Supersedes: dated 4-28-98 and ASD 09-85
Cabinet University Policy Statement PLANNING AND BUDGETING PROCESS Formatted: Font: 12 pt The Planning, Resource and Budget Committee (PRBC) is a collaboration of staff, faculty and administrators with a variety of responsibilities as set forth in UPS 100.001 and further elaborated here. PRBC makes recommendations based on but not limited to: annual budget priorities and reports, allocation of general funds received at the university, changes to patterns of previous allocations, and key performance indicators for the University related to the President s Annual Budget Memorandum. CSU System Budget Calendar All University planning and budget processes are driven by the State and CSU budgeting cycles (see http:// http://finance.fullerton.edu/budget/budgetcalendar.asp). The fiscal year runs from July 1 until June 30. CSUF University Planning and Budgeting Guidelines Fall 1) PRBC develops and approves meeting calendar for the academic year. 2) President presents Annual Budget Memorandum to PRBC and campus community. 3) PRBC reviews: a. Committee s roles and responsibilities; b. Strategic plan; and c. President s Annual Budget Memorandum. 4) Division heads jointly present: a. Prior year s allocation of funds emphasizing alignment with the President s Annual Budget Memorandum, divisional priorities, strategic plan objectives, and University Mission; b. Key indicators demonstrating progress towards divisional priorities, strategic plan objectives, and University Mission; c. Changes in divisional organization. 5) PRBC presents an update to the Academic Senate. Spring 1) PRBC reviews progress towards meeting strategic plan goals and identifies possible budget strategies for the next fiscal year.. 2) Division heads develop and present a joint university-wide budget strategy proposal for discussion at PRBC. 3) PRBC provides written budget strategy recommendations to the President based on the University Mission and strategic plan objectives with consideration of challenges, opportunities, and constraints. 4) PRBC presents budget strategies recommendations to the Academic Senate. 5) PRBC appoints a subcommittee to be available over the summer. If a quorum of PRBC is not available, the subcommittee will provide recommendations in response Deleted: new and continuing monies Deleted: from all sources Deleted: each division Comment [C1]: Expectation: one 90-minute meeting/month Comment [JL2]: Replace with Mandatory online training program; Deleted: <#>CSUF Budget Basics Presentation Deleted: <#> (Budget 101) by the Administration and Finance Budget Staff; Comment [C3]: Move to spring Deleted: <#>PRBC reviews progress towards meeting strategic plan objectives. Deleted: <#> Comment [C4]: Delete we will address this info in the proposed budget in the spring Deleted: <#>Unmet needs related to divisional priorities, strategic plan objectives, and University Mission; and Deleted: <#> Comment [C5]: Delete this depends on President s approval and budget availability. If approved, the program would have its own operational process and timeline that the PRBC would adhere to. Deleted: <#>PRBC issues call for initiative proposals. Deleted: <#> Deleted: objectives Deleted: <#>PRBC or an ad hoc committee charged by PRBC reviews initiative proposals. <#>PRBC reviews results from initiative proposals awarded the previous academic year and disseminates a progress report to the campus community.
Page 2 of 2 to proposed budget changes as requested. The Chair of the Academic Senate or his/her designee will act as the Senate Executive Committee liaison for this subcommittee. Summer 1) President and executive leadership review University mission, strategic plan, and PRBC recommendations. 2) President finalizes the Annual Budget Memorandum. Reporting 1) The Vice President of Administration and Finance/Chief Financial Officer reports on prior year budgets and expenditure performance and reports to the Academic Senate in the fall and spring semesters. 2) Budget and actual financial data shall be reported to the university annually and made easily accessible to the campus community via the budget website. 3) PRBC agendas and reports shall be available and maintained on the budget website. The website will contain links to budget-related policies and procedures and campus budget reports as well as system-wide budget and financial data. The PRBC Chair will make these documents available to the budget office the next five business days. Deleted: actual expenses by cost center, carry forward balances and quarterly expenditures to PAB and PRBC Deleted: within 96 hours of meeting Source: PRBC 3-20-09 EFFECTIVE DATE: August 24, 2010 Supersedes: dated 4-28-98 and ASD 09-85