Budget Guidelines

Fiscal Affairs & Business Services

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Budget Guidelines 

Budget| Staff Listing

FY23 Budget Process 

 

Budget Guidelines

(1) Budget Allocations

(2) Budget Pools

(3) Budget Pool Account Numbers

(4) Budget Transfers

(5) Documents Not Committed

(6) Budget Carry-Forward Policy

(7) Duplicating

(8) Budget Reports

(9) Banner Budget Training

(10) Banner Inquiry Screens

(11) Banner 9 Screen Navigation

(12) Fiscal Year End Guidelines (Updated 3/31/22)

 

(1) ALLOCATIONS

Position Control (PC) Allocations:

PC values are controlled by the appropriate Vice President or Chief for each area based on the following categories:

 a. Full-Time
 b. Permanent Part-Time

Budget Allocations:

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)
b. Overtime
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.

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(2) BUDGET POOLS

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 for:

        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)

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(3) BUDGET POOL ACCOUNT NUMBERS  

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(4) BUDGET TRANSFERS

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 budget@mail.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 copied on the e-mail request.

University Budgeted Operating Funds are notinterchangeable with:

      a.  AAUP Funds
      b.  Grants
      c.  Indirect Cost Funds
      d.  Self-Supporting Funds

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(5) DOCUMENTS NOT COMMITTED

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)

  • Duplicating (PaperCut)
  • Master Card Purchases and Reallocations (P-Card)

  • Payroll Charges (i.e., Student Labor, University Assistant)

  • Postage Charges

  • Telephone Charges

  • Travel Reimbursements

  • University Food Service Reservations

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(6) BUDGET CARRY-FORWARD POLICY

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 carry-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.

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(7) DUPLICATING

The Copy Center has a new print management software called PaperCut that will streamline the process for submitting and billing print requests. PaperCut will allow the accounting department to directly debit departmental Banner indexes for copies made monthly similar to the P-Card process—see (5) Documents Not Committed. Previously, Business Services provided duplicating budgets separate from the operating budgets to business users and departments for submitting jobs through the legacy copy center application. The budgets were debited over the course of the academic year, and overages were charged to the department’s operating budget and administered internally by Business Services and the Copy Center.

To request a new faculty or staff PaperCut account, go to http://itrequests.ccsu.edu to electronically facilitate the pre-existing approval process.

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(8) BUDGET REPORTS

Budget managers are expected to receive their budget information on-line with Banner.  The Budget Office will assistance if needed.  If you wish to receive monthly Budget Summary reports through e-mail, please send a request to budget@mail.ccsu.edu.

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(9) BANNER BUDGET TRAINING

Before a Budget training class can be taken, you must request an account and familiarize yourself with its use. To find out more information on Banner and related ERP systems, visit the IT Service Catalog. Additionally, a self-paced Banner training is available via the Ellucian Hub, click here to register.

 

If you would like a more detailed and personal budget training class or refresher session, please send an e-mail to budget@mail.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.

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(10) BANNER INQUIRY SCREENS

 

(11)BANNER 9 SCREEN NAVIGATION

 

Budget questions can be directed to budget@mail.ccsu.edu.

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Rev. 03/31/2022

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