Budgets: What Every Program Manager Must Know

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Budgets What Every Program Manager Must Know

• Traci Farmer
• Financial Manager
• The Chickasaw Nation

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Organizational Structure
Division of Aging
Division of Treasury

• Daily Operation of the Program
• Financial Management
• Budget Preparation

• OMB
• Assists with budget preparation and overall
  consolidation of budgets
• Monitors program compliance and reporting
• Finance
• Accounting and recording for the program
• Prepares financial report for agencies

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Ongoing Financial Management

• Program directors have access to monthly
  budget-to-actual report (function report) and
  detailed trial balances
• Monthly or quarterly meetings with Accountant
  assigned to their program
• OMB available for assistance with budget
  revisions

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Function Report
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Annual Budget Cycle

• Chickasaw Nations fiscal year Oct 1 Sep 30
• OMB begins budget preparation in November for the
  following year
• Final budgets are due to OMB by February 1st

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Budget Process/Detail

• OMB prepares an estimate budget total that is
  sent to each program
• Program directors prepare detailed budget (not to
  exceed the amount provided by OMB)
• Budget detail includes Salaries, Fringe Benefits,
  Retirement, travel, supplies, leases, and
  equipment

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Budget Process/Detail

• Salaries include an allowance for expected raises
  and are maintained in a position control by
  position.
• Positions are budgeted/tracked by position not by
  individual.

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Budget Process/Detail

• Fringe benefits and taxes are calculated based on
  the rate OMB gives to the departments
• Travel is justified based on the positions, an
  required continuing educations or conferences
  required by a grant

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Budget Process/Detail

• Supplies, leases or other operational expenses
  are calculated based on a review of prior year
  actual expenses, with consideration for any one
  time expenses
• Equipment is requested on a need basis with
  adequate justification
• Any overhead or Indirect Cost charged to a
  federal program is included in the budget

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Questions?

• Contact Information
• Traci Farmer
• 515 E. Arlington
• Ada, OK 74820
• Phone [phone]
• Fax [phone]
• Email traci.farmer_at_chickasaw.net