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SECTION 700 - FINANCE AND BUSINESS

SECTION 700 - FINANCE AND BUSINESS

 

 

701                  BUDGET DEVELOPMENT AND ADMINISTRATION

 

POLICY

 

Georgia Perimeter College is governed by both state and Regents policies with respect to budget development and administration.  The Executive Vice President for Financial and Administrative Affairs is responsible to the President for coordinating budget development and administration to ensure compliance with these policies.

 

Budget development issues originate from the College's mission, its strategic plan, and campus and functional area operational plans.   All campuses, functional areas, divisions, departments, and offices have a role in the planning process, in setting the College's priorities, and, therefore, in budget development.  The Provosts are responsible for collecting and recommending campus priorities, and the Vice Presidents are responsible for collecting and recommending functional area priorities.  The President submits the College's final budget to the Board of Regents.

 

Budget administration incorporates principles of good stewardship, accountability, incentives, and flexibility to handle emergencies and other dramatic changes in the College's budget situation.  The Provosts are responsible for monitoring budget administration on their campuses; the Vice Presidents are responsible for monitoring budget administration in their functional areas; and the Assistant Director of Finance/Budgets is responsible to the Director of Finance and the Executive Vice President for Financial and Administrative Affairs for reviewing day-to-day budget administration throughout the College and recommending adjustments as necessary.  The President submits any necessary budget changes to the Board of Regents.

 

 

PROCEDURE

 

A.        Budget Development

 

1.         Budget Request to the Board of Regents

 

Toward the end of the calendar year, usually in December but sometimes in January, often with little advance notice or turn-around time, the Regents Central Office distributes guidelines to all System units regarding requests for new funds for the ensuing fiscal year.  These guidelines specify the categories and initiatives to which all funding requests must be addressed.  Therefore, it is necessary that the College be prepared to submit well thought-out, realistic, substantiated requests at this time.

 

By December 1st of each year, consistent with the College's mission and strategic plan, each Provost, in consultation with campus administrators, and each Vice President, in consultation with district administrators, shall submit a list of their highest budget priorities for the coming year to the Assistant Director of Finance/Budgets, who will compile them for the President and the Executive Team.  The College's response to the Regents criteria will reflect these priorities.  The President submits the formal request to the Board.

 

2.         Budget Worksheets

 

By February 1st of each year, on forms distributed by the Budget Office, each Provost, in consultation with campus administrators, and each Vice President, in consultation with district administrators, shall submit proposed operating budgets for the coming year to the Assistant Director of Finance/Budgets, who will compile them for the President.

 

3.         Quality Improvement Funds

 

By April 1st of each year, each Provost, in consultation with the Dean of Academic Services and other campus academic staff, shall submit a proposal for Quality Improvement Funds for the coming fiscal year to the Vice President for Academic Affairs.  The Vice President for Academic Affairs shall meet with each Provost to review their proposals.  Within the final budget allocation of Quality Improvement Funds, the Vice President for Academic Affairs shall distribute these funds in response to the campus proposals.  This distribution shall be reflected in the initial budget, except for a contingency amount held back for emergency requests later in the year.

 

4.         Science Equipment Funds

 

By April 1st of each year, consistent with the long-term College plan for science equipment replacement, each Provost, in consultation with the Dean of Academic Services and other campus academic staff, shall submit a proposal for Science Equipment Funds for the coming fiscal year to the Science Discipline Dean, who will meet with the Provosts to review their proposals and who makes a recommendation to the Vice President for Academic Affairs.  Within the final budget allocation of Science Equipment Funds, the Vice President for Academic Affairs shall distribute these funds in response to the campus proposals.  This distribution shall be reflected in the initial budget, except for a contingency amount held back for emergency requests later in the year.

 

5.         Technology Improvement Funds

 

By April 1st of each year, consistent with the College's EDP plan, each Provost, in consultation with the Dean of Academic Services and other campus academic staff, shall submit a proposal for Academic Computing Funds for the coming fiscal year to the Assistant Vice President for Information Technology, who meets with the Provosts to review their proposals and who makes a recommendation to the Executive Vice President for Financial and Administrative Affairs.  Within the final budget allocation of Academic Computing Funds, the Executive Vice President for Financial and Administrative Affairs shall distribute these funds in response to the campus proposals.  This distribution shall be reflected in the initial budget, except for a contingency amount held back for emergency requests later in the year.

 

By April 1st of each year, consistent with the College's EDP plan, each Provost, in consultation with other campus staff, and each Vice President, in consultation with other district staff, shall submit a proposal for Administrative and Network Computing Funds for the coming fiscal year to the Assistant Vice President for Information Technology, who meets with the Provosts and Vice Presidents to review their proposals and who makes a recommendation to the Executive Vice President for Financial and Administrative Affairs.  Within the final budget allocation of Administrative and Network Computing Funds, the Executive Vice President for Financial and Administrative Affairs shall distribute these funds in response to the campus  and district proposals.  This distribution shall be reflected in the initial budget, except for a contingency amount held back for emergency requests later in the year.

 

6.         Facilities Improvement Funds

 

By April 1st of each year, consistent with the College's facilities master plan, each Provost, in consultation with other campus staff, and each Vice President, in consultation with other district staff, shall submit a proposal for Facilities Improvement Funds for the coming fiscal year to the Director of Plant Operations, who meets with the Provosts and Vice Presidents to review their proposals and who makes a recommendation to the Executive Vice President for Financial and Administrative Affairs.

 

The Executive Vice President for Financial and Administrative Affairs shall recommend to the President:  (1) projects to be included on the Major Capital Outlay request to the Regents (projects over $5 million); (2) projects to be included on the Minor Capital Outlay request to the Regents (projects between $1

million and $5 million); (3) projects to be included on the Major Repair and Renovation request to the Regents (projects less than $1 million involving infrastructure or regulatory-related repairs); and (4) projects to be included in the College's own budget (minor repairs and renovations).  The President submits the various facilities-related requests to the Board, which sometimes follow a slightly different timetable than the rest of the budget process with respect to notification and award.  Within the final budget allocation of Facilities Improvement Funds, the Executive Vice President for Financial and Administrative Affairs shall distribute these funds in response to the campus and district proposals.  This distribution shall be reflected in the initial budget, whenever possible, except for a contingency amount held back for emergency requests later in the year.

 

7.         Budget Allocation

 

In late Winter, following the legislative session, the Board notifies the College of its budget allocation.  At that time, the President and the Executive Team reconcile the budget plans to actual funds available.  The President submits the College's budget to the Regents for approval.  Upon its approval, the Budget Office will distribute the budget documents to all budget managers.

 

B.        Budget Administration

 

1.         Budget Monitoring

 

The role of the budget manager (Department Chairs, Coordinators, Assistant Directors) is to maintain positive balances in departmental accounts and to initiate transfers where appropriate and necessary (see below #2).

 

The role of district Directors and campus Deans, Head Librarians, and Plant Managers is to oversee the budget within their area of responsibility and ensure that their budget managers are doing their jobs.  Deans of Academic Services have particular responsibility to monitor budgets for summer faculty, part-time faculty, and faculty overloads.

 

The role of the Vice President is to maintain the current functional budget, oversee the budget within their area of responsibility, and ensure that their district Directors are doing their jobs.

 

The role of the Provost is to maintain the current functional budgets on campus, oversee the budget within their area of responsibility, and to initiate any necessary inter-campus transfers.

 

The Executive Vice President for Financial and Administrative Affairs shall inform the President of any expenditure trends that may affect the College's ability to live within its budget, any changes in revenue that were not anticipated in the original budget, and any external conditions that may require adjusting expenditures.  The President will decide if mid-year budget adjustments are necessary.

 

2.         Budget Transfers

 

The department budget manager has the flexibility of transferring funds within several expenditure categories:

 

a.         Transfers are permitted between Part-Time Faculty and Summer Faculty budget categories within a department.  These transfers may also occur among instructional departments on a campus, with the approval of the Dean.  These transfers may also occur among campuses within the instruction functional area, with the approval of the Provost.

 

b.         Transfers are permitted among the Part-Time Staff, Part-Time Professional, Student Assistant, and Overtime budget categories within a department.  These transfers may also occur among departments on a campus within the same functional area, with the approval of the Dean of Academic Services, the Dean of Student Services, the Head Librarian, or the Plant Manager; or among district departments within the same functional area, with the approval of the district Director; or among campuses within the functional area, with the approval of the Provost.

 

c.         Transfers are permitted between Travel and Local Travel budget categories within a department.  These transfers may also occur among departments on a campus within the same functional area, with the approval of the Dean of Academic Services, the Dean of Student Services, the Head Librarian, or the Plant Manager; or among district departments within the same functional area, with the approval of the district Director; or among campuses within the functional area, with the approval of the Provost.

 

d.         Transfers are permitted among the Motor Vehicle Expense, Supplies and Materials, Repairs and Maintenance, Rents Non-Real Estate, Other Operating Expense, Software, Publications and Printing, Equipment Non-Inventory, Per Diem Fees, and Contract budget categories within a department.  These transfers may also occur among departments on a campus within the same functional area, with the approval of the Dean of Academic Services, the Dean of Student Services, the Head Librarian, or the Plant Manager; or among district departments within the same functional area, with the approval of the district Director; or among campuses within the functional area, with the approval of the Provost.

 

e.         Telecommunications expenses at the current time will continue to be managed by the College until an accurate inventory is complete.

 

f.          Each Provost and Vice President is budgeted a small amount of Equipment-Inventory funds for emergency requests.  Provosts and Vice Presidents may distribute to departments.

 

g.         Transfers may not be made out of budgeted full-time positions and fringe benefits.  These budget categories will continue to be managed by the Budget Office as institutional funds.

 

3.         Personnel Reclassifications

 

The Regents discourage mid-year reclassifications of vacant positions.  Personnel activity should occur during the normal budget cycle.  Occasionally, however, unusual circumstances will cause a Provost or Vice President to request the reclassification of a vacant position.  Such requests should be forwarded by the Provost or Vice President to the Human Resources Office for personnel evaluation and to the Budget Office for budget-impact evaluation.  The Executive Vice President for Financial and Administrative Affairs makes a recommendation to the President.  The President decides whether to submit this request to the Board.

 

REFINEMENT OF THE PROCESS FOR FISCAL YEAR 1998

 

During the current fiscal year (FY97), the Assistant Director of Finance/Budgets, the Director of Finance, and the Executive Vice President for Financial and Administrative Affairs will work with the Provosts, Vice Presidents, Deans, district Directors, and other appropriate staff to implement a more refined budget process that reflects revenue earned at the campus level, that

increases accountability for expenditures, that provides incentives for good stewardship, and that moves towards a results-oriented model.  It is expected that initial implementation can occur next fiscal year (FY98).

 

Adopted July 1, 1996

Revision:  “DeKalb College” replaced with “Georgia Perimeter College” (8/2001)