FORT VALLEY STATE UNIVERSITY

1. FORT VALLEY STATE UNIVERSITY BUSINESS AND FINANCE BUDGET PRESENTATION JANIE CARTER-JACKSON Director of Budgets December 8, 2009

2. FVSU Operating Budgets • Resident Instruction • Fund 10000 PS • Fund 10500 PS and Other Operating • Fund 10600 Other Operating • Auxiliary Enterprises • Fund 12210 PS and Other Operating 12220 “ 12230 etc……. “ • Student Activities • Fund 13000 PS and Other Operating • Capital Budget • Fund 50000 Other Operating Only • Sponsored Operations • Fund 20000 PS and Operating Operating

3. FUND GROUP • 10000 - RESIDENT INSTRUCTION • 10500 - TUITION • 10600 - OTHER EXPENSES • 12210- 12280 AUXILIARY ENTERPRISES • 13000 - STUDENT ACTIVITIES • 20000 - SPONSORED OPERATIONS • 50000- CAPITAL FUNDS

4. FUND GROUPS • 10000 – STATE APPROPRIATIONS • 10500 – TUITION • 10600 – OTHER GENERAL • 12210 – HOUSING • 12220 – FOOD SERVICES • 12230 – STORES AND SHOPS • 12240 – HEALTH SEVICES • 12250 – STUDENT TRANSPORTATION • 12270 – VENDING OPERATIONS • 12280 - ATHLETICS • 13000 – STUDENT ACTIVITIES • 14000 – SALES AND SERVICES • 15000 – INDIRECT COST RECOVERIES • 16000 - TECHNOLOGY FEES • 20000 – SPONSORED OPERATIONS • 50000- CAPITAL FUNDS

5. Types of Budgets • Appropriation Budgets • Total amounts for each major category (Personal Services, Travel, Supplies & Expenses, Equipment) • Organization Budgets • Details the appropriation budgets (often called your departmental budget) • Project/Grant Budgets • Amounts specifically for a sponsored grant/project

6. Account Numbers

7. STATE FUNDSEXPENDITURES – 28 DIGITS FUND DEPARTMENT ID PROGRAM CLASS ACCOUNT 10500 1045000 16200 11000 714100

8. SPONSORED FUNDSEXPENDITURES – 33 TO 34 DIGITS FUND DEPARTMENT ID PROGRAM CLASS PROJECT INDICATOR ACCOUNT 20000 1035000 14600 61000 332000 714100

9. Budget Progress Report Budget Manager: Doe, Jane Business Unit: 33000 Department: 1002100 Dept of Instruction Budget Period: 2006 Fund Code: 10000 Through Acct Period: 4 AccountAPPROPORGEncumbranceExpendedRemaining 500000Personal Services 290,632.00 521000 Salaries-Prof/Admin 160,095.00 521100 Salaries-Prof/Admin 63,351.51 36,743.49 Actuals Totals 63,351.51 36,743.49 60,000.00 522000 Salaries-Staff 74,079.00 522100 Salaries-Staff 44,694.44 19,384.56 Actuals Totals 44,694.44 19,384.56 10,000.00 524000 Salaries-Student Asst. 3,000.00 524100 Salaries-Student Asst. 2,841.15 Actuals Totals 2,841.15 158.85 551000 FICA 17,024.00 551100 FICA – Employer 3,415.51 551200 FICA – Employer MED 798.78 Actuals Totals 4,214.29 12,809.71 552000 Retirement Systems 21,174.00 552100 Teachers Retirement System 5,186.19 Actuals Totals 5,186.19 15,987.81

10. Budget Progress Report Budget Manager: Doe, Jane Business Unit: 33000 Department: 1002100 Dept of Instruction Budget Period: 2006 Fund Code: 10000 Through Acct Period: 4 AccountAPPROPORGEncumbranceExpendedRemaining 553000 Group Insurance 15,260.00 553100 Group Insurance – Health 3,047.84 553200 Group Insurance – Life 163.50 Actuals Totals 3,211.34 12,048.66 Personal Services Total 290,632.00 290,632.00 108,045.95 71,581.02 111,005.03 600000Travel 6,250.00 64100 Travel 0.00 641100 Travel of Employees 1,199.24 Actuals Totals 0.00 Travel Total 6,250.00 1,199.24 5,050.76 700000Operating Supplies & Expenses 23,875.00 714000 Supplies & Materials 0.00 714100 Supplies & Materials 883.31 714120 Supplies & Materials – Postage 13.65 Actuals Totals 896.96 715000 Repairs & Maintenance 0.00 0.00 771000 Telecommunications 0.00 0.00 Operating Supplies and Expenses Total 23,875.00 896.96 22,978.04 Totals for Department 320,757.00 290,632.00 108,045.95 73,677.22 139,033.83

11. COMMONLY USED ACCOUNT NUMBERS • Travel of Employees - 641100 • Travel of Students - 727161 • Repairs and Maintenance - 715100 • Publications & Printing - 742100 (Printing of documents that the Institution is involved in. For example, letterhead stationery, imprinted envelopes, school catalogs,departmental manuals, school brochures, imprinted forms, etc.)

12. COMMONLY USED ACCOUNT NUMBERS • Supplies - 714100 (Includes pamphlets, brochures, manuals, etc. that the institution is not involved in the printing or authoring) • Subscriptions & Books - 727150 • Registration Fees - 727130 • Meals/Lodging - 727162 (Students Only)

13. Classification of Equipment Purchases • Equipment Purchases – Small Value • 714130 – SMALL VALUE – NON-INVENTORY ($500 -$2,999) • 743200 – SMALL VALUE – INVENTORY ($3,000 - $4,999) • Information Technology (IT) Equipment • 714140 – SMALL VALUE – NON-INVENTORY ($500 -$2,999) • 744200 – SMALL VALUE – INVENTORY ($3,000 - $4,999) • Equipment Purchases (over $5,000) • 843100 – REGULAR EQUIPMENT – INVENTORY ($5,000 - ABOVE) • 843300 – IT EQUIPMENT – INVENTORY ($5,000 - ABOVE)

14. Reminders: • For all grants and contracts, a budget must be submitted to the budget office and posted before you can process any requests. • All PANs for students must have prior approval from the financial aid and registrar’s office. • Your entire account string account number must be listed on all travel requests, requisitions and PANs.

15. Reminders cont’d. • Appropriate approvals must be on all requests. • Walk-through of PANs are not allowed. • If you are requesting funds for students, make sure you attached a list of student names.

16. BUDGET AMENDMENTS • Budget Amendment forms are accepted every month except June. • All Budget amendments must be in the budget office before the 10th off the month in order to be posted for the month.

17. Unallowable Expenditures • Paying for Meals for other employees, consultants or interviewees • Refreshments for meetings • Entertainment, tours and sightseeing expenses while traveling • Paying or receiving Gratuities • Christmas Cards (exception President’s Office)

18. Unallowable Expenditures • Coffee Pots, coffee for departments • Brief Cases • Lamps • Food • Exceptions: Head Start, Food Processing Class, Pre-K Program • Flowers • Exceptions: Student Activities budgets Only Commencement and Homecoming • Alcoholic beverages • Drugs-Prescription or otherwise

19. Questions? Janie Carter-Jackson carterj01@fvsu.edu Telephone: 825-6400 Fax: 825-6089