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Department Chair Training Financial Management
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  1. Department Chair TrainingFinancial Management

  2. Where do the funds come from?

  3. 2012-13 Academic & Student Affairs budget as it relates to UW-Stout overall: DollarsFTE University 102 budget: $48,929,798 699.89 ASA 102 budget: $34,284,845 500.25 This equates to 70% of the 102 dollars and FTE.

  4. 2012-13 ASA 102 Budget Allocations: DollarsFTE • Provost’s Office $ 904,746 6.30 • Assoc. Vice Chancellor $ 1,711,549 9.25 • CAHSS $6,269,338 106.92 • CEHHS $6,688,217 109.92 • COM $ 4,532,118 68.28 • CSTEM $8,956,753 124.45 • Student Services $ 1,264,746 20.21 • RSS Learning Center $ 1,845,913 20.09 • Discovery Center $ 519,374 7.92 • Enrollment Services $1,600,644 26.91

  5. Budget Officers: • CAHSS: Michelle Greenway X4048 • CEHHS: Tina Bauer X2678 • COM: Colleen Rogers X2326 • CSTEM: Jo Anderson X2195 • Provost: Bonni Falkner X2458

  6. Managing the funds…

  7. Role of the Department Associate in budget management: • Prepare hiring papers (ES forms); LTE requests; student work authorizations and other related forms • Work with the new TAM system to facilitate recruitments • Prepare lump sum forms (overloads) – limit of 35% of previous year’s base during the calendar year • Process/approve student payrolls in HRS • Manage student payroll and LTE budgets • Manage Travel/Services & Supply budgets

  8. PERSONNEL FUNDS: • How will I know what I have available for hiring personnel within the department? • College budget officers will share a personnel listing with you. This includes vacancies assigned to your department as well as filled positions. • Any additional allocations to meet departmental needs must be requested from your dean. • Deans will request additional allocations through the Provost if unable to meet your needs from within the college. • Enrollment growth (based upon excess tuition revenue) • Provost funded

  9. Filled positions: • Unclassified staff • Faculty (tenured or probationary) • Ongoing academic staff (rolling horizon or fixed term) • Adjuncts hired on a year to year (emergency hire) basis • Classified staff • Department Associates, Program Associates, and Technicians • Bi-weekly payroll must be approved through HRS

  10. Vacancies: Important things to remember when hiring: • FTE available is based upon your department’s allocation (even if you have $’s, you still need FTE) • Avoid confusion regarding personnel dollars available within your department – be aware of: • Retirement assessment: 10% to the Provost from the base • Vacancy assessments—all vacancies not filled permanently: 7% to the University – current year • Initial budget intent philosophy

  11. Other personnel dollars: • Graduate Assistants: • Current Academic Year (AY) base: $20,720 • Maximum of 50% contract • Enrolled minimum of 6 credits/semester • FTE needed • LTE: • Work with HR to establish correct title and base • Hourly • No FTE needed • Bi-weekly payroll must be approved through HRS

  12. Student Payroll: • State payroll • Paid directly from one of your department accounts—you must have funds available in the state payroll budget line • All students are eligible • Work-Study • Federal program and your department receives an allocation • Student also must have an allocation in order to work for your department

  13. Summer Session Salaries: • No FTE needed for summer session contracts • Provost allocates summer instructional budgets to the colleges • Work with your Budget Officer to determine available instructional/administrative funds for your department

  14. Summer instruction is paid based upon daily rate • Determine daily rate by dividing academic year base by 180 • Five days equals one credit of instruction • Full-time summer load = 40 days • Exceeding 40 days requires Provost approval • Federal grants do not allow individuals paid all or in part on the grant to exceed full-time (40 days) without agency approval • Academic staff can be paid at a per credit rate if it is greater than their daily rate: • Lecturer: $1,400/credit • Senior Lecturer: $1,650/credit • Work with your Budget Officer to determine rates for low enrolled courses: <15 UG, <12 GR

  15. WinTerM Salaries: • Paid as an overload (lump sum) based upon: • Lecturer/Asst Professor $1,400/credit • Sr Lecturer/Assoc Professor $1,650/credit • Full Professor $1,850/credit • Low enrolled courses will be pro-rated based upon: • Enrolled number/15 x full pay amount – UG • Enrolled number/12 x full pay amount - GR

  16. NON-PERSONNEL FUNDS: • Services/Supplies: • Telephones • Copy costs/duplicating • Postage • Office supplies • Memberships/subscriptions • Software • Lab supplies • Physical plant charges • Computers and related (computer cost share) • Travel: Travel expense report (TER)/fleet vehicles/ conference registrations, etc.

  17. Travel Policies: • Travel policies change frequently – important to stay informed • Check the travel link for specific information – Accounting Services website. • Watch the daily e-mail for travel change announcements • Questions: Carla Greiber, x2334 • Department Associates are very knowledgeable of travel rules and regulations—but when in doubt—CALL CARLA!

  18. Capital Equipment: • For budgeting purposes, capital is defined to include any item having a cost of $5,000 or more and a useful life of one year or more.

  19. When in doubt…. • Call Procurement and Materials Management (x2453) if unsure about anything, i.e. • Purchasing deadlines • Mandatory contracts • Best judgment: $5,000 or less including freight charges (if not on mandatory contract) • Simplified bidding: $5,000 - $49,999 (3 bids) • Official sealed bids: $50,000 or greater (call x2453 for assistance) • Purchasing card usage—can we or can’t we buy this on a p-card? • Call Brent Tilton, Director, x-2346 – to arrange department training on purchasing rules

  20. Fund descriptions…

  21. What types of funds will I be expected to manage?

  22. Definition of various funds: • 102 funds– (GPR-general purpose revenue) used for general program operations • Source: tax revenue and tuition • Basic administrative, instructional, and public service activities are operated with these funds • These are typically the largest part of your budget responsibilities • Now includes lab modernization funds (formerly fund number 114)

  23. 128 funds– auxiliary enterprises • Course fees from non-required courses • Segregated fees • User charges • 131 funds– academic student fees • Customized tuition • Access to learning fees • Enrollment Growth (formerly known as Excess Tuition Revenue)

  24. 133 funds– grants and contracts--private • Non-federal grants • Non-federal indirect cost reimbursement • 136 funds– other operating receipts • Fee for service activities • Conference accounts • 144 funds– federal grants

  25. 145 funds– Federal aid—work-study • 150 funds– Federal indirect cost reimbursement • 233 funds– Donation accounts • University Foundation funds– funds donated to the Stout Foundation on your department/program’s behalf

  26. Time frame for use of funds: • Fiscal year timeline: Use within the fiscal year or funds will be lost (July – June) • 102 – department budget, lab mods • 131 - access to learning, enrollment growth • 145 – work-study

  27. Grant/project specific timeline: Use within time period allocated by funding source • 133 – non-federal grants • 144 – federal grants • No specific timeline: Revenue carries forward • 128 – course fees • 131 – customized funds • 133 – non-federal indirect cost reimbursement • 150 – federal indirect cost reimbursement • 233 – donations unless otherwise specified by donor • Foundation funds

  28. Web resources: • Human Resources - http://www.uwstout.edu/hr/index.cfm • Travel - http://www.uwstout.edu/bfs/travel/index.cfm • Accounting Services - http://www.uwstout.edu/bfs/accounting/index.cfm • Research Services - http://www.uwstout.edu/rs/index.cfm • Foundation Expense Guidelines - https://www2.uwstout.edu/foundation/pdf/Foundation_Fund_Expenditure_Policy_2_14_09.pdf

  29. Questions?