Everything you ever want to know about BUDGET

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Everything you ever want to know aboutBUDGET
FINANCEAn overview of Budgeting,
Purchasing,Travel Regulations Web
ReportsPresented by Lloyd RickettsJudith W.
GomesBernice Gottlieb-Smith and Debra Watson
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Everything you want to know aboutBUDGET
FINANCE

• Budgeting
• Purchasing
• Travel
• Gaining Access to Web Reports
• Utilizing Web Reports
• Fiscal Year End Deadlines
• Future Enhancements

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PURCHASING

• TCNJS Purchasing Policy
• Purchasing Authority
• Departments responsibility

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TCNJS PURCHASING LIMITS

• Purchases up to 1,000
• Purchases over 1,000 up to 2,500
• Purchases over 2,500 up to 18,600
• Purchases over 18,600
• Purchases on NJ State Contracts

Effective 7/1/03 purchasing threshold 19,500
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PLANNING FOR PURCHASES
Quick Pay
Quick Pay
single item or multiple items from one vendor
Effective 7/1/03 purchasing threshold 19,500
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WAIVERS

• Emergency Purchases
• Sole Source Waiver
• Board Waivers

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EMERGENCY PURCHASES

• Emergency purchases will be authorized when a
  situation affects the public health or safety but
  not to compensate for improper planning.
• Who can authorize emergency purchases?

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SOLE SOURCE PURCHASES

• Who is considered a sole source vendor?
• What is the procedure for obtaining goods or
  services from a sole source vendor?

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BOARD WAIVERS

• The concept of board waivers
• Exceptions under NJ State contract laws
• What is the procedure for obtaining a board
  waiver?

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IF YOU ONLY REMEMBER ONE THING.................
NEVER PLACE AN ORDER WITH A VENDOR...

• UNLESS YOU HAVE PROPER AUTHORIZATION.

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In Purchasing...............

• What is a Purchase Order?
• Elements of a Purchase Order.
• What is an encumbrance?

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TRAVEL REGULATIONS

• Authorization to Travel
• Travel Request/Faculty Absence Form
• Assignment of T- s

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TRAVEL REGULATIONS

• Levels of Approval
• Travel request up to 1,000
• Request between 1,000 - 2,500
• Request over 2,500
• International Travel

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TRAVEL REGULATIONS

• Transportation
• Car Rental
• Reimbursable Expenses

• Per Diem Rates (see Travel Manual).
• Required Receipts

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Purchasing Travel Contacts

• Lloyd Ricketts, x2495 or ricketts_at_tcnj.edu
• Bernice Gottlieb-Smith, x3139 or
• smithbg_at_tcnj.edu
• Matt Farr, x3073 or mfarr_at_tcnj.edu
• Karen Hill, x2859 or hillk_at_tcnj.edu

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TCNJ BUDGETING

• Budget Development Process
• Monitoring Budget
• Contacts

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Budget Development Process

• Calendar
• Components
• Materials

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Calendar

• Distribution to Executive Staff
• Departmental Budget Development and
• Executive Review
• Executive Officers Submit to Treasurer
• Tuition and Fee Hearings
• Board of Trustee Approval

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Components

• College Operating Budget
• Self Funding Activities
• Housing
• Student Center
• Self Funding Programs
• Grants

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College Operating Budget

• Salary
• Departmental Operating Allocations
• Institutional Commitments
• Library Acquisitions
• Office Furniture and Equipment
• Academic Lab Equipment
• Maintenance Equipment Vehicles
• Maintenance Renovation Projects
• Hardware and Software

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Salary

• Full-time
• Proportionate Part-time
• Supplemental Part-time
• Graduate Assistants
• Student Aide
• Overtime

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Student Aide

• Budget Base Hours, Not
• Time Period
• Fiscal Year
• Monitoring
• Student Aide Allocation Status Report
• Pool

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Budget Development Materials

• Hardcopy Binder
• Soft copy Diskette
• Instructions
• Summary and Detail financial information
• Supporting Description and Justification

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Budget Monitoring

• Web Reports
• Pooling object codes 53100 - 54099
• Reallocations
• Supplemental Requests

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Budgeting Contacts

• Judy Gomes, x2495 or jgomes_at_tcnj.edu
• Larissa Chomyts, x3484 or chomyts_at_tcnj.edu
• Sue Herring, x3201 or sherring_at_tcnj.edu
• Anne MacMorris, Salary except student aid x2674
  or macmorris_at_tcnj.edu

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An Overview of Financial Reports

• Security
• Gaining access to Web Reports
• Training
• Utilizing Web Reports

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Financial Reporting Contacts

• Debra Watson, x2526 or watsond_at_tcnj.edu
• Tammie Brown, x2496 or browntam_at_tcnj.edu
• Sandra Callahan, x3323 or callahan_at_tcnj.edu

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• Fiscal Year End Deadlines
• Future Enhancements