This workshop material was This workshop material was prepared for the college Budget prepared for the college Budget Committee in 1999. Some of the Committee in 1999. Some of the processes are out of date now in processes are out of date now in terms of the budget development terms of the budget development process that is part of the current process that is part of the current College Strategic Planning SystemCollege Strategic Planning System. . However, this document may be However, this document may be useful in showing how the system useful in showing how the system has evolved at SCC.has evolved at SCC.

Budget Committee Budget Committee WorkshopWorkshop

December 13, 1999December 13, 1999

College Budget Committee

Chairs1 Classified

1 Faculty

AdministrativeLiaison

MembershipClassified

FacultyManagersStudents

College Budget CommitteeCollege Budget Committee

Recommends allocations of Recommends allocations of the College Discretionary the College Discretionary Fund (CDF) for equipment Fund (CDF) for equipment purchases, base increases purchases, base increases (permanent and one-time-(permanent and one-time-only), use of instructional only), use of instructional

support accounts (equipment support accounts (equipment maintenance, laundry, etc) maintenance, laundry, etc)

and allocation of the and allocation of the Educational Enrichment Educational Enrichment

Program (EEP).Program (EEP).

Revenue SourcesRevenue Sources

College Discretionary Funds (CDF)College Discretionary Funds (CDF)

Educational Enrichment Program Educational Enrichment Program (EEP)(EEP)

Categorical Programs and Special Categorical Programs and Special ProjectsProjects

College Discretionary Fund College Discretionary Fund (CDF)(CDF)

Funds allocated to the college for Funds allocated to the college for operational costs such as:operational costs such as:– supplies, student help, supplies, student help,

equipment, travel, and equipment, travel, and temporary classified stafftemporary classified staff

College Discretionary Fund College Discretionary Fund (CDF) Funding Formula(CDF) Funding Formula

Full Service College Base+

Weekly Student Contact Hours (WSCH)+

Building Square Footage+

Book Value of Equipment+

Regular Staff FTE

Educational Enrichment Educational Enrichment Program (EEP)Program (EEP)

Income from extracurricular activities Income from extracurricular activities and college auxiliary services such as and college auxiliary services such as the College Store and Vending the College Store and Vending CommissionsCommissions

Supports:Supports:– extensions of classroom instructionextensions of classroom instruction– student-centered, student-focused student-centered, student-focused

activitiesactivities

Categorical Programs and Categorical Programs and Special ProjectsSpecial Projects

Restricted funds that must be used Restricted funds that must be used in compliance with guidelines in compliance with guidelines structured by the funding source.structured by the funding source.

Examples:Examples:– VTEAVTEA– EOPSEOPS– DSPSDSPS

Budget Development Budget Development ProcessProcess

Unit BudgetRequirements

Call For Requests

Budget CommitteeReview &

Deliberations

Budget CommitteeRecommendation

CollegeBudget

DevelopmentCycle

Budget Development Budget Development ProcessProcess

Administrative Services issues a Administrative Services issues a call for requests in October for the call for requests in October for the following budget yearfollowing budget year

Requests for:Requests for:– Funding BaseFunding Base– EquipmentEquipment– Support AccountsSupport Accounts– EEPEEP

Budget Development Budget Development ProcessProcess

Areas develop requestsAreas develop requests All requests must be justifiable by:All requests must be justifiable by:

– program changesprogram changes– enrollment increasesenrollment increases– changes in instructional deliverychanges in instructional delivery– relationship to unit planrelationship to unit plan

Budget Development Budget Development ProcessProcess

Area Managers and Department Area Managers and Department Chairs prioritize requests for their Chairs prioritize requests for their entire organizational unitentire organizational unit

Requests are forwarded to Requests are forwarded to appropriate Vice President for reviewappropriate Vice President for review

Requests are forwarded to Vice Requests are forwarded to Vice President Administrative Services for President Administrative Services for reviewreview

Budget Development Budget Development ProcessProcess

Request are forwarded to Budget Request are forwarded to Budget CommitteeCommittee

Budget Committee breaks out into Budget Committee breaks out into subcommitteessubcommittees– Base/EEPBase/EEP– EquipmentEquipment

Budget Development Budget Development ProcessProcess

Budget Hearings/Forums are heldBudget Hearings/Forums are held

– Representatives discuss their budget Representatives discuss their budget requests requests

– Representatives respond to direct Representatives respond to direct questions from the subcommitteequestions from the subcommittee

Budget Development Budget Development ProcessProcess

Subcommittees deliberate and prioritize Subcommittees deliberate and prioritize recommendationsrecommendations

Subcommittees make recommendations Subcommittees make recommendations to the full Budget Committeeto the full Budget Committee

Final recommendations to the College Final recommendations to the College PresidentPresident

College Budget College Budget DevelopmentDevelopment

October - December•Call for Requests

•Unit-level Budget Development

Early JanuaryUnits Submit Budget Requeststo Appropriate Vice President

Late JanuaryAppropriate Vice Presidents

Forward Budget Requests to VicePresident of Administrative Svcs

Early FebruaryVice President of AdministrativeServices Presents Requests to the

College Budget Committee

February - MarchBudget Committee Hearings

andBudget Committee Deliberations

Late MarchBudget Committee

Recommendations Forwarded to College President

Sacramento City College

FUNDING BASEBudget Request to Change BASE

Funding Year

Division/Area Division Priority

NOTE: If you do not need a change in your BASE, this form is not necessary.

JustificationAMOUNT

1. Program Changes $

2. WSCH Changes $

Rationale: Tie to Unit Plan

Reviewed By: Date

Sacramento City College

EQUIPMENT (Unit Cost over $200)Budget Request

Funding Year

Division/Area Division Priority

Note: The Budget Committee Develops a MASTER list for instructional and non-instructional equipment, independent of funding source. Equipment is defined as tangible property which can be used for a year or more without material change

in form or appreciable impairment of physical condition and has a purchase price over $200 including sales tax and shipping cost. Examples include vehicles, computers, machinery and instruments. See Appendix (Chart of Accounts) in

ASPM and/ or the Purchasing Manual for further clarification of "Equipment."

Item Requested Unit Cost Total Cost

Rationale: Tie to Unit Plan

Sacramento City College

SUPPORT ACCOUNTSBudget Request

Funding YearDivision/Area: Division Priority

NOTE: This form is necessary only if you are requesting funds for additional item(s) to becovered by the institutional accounts.

C O S T

I. Maintenance Agreements

1 $

2 $

3 $

II. Rental/ Leases

1 $

2 $

3 $

III. Repairs

1 $

2 $

3 $

IV. Laundry

1 $

2 $

3 $

Reviewed By: Date

Department Chair

Sacramento City College

EDUCATIONAL ENRICHMENT PROGRAMBudget Request to Change EEP BASEFunding Year

Division/Area:

NOTE: This form is necessary only if you are requesting changes to your current EEP BASE, or if you do not

have a BASE and are requesting one.

Line Item Request Amount Funded 99-00

Amount Requested 00-01

(if applicable)

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

T O T A L

R A T I O N A L: Tie to Unit Plan

Historical InformationHistorical Information

CDF Equipment Budget Recommendations

148,231 139,234 119,90794,623 93,600

$0

$100,000

$200,000

99/00 98/99 97/98 96/97 95/96

EEP Budget Recommendations

152,050 152,050 152,100 152,100152,050

$105,000

$155,000

99/00 98/99 97/98 96/97 95/96

QuestionsQuestions