06-13-06 Capital & Operating Budget Information
BULLETIN 061306
TO: All Employees
FROM: Mary Rapp, Director of Finance
RE: Capital & Operating Budget Information
The Department of Financial Resources strives to provide the best possible service to its customers and takes great pride in making the fiscal year switch as smooth as possible. For this year, the service level will have to be adjusted somewhat in view of the many changes across the institution. Please be assured, however, that these adjustments will not be needed in the future.
DFR announces the following regarding capital and operating budgets for the remainder of FY06 and the first quarter of FY07:
- Unused capital funds will be carried forward this year, as they have in the past, but not as early. Due to the fact that in several instructional areas former programs have been split into new programs, Deans will be asked to determine what money should be carried forward into which new programs. Also, problems have occurred in the past with final bills being received that were greater than the amounts shown on open purchase orders, or items being purchased on P-Cards which had not been encumbered at all. This has resulted in more carry forward being posted than was actually available in some cases. To avoid these problems, carryforward capital dollars will only be posted when the correct amount can accurately be determined. This may be earlier in some cases than others, and individual "emergency" situations can be dealt with if necessary.
- The new numbering structure based on the re-org is not yet final, with requests for adjustments presented almost daily. In the past, access to the next fiscal year's budget has been “turned on” immediately after the Board approved the budget for the purpose of creating purchase orders. For next fiscal year (FY07), however, it is likely that the system will not be available until July 3. You can enter and save next year's PO's now (USING NEXT FISCAL YEAR’S DATE), but you will not be able to process these PO’s until notified to do so. You will be receiving documentation very soon on the steps that are necessary to enter next year’s PO’s and guidance on what chartfields should be used.
- A number of new offices have been created through the re-org, and a number of others will cease to exist. The intent is to eventually provide, within overall district resources, adequate and appropriate budgets for the new areas. Beginning July 1, however, these new offices will need to begin making expenditures. To allow that to happen, partial budgets will be posted into the controllable salary and controllable supply appropriations for these new units, effective with the new fiscal year. During July and August, determinations will be made of how to re-allocate the remaining funds across these operations. Final postings will be made prior to September 1.
Thanks for your patience as the remainder of this process unfolds.
Richard C. Graves, Ph.D.
Interim VP for Infrastructure Services & CIO
Madison Area Technical College
rgraves@matcmadison.edu
608.246.6680
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Last
Modified:
June 27, 2006
