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

2. FVSU Operating Budgets
Resident Instruction
Fund PS
Fund PS and Other Operating
Fund Other Operating
Auxiliary Enterprises
Fund PS and Other Operating “
12230 etc……. “
Student Activities
Fund PS and Other Operating
Capital Budget
Fund Other Operating Only
Sponsored Operations
Fund PS and Operating Operating

3. FUND GROUP 10000 - RESIDENT INSTRUCTION 10500 - TUITION
OTHER EXPENSES
AUXILIARY ENTERPRISES
STUDENT ACTIVITIES
SPONSORED OPERATIONS
CAPITAL FUNDS

4. FUND GROUPS 10000 – STATE APPROPRIATIONS 10500 – TUITION
10600 – OTHER GENERAL
12210 – HOUSING
12220 – FOOD SERVICES
12230 – STORES AND SHOPS
12240 – HEALTH SEVICES
12250 – STUDENT TRANSPORTATION
12270 – VENDING OPERATIONS
ATHLETICS
13000 – STUDENT ACTIVITIES
14000 – SALES AND SERVICES
15000 – INDIRECT COST RECOVERIES
TECHNOLOGY FEES
20000 – SPONSORED OPERATIONS
CAPITAL FUNDS

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

6. Account Numbers

7. STATE FUNDS EXPENDITURES – 28 DIGITS
DEPARTMENT ID
PROGRAM
CLASS
ACCOUNT

8. SPONSORED FUNDS EXPENDITURES – 33 TO 34 DIGITS
DEPARTMENT ID
PROGRAM
CLASS
PROJECT INDICATOR
ACCOUNT

9. Budget Progress Report
Budget Manager: Doe, Jane Business Unit:
Department: Dept of Instruction Budget Period:
Fund Code: Through Acct Period: 4
Account 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: 33000
Department: Dept of Instruction Budget Period: 2006
Fund Code: Through Acct Period: 4
Account 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 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.)

12. COMMONLY USED ACCOUNT NUMBERS
Supplies
(Includes pamphlets, brochures, manuals, etc. that the institution is not involved in the printing or authoring)
Subscriptions & Books
Registration Fees
Meals/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 AMENDMENTS
Budget 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 interviewees
Refreshments for meetings
Entertainment, tours and sightseeing expenses while traveling
Paying or receiving Gratuities
Christmas Cards (exception President’s Office)

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

19. Questions? Janie Carter-Jackson carterj01@fvsu.edu Telephone: 825-6400
Fax: