Chair/Director Budget Training

November 21, 2008

Present: Margaret Murphy, Dorothy Smith, Carole Anderson, Leticia Barajas

Alicia Rodriquez-Estrada, Marcy Drummond, Rita Weingourt, Eric Chavez, Steve Kasmar, Joe Ratcliff, Elton Robinson (for Marilyn Maine), Kindra Kinyon, Bill Gasper, Ayesha Randall, Linda Delzeit, Bradley Vaden, Mary Gallager

Absent: Rodrigo Palacios, Paulette Bailey, Denise Fairchild, Bill Elarton (excused absence approved by Dean Barajas)

Review of Budget Situation

Several reports illustrating the Colleges current/projected revenues, expenditures, and ending balance for 2008-09 were distributed and discussed. The following four objectives must be met if the College is to end the fiscal year with a balanced budget and without having to pay back the debt for the 2007-08 deficit:

  1. The College must balance this year’s, 2008-09, budget. The budget will be balanced with a combination of an increase in revenues (FTES growth) and reduction in expenditures—predominately from a reduction in hourly expenses and cost center expenses.
  1. The College must grow to “Funded Growth the Cap” = last year’s FTES + 1.43%.
  1. The College must begin paying back debt from last year’s deficit beginning next year.
  1. If the College grows above 1.43%, the additional growth revenues will reduce the amount of the College’s deficit payback. However, the College cannot incur additional expenses for this growth—it must still balance the 2008-09 budget. Therefore, the College’s Planning and Budget Committee has established a growth target of 2.4%.

Review of Forms Used for Budget Preparation

Forms were distributed that will be used by chairs/directors to plan for 2009-2010 fiscal year budget. Budget forms are available on the Chairs webpage of the Academic Affairs website under the “Budget” heading. Use the forms to provide the following information:

  1. List all employees in your area. Check whether they are full-time or part-time. Enter the projected annual salary.
  2. List disciplines and projection of number of full-time and part-time expenditures (both standard hours and FTE)
  3. List of needed expenditures. Enter description of expenditure, applicable general ledger account, and amount.

Using Business Warehouse (BW) For Planning and Monitoring Expenditures

Each department has a standard budget availability report (established for it in Business Warehouse (BW). Directions for accessing the standard budget availability report are as follows.