MEMORANDUM
December 9, 2010
TO:Department Heads
FROM:W. John Dunn
Dean of Administration
SUBJECT:2011-2012Operating Budget Request Instructions
Included in this memorandum are budget forms to be used in the preparation of your budget request for the 2011-2012 academic year. They are to be completed, submitted to your Dean for review, and returned to the Business Office by February 1, 2011. In order to meet this due date, they should be submitted to your Dean in ample time for the Dean’s Review.
As in past years the budget request justification worksheets are enclosed. The sheets should be completed and submitted to the Business Office to be used as support for your request which will be entered on-line by you in Banner. The budget request sheet now includes a section where you can indicate if your request is related to a specific planning or program objective. If your request is related to a specific planning objective, please complete the assessment plan justification form now included in your packet. If you are budgeting for a new academic program, please complete the new program authorization form which is also included in your packet.
The current year budget can be accessed through either Internet Native, using form (FGIBDST), or Self Service Banner by doing a budget query. Your 2011-12Budget should be entered on-line. Budgets can be entered on-line as of the date of this memo.
For object #6501 and #6502, Regular and Work-Study Student Aides, please include these two in your budget worksheets. Please do not enter on-line; the finance office will enter these amounts on-line at a later date. We strongly encourage departments to utilize the Work-Study program as it is a great cost savings to the college and benefits the Title IV students. The funding for the other payroll object codes will be computed during the budget process so there is nothing for you to do with them now.
A BUDGET REQUEST PREPARATION GUIDE containing a brief description of each expense account, and tips on how to budget for them is attached. Please refer to it for helpful hints in preparing your budget request.
Costs should not be budgeted to a “general” category if they can be assigned or allocated to specific expense codes.
Please use the following ranking when assigning a priority to an item being requested:
Priority:1.Necessary to continue operation of the department.
2.Needed to upgrade operation of the department.
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3.Not necessary, but would enhance operation of the department.
A PERSONNEL ROSTER AND 2011-2012 REQUEST form will follow through the inter-office mail. It reflects all employees currently working in your department, and their full time equivalent (FTE). In the column provided, please indicate your personnel FTE budget request for each position for 2011-2012. New positions being requested should be added to this list. A justification for new position requests must be included with your budget request. Deletions and reductions should be indicated by the appropriate percent in the FTE column.
A copy of any requests for audio visual equipment, computer equipment, and software should be sent to Klaus Gessler. Copies of media and DVD requests should be sent to Academic Affairs. Academic Departments should also submit a copy of these requests to Dean Denti.
A copy of any requests for office furniture and classroom furniture or minor facility renovations should be sent to Bridgette Anderson in Physical Plant. Academic Departments should also submit these requests to Dean Denti.
Please feel free to make copies of any additional BUDGET REQUEST SHEEETS you need. Budget sheets provided are for the most commonly used account codes. Return only those pages on which a request for funds is being made. All pages returned should have your department name and full account number.
You are requested to use separate BUDGET REQUEST SHEETS for each discipline or program requesting funds in a particular expense account. Multiple disciplines or programs should not be listed on the same expense account sheet. Please prepare a separate sheet for each department.
If you have any questions please contact Donna Rocap at extension 8066.
DUTCHESS COMMUNITY COLLEGE
ASSESSMENT PLAN INITIATIVE/STRATEGIC PLANNING OBJECTIVE
JUSTIFICATION SHEET
BUDGET YEAR ______
Department Name:______Budget Priority: High Medium Low
Department Head:______Funding:Grant#:______
(Signature)DCC #:______
Dean’s Approval:______Total Budget Request:$______
(Signature)
Restate specific objective from the Strategic Planning Document and select all that apply:
Assessment Plan Initiative Strategic Planning Objective New Program Program Review
Specific Objective:
______
______
______
______
Please complete the following as it relates to the specific objective you have listed above:
- Outcomes:______
______
______
- Assessment Methods:______
______
______
- Estimated Enrollment Impact:______
______
______
- Related Institutional Goal:______
______
______
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