Duties and Responsibilities
The Financial Affairs Office of Perimeter College is responsible for the development and maintenance of the annual budget in accordance with policies and procedures of the Georgia State Budget Office.
- Annual Operating Budget
- Amendments to the Annual Operating Budget
- Revenue Projections and Analysis of Student Fees
- Research and Analysis to Resolve Budget/Accounting Problems
- Ad Hoc Reporting
Budget
Duties and Responsibilities
The Financial Affairs Office of Perimeter College is responsible for the development and maintenance of the annual budget in accordance with policies and procedures of the Georgia State Budget Office.
- Annual Operating Budget
- Amendments to the Annual Operating Budget
- Revenue Projections and Analysis of Student Fees
- Research and Analysis to Resolve Budget/Accounting Problems
- Ad Hoc Reporting
| Original Budget | Percent of Budget | |
|---|---|---|
|
Social Sciences
|
$6,015,169
|
13% |
| Business, Kinesiology & Health, SLIP | $4,594,168 |
10%
|
| Science & Online Programs | $8,547,519 |
18.5%
|
| Math, Computer Science & Engineering | $6,579,570 |
14.3%
|
| Fine Arts & Humanities | $5,941,508 |
12.9%
|
| English | $6.186,137 | 13.4% |
| Health Sciences | $3,549,174 | 7.7% |
| Administration | $4.475219 | 9.7% |
| Sponsored | $250,349 | 0.5% |
| TOTAL BUDGET | $46,138,816 | 100% |
- July 1 – FY2018 original budget opens for the new fiscal year
- Budget to Actuals Report to Georgia State University for FY2017
- Annual Expenditure Report to Georgia State for FY2017
- First Budget Amendment for FY2018 to Georgia State Budget & Planning
- Analysis of Fall Enrollment and Revenue and revised projections for FY2018
- Revised Annual Budget Projection to Georgia State Budget & Planning
- USG instructions for revenue projections, mandatory and non-mandatory fee requests and five-year auxiliary plan for FY2019
- Instructions to departments for development of budget requests for FY2019
- Second Budget Amendment for FY2018 to Georgia State Budget & Planning
- Enrollment and Revenue Projections for FY2019 to Georgia State Budget & Planning
- Proposed Elective Fee recommendations reviewed by appropriate Perimeter College committees
- Proposed special fee proposals for FY2019 to Georgia State Budget & Planning
- Analysis of Spring Enrollment and Revenue and revised projections for FY2018
- Review and begin planning for year-end for current FY2018
- Finance Office review of Perimeter College budget requests for FY2019
- Budget request hearings
- Third budget amendment for FY2018 to Georgia State Budget & Planning
- Budget priorities approved by college administration for FY2019
- Distribute salary merit instructions and worksheets
- Deadlines for FY2018 year-end processing
- Human Resources request for position upgrades/reclassifications/promotions for FY2019
- Perimeter College funding allocation for FY2019 from Georgia State Budget & Planning
- USG tuition rates and fee approvals
- Perimeter College final funding decisions for FY2019 budget development
- Final salary recommendations for FY2019 budget prep
- Perimeter College FY2019 original budget submission to Georgia State Budget & Planning for approval
- Analysis of revenue and budget adjustments for FY2018 year-end
- Fourth Budget Amendment for FY2018 to Georgia State Budget & Planning
- Year-end cleanup and processing
- Budget Journal access closed for FY2018
- Board of Regents approval of FY2019 Budgets for Georgia State University
- Faculty contracts and salary letters for professional/administrative and staff issued for FY2019
Spectrum Plus 9.2 Budget Progress and Actuals Drilldown Report Comparison
Comparison
Overview
Budget Progress Report
- Detailed information for budget checked transactions (POs, Vouchers, and Journals)
Actuals Drilldown Report
- Summary and detailed information for “journalized” transactions (Vouchers that have been journal generated and other Journals)
- Expenses take longer to show up on this report due to timing
Recommend to use
- Monthly expenditure review of Organizational (ORG) Budgets (non-‐Project)
- Monthly expenditure review of Grant/Project Budgets
- May also be used for non-‐Project Budgets (General Accounting)
General use
- May be run against any Fund/Department combination
- May also specify Budget Accounts to run against
- Revenue
- Project Budget Progress Report is being developed separately
- May be run against a single SpeedType, Department, Accountant, Sponsor, Director, or Frequency
- May also be used for non-‐Project Budgets (General Accounting)
- Shows budget summarization, plus specified detail: o Grant/Project (Single SpeedType)
- Summary Only
- Summary Plus Current Period
- Summary Plus Year to Date
- Summary Plus All Activity
- Grant/Project (Multiple) – Summary Only §§
- For Department
- For Accountant
- For Sponsor
- For Director
- For Frequency
- General Accounting (Single SpeedType)
- Summary Only
- Summary Plus Current Period
- Summary Plus Year to Date
- Summary Plus Prior years
- Shows budget summarization, plus specified detail: o Grant/Project (Single SpeedType)
Formatting
- Data is sorted alphabetically by Budget Account, then numerically by Detail Account
- Type field indicates the transaction type (PO, Voucher, Journal)
- Data is sorted by Budget Account according to the Budget Translate Tree, then numerically by Detail Account
- Journal IDs are shown in the Detail sections, and may reference a Voucher ID if applicable
Accounting Dates
- May specify the Budget Period and Accounting Period Range
- Budget Period overrides Accounting Period if you choose To Accounting Period = 12 (i.e. BP2009/AP01-‐12 will pull FY2010 data if it has a BP2009)
- Must specify an As-‐of Date:
- If the date is associated with a Grant and a Grant Budget Year: Budget, Current Month, Current Grant Period, Prior Grant Period, Cumulative, Encumbrances, and Balance data columns are shown o
- If the date is associated with a Fiscal Year: Budget, Current Month, Current YTD, Prior Year, Cumulative, Encumbrance, and Balance columns are shown on the Summary Information section
Journals / Expenses and Revenues
- Successfully budget checked Journals/Expense amounts will show up on this report
- Journals do not have to be posted or approved for expense amounts to show up on this report
- Revenue and Balance Sheet Account amounts will not show up on this report
- Successfully posted Journal/Expense amounts will show up on this report in the Summary and Detail sections
- Journals must have been successfully Edited, Budget Checked, Approved and Posted in order for expense amounts to show up on this report
- Shows Total Revenues and Total Expenses at the bottom of the Summary Information section
POs / Encumbrances
- Successfully budget checked POs/Encumbrance amounts will show up on this report
- PO Detail is shown including Encumbrance amounts for each PO
- Encumbrance balances associated with successfully budget checked POs are included in the Summary Information section
- PO/Encumbrance amount Detail will NOT show up on this report
Source of Data
- ORG Expenses and Encumbrances from the Budget Ledger
- Any transactions that is successfully budget checked will show up on this report
- Posted journals
- Expenses (Summary Information and Detail sections)
- Revenues (Summary Information section only)
- PROJ_GRT or ORG Encumbrances from the Budget Ledger o Encumbrances (Summary Information section only)
General Responsibilities of the Budget Manager
Budget Manager
Perimeter College defines a Budget Manager as a full-time employee assigned with primary fiscal management authority and approval responsibilities for their departmental unit(s). The authorized Budget Manager assumes responsibility for the department accounts designated on the Perimeter College Department and Budget Manager list located on the PC Financial Affairs Office website. Budget Managers are selected and authorized by the area Vice Provost & Dean, Assistant Dean, College Administrative Officer or College Financial Officer.
- Act ethically, honestly, and responsibly in managing financial resources and information
- Ensure that appropriate training, access rights, and expectations are established for the department
- Respect and protect the confidentiality of information acquired in the course of managing budget and financial responsibilities
- Monitor the budget and initiate budget transfers with the business manager to ensure there is no over-expenditure of funds
- Utilize financial reports to monitor and manage financial transactions for assigned operational units, projects, or activities
- Investigate and resolve unusual or incorrect transactions with the appropriate financial or administrative office
- Follow college procedures and guidelines and provide accurate, timely, and complete information when approving forms, records, or documents used to produce budget, human resources, or financial transactions
- Safeguard assigned assets and cooperate with the annual physical inventory of assets and/or other items tracked in the asset management system. Report any stolen property to the area Business Manager and Georgia State Police.