Northeastern State University

Budget Preparation

General

Each department of the University operates within an approved annual budget. The Educational and General budget (02-xxxx accounts) for the subsequent year is developed in the spring of each year, finalized when fund allocation is made by the Oklahoma State Regents for Higher Education (OSRHE), and implemented upon approval from the Regional University System of Oklahoma (RUSO) and the OSRHE. The budget year is July 1 through June 30.

Budget Preparation Procedure

1. Preliminary planning is done within each college/department in the process of scheduling classes/programs for the following year.
2. The Vice President for Administration and the Budget Director will meet with account sponsors and distribute the following information for preparing budget requests:
   1. Budget calendar/deadlines
   2. Budget forms with detailed instructions. The forms are subject to change based on information required.
   3. Guidelines for requests, e.g., percentage increases, special requests.
   4. Current Position listings. Detailed information of FTE and teaching assignments for the following year are requested as indicated on the forms.
   5. Price increases, regulations, etc., that may impact the budget such as minimum wage increases, travel reimbursement changes, change in College Work-Study ratio. Personnel requests and requests that are atypical must have a narrative of description and justification submitted with the budget request.
3. Proposed budget requests are submitted to the respective vice presidents, who may meet with the account sponsors to review requests and establish priorities. However, this must be done within a time frame that meets the deadlines set in 2-a.
4. The Budget Director collects and analyzes budget requests. Items that need clarification are reviewed through the respective vice presidents.
5. Final allocation requests are determined by the vice presidents, with final approval from the president.
6. The total University budget is then submitted for approval to the BROC and to the OSRHE.
7. Once the budget has been approved, the Budget Director will distribute the following items to each account sponsor:
   1. Approved department budget by line item. This budget reflects the operational amounts for:
      •   Institutional Wages
      • Matching College Work-Study Wages *
      • Professional Services
      • Operating Expense
      • Travel
      • Equipment  
   2. Approved position listing that includes the names of employees currently filling those positions and their approved salaries for the budget year. Salary money and fringe benefit money will be transferred into the account as positions are filled. Money for unfilled positions will not be reflected in the month-end reports.
   3. Cover letter stating budget transfer policy and blank form, and any information pertinent to an individual department.

* Note: Matching College Work-Study wages includes only the State matching funds at a current ratio of 30 percent. The Federal portion of 70 percent is held in a separate grant account. The account sponsor may assume that the State share is matched with the Federal portion even though it does not show in the budget.