Budgeting and Financial Management For Department Chairs

Topics Overview of the University budget Description of Major Fund Accounts Differences of Accounts Transferring funds Operating Budget for Non-State Accounts Course Specific Fees Questions?

Southern Illinois University Edwardsville State Operating Budget Historical Data FY2002 - FY2019

Southern Illinois University Edwardsville State Operating Budget Historical Data FY2002 - FY2019   Stop Gap 1 Stop Gap 2 100% 29% 53% + 47% 90% 92% State Oper. Budget FY14 FY15 FY16 FY17 FY18 FY19 State Appropriation $59,693,700 $59,872,000 $16,419,900 $58,560,200 $53,817,000 $54,843,300 Income Fund $90,712,630 $89,324,650 $91,915,550 $101,822,000 $103,097,605 $103,305,600 Total ($) $150,406,330 $149,196,650 $108,335,450 $160,382,200 $156,914,605 $158,148,900 Annual Incr./(Decr.) ($52,400) $178,300 ($43,452,100) $42,140,300 ($4,743,200) $1,026,300 $4,194,930 ($1,387,980) $2,590,900 $9,906,450 $1,275,605 $207,995 $4,142,530 ($1,209,680) ($40,861,200) $52,046,750 ($3,467,595) $1,234,295 Annual % Change -0.1% 0.3% -72.6% 256.6% -8.1% 1.9% Adj. FTE Enrollment 11,620 11,767 11,985 11,870 11,523 10,942 Budget Per FTE $5,137 $5,088 $1,370 $4,933 $4,670 $5,012 $7,807 $7,591 $7,669 $8,578 $8,947 $9,441 Total $12,944 $12,679 $9,039 $13,512 $13,618 $14,453

SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE FY 2019 OPERATING BUDGET BY LINE ITEMS AND MAJOR FUND GROUPS

Description of Major Fund Groups State Operating Budget:   Appropriated Funds State appropriated funds include General Revenue Funds which come from Illinois tax dollars. Income Funds Income Fund revenue includes: Tuition revenue Tuition revenue is a direct result of student enrollment, student residency, credit hours, and tuition rates and is the largest component of the Income Fund. Off-campus program revenue Off-campus program revenue is based on charges sufficient to cover all instructional and administrative costs of the programs. Interest earnings on income fund deposits Certain miscellaneous fee revenue The State of Illinois Legislative Audit Commission (LAC) guidelines require that certain fee revenues such as application fees, course-specific fees, and graduation fees be deposited into the income fund.

Description of Major Fund Groups Non-State Operating Budget:   Grants and Contracts Grants and contracts include funds received from governmental entities and private foundations and corporations for the support of various research projects, instructional and training programs, public service activities, student financial aid, and other programs. The specific use of these funds is restricted by contractual agreement with the sponsoring agency. Generally, revenues will equal expenditures over the life of the grant or contract. Indirect Cost Recovery Indirect cost funds are recovered as overhead allowances on grants and contracts. They are used to help cover a share of expenses for such items as operation and maintenance, library services, sponsored project administration, and general administration. Revenue Bond Operations Operations of revenue bond financed facilities are reported in this fund group. Revenue Bond enterprises are funded primarily from student fees, operating charges, and sales and services of various activities and include such facilities as residence halls, student centers, and student recreation centers. At SIUE, the Revenue Bond units include: University Housing, Morris University Center, Student Success Center, Student Fitness Center, and Parking and Traffic. Self-Supporting Activities Self-Supporting Activities include a wide range of operations which are directly related to Instructional, Research, or Public Service units or support the overall objectives of the University. They may be Self-Supporting in whole or in part. Revenue is generally derived through student fees or sales of services. Examples at SIUE include the Dental Clinic, textbook services, and athletic fees. Service Departments Service Departments provide specific types of services to University departments and are supported by internal charges to using departments. Such services might be purchased from outside sources but for reasons of convenience, costs, or control are often provided more effectively by an in-house service department. Examples at SIUE include Facilities Management and Transportation Services.

Differences between State and Non-State Accounts Budget = Planning tool Budget = Authority to spend Budget and Available cash balance = Authority to spend Accounts are centrally supported Accounts are self-supporting Revenue comes primarily from State Appropriations and tuition revenue. Revenue come from Sales, Fees, Grants, etc. Fiscal Year = July – June + two months (July – Aug) lapse period Fiscal Year = July - June Funds received during the Fiscal Year must be obligated by June and expended by August. Unused funds are rolled over as cash to the new fiscal year.

Transferring Funds Between Accounts State Accounts (Ledger “2” Accounts) can be transferred to other State Accounts only. ICR (Ledger “4” Accounts) can be transferred to other ICR accounts, but not Activities accounts or State accounts. Activities (Ledger “4” Accounts) can be transferred to other Activities accounts, but not to ICR or State accounts.

AIS Forms to Transfer Funds Between Accounts State Accounts Salary – RTU (Request to transfer salary budget between Banner reserve positions) Each college/school has a main account with a salary reserve position. Support Lines – Budget Allocation Adjustment form Non-State Accounts Transfer Voucher

Course Specific Fee Guidelines A Course Specific Fee is charged for materials or other products or services consumed by a student during the course. Course Specific Fees are not intended to cover the normal costs of instruction, and should be exceptions rather than routine.

Course Specific Fee Approvals Course Specific Fees are approved by the Chancellor after review by the Provost’s Office and Financial Affairs. If $200 or greater, they must also be approved by the Board of Trustees.

Questions? Overspending accounts / account in the red P-card Summer / Winter session AIS reports Payroll reports