Budget Training March 21, 2013

Report
Budget Training
March 21, 2013
Brought to you by:
Rose Ellis – Budget Director – College Operations – Ext. 3005
Cathy Nolan – Budget Accountant – College Operations – Ext. 5604
Greg Morgan – Chief financial Officer – Ext. 5516
A special thanks for the continued support and assistance from Tasha Drake, Alan Feldmayer and Stan
Barker of College Finance and Barbara Lowder in the Grant Office!
Income Credit Program (ICP) What is it?
 As defined in LCC’s COPPS:
 ICP is designed to aid a department that generates
special revenues from fees or charges that directly
support a departmental activity or program within the
general fund.
 Only income that is identified or unique to a single
department will be handled by the ICP program.
Let’s Be Proactive With Our ICP
 Plan – Project – Forecast as best as possible before the
Fiscal Year budget is loaded so your ICP can be fully
budgeted.
 New fees for new classes/Fees for classes established
AFTER the Fiscal Year budget is loaded…Notify the
Budget Office as soon as your fee has been approved.
 The Budget Office does NOT see “Fee Sheets”
 If the Budget Office learns of new fees AFTER the budget
adoption, it is UNLIKELY they will be able to increase
your budget authority in order for the department to be
able to spend those new fees.
What can I do with the ICP?
 Your department has instructional supplies that are
attributed to a particular class and the department
passes the cost of those supplies onto the student in the
form of a fee. The fee charged each student and the
supplies expenditure could be tracked via the ICP in
Fund 111200.
 Fees are above and beyond tuition, are specific to a class
supply, are not part of M&S, are anticipated for
budgeting and must be budgeted before the revenue can
be used for supplies.
Fees and Revenues
 Mandatory Student Fees
 Non-Mandatory Student Fees
 User Fees
 Other Fees and Charges
 Sales from goods; used books, foods, etc.
 Sales from services; cleaning, printing, etc.
 Sales from events.
Expenditures
 Clay, Paint, Silkscreen, Dry Mount Presses
 Rents and Leasing costs
 Printing and copying costs
 Lotions & Oils
 Dishes
 Class Activities
 Advertising
 Non-Credit Instructors
 Curriculum fees – Telecourses/Distance Learning
 License fees – Telecourses/Distance Learning
ICP – What’s Not Allowed
 Spending revenues without authorized budget
 Comingling ICP 111200 and GF 111100 budgets or
actuals
 Using ICP funds for anything other than the specified
purpose
 Expecting 100% carryover of ICP funds to the next fiscal
year (if overall budget is in deficit, extra ICP funds will
be used to balance)
 The Budget Office DOES keep track of ICP balances year
to year
ICP – Getting Started
 A need is determined and a fee is established
 The fee is attached to the class during construction –
contact enrollment services
 Students are assessed the fee upon enrolling in the class
 Revenue is recorded in the ICP fund
 Expenditures can then be made against revenue
provided there is sufficient budget.
Calculating Your ICP Budget
 Your department has determined a need for a particular
class or classes and the cost equates to $25 per
student/per class
 You have 30 students in each class and you are going to
offer the class for three terms
 30 students x $25 = $750 x 3 terms = $2,250
 You request a revenue and expense budget of $2,250 in
the FOAP associated with the class
Setting Up Your ICP Budget
 Departments are now allowed to begin assessing fees at the top
of any term throughout the fiscal year; however, budgets are only
adopted once. Not anticipating a new fee could delay your ability
to utilize the funding received from that fee.
 If you have a new fee to charge, alert the Budget Office as soon
as you can so your budget can be included in the Adopted Budget.
 The fee revenue budgeted and anticipated must equal the
expense budgeted and anticipated.
 If a new fee is started after the budget has been adopted, a
Budget Change Request form must be submitted to the Budget
Office. However, as previously mentioned, a Budget Change
Request is NOT a guarantee that we will be able to increase or
change your budget.
What If I Collect More Fee Money
Than Is Budgeted?
 New fees that are approved during the fiscal year or fees
that are already budgeted and are coming in higher than
anticipated at the original budget adoption:
 Prepare a supplemental budget request showing
both the complete revenue and expenditure FOAPs,
the dollar amounts, and an explanation (“This fee
was approved by the Board on 12/15/11. It is for
students to reimburse the college for art supplies”.)
(“This fee is for art supplies and has been
consistently coming in at $25,000 over the last 3
years. We request the budgeted revenues and
expenses be increased to $25,000.)
This request may be completed via email to the Budget
Office from your Executive Dean or Manager – As
mentioned – No guarantees of an increase in budget
authority.
Let’s Move That Budget!!
 Moving budget amounts is accomplished in one of two ways:
 A Budget Transfer
 A BCR – Budget Change Request – ONLY FUND 8
A budget transfer can be initiated in ExpressLane, via the Budget Transfer
Mailbox and by contacting the Budget Office directly.
Use ExpressLane for transfers within the same fund – usually a 2-line transfer
Use the Budget Transfer Mailbox for Inter-Fund and multi-line transfers
Multi-line transfers within the same fund can also be processed in
ExpressLane.
Budget Transfer VS. Journal Entry
 A budget transfer moves your budget
 A journal entry moves actual expenditures
 A budget transfer can be processed by anyone who
manages a department budget
 A journal entry is processed mainly by Grant Accounting
or College Finance
 Budget transfers are a BD01, BD02, BD04, BXN8 or
BXP8
 Journal entries are generally a JE16
What Can I Transfer? What Can’t I Transfer?

Yes you can make transfers that affect:

M&S, Capital Outlay, Merchandise for resale, and ICP accounts.

Non-Contracted personnel accounts (530xxx, 550xxx, 560xxx, 570xxx also
521000 & 540800) (must use individual accounts i.e. 530400 and NOT the
budget account i.e. 530000

M&S to PT personnel & OPE (591900)

Payroll accounts that are NOT tracked by position #

OPE rates for these accounts is always the PT OPE rate

No you can’t make transfers that affect:

Contracted personnel accounts (5102xx, 5203xx, 5405xx)

Revenue accounts

Grant accounts – unless you are a grant administrator

Transfer In/Transfer Out accounts

Different funds i.e. from 111100 to 111200

Moving budget when it should be moving actuals (JE16 or ICO)
Determine Which of the Three Choices
Budget Movement “Vehicle”
When To Use
Budget Transfer – Most commonly
used
Anyone who is authorized to monitor
and manipulate budgets can initiate a
budget transfer. Use this to move
budget amounts between
accounts/orgs within the same fund
Journal Entry/Voucher
Generally performed by the Budget
Office this entry moves actual dollar
amounts connected with an InterFund budget transfer. May also be
used to move actual dollar amounts
without a budget transfer
BCR – Used directly with College
Finance.
Use the BCR to request that College
Finance move budget amounts within
and between funds. Request is sent
directly to College Finance.
BD What?
BD01
BD02
BD04
Used to load Adopted budget
Permanent
Used by the budget office Via
Native Banner to move
budget amount from one area
of your budget to another
The adjustment will
carryover into the
Permanent adopted budget load
for the next fiscal
year and beyond
Used by the budget office to
move budget
The adjustment will
Temporary not carryover into
future fiscal years
BXN8
Used by departments via
ExpressLane to move budget
in funds.
BXP8
Used predominately by the
Grant Department to move
budget in
Budget Office Only
Except fund 8
Only Fund 8
MANUAL BUDGET TRANSFER TEMPLATE
MANUAL/RECURRING BUDGET TRANSFER
Line
Submitted By:
Purpose:
Budget Type
Dept:
Fund
Budget FOAP
ORG
Acct
PRG
Amount
Date:
+/-
Description
Current
Budget
Revised
Budget
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
Budget Types
BD02 - Recurring
BD04 - Non-Recurring
Budget
Analyst
Budget
List
Banner
J#
Prepared By
Date
Reviewed By
Date
Entered By
Date
Total of
Reductions
&
Increases
-
Instructions:
1 Complete Form
2 Save to your computer
3 Select "File"; "Send to";"Mail Recipient" as an attachment from your menu bar
4 Email to Budget Transfer and CC applicable manager
This form is currently located at: LCC - Internal Controls Website
– Resources – Budget Structuring
BUDGET TRANSFER TEMPLATE IN EXPRESSLANE
Multi-Line Budget Transfer In ExpressLane
The Budget Query
 Budget queries are an important way to get a bird’s eye view of
your budget.
 Budget queries are performed in ExpressLane
 After accessing ExpressLane, click on Financial Information and
then on Budget Queries.
Creating a Budget Query
Create a query by:
Budget Status by Account
Budget Status by Organizational Hierarchy
Budget Quick Query-No Drill Down~!
Payroll Expense Detail
Designing Your Report
First, choose the data columns
you want on your report –
continue
Second, choose your FOAP
elements and if you want revenue
accounts or not - submit
Data!!! Now What?
Downloading and Manipulating That Data
 As you can see, there is a lot of data!
 Near the bottom of the screen are buttons
for downloading your data into an Excel
spreadsheet for viewing and manipulation.
 Click on “Download Selected Ledger
Columns”
 At the prompt “What do you want to do with
bwfksdld.cvs”? Click on “open”.
 The result is an Excel spreadsheet in cvs
format that you can format for your own
use.
 Remember to save file “AS AN EXCEL
WORKBOOK”

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