Presentation on theme: "FORT VALLEY STATE UNIVERSITY"— Presentation transcript:
1 FORT VALLEY STATE UNIVERSITY BUSINESS AND FINANCEBUDGET PRESENTATIONJANIE CARTER-JACKSONDirector of BudgetsDecember 8, 2009
2 FVSU Operating Budgets Resident InstructionFund PSFund PS and Other OperatingFund Other OperatingAuxiliary EnterprisesFund PS and Other Operating“12230 etc……. “Student ActivitiesFund PS and Other OperatingCapital BudgetFund Other Operating OnlySponsored OperationsFund PS and Operating Operating
3 FUND GROUP 10000 - RESIDENT INSTRUCTION 10500 - TUITION OTHER EXPENSESAUXILIARY ENTERPRISESSTUDENT ACTIVITIESSPONSORED OPERATIONSCAPITAL FUNDS
4 FUND GROUPS 10000 – STATE APPROPRIATIONS 10500 – TUITION 10600 – OTHER GENERAL12210 – HOUSING12220 – FOOD SERVICES12230 – STORES AND SHOPS12240 – HEALTH SEVICES12250 – STUDENT TRANSPORTATION12270 – VENDING OPERATIONSATHLETICS13000 – STUDENT ACTIVITIES14000 – SALES AND SERVICES15000 – INDIRECT COST RECOVERIESTECHNOLOGY FEES20000 – SPONSORED OPERATIONSCAPITAL FUNDS
5 Types of Budgets Appropriation Budgets Organization Budgets Total amounts for each major category (Personal Services, Travel, Supplies & Expenses, Equipment)Organization BudgetsDetails the appropriation budgets (often called your departmental budget)Project/Grant BudgetsAmounts specifically for a sponsored grant/project
7 STATE FUNDS EXPENDITURES – 28 DIGITS DEPARTMENT IDPROGRAMCLASSACCOUNT
8 SPONSORED FUNDS EXPENDITURES – 33 TO 34 DIGITS DEPARTMENT IDPROGRAMCLASSPROJECT INDICATORACCOUNT
9 Budget Progress Report Budget Manager: Doe, Jane Business Unit:Department: Dept of Instruction Budget Period:Fund Code: Through Acct Period: 4Account APPROP ORG Encumbrance Expended Remaining Personal Services 290, Salaries-Prof/Admin 160, Salaries-Prof/Admin 63, , Actuals Totals 63, , , Salaries-Staff 74, Salaries-Staff 44, , Actuals Totals 44, , , Salaries-Student Asst. 3, Salaries-Student Asst. 2, Actuals Totals 2, FICA 17, FICA – Employer 3, FICA – Employer MED Actuals Totals 4, , Retirement Systems 21, Teachers Retirement System 5, Actuals Totals 5, ,987.81
10 Budget Progress Report Budget Manager: Doe, Jane Business Unit: 33000Department: Dept of Instruction Budget Period: 2006Fund Code: Through Acct Period: 4Account APPROP ORG Encumbrance Expended Remaining Group Insurance 15, Group Insurance – Health 3, Group Insurance – Life Actuals Totals 3, , Personal Services Total 290, , , , , Travel 6, Travel Travel of Employees 1, Actuals Totals 0.00 Travel Total 6, , , Operating Supplies & Expenses 23, Supplies & Materials Supplies & Materials Supplies & Materials – Postage Actuals Totals Repairs & Maintenance Telecommunications Operating Supplies and Expenses Total 23, , Totals for Department 320, , , , ,033.83
11 COMMONLY USED ACCOUNT NUMBERS Travel of EmployeesTravel of StudentsRepairs and MaintenancePublications & Printing(Printing of documents that the Institution is involved in. For example, letterhead stationery, imprinted envelopes, school catalogs,departmental manuals, school brochures, imprinted forms, etc.)
12 COMMONLY USED ACCOUNT NUMBERS Supplies(Includes pamphlets, brochures, manuals, etc. that the institution is not involved in the printing or authoring)Subscriptions & BooksRegistration FeesMeals/Lodging(Students Only)
13 Classification of Equipment Purchases Equipment Purchases – Small Value– SMALL VALUE – NON-INVENTORY ($500 -$2,999)– SMALL VALUE – INVENTORY ($3,000 - $4,999)Information Technology (IT) Equipment– SMALL VALUE – NON-INVENTORY ($500 -$2,999)– SMALL VALUE – INVENTORY ($3,000 - $4,999)Equipment Purchases (over $5,000)– REGULAR EQUIPMENT – INVENTORY ($5,000 - ABOVE)– IT EQUIPMENT – INVENTORY ($5,000 - ABOVE)
14 Reminders:For all grants and contracts, a budget must be submitted to the budget office and posted before you can process any requests.All PANs for students must have prior approval from the financial aid and registrar’s office.Your entire account string account number must be listed on all travel requests, requisitions and PANs.
15 Reminders cont’d. Appropriate approvals must be on all requests. Walk-through of PANs are not allowed.If you are requesting funds for students, make sure you attached a list of student names.
16 BUDGET AMENDMENTSBudget Amendment forms are accepted every month except June.All Budget amendments must be in the budget office before the 10th off the month in order to be posted for the month.
17 Unallowable Expenditures Paying for Meals for other employees, consultants or intervieweesRefreshments for meetingsEntertainment, tours and sightseeing expenses while travelingPaying or receiving GratuitiesChristmas Cards (exception President’s Office)
18 Unallowable Expenditures Coffee Pots, coffee for departmentsBrief CasesLampsFoodExceptions: Head Start, Food Processing Class, Pre-K ProgramFlowersExceptions: Student Activities budgets Only Commencement and HomecomingAlcoholic beveragesDrugs-Prescription or otherwise