SUNY New Paltz Budget Process    
by Calendar Year (revisions by BGPC, 2-23-05)



Important notes:

JANUARY

Academic Affairs:
The Provost will review with deans and directors the Fall (FY1) PST expenditures [(Personal Service Temporary: salaries for temporary and part-time employees)] to determine if any changes are needed for funding for Spring (FY1) PST.


FEBRUARY

Academic Affairs:
The Provost will solicit requests for PSR, PST and OTPS. Department chairs and unit heads will consult with all members of their departments/units to determine PST and OTPS priorities for next year's (FY2) budget request, as well as for full-time positions (PSR) to be filled in the academic year that begins a year from the following fall (FY3).  Requests for PSR, PST and OTPS will be discussed at department meetings and forwarded to the respective Dean.  The previous year’s (FY1) expenditures will be presented to department members by department chairs.  
Budget requests will include justifications in terms of department and College missions, with reference to current and projected enrollments and program requirements. Minutes of such meetings will be maintained in the department and included in the department’s annual report to the Deans.
Requests for PSR, 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.

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 (FY1), identify uncommitted funds, and solicit priorities for their expenditure.
During the month, administrative directors/department heads will consult with members of their staff to review current year (FY1) OTPS, to recommend priorities for the remainder of the budget year, and to recommend OTPS priorities for the following budget year (FY2), as determined in February meetings.


MARCH

Academic Affairs:
The Provost will 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.
Department chairs will circulate invitations to comment on 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 in the department and included in the department’s annual report to the Deans.
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.]

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 (FY2).


APRIL

Academic Affairs:
Deans/directors will communicate their hiring priorities to the Provost and the chairs.  By the end of April, the Office of the Provost will develop a budget model for the next fiscal year (FY2) 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 February budget review meetings.

After SUNY has transmitted our campus allocation ([note that,] given the history of the New York State budget process, this might not occur until Fall), the Provost will communicate the priorities for the next fiscal year (FY2) 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, with reference to current and projected enrollments and program requirements.  Requests of departments and Schools that are not expected to be funded will be included in the report.
 
Within a month after receiving the campus budget allocation, the Provost will also communicate the list of PSR hiring priorities (for the academic year that begins a year from the following fall, FY3) 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, with reference to current and projected enrollments and program requirements.

Administration, Advancement, Enrollment Management & Student Affairs:
After the first pay period in April, 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.
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 (FY2).


MAY

At the May faculty meeting, the administration will report on what has happened to date in the current budget year (FY1), comparing actual expenditures to the financial expectations reported earlier in the year. The Vice President - Administration will present the data and the Provost 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 years (FY2 and FY3) with an indication of where the additions will be made. If available at this date, expectations for the next year’s (FY2) state allocation, based on the governor’s executive budget, will also be discussed.
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.


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 FY2) for review by the President, the deans/directors, department chairs, and the Budget, Goals and Plans Committee.

 
SEPTEMBER

Before the October faculty meeting, the administration will distribute a written report showing the proposed budget for the current fiscal year (FY2) for all divisions and summarizing capital projects and major alterations undertaken in the past year (FY1) and planned for the current year (FY2). Questions on this report will be taken at the October faculty meeting.

Academic Affairs:
If funding is available, the Provost will solicit requests from deans and directors for new, full-time faculty and staff positions to be hired next spring (FY2).  Chairs and unit heads will then consult with members of their departments/units to determine PSR recommendations for their units.  Requests 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 and program requirements.  Minutes of such meetings will be maintained in the department and included in the department’s annual report to the Deans.


OCTOBER

At the October faculty meeting, the administration will review the distributed budget report distributed at September faculty meeting and answer questions. The Vice President for Administration will present the data and the Provost will be available to answer questions relating to Academic Affairs.  Previous year’s (FY1) expenses will be reviewed.


DECEMBER

Academic Affairs:
The Provost will communicate Spring PSR hiring decisions (if any) 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, with reference to current and projected enrollments and program requirements.




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.