1. Budgeting and Financial Management
For Department Chairs

2. 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?

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

4. 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

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

6. 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.

7. 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.

8. 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.

9. 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.

10. 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

16. 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.

17. 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.

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