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This workshop material was This workshop material was prepared for the college Budget prepared for the college Budget Committee in 1999. Some of the Committee in 1999. Some of the processes are out of date now in processes are out of date now in terms of the budget development terms of the budget development process that is part of the current process that is part of the current College Strategic Planning SystemCollege Strategic Planning System. . However, this document may be However, this document may be useful in showing how the system useful in showing how the system has evolved at SCC.has evolved at SCC.
Budget Committee Budget Committee WorkshopWorkshop
December 13, 1999December 13, 1999
College Budget Committee
Chairs1 Classified
1 Faculty
AdministrativeLiaison
MembershipClassified
FacultyManagersStudents
College Budget CommitteeCollege Budget Committee
Recommends allocations of Recommends allocations of the College Discretionary the College Discretionary Fund (CDF) for equipment Fund (CDF) for equipment purchases, base increases purchases, base increases (permanent and one-time-(permanent and one-time-only), use of instructional only), use of instructional
support accounts (equipment support accounts (equipment maintenance, laundry, etc) maintenance, laundry, etc)
and allocation of the and allocation of the Educational Enrichment Educational Enrichment
Program (EEP).Program (EEP).
Revenue SourcesRevenue Sources
College Discretionary Funds (CDF)College Discretionary Funds (CDF)
Educational Enrichment Program Educational Enrichment Program (EEP)(EEP)
Categorical Programs and Special Categorical Programs and Special ProjectsProjects
College Discretionary Fund College Discretionary Fund (CDF)(CDF)
Funds allocated to the college for Funds allocated to the college for operational costs such as:operational costs such as:– supplies, student help, supplies, student help,
equipment, travel, and equipment, travel, and temporary classified stafftemporary classified staff
College Discretionary Fund College Discretionary Fund (CDF) Funding Formula(CDF) Funding Formula
Full Service College Base+
Weekly Student Contact Hours (WSCH)+
Building Square Footage+
Book Value of Equipment+
Regular Staff FTE
Educational Enrichment Educational Enrichment Program (EEP)Program (EEP)
Income from extracurricular activities Income from extracurricular activities and college auxiliary services such as and college auxiliary services such as the College Store and Vending the College Store and Vending CommissionsCommissions
Supports:Supports:– extensions of classroom instructionextensions of classroom instruction– student-centered, student-focused student-centered, student-focused
activitiesactivities
Categorical Programs and Categorical Programs and Special ProjectsSpecial Projects
Restricted funds that must be used Restricted funds that must be used in compliance with guidelines in compliance with guidelines structured by the funding source.structured by the funding source.
Examples:Examples:– VTEAVTEA– EOPSEOPS– DSPSDSPS
Budget Development Budget Development ProcessProcess
Unit BudgetRequirements
Call For Requests
Budget CommitteeReview &
Deliberations
Budget CommitteeRecommendation
CollegeBudget
DevelopmentCycle
Budget Development Budget Development ProcessProcess
Administrative Services issues a Administrative Services issues a call for requests in October for the call for requests in October for the following budget yearfollowing budget year
Requests for:Requests for:– Funding BaseFunding Base– EquipmentEquipment– Support AccountsSupport Accounts– EEPEEP
Budget Development Budget Development ProcessProcess
Areas develop requestsAreas develop requests All requests must be justifiable by:All requests must be justifiable by:
– program changesprogram changes– enrollment increasesenrollment increases– changes in instructional deliverychanges in instructional delivery– relationship to unit planrelationship to unit plan
Budget Development Budget Development ProcessProcess
Area Managers and Department Area Managers and Department Chairs prioritize requests for their Chairs prioritize requests for their entire organizational unitentire organizational unit
Requests are forwarded to Requests are forwarded to appropriate Vice President for reviewappropriate Vice President for review
Requests are forwarded to Vice Requests are forwarded to Vice President Administrative Services for President Administrative Services for reviewreview
Budget Development Budget Development ProcessProcess
Request are forwarded to Budget Request are forwarded to Budget CommitteeCommittee
Budget Committee breaks out into Budget Committee breaks out into subcommitteessubcommittees– Base/EEPBase/EEP– EquipmentEquipment
Budget Development Budget Development ProcessProcess
Budget Hearings/Forums are heldBudget Hearings/Forums are held
– Representatives discuss their budget Representatives discuss their budget requests requests
– Representatives respond to direct Representatives respond to direct questions from the subcommitteequestions from the subcommittee
Budget Development Budget Development ProcessProcess
Subcommittees deliberate and prioritize Subcommittees deliberate and prioritize recommendationsrecommendations
Subcommittees make recommendations Subcommittees make recommendations to the full Budget Committeeto the full Budget Committee
Final recommendations to the College Final recommendations to the College PresidentPresident
College Budget College Budget DevelopmentDevelopment
October - December•Call for Requests
•Unit-level Budget Development
Early JanuaryUnits Submit Budget Requeststo Appropriate Vice President
Late JanuaryAppropriate Vice Presidents
Forward Budget Requests to VicePresident of Administrative Svcs
Early FebruaryVice President of AdministrativeServices Presents Requests to the
College Budget Committee
February - MarchBudget Committee Hearings
andBudget Committee Deliberations
Late MarchBudget Committee
Recommendations Forwarded to College President
Sacramento City College
FUNDING BASEBudget Request to Change BASE
Funding Year
Division/Area Division Priority
NOTE: If you do not need a change in your BASE, this form is not necessary.
JustificationAMOUNT
1. Program Changes $
2. WSCH Changes $
Rationale: Tie to Unit Plan
Reviewed By: Date
Sacramento City College
EQUIPMENT (Unit Cost over $200)Budget Request
Funding Year
Division/Area Division Priority
Note: The Budget Committee Develops a MASTER list for instructional and non-instructional equipment, independent of funding source. Equipment is defined as tangible property which can be used for a year or more without material change
in form or appreciable impairment of physical condition and has a purchase price over $200 including sales tax and shipping cost. Examples include vehicles, computers, machinery and instruments. See Appendix (Chart of Accounts) in
ASPM and/ or the Purchasing Manual for further clarification of "Equipment."
Item Requested Unit Cost Total Cost
Rationale: Tie to Unit Plan
Sacramento City College
SUPPORT ACCOUNTSBudget Request
Funding YearDivision/Area: Division Priority
NOTE: This form is necessary only if you are requesting funds for additional item(s) to becovered by the institutional accounts.
C O S T
I. Maintenance Agreements
1 $
2 $
3 $
II. Rental/ Leases
1 $
2 $
3 $
III. Repairs
1 $
2 $
3 $
IV. Laundry
1 $
2 $
3 $
Reviewed By: Date
Department Chair
Sacramento City College
EDUCATIONAL ENRICHMENT PROGRAMBudget Request to Change EEP BASEFunding Year
Division/Area:
NOTE: This form is necessary only if you are requesting changes to your current EEP BASE, or if you do not
have a BASE and are requesting one.
Line Item Request Amount Funded 99-00
Amount Requested 00-01
(if applicable)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
T O T A L
R A T I O N A L: Tie to Unit Plan
Historical InformationHistorical Information
CDF Equipment Budget Recommendations
148,231 139,234 119,90794,623 93,600
$0
$100,000
$200,000
99/00 98/99 97/98 96/97 95/96
EEP Budget Recommendations
152,050 152,050 152,100 152,100152,050
$105,000
$155,000
99/00 98/99 97/98 96/97 95/96
QuestionsQuestions