SUNY New Paltz Budget Process by Calendar Year

SUNY New Paltz Budget Process
by Calendar Year (revised 3/29/01)

Important notes:

Acronyms are used throughout for ease of use, though each is defined when it first appears. Definitions, both for acronyms and other specialized terminology, can also be found in the Glossary at the end of this document.

References in parentheses within or after each section refer to the original version of the budget process, dated 4/99.

Processes for Academic Affairs and Administrative Divisions are set forth separately each month. Sections describing the budget process for administrative divisions are shown in blue.

January
Academic Affairs:
During intersession, the VPAA (Vice President - Academic Affairs) will review with deans and directors the PST (Personal Service Temporary: salaries for temporary and part-time employees) and OTPS (Other Than Personal Service: supplies, materials, contractual services, travel, and equipment) expenditures for the first half of the current budget year, identify uncommitted funds, and solicit priorities for their expenditure. (IIC1)

At this time, the VPAA will also solicit requests for PST and OTPS needed in the next budget year. The final current-year's PST and OTPS budgets will serve as the planning basis for the next year's budgets. (IIC1)

February
Academic Affairs:
In early February, deans/directors consult with chairs regarding PST and OTPS needs for the current and next fiscal years. (IIC2)

Department chairs and unit heads will consult with members of their departments/units to determine PST and OTPS priorities for next year's budget request. (IIC3). Requests for PST and OTPS will be prepared by department heads and discussed at department meetings. These requests will include justifications in terms of department and College missions, with reference to current and projected enrollments. Minutes of such meetings will be maintained and transmitted with the budget requests.(IIA2)

In early February, the VPAA will solicit from deans/directors their priorities for full-time faculty positions to be filled in the academic year that begins a year from the following fall. (IIA1)

Department chairs will circulate invitations to comment on full-time positions (to be filled in the academic year that begins a year from the following fall) to all department members. Requests for PSR (Personal Service Regular: salaries for full-time employees) will be prepared by department heads , discussed at department meetings and communicated to the deans. These requests will include justifications in terms of department and College missions, with reference to current and projected enrollments. Minutes of such meetings will be maintained and transmitted with the budget requests. (IIA2)

Administration, Advancement, Enrollment Management & Student Affairs:
In early February, each administrative VP will review with directors/department heads the OTPS expenditures for the first half of the current budget year, identify uncommitted funds, and solicit priorities for their expenditure. (IIIB1)

During the month, administrative directors/department heads will consult with members of their staff to review current year OTPS, to recommend priorities for the remainder of the budget year, and to recommend OTPS priorities for the following budget year, as determined in February meetings. (IIIB2)

MARCH
Academic Affairs:
By March 1, requests for PST and OTPS funds will flow from department chairs and units to deans/directors. Deans will consult with department chairs and units to determine priorities. (IIC4)

At the same time, requests for full-time positions (for the academic year that begins a year from the following fall) will flow from department chairs and units to deans/directors. Deans will consult with department chairs and units to determine priorities. (IIA3)

In late March, The VPAA will hold budget review meetings with all deans/directors, who will present the PSR (which was decided the previous spring), PST and OTPS budgetary needs of their departments and units for the next fiscal year. (IID1)

Administration, Advancement, Enrollment Management & Student Affairs:
Each administrative VP will meet with directors/department heads to discuss current OTPS priorities and needs for the upcoming fiscal year. (IIIB3)

APRIL
Academic Affairs:
By April 1, deans/directors will communicate their hiring priorities to the VPAA, who will have projected the resources that should be available for PSR staffing in the academic year that begins a year from the following fall. (IIA4)

By the end of April, the Office of the VPAA will develop a budget model for the next fiscal year that incorporates the OTPS and PST priorities of the deans/directors and includes the PSR decisions made in the previous spring, with any revisions made in the March budget review meetings. (IID2)

The Academic Affairs budget will communicate the priorities of the VPAA for the next fiscal year to the President and the Cabinet, the deans/ directors, and the Budget, Goals and Plans Committee. It will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments, as well as document the priorities of department chairs, unit heads, deans and directors that are not recognized as high priorities in the final Academic Affairs budget. (IID3)

At the end of April, the VPAA will also communicate a list of PSR hiring priorities (for the academic year that begins a year from the following fall) to the President and the Cabinet, the deans/ directors, department chairs, and the Budget, Goals and Plans Committee. This list of PSR hiring priorities will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments. (IIA5)

Administration, Advancement, Enrollment Management & Student Affairs:
Immediately after the first pay period in April, after negotiated increases have been paid, the VP for Administration will distribute lists of positions by department to VP’s in the divisions of Administration, Advancement, Enrollment Management, and Student Affairs. (IIIA1)

Each administrative VP will consult with director/ department heads to determine priorities for PSR and PST positions to be budgeted in the next fiscal year. (IIIA2)

MAY
At the May faculty meeting, the administration will report on what happened in current budget year, comparing actual expenditures to the financial expectations reported earlier in the year, at the September and October faculty meetings. The Vice President - Administration will present the data and the VPAA will be available to answer questions relating to Academic Affairs. Variances will be explained and YTD encumbrances will be reported. Increases in faculty and staff will be projected for the following year with an indication of where the additions will be made. Expectations for the next year’s state allocation, based on the governor’s executive budget, will also be discussed. (I1, IID4, IIIC1)

The Budget, Goals and Plans committee will submit an annual report to the Faculty. In preparing its report, the Committee will solicit and consider comments as to the appropriateness of allocations, as well as the effectiveness of the process. (I3)

JUNE
Administration, Advancement, Enrollment Management & Student Affairs:
By June 30, in consultation with the VP - Administration, each administrative VP will develop a proposed PSR, PST, and OTPS budget for review by the President, the deans/directors, department chairs, and the Budget, Goals and Plans Committee. (IIIA3, IIIB4)

SEPTEMBER
At the September faculty meeting, the administration will distribute a written report showing the proposed budget for the current fiscal year for all divisions and summarizing capital projects and major alterations undertaken in the past year and planned for the current year. Questions on this report will be taken at the October faculty meeting. (I2, IID4, IIIC1)

Academic Affairs:
The VPAA will solicit requests from deans and directors for new, full-time faculty and staff positions (primarily professional staff) to be hired in the spring semester. Deans and directors will consult with department chairs about PSR needs for the spring.

OCTOBER
At the October faculty meeting, the administration will review the written budget report distributed at September faculty meeting and answer questions about it. The Vice President – Administration will present the data and the VPAA will be available to answer questions relating to Academic Affairs. (I2)

Academic Affairs:
By mid-October, the VPAA will solicit from deans/directors their Temporary Service commitments for part-time faculty and other Temporary Service positions for the current fall term, as well as their projections for expenditures in the spring term. (IIB1)

Chairs and unit heads will consult with members of their departments/units to determine PSR priorities for the spring. Requests for PSR will be prepared by department heads and discussed at department meetings. These requests will include justifications in terms of department and College missions, with reference to current and projected enrollments. Minutes of such meetings will be maintained and transmitted with the PSR requests.

NOVEMBER
Academic Affairs:
Deans and directors will notify the VPAA of PSR hiring priorities for spring. The VPAA will communicate hiring decisions to the President and the Cabinet, the deans/directors, department chairs, the Budget, Goals and Plans Committee and other appropriate governance bodies. This list of PSR hiring priorities will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments.

By mid-November, deans/directors will consult with their department chairs and units to determine their Temporary Service expenditures and projections for the remainder of the current budget year.(IIB2)

DECEMBER
Academic Affairs:
By December 1, deans/ directors will communicate to the VPAA their assessment of Temporary Service expenditures and projected needs for the current budget year, as well as their priorities for meeting those needs. (IIB3)

By December 15, the VPAA will communicate his list of Temporary Service priorities for the current budget year to the President and the Cabinet, the deans/ directors, department chairs, and the Budget, Goals and Plans Committee. This list of PST hiring priorities will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments. (IIB4)

GLOSSARY

State Purpose Funds:
Funds derived from State tax dollars, appropriated to SUNY, and allocated to the campus; subject to State expenditure regulations.

State Funds:
Funds generated by campus activities and deposited in IFR accounts; subject to State expenditure regulations.

Non-State Funds:
Funds not subject to State expenditure regulations because they have been deposited in the SUNY New Paltz Foundation or in an agency account with the Campus Auxiliary Services. This money is often referred to as "soft money."

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CAS Account:
Campus Auxiliary Services account. Non-State Funds. These accounts are administered by a separate, not-for-profit corporation, which is under contract with the University to offer auxiliary support services to the campus community. Outside income deposited in these accounts can be used for expenses not associated with academic credit (e.g.: Summer Orientation fees are deposited in a CAS account and used for refreshments, bus trips, activities, etc., for incoming students.)

SUNY New Paltz Foundation Account:
Non-State Funds. All donations to the University are placed in Foundation accounts. The SUNY New Paltz Foundation, Inc. is a private, not-for-profit organization which generates income through fundraising campaigns in support of scholarships, projects, and programs of the University. Its activities are coordinated through the Office of Advancement.

FTE:
Full-Time Equivalent. For undergraduate enrollment, it is the number of credit hours divided by 15; for graduate enrollment, it is the number of credit hours divided by 12. The tuition revenue received by the University from State Purpose Funds is based on these quotients.

IFR Account:
Income Funds Reimbursable accounts. State Funds. These accounts are set up for outside income collected by the University for a specific purpose (e.g., Intercollegiate Athletics; Student Health Center; student lab fees; facilities rentals, etc.). Funds can be used for supplies, materials, equipment, and payroll expenses within the limits of the specific purpose for which the account was set up. Revenues from these accounts are taxed by the State.

OTPS:
Other Than Personal Service. A category for State Purpose Funds; used for supplies, materials, contractual services, travel, and equipment.

PSR:
Personal Service Regular. A category for State Purpose Funds; used to pay salaries for full-time employees, as negotiated by contract.

PST:
Personal Service Temporary. A category for State Purpose Funds; used to pay salaries for temporary and part-time employees.

SUNY Research Foundation Account:
Non-State Funds. Accounts for outside contracts and grants for specific projects. These accounts are administered by the Research Foundation (and at the campus level by the Associate Director of Administrative Services), and they are subject to the expenditure regulations of the SUNY Research Foundation and the sponsor. Some of these grants provide funds for continuing programs such as Migrant Education, as well as specific research and creative projects.

SUTRA State University Tuition Reimbursable Accounts:
State Funds. These accounts are set up for tuition money collected through Summer Session and special contract courses. The money pays for Summer Session salaries and some academic year part-time instruction. Revenues in these accounts are taxed by the State.