Budget Workshops February 3 rd & 5 th, 2015. Agenda Introduction Introduction Josette Shaughnessy, CPA AVP Budget & Financial Services Planning for Improvement

Budget WorkshopsBudget WorkshopsFebruary 3February 3rdrd & 5 & 5thth, 2015, 2015

AgendaAgenda

IntroductionIntroduction Josette Shaughnessy, CPA AVP Budget & Financial Services

Planning for ImprovementPlanning for Improvement Dr. Dolores Gross, Director Institutional & Community Planning

Budget Development ProcessesBudget Development Processes Laura Tellez Budget Director

Mission StatementMission Statement

Our office plans and coordinates budget

activities, produces the annual budget,

various analyses and reports District-wide

and to external agencies. These services

empower management to effectively direct its

human and financial resources.

Important DatesImportant Dates

October 22 Budget Forms 1 and 2 are emailed to Budget Heads

February 2 Budget development instructions are posted on the Budget Office’s web site

___________ Date budgets are due to your respective

(fill in date) executive level’s office March 6 Budgets are due to the Budget Office

Budget Office ServicesBudget Office Services

Prepare the District’s Annual Operating Budget (Institutional Accounts and Self-Supporting Programs).

Coordinate the Adoption of the Tax Rate with External Agencies.

Perform Additional Requirements when a Tax Rate Increase is Proposed and Adopted.

Budget Office Services (cont’d.)Budget Office Services (cont’d.)

Prepare state mandated documents/reports such as the Budget Book, Legislative Appropriations Requests (LAR) and the Report of Fundable Operating Expenses (RFOE).

Conduct Annual Budget Workshops, Present Semi-annually at Effective Management Series Workshops and Other Presentations.


Guide Budget Heads in Preparing their Budgets.

Assist in Resolving Budget Issues.

Monitor Expenses Through NSF and Monthly Reports.

Review Personnel Requisition Information and Verify Funding.


Assess Expenses as Compared to Budget.

Prepare Various Analyses and Reports.

Report Monthly Salary Savings.

Process Budget Related Banner Forms.

Budget Development CalendarBudget Development CalendarHighlightsHighlights

Sept. New fiscal year begins

Oct. Budget Forms 1 & 2 are sent to Budget Heads

Nov./Dec. Budget Book is finalized and distributed

Jan./Feb. Prepare for and conduct Budget Workshops

March Budgets are due to the Budget Office

Budget Development CalendarBudget Development CalendarHighlights (cont’d.)Highlights (cont’d.)

March/April Budget Office reviews budget requests

April/May Budget Meetings with President and VP’s

May/June/July Board Meetings/Workshops/Presentations

July or Aug. Board adopts next year’s budget

Aug. or Sept. Board meets to adopt tax rate

Banner Codes Banner Codes

Executive Level – represents the area:

Instruction, Student Services, Finance, etc.

Fund - describes the type of resources:

Institutional Accounts (11000)

Self-Supporting Programs (12000’s)

Physical Plant (13000)

Banner Codes (cont’d.)Banner Codes (cont’d.)

Organization - represents department, program or discipline:

Ex: Police Department, Americana Language Program, English VV

Account - describes the object of expenditure:

Salary Pools, Supplies Pool, Travel Pool, Equipment Pool, etc.

Example: Fund Organization Account

11000 61001 71100

(Institutional) (Police Dept.) (Supplies Pool)

Budget Development GuidelinesBudget Development Guidelines2015-16 Rollover of 2014-15 Budget2015-16 Rollover of 2014-15 Budget

Executive areas are required to remain within their total current budget. New orgs may be created and other orgs closed to allow for reallocation of funds.

Reallocations are permitted within executive areas among orgs, accounts or budgetary pools.

Full-time salaries are not subject to reallocation unless specifically approved by the President.

ReallocationsReallocations


A new full-time position created from other funding sources must be approved by the President.

Excess in Overhead budgets can only be reallocated to other Overhead budgets unless approved by the President.

Funds must be cross referenced from where they come from to where they went.

Reallocations (cont’d.)Reallocations (cont’d.)


Positions vacated during the fiscal year are lowered to entry level. Vacant positions are budgeted in the recruitment pool of the respective Vice President.

Only the entry level value of a vacated position can be reallocated. Savings remain in the District unless authorized by the President.

Vacant PositionsVacant Positions


Travel budgets are “pooled.” There is no distinction between in-town, out-of-town or foreign.

Actual expenses incurred during the year will be charged to the corresponding travel accounts.

Local travel expenses include reimbursement for mileage, conference registrations and parking expenses. In-town mileage reimbursement is currently 50.5 cents per mile.

TravelTravel


An item less than $5,000 should be budgeted in the supplies pool account 71100.

Supply budgets are “pooled.” Actual expenses incurred during the year will be charged to the corresponding supply accounts.

SuppliesSupplies

Budget Development GuidelinesBudget Development Guidelines2015-16 Rollover of 2014-15 Budget 2015-16 Rollover of 2014-15 Budget

Capitalization policy defines equipment as any single item with a unit cost of $5,000 or more.

Equipment is expected to have a useful life of at least one year and is not a consumable product.

The $5,000 minimum does not apply to library books.

EquipmentEquipment

Budget Development GuidelinesBudget Development Guidelines2015-16 Rollover of 2014-15 Budget 2015-16 Rollover of 2014-15 Budget

Exceptions to the $5,000 threshold are items such as printers, fax machines, scanners, etc. For a detailed list, contact Property Management Control.

These items should be classified as fixed assets regardless of the cost.

Equipment purchases must be justified to the appropriate Vice President.

Equipment (cont’d.)Equipment (cont’d.)


Budget heads should refer to the guidelines to determine if a program is self-supporting.

These programs should generate sufficient revenues to fully offset their annual expenses.

All salaries positions assigned to the programs must be budgeted in these orgs.

Self-Supporting Programs BudgetSelf-Supporting Programs Budget


The same planning guidelines apply to these programs as institutional budgets.

Self-supporting programs should have a realistic revenue amount.

An overhead recovery rate of 15% needs to be included based on the actual revenue.

Self-Supporting Programs Budget (cont’d.)Self-Supporting Programs Budget (cont’d.)

Budget Development GuidelinesBudget Development Guidelines

2015-16 Rollover of 2014-15 Budget2015-16 Rollover of 2014-15 Budget

Grant accounts are budgeted by line item not “pooled”.

For more information regarding grants, please contact the Grants Management Office.

GrantsGrants

Budget TransfersBudget Transfers

Budget Transfers initiated during the current fiscal year are only temporary so continued funding must be addressed either thru reallocation or new request processes.

Budget Budget Monitoring TipsMonitoring Tips

Budget Heads should review the Budget Status by Org Mgr, Labor and Org Detail Activity reports sent from General Accounting by e-mail after closing.

Check the labor report to confirm that the employees listed are assigned to your department.

Report any issues on monthly reports as they occur. Expenditures are handled by General Accounting. Budgets are addressed by the Budget Office.

Budget Budget Monitoring Tips (cont’d.)Monitoring Tips (cont’d.)

Follow-up by monitoring your budget and expenditure reports to verify the corrections were made.

Report any change in budget head or personnel timely by submitting the appropriate forms, e.g., Personnel Action Record, Budget Office Banner Maintenance form, etc.

As reports are received each month, post the current month’s expenditures by account using the Budget Tracking Worksheet as a tracking tool.

Budget Tracking WorksheetBudget Tracking Worksheet

Employee’s individual salaries can be posted and monitored monthly. For example, if there are no personnel transfers, retirements, terminations, etc., the salaries should be consistent each month.

The worksheet may also be useful in tracking spending patterns which may help to plan your budget for the next fiscal year.

Acct. Account Title Sept. Oct. Nov. Dec. Jan. Feb. March April May June July Aug. Total

61000 Instructor Pool PT61011 Instr PT CR/NC Fall 25,000$ 25,000$ 25,000$ 25,000$ 100,000$ 61012 Instr PT CR/NC Spr 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 75,000 61013 Instr PT CR/NC SI 10,000 10,000 20,000 61014 Instr PT CR/NC SII 2,500 2,500 5,000 61100 Instructor FT Pool

Vikki Carr 5,125 5,125 5,125 5,125 5,125 5,125 5,125 5,125 5,125 46,125 Don Haskins 4,743 4,743 4,743 4,743 4,743 4,743 4,743 4,743 4,743 42,684 Danny Olivas 4,838 4,838 4,838 4,838 4,838 4,838 4,838 4,838 4,838 43,538 Anthony Quinn 4,925 4,925 4,925 4,925 4,925 4,925 4,925 4,925 4,925 44,325

61600 Classified Staff Pool 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 1,671 20,052 61635 Class Staff Lab Asst 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 2,917 35,004

Salaries & Wages 49,218 49,218 49,218 49,218 39,218 39,218 39,218 39,218 39,218 14,588 17,088 7,088 431,728

71100 Supplies Pool 650 707 850 105 600 520 360 580 350 303 300 675 6,000

72099 Travel Pool 50 80 60 50 100 250 200 280 100 200 80 50 1,500

73100 Furn & Equip>5,000 5,000 5,000 10,000

Total Other 700 5,787 910 155 700 770 5,560 860 450 503 380 725 17,500

Account Totals 49,918$ 55,005$ 50,128$ 49,373$ 39,918$ 39,988$ 44,778$ 40,078$ 39,668$ 15,091$ 17,468$ 7,813$ 449,228$

EL PASO COMMUNITY COLLEGE2XXX-XX BUDGET

Org: 55xxx xxxxxxxxxxxxxxxxxxxxx

EL PASO COUNTY COMMUNITY COLLEGE DISTRICT EXPENDITURE DETAIL BY BUDGET HEAD

2014-15 BUDGET BUDGET FORM 1

Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 55016 xxxxxxxxxxxxxxxx 2015-16 2013-14 2013-14 2014-15 ACTUAL ADOPTED ADOPTED ACCOUNT EXPEND BUDGET BUDGET 61000 Instructor Pool PT 31,127.00 32,061.00 61011 Instructor PT CR/NC Fall 3,219.68 61013 Instructor PT CR/NC Summer I 11,524.96 61051 Instructor Overload Fall 8,024.04 61052 Instructor Overload Spring 5,502.10 Subtotal Salaries & Wages $28,270.78 $31,127.00 $32,061.00 4,500.00 71100 Supplies Pool 5,500.00 5,500.00 Example 1 71120 Office Supplies 2,397.61 71210 Instructional Supplies 922.24 $4,500.00 Subtotal Supplies $3,319.85 $5,500.00 $5,500.00 1,500.00 72099 Travel Pool 500.00 500.00 72200 Out of Town Travel 1,410.25 $1,500.00 Subtotal Other Expenses $1,410.25 $500.00 $500.00 7,000.00 Example 2 73000 Equipment Pool 5,000,00 5,000.00 73100 Cap Furniture & Equipment > $5,000 6,025.50 $7,000.00 Subtotal Capital Expenses $6,025.50 $5,000.00 $5,000.00 $45,061,00 Total $39,026.38 $42,127.00 $43,061.00 PM 2/12/15

+ $2,000 to equip. from Org

55112

- $1,000 to travel

+ $1,000 from

supplies

EL PASO COUNTY COMMUNITY COLLEGE DISTRICT SALARY DETAIL BY BUDGET HEAD

2014-15 BUDGET BUDGET FORM 2

EXEC LEVEL: 14 BUDGET HEAD: Mitchell, Paula FUND: 11000 College Operations ORG: 55016 xxxxxxxxxxxxxxxxx POSITION ACCOUNT BGTD AMOUNT NUMBER NUMBER POSITION TITLE EMPLOYEE NAME FTE’S REQUIRED 9xxxxx 61000 Instructor PT Pool 1.00 $32,061.00 Totals for Budget 1.00 $32,061.00 No changes PM 2/12/15

EL PASO COUNTY COMMUNITY COLLEGE DISTRICT

EXPENDITURE DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 1

Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 55112 xxxxxxxxxxxxxxxx 2015-16 2013-14 2013-14 2014-15 ACTUAL ADOPTED ADOPTED ACCOUNT EXPEND BUDGET BUDGET 61000 Instructor Pool PT 35,263.00 36,321.00 61011 Instructor PT CR/NC Fall 8,445.16 61012 Instructor PT CR/NC Spring 10,323.83 61013 Instructor PT CR/NC Summer I 8,732.64 61052 Instructor Overload Spring 464.64 Subtotal Salaries & Wages $27,966.27 $35,263.00 $36,321.00 71000 Supply Pool 9,250.00 9,250.00 71120 Office Supplies 1,894.32 71130 Instructional Supplies 3,397.61 71330 Printing/Duplicating Internal 693.15 Subtotal Supplies $5,985.08 $9,250.00 $9,250.00 72099 Travel Pool 3,075.00 3,075.00 72200 Out of Town Travel 2,350.00

Subtotal Travel $2,350.00 $3,075.00 $3,075.00 6,500.00

73000 Equipment Pool 8,500.00 8,500.00 73100 Cap Furniture & Equipment > $5,000 5,017.00 $6,500.00 Subtotal Equipment $5,017.00 $8,500.00 $8,500.00 $55,146,00 Total $41,318.35 $56,088.00 $57,146.00 PM 2/12/15

- $2,000 to equipment Org 55016


SALARY DETAIL BY BUDGET HEAD 2014-15 BUDGET BUDGET FORM 2

EXEC LEVEL: 14 BUDGET HEAD: Mitchell, Paula FUND: 11000 College Operations ORG: 55112 xxxxxxxxxxxxxxxxx POSITION ACCOUNT BGTD AMOUNT NUMBER NUMBER POSITION TITLE EMPLOYEE NAME FTE’S REQUIRED 9xxxxx 61000 Instructor PT Pool 1.00 $36,321.00 Totals for Budget 1.00 $36,321.00 No changes PM 2/12/15



Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 71xxx Old Org 2015-16 2013-14 2013-14 2014-15 ACTUAL ADOPTED ADOPTED ACCOUNT EXPEND BUDGET BUDGET 61205 Administrator FT 60,000.50 60,000.00 60,000.00 61305 Professional Staff FT 48,000.10 48,000.00 48,000.00 61600 Classified Staff Pool 22,800.75 23,000.00 23,000.00 61605 Classified Staff FT 55,000.03 55,000.00 37,000 55,000.00 61800 Vacation Accrual -1,000.90 $97,000.00 Subtotal Salaries & Wages $184,800.48 $186,000.00 $186,000.00 100,000.00 71100 Supplies Pool 194,000.00 194,000.00 71120 Office Supplies 90,100.85 71121 Furniture & Equip < 5,000 Institutional 4,500.25 $100,000.00 Subtotal Supplies $94,601.10 $194,000.00 $194,000.00 1,000.00 72099 Travel Pool 2,000.00 2,000.00 72200 Out of Town Travel 1,500.45 $1,000.00 Subtotal Other Expenses $1,500.45 $2,000.00 $2,000.00 $198,000,00 Total $280,902.03 $382,000.00 $382,000.00 PM 2/12/15

Move $94,000 to New Org 55xxx

supplies


travel


salaries



EXEC LEVEL: 14 BUDGET HEAD: Mitchell, Paula FUND: 11000 College Operations ORG: 71xxx Old Org POSITION ACCOUNT BGTD AMOUNT NUMBER NUMBER POSITION TITLE EMPLOYEE NAME FTE’S REQUIRED 9xxxxx 61205 Admin FT Garcia, Jose 1.00 $60,000.00 9xxxxx 61305 Prof Staff FT Smith, John 1.00 $48,000.00 * 9xxxxx 61600 Classified PT Pool 1.03 $23,000.00 * 9xxxxx 61605 Clerk II Williams, Bill 1.00 $18,000.00 * 9xxxxx 61605 Admin Assistant Luna, Fernanda 1.00 $37,000.00 Subtotal 2.00 $55,000.00 Totals for Budget 5.03 $186,000.00 2.00 $97,000.00 *Please move salaries to New Org 55xxx. PM 2/12/15



Budget Head: Mitchell, Paula Fund: 11000 College Operations Org: 55xxx New Org 2015-16 2013-14 2013-14 2014-15 ACTUAL ADOPTED ADOPTED ACCOUNT EXPEND BUDGET BUDGET 61305 Professional Staff FT 48,000.00 61600 Classified Staff Pool 23,000.00 61605 Classified Staff FT 18,000.00 Subtotal Salaries & Wages $89,000.00 71100 Supplies Pool 94,000.00 Subtotal Supplies $94,000.00 72099 Travel Pool 1,000.00 Subtotal Other Expenses $1,000.00 Total $184,000.00 PM 2/12/15

$94,000 from Old Org 71xxx

supplies


travel


salaries



EXEC LEVEL: 14 BUDGET HEAD: Mitchell, Paula FUND: 11000 College Operations ORG: 55xxx New Org POSITION ACCOUNT BGTD AMOUNT NUMBER NUMBER POSITION TITLE EMPLOYEE NAME FTE’S REQUIRED 9xxxxx 61305 Prof Staff FT Smith, John 1.00 $48,000.00* 9xxxxx 61600 Classified PT Pool 1.03 $23,000.00* 9xxxxx 61605 Clerk II Williams, Bill 1.00 $18,000.00* Totals for Budget 3.03 $89,000.00 *Salaries are from Old Org 71xxx. PM 2/12/15

Budget Development StepsBudget Development Steps

Review Budget Form 1 (Expenditure Detail) and Budget Form 2 (Salary Detail).

Note any changes in red ink, initial and date.

If there are no budget changes, initial and date to acknowledge that the forms were reviewed and indicate “no changes.”

Cross reference funds from where they come from to where they went.

BudgetBudget Heads:Heads:

Budget Development Steps Budget Development Steps (cont’d.)(cont’d.)

Prepare a Banner Fund/Organization/Account Maintenance Form to set up a new organization number or self-supporting program. (Contact General Accounting for assistance).

Attach a completed Budget Form 1 and 2. (Blank forms are accessible thru our website).

Submit the original authorized form(s) to the Budget Office.

New Fund or OrgNew Fund or Org

When Creating Two Orgs From OneWhen Creating Two Orgs From One

Submit a Budget Office Banner Maintenance Form to our office to update the approval queues.

A Personnel Action Record (PAR) needs to be submitted to Human Resources to reflect the changes in Banner.

Additional StepsAdditional Steps

ADDITIONAL BUDGET REQUESTS BACK-UP OVERHEAD BUDGETS

FY 2015-16 ACCOUNT DEPARTMENT FUND-ORG-ACCT. TITLE INCREASE EXPLANATION Overhead budgets will be the only ones considered for additional funding above the roll-over budget for FY 2015-16. Examples of Overhead budgets are: utilities, insurance, benefits, software, etc.

Example

BUDGET REQUEST(S) BACK-UP CRITICAL NEEDS

FY 2015-16 ACCOUNT DEPARTMENT FUND-ORG-ACCT. TITLE INCREASE EXPLANATION NOTE: critical needs are: state mandated, safety or critical instructional needs

Example

A B C D E F G H I J K L M N

Org Number Title Full-time Part-time Overtime Benefits Subtotal

Supplies/ Services Travel

Furn. & Equip. Other

Requested Total 2xxx-xx

2xxx-xx Budget Difference

11 12007 VP Admin. & Fin. Oper. 110,000$ -$ -$ -$ 110,000$ 10,000$ 1,500$ -$ -$ 121,500$ 121,500$ -$

12 72008 Risk Mgmt. & Safety 42,177 11,441 53,618 22,179 1,664 77,461 77,461 -

13 73000 AVP Budget & Fin. Svcs. 136,858 10,609 147,467 3,681 1,476 152,624 152,624 -

14 73100 Director Budget 211,135 2,000 213,135 9,188 939 223,262 223,262 -

15 73200 Comptroller 119,968 390 120,358 2,642 3,003 126,003 124,003 2,000

16 73206 Accounting Services 1,350,116 165,065 15,513 1,530,694 165,990 4,581 1,701,265 1,742,265 (41,000)

17 73208 Title (New Org ) - 10,000 10,000 20,000 20,000

18 74000 Human Resources 816,731 12,610 3,400 110 832,851 127,027 3,887 963,765 940,765 23,000

19 74005 close org - -

20 77000 Director Purchasing 363,205 363,205 38,965 1,560 403,730 409,730 (6,000)

21 77001 Title (New Org ) - 2,000 2,000 2,000

22 Grand Total 3,150,190$ 199,725$ 21,303$ 110$ 3,371,328$ 391,672$ 28,610$ -$ -$ 3,791,610$ 3,791,610$ -$

NOTE: This spreadsheet is for the President and VP's Office use only. It is used for compiling all of the Budget Heads' Budget Forms 1 & 2's changes/reallocations in their executive area. Electronic and paper copy of this spreadsheet needs to be sent to the Budget Office.

Personnel Non-Personnel

Fund #: 11000

BUDGET REQUEST SUMMARYInstitutional Accounts

FY 2XXX-XXExecutive Area: Administration & Financial Operations

Executive Level: 16AdoptedBudget remains

same

New Org! copy and

paste formulas to

new cells

If new Org is added, revise formula to insert new cell. Copy grand total formula--column C thru Nso columns add down correctly.

Non-Sufficient Funds (NSF) Procedure

• Prior to starting a requisition, access the Budget Availability Status form (FGIBAVL) to check your balance.

• Tab to “Fund” “Org” and “Account” fields and enter the 5-digit numbers. Delete the program code.

• Go to the tool bar and click on “Next Block.”

• Note the available balance in supplies is insufficient to process a requisition for $10,000.


• This is an example of a requisition in NSF. Notice the NSF Suspense box is checked because the amount requested exceeds

your budget pool balance. A message also appears in the lower left-hand corner of the form indicating an “insufficient budget.”

• This will not stop the requisition at this point.

• For your information, you can also click on “Options” on this screen to “View Budget Availability (FGIBAVL).”


• If the requisition is submitted for approval, the budget head will see a “Y” in the NSF box on the approval form FOAUAPP when

the NSF condition exists. The budget head cannot override the NSF flag. The requisition should not be approved.

• The funding issue can be resolved through reallocation from another account or another org-- a budget transfer should be submitted to the Budget Office for processing before initiating the requisition.

• A requisition in process has to be cleared before the month ends otherwise it will be disapproved.

Non-Sufficient Funds (NSF) FlagsNon-Sufficient Funds (NSF) Flags

The purpose of Non-Sufficient Funds (NSF) Flags is to prevent deficit spending when creating requisitions in the Banner System.

Prior to starting a requisition, access the Budget Availability Status Form (FGIBAVL) in Banner to check your balance.

If the amount requested exceeds your budget pool balance or if there is no budget pool, you have insufficient funds.

Non-Sufficient Funds Flags (contd.)Non-Sufficient Funds Flags (contd.)If the requisition is submitted for approval, the Budget

Head will see a “Y” in the NSF box on the approval form FOAUAPP when the NSF condition exists. The Budget Head cannot override the NSF flag. The requisition should not be approved.

If the Budget Head approves the requisition without funds, the Purchasing Department will approve it regardless of the availability of funds; however, it will go to the NSF Queue.

The Budget Office has access to override the NSF flag with the appropriate approvals.

Non-Sufficient Funds Flags (contd.)Non-Sufficient Funds Flags (contd.)

Institutional accounts can be overridden if the appropriate Vice President explains the reason for the deficit.

Self-supporting accounts can be overridden if sufficient revenue becomes available above the budgeted amount to cover the expenditure. For further assistance, please contact your Accountant in the General Accounting Dept.

Any NSF requisition(s) pending needs to be resolved before the end of the month in which it is submitted or it will be disapproved and returned to the requestor.

Non-Sufficient Funds Flags (contd.)Non-Sufficient Funds Flags (contd.)

The requisition has to be resubmitted by the requestor with the current date and ensure that there are sufficient funds before resubmitting it; otherwise, the requisition will go to NSF again.

If the Budget Office overrides the NSF flag, that line item will become negative.

The funding issue can be resolved through reallocation from another account or another org. A Budget Transfer should be submitted to the Budget Office for processing before initiating the requisition.

Please type or print BUDGET OFFICE BANNER MAINTENANCE FORM (EXAMPLE 1)

Requestor Name: JoAnn Lujan Budget Head: Yolanda Ahner Department: Advanced Technology Center Approval Signature: Yolanda Ahner Telephone No.: 2352 Date: (Current)

Comment:

Action: A - Add or D - Delete

Type of Access: Q-Query P-Posting B-Both

Fund

Org

Title – Short and Long Title (e.g., ATC - VV, Advanced Technology Center – Valle Verde)

Budget Head Name Banner User ID (e.g., Jane Brown, JANEB, ext. 5444)

Support Person(s) Name Banner User ID (e.g., Joe Green, JOEG, ext. 6455)

Proxy - Administrator Name, Banner User ID (e.g., Dennis Brown, DENNISB)

A

B 11000 42403 ATC VV Advanced Technology Center - Valle Verde

Yolanda Ahner YOLANDA Ext. 7724

JoAnn Lujan JOANNL Ext. 2352

Yolanda Ahner YOLANDA

D

B 11000 42403 ATC VV Advanced Technology Center - Valle Verde

Lucy Gomez LUCYG

A

Q 11000 42403 ATC VV Advanced Technology Center - Valle Verde

Olaya Casares OLAYAC Ext. 7722

Note: Please submit a form whenever there is a change in budget head, transfer, resignation, or retirement within your department. For assistance on this form or Banner access, please call Guillermo Loera, ext. 6462 or Elsa Rubio-Perez, ext. 6360. Distribution: Submit original to the Budget Office through office mail; faxed copy is acceptable followed by an authorized original in the mail. Budget Office - Fax #6602

FOR BUDGET OFFICE USE ONLY Banner Completed by Date Comments

FOMPROF FTMAPPQ FOMAQRC

Please type or print BUDGET OFFICE BANNER MAINTENANCE FORM (EXAMPLE 2)

Requestor Name: Jessie Arellano Budget Head: Andres Muro Department: Grants Management Approval Signature: Robert Elliott Telephone No.: 4441 Date: (Current)

Comment: Previous Fund 22613, Org E22613, (TEA) Texas Education Agency / (EL) English Literacy Civics Yr. 3

Action: A - Add or D - Delete

Type of Access: Q-Query P-Posting B-Both

Fund

Org

Title – Short and Long Title (e.g., ATC - VV, Advanced Technology Center – Valle Verde)

Budget Head Name Banner User ID (e.g., Jane Brown, JANEB, ext. 5444)

Support Person(s) Name Banner User ID (e.g., Joe Green, JOEG, ext. 6455)

Proxy – Administra-tor Name Banner User ID (e.g., Dennis Brown, DENNISB)

A

B 22621 E22621

(TEA) Texas Education Agency / (EL) English Literacy Civics Yr. 4

Andres Muro ANDRESM Ext. 4161

Angie Jimenez ANGIEJ Ext. 4160

Dennis Brown DENNISB Robert Elliott ROBERTEL Alfred Lawrence ALFREDL

Note: Please submit a form whenever there is a change in budget head, transfer, resignation, or retirement within your department. For assistance on this form or Banner access, please call Guillermo Loera, ext. 6462 or Elsa Rubio-Perez, ext. 6360. Distribution: Submit original to the Budget Office through office mail; faxed copy is acceptable followed by authorized original in the mail. Budget Office – Fax # 6602

FOR BUDGET OFFICE USE ONLY Banner Completed by Date Comments

FOMPROF FTMAPPQ FOMAQRC

Budget Office Banner Maintenance FormBudget Office Banner Maintenance Form

• The purpose of this form is to add or delete access to Banner funds and orgs.

• Access allows you to process purchase requisitions and/or monitor budgets and expenditures.

• Submit a form when there is a change in budget head, transfer, termination or retirement within your department.

• All requests for Banner access related to grant funds and orgs are completed by the Grants Management Office.

FY 2xxx-xx

Please Type Form (non-shaded areas only) Date: 01/29/xx

Page: 1 of 1

Doc. No: Period:

Fund Organization AccountProgram

CodeAmount

(Dollars Only) Fund Organization AccountProgram

Code

11000 77008 71100 1,000$ 11000 77007 73000

11000 77008 73000 2,000 11000 77007 72009

Net Amount 3,000$

Banner Document Total 6,000$

Explanation: Transfer equipment and travel funds for unforeseen expenditures in the program.

Approvals: J anet B rown 1/29/2xxx

Originator Date Date

J ohn Smith 1/29/2xxx

Budget Head Date Date

Budget Transfer Form (April 2012)

EL PASO COUNTY COMMUNITY COLLEGE DISTRICTBUDGET TRANSFER

Budget Director

President or Vice President

Increase: Debit Account Decrease: Credit Account

SAMPLE

Budget Transfer FormBudget Transfer Form

• The purpose of this form is to transfer “budgets” between orgs or accounts.

• Budget transfers are not allowed between different funds, e.g., 11000 (Institutional Fund) to 9xxxx (Plant Fund).

• Please review the Banner org and account’s available balance in FGIBAVL to confirm there are sufficient funds before submitting it.

• Budget transfers initiated during current fiscal year are only temporary. Transfers that are deemed to be permanent need to be reflected on next year’s Budget Form 1 & 2.

REPORT FZRBORG El Paso Community College RUN DATE: 6/30/2XXX FISCAL YEAR: XX Budget Status by Org Mgr TIME: 08:14 AM AS OF 30-JUN-2XXX PAGE: 1 ORG MGR: xxxxxxxxxxxxxxxxxxxxx COAS: E El Paso Community College FUND: 11000 College Operations ORG: xxxxx xxxxxxxxxxxxxxxxxxxxx ADJUSTED CURRENT PERIOD YEAR TO DATE BUDGET AVAILABLE CMT ACCOUNT ACCOUNT TITLE BUDGET ACTIVITY ACTIVITY RESERVATIONS BALANCE TYP 61062 Instr PT NIC NII Spring .00 .00 793.95 .00 -793.95 U 61305 Professional Staff FT 125,516.00 7,529.59 103,649.74 .00 21,866.26 U 61600 Classified Staff Pool 1,069.00 .00 .00 .00 1,069.00 U 61601 Classified Staff PT .00 622.92 7,896.39 .00 -7,896.39 U 61605 Classified Staff FT 18,923.00 1,576.92 15,769.20 .00 3,153.80 U TOTAL Salaries & Wages 145,508.00 9,729.43 128,109.28 .00 17,398.72 71100 Supplies Pool 3,750.00 .00 .00 .00 3,750.00 U 71120 Office Supplies .00 195.18 706.68 500.00 -1,206.68 U 71130 Instructional Supplies .00 28.05 302.39 .00 -302.39 U 71140 Laboratory Supplies .00 .00 15.48 .00 -15.48 U 71151 Paper Printing .00 .00 140.40 .00 -140.40 U 71173 Cmpt Ribbons Cartrdg .O0 .00 121.33 .00 -121.33 U 71210 Postage .00 .00 95.36 .00 -95.36 U 71220 Comm Local Charges .00 .00 99.30 .00 -99.30 U 71224 Credit Card Long Distance .00 2.99 2.99 .00 -2.99 U 71228 Comm Air Time .00 64.00 470.87 .00 -470.87 U 71317 Other Professional/Tech .00 .00 139.99 .00 -139.99 U 71320 Audio Visual Expense .00 .00 .45 .00 -.45 U 71330 Printing/Dupl Internal .00 13.29 1,324.55 .00 -1,324.55 U TOTAL Supplies 3,750.00 303.51 3,419.79 500.00 -169.79 72099 Travel Pool 2,500.00 .00 .00 .00 2,500.00 U 72100 In Town Travel .00 31.51 1,068.55 .00 -1,068.55 U TOTAL Other Expenses 2,500.00 31.51 1,068.55 .00 1,431.45 TOTAL ORGANIZATION xxxxx xxxxxxxxxxxxxxxxxxxxx TOTAL SALARIES & WAGES 145,508.00 9,729.43 128,109.28 .00 17,398.72 TOTAL SUPPLIES POOL 6,250.00 335.02 4,488.34 500.00 1,261.66 NET -151,758.00 -10,064.45 -132,597.62 -500.00 -18,660.38

REPORT FZRBFND El Paso Community College RUN DATE: 08/31/2XXX FISCAL YEAR: XX Budget Status by Fund Mgr TIME: 03:27 PM AS OF 31-JUL-2XXX PAGE: FUND MGR: xxxxxxxxxxxxxxxxxxxxx COAS: E El Paso Community College FUND: 12xxx xxxxxxxxxxxxxxxxxxxxx ORG: S12xxx xxxxxxxxxxxxxxxxxxxxx A B C D E F ADJUSTED CURRENT PERIOD YEAR TO DATE BUDGET AVAILABLE CMT ACCOUNT ACCOUNT TITLE BUDGET ACTIVITY ACTIVITY RESERVATIONS BALANCE TYP 51100 Tuition 15,000.00 .00 .00 .00 15,000.00 U 51118 Technology Fee Non Credit .00 .00 4,076.00 .00 -4,076.00 U TOTAL Tuition and Fees 15,000.00 .00 4,076.001 .00 10,924.00 71120 Office Supplies .00 539.00 539.00 .00 -539.00 U 71130 Instructional Supplies .00 .00 -10.00 .00 10.00 U TOTAL Supplies .00 539.00 529.002 .00 -529.00 73100 Cap Furniture & Equipment>5000 15,000.00 .00 5,000.00 5,000.00 5,000.00 U TOTAL Capital Expenses 15,000.00 .00 5,000.003 5,000.00 5,000.00 TOTAL ORGANIZATION xxxxx xxxxxxxxxxxxxxxx

TOTAL REVENUES 15,000.00 .00 4,076.004 .00 10,924.00

TOTAL SUPPLIES POOL 15,000.00 539.00 5,529.005 5,000.00 4,471.00 NET .00 -539.00 -1,453.006 -5,000.00 6,453.00 TOTAL FUND xxxxx xxxxxxxxxxxxxxxx

TOTAL REVENUES 15,000.00 .00 4,076.007 .00 10,924.00

TOTAL SUPPLIES POOL 15,000.00 539.00 5,529.008 5,000.00 4,471.00 NET .00 -539.00 -1,453.00

9 -5000.00 6,453.00

A = Adjusted Budget (Adopted Budget with changes) 1. Total organization revenue B = Current Period Activity 2. Total organization supplies C = Y-T-D Activities 3. Capital organization expenses D = Budget Reservations (encumbrances or commitments) 4. Same as #1 E = A – (C+D) 5. #2 + #3 F = CMT TYP (commitment type) 6. Total org. revenue minus total org. expenditures C = Encumbrance rolled over from prior year (if positive it is a surplus, if negative it is a deficit) U = Uncommitted encumbrance 7. Total fund revenue

8. Total fund expenditures

31-JAN-2XXX 14:31:13 El Paso Community College PAGE 1 FISCAL YEAR XX EPCC Orgn Detail Activity FYRODTA From 01-SEP-2XXX to 31-JAN-2XXX COAS: E El Paso Community College

ORG: XXXXX xxxxxxxxxxxxxxx 1 2 3 4 5 6 7 8 9 TRANS TRAN DOCUMENT DOCUMENT ACCOUNT/ BUDGET TRANSACTION ENCUMBRANCE DATE TYPE NUMBER REF # DESCRIPTION FUND ACTIVITY ACTIVITY ACTIVITY BEGINNING: Instructor Pool PT 61000 .00 .00 .00 10/16/2XXX BDO1 L0000015 FY 2XXX Adopted Budget 61000 329,073.00 ENDING: Instructor Pool PT 61000 329,073.00 .00 .00 BEGINNING: Instr PT Credit Fall 61011 .00 .00 .00 09/25/2XXX HGNL F0004419 HR Payroll 2XXX MC 9 0 61011 504.26 09/25/2XXX HGNL F0004465 HR Payroll 2XXX FA 9 0 61011 20,674.87 10/25/2XXX HGNL F0004501 HR Payroll 2XXX MC 10 0 61011 504.26 10/25/2XXX HGNL F0004513 HR Payroll 2XXX FA 10 0 61011 19,704.67 11/25/2XXX HGNL F0004624 HR Payroll 2XXX MC 11 0 61011 672.35 11/25/2XXX HGNL F0004628 HR Payroll 2XXX FA 11 0 61011 19,162.08 12/13/2XXX HGNL F0004709 HR Payroll 2XXX FA 12 0 61011 19,162.08 12/19/2XXX HGNL F0004703 HR Payroll 2XXX MC 12 0 61011 672.35 ENDING: Instr PT Credit Fall 61011 .00 81,056.92 .00 BEGINNING: Instr PT Credit SI 61013 .00 .00 .00 11/25/2XXX HGNL F0004628 HR Payroll 2XXX FA 11 0 61013 25.55 ENDING: Instr PT Credit SI 61013 .00 25.55 .00 BEGINNING: Instr Overload Fall 61051 .00 .00 .00 09/25/2XXX HGNL F0004465 HR Payroll 2XXX FA 9 0 61051 5,294.75 10/25/2XXX HGNL F0004513 HR Payroll 2XXX FA 10 0 61051 6,555.39 11/25/2XXX HGNL F0004628 HR Payroll 2XXX FA 11 0 61051 7,017.64 12/13/2XXX HGNL F0004709 HR Payroll 2XXX FA 12 0 61051 6,345.29 ENDING: Instr Overload Fall 61051 .00 25,213.07 .00 BEGINNING: Instructor FT Pool 61100 .00 .00 .00 10/16/2XXX BD01 L0000015 FY 2XXX Adopted Budget 61100 760,519.00 ENDING: Instructor FT Pool 61100 760,519.00 .00 .00 1. TRANS DATE - Date of transaction or activity 6. ACCOUNT/FUND - Identifies the account or fund 2. TRANS TYPE - e.g., JE, BT, INV, PO 7. BUDGET ACTIVITY - Beginning and ending balance for budget 3. DOCUMENT # - Number assigned in Banner for transaction 8. TRANSACTION ACTIVITY - Beginning and ending balance for 4. DOCUMENT REF - e.g., cash receipt# or batch# expenditures 5. DESCRIPTION – Describes activity, e.g., payroll feed 9. ENCUMBRANCE ACTIVITY - PO's that are pending

25-JUL-XXXX 09:05:41 FISCAL YEAR 0X El Paso Community College PAGE 5 Organization Detail Activity FYRODTA

From 01-SEP-2XXX to 25-JUL-2XXX COAS: E El Paso Community College ORG: XXXXX XXXXXXXXX TRANS TRAN DOCUMENT DOCUMENT ACCOUNT/ BUDGET TRANSACTION ENCUMBRANCE DATE TYPE NUMBER REF # DESCRIPTION FUND ACTIVITY ACTIVITY ACTIVITY BEGINNING: Medicare Tax 62500 12/13/2XXX JEIG OPER001 OPER LDGR FEED: FRS=631031 62500 236.01 12/15/2XXX JE16 J0000399 Benefits 12M 12/XX 62500 80.35 01/23/2XXX JE16 J0000957 MED TAX 1M 62500 80.37 03/26/2XXX JE16 J0001785 MED TAX 2M 62500 66.50 03/30/2XXX JEJG J0001861 MED TAX 3M 62500 77.29 04/30/2XXX JE16 J0002513 MED TAX 4M CORR 62500 68.39 05/31/2XXX JEJG J0002929 MED TAX 5M 62500 68.49 06/26/2XXX JE16 J0003398 MED TAX 6M 62500 68.50 ENDING: Medicare Tax 62500 BEGINNING: Office Supplies 71120 11/22/2XXX BD01 BU001122 FY 2XXX Adopted Budget 71120 9,375.00 12/12/2XXX NNI 10000423 Learning for Life Nat 71120 20.72 06/04/2XXX CINNI 00282242 10000423 Learning for Life Nat 71120 -20.72 ENDING: Office Supplies 71120 BEGINNING: Cmpt Supp Except Paper 71170 12/15/2XXX PORD P0000559 Checkpoint Services, Inc. 71170 15.50 12/18/2XXX PORD P0000559 Checkpoint Services, Inc. 71170 5.00 12/15/2XXX PORD P0000559 Checkpoint Services, Inc. 71170 347.11 02/05/2XXX INEI 10002404 Checkpoint Services, Inc. 71170 15.50 02/05/2XXX INEI 10002404 Checkpoint Services, Inc. 71170 -15.5O 02/05/2XXX INEI 10002404 Checkpoint Services, Inc. 71170 5.00 02/05/2XXX INEI 10002404 Checkpoint Services, Inc. 71170 -5.00 02/O5/2XXX INEI 10002404 Checkpoint Services, Inc. 71170 347.11 02/05/2XXX INEI 10002404 Checkpoint Services, Inc. 71170 -347.11 ENDING: Cmpt Supp Except Paper 71170 BEGINNING: Postage 71210 12/13/2XXX JE16 OPER001 OPER LDGR FEED: FRS=631031 71210 6.40 ENDING: Postage 71210 BEGINNING: Printing/Dupl Internal 71330 12/01/2XXX JE16 J0000351 Print Shop 12/XX 71330 38.72 04/01/2XXX JE16 J0002113 RGISC-DUPL 03/XX 71330 27.14

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Budget Workshops February 3 rd & 5 th, 2015. Agenda Introduction Introduction Josette Shaughnessy, CPA AVP Budget & Financial Services Planning for Improvement