COLLEGE DECISION

PERTINENT INFORMATION

PROCEDURES:

1. System personnel prepare the budget module for use by the colleges by transferring personnel data from the current payroll module, providing access to the budget module and distributing budget instructions/deadlines to the campuses. The Chief Financial Officer (CFO) is responsible for coordinating completion of the budgeting process in accordance with System instructions.
2. Once it is known that the personnel data has been transferred to the budget module and the budget module is available, the Chief Financial Officer runs preliminary reports and prepares college budget instructions. Preliminary reports include an alpha listing of all employees moved over to the budget module. This listing is reviewed by the Director of Human Resources.
3. The Director of Human Resources notes necessary corrections on the list provided and returns it to the Chief Financial Officer . Any corrections/changes made at this point are limited to those necessary to bring the data up-to-date and to adjust salaries for those employees who will be receiving a salary increase .
4. The Chief Financial Officer reviews the changes and up-dates the budget module personnel detail information. A second alpha listing is then prepared from the up-dated information and reviewed for accuracy by both the CFO and the Director of Human Resources. All changes made are indicated by an appropriate reason code.
5. Once the personnel detail information is accurate, the Chief Financial Officer up-dates the budget summary information to balance with the personnel detail information.
6. The Chief Financial Officer prepares and distributes college budget instructions to the President’s Council. The instruction packet may include:
   1. specific funding information based on the approved appropriations bill
   2. budget comparisons/analysis as appropriate
   3. funding limits based on appropriations, local fund projections and/or other limitations (local fund projections would have been prepared and submitted to Systems by the Chief Financial Officer prior to initiation of the budget preparation process)
   4. budget worksheets (samples attached) as appropriate for each President’s Council member
   5. current list of reason codes to be used for salary changes/corrections
   6. current list of job titles
   7. current copy of the pay plan
   8. schedule to insure final college approval and subsequent submission of the budget to System on or before the System deadline.
7. Each President’s Council member insures completion of the positional and departmental worksheets in accordance with the budget instructions. Program Chairs, appropriate members of faculty, department directors and supervisors will be involved in completion of Departmental Budget Worksheets.
8. The completed positional and departmental worksheets are returned to the Chief Financial Officer.
9. Any changes to personnel salaries or titles, if not already supported in writing with approval from the College President will be returned to the appropriate President’s Council member for required documentation. All changes will be indicated with the appropriate change code.
10. The Chief Financial Officer insures that all changes are documented, that the positional and departmental budgets are in balance, and that the fund budget totals are within funding limitations. Once this is done, the budget is submitted to TSTC System for review and submission to the TSTC Board of Regents for approval.
11. Upon approval of the budget by the TSTC Board of Regents, TSTC System finalizes the budget and distributes copies to the State Legislative Reference Library, the Legislative Budget Board, the Governor’s Executive Budget Office and the campus. The college receives several copies which are distributed to the library, President, Vice Presidents and the Director of Human Resources.
12. The Chief Financial Officer provides monthly summary reports by major object code to budget control officers. Budget control officers are designated by each President’s Council member on the budget worksheets and at the time a new account is established.
13. Detailed budget reports, for budget control officers who have access to Colleague, may be downloaded and accessed as often as deemed necessary. Training for downloading budget information and up-date of required inform sentences, works data base forms and/or reports are the responsibility of the Chief Financial Officer.
14. Detailed budget reports for budget control officers and/or any department supervisors are available from the Business Office. These can be requested by calling the budget control department. Reports can usually be provided within a few hours if they are picked up and two or three days if they are sent by college mail.
15. Budget Control Officers are responsible for reviewing their accounts on a regular basis which can be viewed on line in the Colleague system or by requesting budget information for their departments from the Business Office, and authorizing all expenditure documents (requisitions). Any corrections to budget amounts are to be submitted via the budget change process and in accordance with that procedure. Any transaction corrections are to be brought to the attention of the Chief Financial Officer.
16. Budget procedure will be evaluated at least bi-annually as provided for in the College Policy and Procedure 2.01 (Preparation of Policies and Procedures).

Office of Responsibility: Chief Financial Officer

College President: Dr. J. Gilbert Leal