9.02.00 - Budget Preparation
9.02.01 - General Principles
9.02.02 - Budget Planning Cycle
9.02.03 - Budget Revisions
Section 9.02.01 - GENERAL PRINCIPLES
The proposed annual operating budget of the University is approved and adopted by the Board of Regents of the University System of Georgia upon the recommendation of the Chancellor in consultation with the President. The processes of budget preparation and revision are designed to assure broad and responsible participation in budgetary planning and decision making, combined with careful review of budget requests by University officers and the President.
Budgetary decision-making at Georgia College & State University is guided by the following principles:
1. Budgetary decision-making is governed by the mission of the University. Hence, budgetary planning procedures are organized through the President and the President's Staff.
2. Budgetary planning must provide for the integration of planning to spend and planning to fund. The budget for each division of the University must provide for a balance of revenue and expense.
3. Budget priorities for each division of the University must reflect the values of the University and must be consistent with the objectives of University planning.
Section 9.02.02 - BUDGET PLANNING CYCLE
The Board of Regents approves the proposed annual operating budgets for all funds at the June meeting. The Board reviews the proposed budgets for the coming fiscal year in terms of prospective revenues and expenditures.
The annual cycle of budget preparation and decision-making involves the following major stages.
1. Budget Request Procedure:
a. Each budget unit prepares its budget request for the next fiscal year and submits it to their respective supervisors by a due date determined by their division Vice President.
b. Each division vice president prepares a consolidated budget request for their respective division for submission to the President and President's Staff by a date set by the President.
c. The President and President's Staff prepare a consolidated University budget request which is presented by the President to the Chancellor (and/or his staff) on a date set by the Chancellor and his staff. This date is usually in January or February.
2. Budget Allocation Procedure:
a. Georgia College & State University receives its budget allocation for the next fiscal year following the April Board of Regents meeting.
b. The President convenes the President's staff to allocate any new funding and make any adjustments to the continuation budget that may be needed. (April).
c. Each vice president allocates any new funding and makes any needed adjustments to their respective budget units. (April).
d. Budgetary unit heads allocate funds and prepare salary recommendations and operating budgets and submit their recommendations to their respective Deans/Director/Department Head. (April).
d. Deans/Directors/Department Heads submit their recommendations to their respective division vice president. (April).
e. Recommendations are delivered to the institutional Budget Office where the budget staff prepares the consolidated proposed budget request for the President's approval and submission to the Board of Regents budget office. (May)
f. Board of Regents staff consolidates University System budgets for presentation to and approval by the Board of Regents. (June).
g. Implementation of new budget – July 1.
The University's fiscal year begins July 1 and ends on June 30. The fiscal year differs from the academic year, which begins in August and ends in May. Summer session revenue and related expenses are split depending on which respective fiscal year the summer term relates to.
Section 9.02.03 - BUDGET REVISIONS
The Board of Regents may approve revisions to the current year's budget(s) from time to time. Such requests are received by the Deans/Directors/Department Heads who forward them to their division vice president for implementation. They are then forwarded to the Budget Office for inclusion in the next available amendment. The Budget Office shall have the authority to ensure that any additional funding received meets approved System and University guidelines and shall return any requested implementation request to the appropriate Dean, Director, and/or Department Head when guidelines are not met, setting forth the reasons.