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FORT VALLEY STATE UNIVERSITY BUSINESS AND FINANCE BUDGET PRESENTATION JANIE CARTER-JACKSON Director of Budgets December 8, 2009.

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Presentation on theme: "FORT VALLEY STATE UNIVERSITY BUSINESS AND FINANCE BUDGET PRESENTATION JANIE CARTER-JACKSON Director of Budgets December 8, 2009."— Presentation transcript:

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2 FORT VALLEY STATE UNIVERSITY BUSINESS AND FINANCE BUDGET PRESENTATION JANIE CARTER-JACKSON Director of Budgets December 8, 2009

3 FVSU Operating Budgets Resident Instruction Fund PS Fund PS and Other Operating Fund Other Operating Auxiliary Enterprises Fund PS and Other Operating etc ……. Student Activities Fund PS and Other Operating Capital Budget Fund Other Operating Only Sponsored Operations Fund PS and Operating Operating 2

4 FUND GROUP RESIDENT INSTRUCTION TUITION OTHER EXPENSES AUXILIARY ENTERPRISES STUDENT ACTIVITIES SPONSORED OPERATIONS CAPITAL FUNDS 3

5 FUND GROUPS – STATE APPROPRIATIONS – TUITION – OTHER GENERAL – HOUSING – FOOD SERVICES – STORES AND SHOPS – HEALTH SEVICES – STUDENT TRANSPORTATION – VENDING OPERATIONS ATHLETICS – STUDENT ACTIVITIES – SALES AND SERVICES – INDIRECT COST RECOVERIES TECHNOLOGY FEES – SPONSORED OPERATIONS CAPITAL FUNDS 4

6 Types of Budgets 4 Appropriation Budgets –Total amounts for each major category (Personal Services, Travel, Supplies & Expenses, Equipment) 4 Organization Budgets –Details the appropriation budgets (often called your departmental budget) 4 Project/Grant Budgets –Amounts specifically for a sponsored grant/project 5

7 Account Numbers

8 STATE FUNDS EXPENDITURES – 28 DIGITS FUND DEPARTMENT ID PROGRAM CLASS ACCOUNT

9 SPONSORED FUNDS EXPENDITURES – 33 TO 34 DIGITS FUND DEPARTMENT ID PROGRAM CLASS PROJECT INDICATOR ACCOUNT

10 Budget Progress Report AccountAPPROPORGEncumbrance ExpendedRemaining Personal Services290, Salaries-Prof/Admin160, Salaries-Prof/Admin63, , Actuals Totals63, , , Salaries-Staff74, Salaries-Staff44, , Actuals Totals44, , , Salaries-Student Asst.3, Salaries-Student Asst. 2, Actuals Totals 2, FICA17, FICA – Employer 3, FICA – Employer MED Actuals Totals 4, , Retirement Systems21, Teachers Retirement System 5, Actuals Totals 5, , Budget Manager: Doe, JaneBusiness Unit: Department: Dept of InstructionBudget Period: 2006 Fund Code: 10000Through Acct Period: 4

11 Budget Progress Report AccountAPPROPORGEncumbranceExpendedRemaining Group Insurance15, Group Insurance – Health 3, Group Insurance – Life Actuals Totals 3, , Personal Services Total290, , , , , Travel6, Travel Travel of Employees1, Actuals Totals0.00 Travel Total6, , , Operating Supplies & Expenses23, Supplies & Materials Supplies & Materials Supplies & Materials – Postage Actuals Totals Repairs & Maintenance Telecommunications Operating Supplies and Expenses Total23, , Totals for Department320, , , , , Budget Manager: Doe, JaneBusiness Unit:33000 Department: Dept of InstructionBudget Period:2006 Fund Code: 10000Through Acct Period:4

12 COMMONLY USED ACCOUNT NUMBERS 4 Travel of Employees Travel of Students Repairs and Maintenance Publications & 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.) 11

13 COMMONLY USED ACCOUNT NUMBERS 4 Supplies (Includes pamphlets, brochures, manuals, etc. that the institution is not involved in the printing or authoring) 4 Subscriptions & Books Registration Fees Meals/Lodging (Students Only) 12

14 Classification of Equipment Purchases 4 Equipment Purchases – Small Value – – SMALL VALUE – NON-INVENTORY ($500 -$2,999) – – SMALL VALUE – INVENTORY ($3,000 - $4,999) 4 Information Technology (IT) Equipment – – SMALL VALUE – NON-INVENTORY ($500 -$2,999) – – SMALL VALUE – INVENTORY ($3,000 - $4,999) 4 Equipment Purchases (over $5,000) – – REGULAR EQUIPMENT – INVENTORY ($5,000 - ABOVE) – – IT EQUIPMENT – INVENTORY ($5,000 - ABOVE) 13

15 Reminders: 4 For all grants and contracts, a budget must be submitted to the budget office and posted before you can process any requests. 4 All PANs for students must have prior approval from the financial aid and registrars office. 4 Your entire account string account number must be listed on all travel requests, requisitions and PANs. 14

16 Reminders contd. 4 Appropriate approvals must be on all requests. 4 Walk-through of PANs are not allowed. 4 If you are requesting funds for students, make sure you attached a list of student names. 15

17 BUDGET AMENDMENTS 4 Budget Amendment forms are accepted every month except June. 4 All Budget amendments must be in the budget office before the 10 th off the month in order to be posted for the month. 16

18 Unallowable Expenditures 4 Paying for Meals for other employees, consultants or interviewees 4 Refreshments for meetings 4 Entertainment, tours and sightseeing expenses while traveling 4 Paying or receiving Gratuities 4 Christmas Cards (exception Presidents Office) 17

19 Unallowable Expenditures 4 Coffee Pots, coffee for departments 4 Brief Cases 4 Lamps 4 Food –Exceptions: Head Start, Food Processing Class, Pre-K Program 4 Flowers – Exceptions: Student Activities budgets Only Commencement and Homecoming 4 Alcoholic beverages 4 Drugs-Prescription or otherwise 18

20 Questions? Janie Carter-Jackson Telephone: Fax:


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