- Budgets to Prepare
- Entering Budget into Data Entry Files
- Additional Information
- Final Steps
Email your completed worksheets to firstname.lastname@example.org.
Budgets to Prepare
Any self-supporting program with annual expenditures of $25,000 or more must be budgeted, along with any program that is in a budgeted fund. Self-supporting programs support themselves through revenues (lab fees, general improvement fees, student association fees, student access fees, sales and services of educational activities, and transfers in from other accounts).
Excluded are: most grants and contracts, loans, plant and endowments, agency/scholarships, and state appropriated funds. Included are unrestricted gifts and scholarships. Summer School is reported at an earlier date.
Listing of Accounts
A list of programs that require a budget will be sent out to departments and/or program managers.
- If program will continue to spend over $25,000, it must be budgeted.
- If program will no longer spend over $25,000, please provide an explanation for the decrease.
- Review programs in your area of responsibility to determine if any new programs will exceed the $25,000 threshold and will need budgets for the first time.
- If you have a program with only approved professional or classified positions (i.e., no LOAs, no wages, no travel, no operating), inform the Budget and Planning Office that there are no changes in employees in the account and Budget and Planning Office will prepare your budget for you, which will only include payroll.
Include approved RAP requests in your budget (if approval is pending, include in budget to ensure sufficient cash available).
Entering Budget into Data Entry Files
For FY2020, (which begins on July 1, 2019) use the following information.
Access the Self-Supporting Budgets Data Entry Form
- If the Self Supporting Budgets Data Entry Form (Excel spreadsheet) appears without the worksheet tabs at bottom showing, click the maximize icon in the upper right corner of the worksheet.
- If you are faced with a blank screen when you access the form: at the top of Excel, go to "View", select "Arrange All" and choose "Vertical" on the pop-up.
- Once the form is in view, click the maximize icon and "Save as" name of your choosing.
Sheet 1: Rev & Other Exp
For the revenue items on the top of the sheet and the expense items on the bottom, enter the description on the left and the budget amount on the right. The spreadsheet will calculate totals for each category and transfer the totals to the Summary spreadsheet.
- The first data entry on this sheet is at the top. Your entries will transfer to Sheet 2 and 3.
- Program #
- Program Name
- The second entry on the page asks you to enter a brief description of the program, revenue sources, and expense purposes. This entry is extremely helpful; thank you for completing it.
- The third data entry on this sheet is "Opening Account Balance".
- Project this number by taking the program's current Ending Balance, adding estimated revenues for the rest of this fiscal year, and subtracting estimated remaining expenses.
- Note: Programs in fund 215 do not need to show Opening Account Balance or Revenues.
- Note: In August 2019 the Budget and Planning Office will automatically update the budgeted opening cash balance (4900: Budgeted Beginning Balance) to the actual opening cash balance if the variance is greater than $1,000.
If the opening balance is adjusted, then the excess or shortfall in this balance will increase or reduce the amount budgeted in 7900: Budgeted Reserves, which represents budgeted ending balance.
- The fourth entry on this sheet, indirect cost percentage, is being applied to some self-supporting accounts. The indirect rate is the approved federal rate that approximates the cost of providing administrative support for the College.
- The Budget and Planning Office website will post a list of budgeted self-supporting accounts (under the Documents and Forms Budgets link) which identifies those accounts charged the indirect cost percentage.
- The Data Entry Form defaults to the indirect rate. If your account is not one of the accounts charged the indirect rate per that list, enter "0" instead.
- Accounts subject to Indirect Expense will have this amount calculated automatically on the form by adding all expenses, less Transfers Out and then calculating the Indirect Expense at the applicable rate. In some cases, this may cause a negative ending balance in the program. If this occurs, evaluate how to increase revenues or decrease expenses to yield a positive cash balance.
- For Revenues: identify the appropriate Ledger Account in the description area.
- For Transfers In and Transfers Out: list the program number involved in the transfer as description.
- Recharges are for interdepartmental sales of good and services sold by the account to others in the College. Enter the data as a positive number; it will transfer to the Summary sheet as a negative amount in the expense area.
- Only budget in Capital Expense, Ledger Account 7100, if the individual items will cost more than $5,000 each and have a useful life over one year.
Sheet 2: Personnel
The Budget and Planning Office will help you as needed to complete these requirements:
- Professional Employees: We will provide you with the payroll and fringe information for all approved professional positions to enter in your data entry form worksheets.
FY20 salaries will reflect the following adjustments: no merit increase and 3% COLA. Enter name, position title, Full Time Equivalent (rounded to nearest one-hundredth, e.g. 1.00, 0.50), salary and fringe for each position. Fringe rates, which are built into the form, are provided at the top of the spreadsheet.
- Classified Employees: We will provide you with the payroll and fringe information for all approved classified positions to enter in your data entry form worksheets.
Enter same data requirements as Professional. We are adding 3% COLA and no longevity amounts for classified salaries for FY19; salaries will reflect step increase [if below step 10]. Fringe rates are provided at top of spreadsheet; we will provide this for you for approved positions.
- Part-time Employees (i.e., LOAs), Wages (e.g., student wages and other hourly categories), and Classified Hourly: only total salary and fringe amounts needed; not by position or FTE. Fringe rates are provided on the spreadsheet.
Note that wages have two different fringe percentage rates (1.5% for students and 6% for non-students). Budget part time LOAs and overloads using $850 per credit hour.
- All salary totals will calculate and transfer to the summary spreadsheet automatically.
Sheet 3: Summary
- All data requirements are automatically transferred from Sheets 1 and 2.
- Fund balance policy for accounts paying indirect costs rate: at least 15% of budgeted revenues will be held in reserve.
- Additionally, 50% of any excess cash left over from current year operations after meeting the reserve requirement will be transferred to the college for institution-wide initiatives. These amounts will be calculated automatically on the Summary spreadsheet; the cash transfer will be done after the close of the fiscal year and reflected as cash transfer out.
- Expenses charged to a self-supporting program should be related to the purpose of the program.
- Self-supporting expenses cannot exceed revenues plus beginning cash balance; the cash balance should remain positive (with a few rare exceptions for accounts that begin the year with most of expenses encumbered).
- All programs in budgeted funds must have a budget submitted to the Budget and Planning Department.
- It is prudent to carry forward a sufficient cash reserve each year. Cash balances in self-supporting accounts carry forward to the next fiscal year subject to Vice President Approval. Accounts that are charged indirect cost rate will have a cash balance carry forward equal to at least 15% of budgeted revenues. (Note: Fund 215 accounts do not have cash balances).
- Uncommitted budget balances do not carry forward to next fiscal year; budgets must be established and approved each fiscal year.
- Lab fee and student fee accounts may only roll forward one fiscal year’s worth of revenue.
- Review budgets with your supervisor. This review process should be completed up through the appropriate channels to the Vice President.
- Email reviewed budgets to the Budget and Planning Office as soon as possible. No later than May 1, 2019.
If you have any questions regarding these instructions, please contact us.
Thanks for your thoughtful preparation of your budget(s).
Guidelines for accounts funded by student fees are defined in the Board of Regents Handbooks (Title 4, Chapter 17) as follows:
Section 19. Fee Account Balances
- It is the intention of the Board of Regents that any fees collected from students be utilized for the direct benefit of the student groups from which they are collected. All fees, including but not limited to student fees, special course fees, differential program fees, health center fees, technology fees, excess credit fees, and registration fees (including student access, capital improvement, general improvement, and activities and programs fees) that remain unexpended as of June 30 of the fiscal year in which they are collected may be carried forward for up to one fiscal year unless a waiver or longer period of time is granted by the Board as further set forth in the Board policy.
- Except as otherwise provided in this subsection, this policy applies to the fees listed in subsection 1 and approved by the Board of Regents under Chapter 7 of the Procedures and Guidelines Manual. The policy does not apply to the fee account balances associated with self-supporting programs.
- Exceptions for anticipated capital, residence life operations, and equipment expenditures requiring a multi-year carry-forward may be approved by the president, in consultation with student government. Such exceptions, including a description and the justification for the reserves, must be reported to the Chancellor by September 30 of each year.
Section 21. Student Fees
- It is the policy of the Board of Regents that Student Fees exist only in cases of additional administrative or other service costs incurred by the institution for a necessary student activity or requirement that are not specific to one course or type of course. Student Fees may be assessed to provide services to the students for:
- Special events or activities (e.g., graduation),
- Special services provided by the institution (e.g., personal/group counseling including psychological and testing, substance abuse counseling, health services, international student services),
- Third party pass-through charges (e.g., test administration, certifications or contracted health services). An additional administrative charge of up to $25 may be added to the pass-through cost.
- Special general instructional requirements (e.g. thesis fee).
- Funds generated from Student Fees may be spent on the intended purpose only. Mandatory fees required of all students or all students in a particular group, regardless of dollar amount, shall be reviewed and approved by the Board of Regents.
- Transcript fees do not require Board approval and shall be in an amount that does not exceed the cost of producing the transcript plus postage, including costs for expedited delivery. The cost of production may include salary and other employee costs associated with production.
Guidelines for lab fee usage are defined in the Board of Regents Handbook (Title 4, Chapter 17) as follows:
Section 22. Special Course Fees
- It is the policy of the Board of Regents that the registration fee be the only fee assessed for taking a course except as otherwise outlined in this section. The reasons for these exceptions are extraordinary instruction costs due to:
- Individual instruction (e.g., private music lessons),
- Class supplies, course-specific software, and specialized equipment (e.g., welding equipment and materials),
- Third party charges for use of a facility (e.g., golf),
- Special transportation requirements,
- Extraordinary instructional costs (e.g. intensive supervision, support or additional technical expertise required for the delivery of the course),
- Some combination of these reasons.
- Responsibility for implementing this policy is delegated to the presidents up to a maximum of $50 per course. Courses requiring fees higher than $50 require Board of Regents approval.