(11) Fiscal Year End Guidelines (Updated 04/11/2018)
Position Control (PC) Allocations:
PC values are controlled by the appropriate Vice President or Chief for each area based on the following categories:
b. Permanent Part-Time
Budgets are allocated by the appropriate Vice President or Chief for each area. Funds are then apportioned by each department into the following categories:
a. Discretionary Personal Services (DPS)
c. Other Expenses/Equipment (OE)
Office of the Vice President Academic Affairs distributes the Lecturer-Teaching allocations.
Note: Budget funds should be used for operating expenses for the current fiscal year. Funds should not be used or committed to pay for expenses that will occur in the following fiscal year.
In Banner, the Banner accounts have been designated into "pools" for budgeting purposes. These pools consist of the following categories:
- 600001 - Discretionary Personal Services (DPS)
- 601501 - Overtime
- 700000 - Other Expenses/Equipment (OE)
Responsible Person (Budget Manager) for a cost center (e.g. Banner Index) is responsible
a. Discretionary Personal Services (Budget Pool-600001)
b. Lecturer-Teaching (Budget Pool-6xxxxx) (if applicable)
c. Overtime (Budget Pool-601501)
d. Other Expenses/Equipment pools (Budget Pool-700000)
This information pertains to Banner indexes that receive university funds in the form of a budget. Self-supporting indexes (e.g. grants) are responsible for all of their expenses.
Budget Transfers from one budget pool to another budget pool will require a budget transfer request to be completed. Send an e-mail message to Lucy Cannamela (Cannamela@ccsu.edu). You must provide the following information:
a. Transfer From: (Provide Index# and indicate the pool #)
b. Transfer To: (Provide Index# and indicate the pool #)
c. The reason for transfer for audit purposes.
Note: If someone other than the Budget Manager is sending the e-mail, the Budget Manager must be cc:d on the e-mail request.
University Budgeted Operating Funds are not interchangeable with:
a. AAUP Funds
c. Indirect Cost Funds
d. Self-Supporting Funds
NOTE: There are some types of expenditures that are not committed in the Banner system. These expenses will not be reflected in Banner until they are paid, therefore, you must be careful to maintain enough funds in the pools to cover such expenses. This is especially important near the end of the fiscal year.
Disbursement Form (Direct Pay)
Master Card Purchases (P-Card)
University food service reservations
Payroll charges (i.e. Student Labor, University Assistant)
A commitment is defined as an obligation in the form of a purchase order or contract before the obligation is incurred. Commitments are used to reserve budgeted funds and to ensure that the funds will be available when payment is due. The commitments that are still open (unpaid) at the end of a fiscal year are brought forward into the new fiscal year. This is referred to as a carried-forward commitment. The carry-forward commitment will be charged against the new fiscal year budget.
Purchases Order for service contracts:
When preparing a Purchasing Requisition for a service contract, you should only commit the amount of funds needed for the period that falls within the current fiscal year. For example, you would commit funds from July 1 through June 30.
Carry Forward available balances:
Remaining available balances will lapse at the end of each fiscal year. Negative balances will carry forward and automatically reduce the cost center's new fiscal year budget. The negative balances are based on each individual cost center. Aggregation of indexes for calculation are not allowed.
The cost center is allocated an amount separate from their budget that is used for duplicating expenditures only. Once this allocation is expended, any additional expenditures are then charged against the cost center's Other Expenses budget. If additional funds are needed, please send an e-mail message to Lucy Cannamela (Cannamela@ccsu.edu) and indicate copy center account number. Any unused balance at fiscal year end will lapse.
Budget managers are expected to receive their budget information on-line with Banner. The Budget Office will provide assistance if needed. If you wish to receive monthly Budget Summary reports through e-mail, please notify Lucy Cannamela at X22502 with your request.
Before a Budget Training class can be taken, you must first take the Banner Training class from Information Technology Services. At this training you will be provided with your personal Banner account and practice basic Banner navigation skills.
If you would like a more detailed and personal budget training class or refresher session, please contact Lucy Cannamela (Cannamela@ccsu.edu). This class is designed to allow users to query budget information including index balances (in summary and in detail) and open encumbrances and to view fiscal year detail transactions.
Budget questions can be directed to Lisa Bucher X22556 or Lucy Cannamela X22502.