Budget Process

1. Jackson State Community CollegeBudget Review Processpresented byFinancial & Administrative Affairs

2. Budget Process Budget Cycles A. Proposed Budget Cycle Budget Review Meetings will only be held during “Proposed Budget” Cycle B.Revised/Estimated Budget Cycles Budget Managers will be notified that the Revised/Estimated Budgets are being prepared and given the opportunity to make recommendations for revisions and/or adjustments Proposed revisions and/or adjustments must be accompanied with justifications (depending on circumstances of request, Budget Review Meetings may be called if deemed necessary) Estimated Budget (July 1, 2006-June 30, 2007) • Budget Managers should review their respective budgets for each unrestricted account • Revisions and/or adjustments are to be submitted on a Budget Revision form with narrative justifications • Deleted/Transferred position and Compensation forms should be completed • A restricted budget form is to be submitted for each restricted account that requires adjustments.

3. Budget Process cont. Proposed Budget (July 1, 2007-June 30, 2008) • Budget Managers should review their respective budgets for each unrestricted account • A Budget Requisition form is to be submitted for all unrestricted expenditure accounts and with a narrative justification (non-recurring request should be noted) • All Group positions should be justified (regular full & part time employees are addressed by the Budget office) if not, positions will be removed • Deleted/Transferred position and Compensation forms for any full or part time position should be completed (e.g. projected CPS, reclassification, etc.) • Request for new position needs to be submitted and accompanied by position justification form. • A restricted budget form is to be submitted for each restricted account Base Budgets Base Budgets exclude non-recurring (one-time) expenses and prior year encumbrances for Operating and Travel expenses for each account (Note: Base Budgets will not be used during the proposed Budget for 2007-08 fiscal year)

4. Budget Processcont. What Constitutes a Budget Review Meeting? Requests for additional funding (recurring or non-recurring) New Positions (Note: for 2007-08 Proposed Budget, Budget Review Meetings will be held if clarification is needed or if requested by the respective Vice President or President After the Budget Review Meeting F&AA Staff will: • Review request(s) • Determine if request(s) is/are justifiable • Determine the availability of funding for request(s) • Submit request(s) with recommendation(s) to President for final decision

5. Budget Processcont. Budget Revision Guidelines • Budgets requests requiring funds to be moved within the same function (e.g. from Math to English because both are in the instruction function) can be made during budget cycles or outside of budget cycles • Increases to the overall institutional budget (i.e. requests made without reallocation from one account to another) will only be made during the revised, proposed, or estimated budget cycles • Budget revisions requiring funds to be moved from one function to another (e.g. from institutional support to instruction) can only be made during the revised, proposed, or estimated budget cycles • Budget revisions requiring funds to be moved from salary or benefits to other line items (i.e. travel, operating, etc.) must be approved by the President

6. Time Line Budget Managers will submit proposed budgets to divisional Vice President/ President Budget Office will submit revenue projections and salary and benefit projections to the vice president for Financial & Administrative Affairs VPs will submit proposed budgets to vice president for F&AA Last date revisions for estimated budget will be accepted in the Budget Office Due date will be set by each vice president or president March 2, 2007 March 16, 2007 March 16, 2007* BUDGET PROCESS TIMELINE

7. BUDGET PROCESS TIMELINEcont. Budget Review Meetings Evaluation of Budget Review Meetings by F&AA staff, recommendations by the vice president for F&AA to president, and president’s approved requests Budget Office will input budget data and prepare budget draft Final review of proposed budget by the vice presidents and president Proposed budget submitted to TBR March 19 – March 23, 2007 March 26 – March 30, 2007 April 2-6, 2007 April 9 - April 17, 2007 April 18, 2007 * Estimated budget has been set at this time. No revisions will be made after March 18th without President’s approval.

8. Jackson State Community College Budget Requisition Form

13. Jackson State Community CollegeBudget Requisition Narrative Form

14. Jackson State Community CollegeBudget Requisition Narrative Form Instructions • Provide written justification for the various line items that explains why the funds are needed. If there is an impact on Strategic Goals or Departmental Goals, please explain that as well. Include as much information as you deem necessary to express why the institution should allocate its resources to this specific budget item. • If new positions are requested, please complete the sections below as well as the “Position Justification” form and attach. Anticipated changes in salaries should be explained and the appropriate “Deleted/Transferred Position” or “Compensation” forms should be completed and attached. Projected rank promotions, passing of the CPS examination and reclassifications are examples of what to include. (Do not include Across-The-Board increases or equity adjustments. These increases will be addressed by Human Resources.) • For each line item indicate how much is for recurring and how much is for non-recurring.

15. Jackson State Community CollegeBudget Requisition Narrative Form Salaries: Salaries requested that are not currently in your budget. An example would be the need for a student worker. New Positions are to be requested on the Position Justification form. =================================================== Travel: Object Code 3100-3700

16. Budget Review Process Q & A