Budget Process Community Memo

Posted: October 23, 2014

Dear Scripps College Community:
As the Presidential Budget Advisory Committee (Budget Committee) begins reviewing the budget for the 2015-2016 fiscal year, we recognize that Scripps College, like most institutions, continues to face tough financial decisions. In keeping with its strategic goals and long-range plan, the College is committed to controlling costs while maintaining our standards of quality.
The College’s budget process this year will consist of two parts:
1. Budget expense line re-allocation
2. Budget request

Budget expense line re-allocation

In the past, non-personnel budget amounts in the expense object codes (categories) have remained the same in the new fiscal year from the previous fiscal year, unless the department specifically requested a budget reallocation. This year, we are asking department chairs and department directors to submit their detailed budgets for review and approval by your Divisional Vice President. The form for this re-allocation process will be sent to the department chairs or directors the beginning of October. This form will provide you with information on actual spending for the past three fiscal years and the current year’s budget. Two columns on this form will provide space for you to enter your 2015-2016 budget amount for each expense code and your assumptions. The total for each division will remain the same. However, at the discretion of the Divisional Vice President, amounts for individual departments may change while keeping divisional totals the same.

Please send your form electronically in the Excel format to your Divisional Vice President and to Janet Grieman, Assistant Treasurer and Director of Budgeting. The deadline for submitting a request is Monday, November 3, 2014.

Budget requests

In prior years, due to significant budget constraints, department chairs and department heads have been creative in finding resources within their existing budgets to fund necessary expenses. Because of continued significant budget constraints, we ask that you submit requests only for essential and time sensitive budget needs. Please note we will not carry forward prior year budget requests. If you submitted something in the past and have determined that it is essential and time sensitive you will need to resubmit it. As in the past, your request will be reviewed and prioritized within your Division and a combined prioritized list will be discussed by the Budget Committee.

The forms for submitting a new request are attached here and are also available on the Scripps College website under http://inside.scrippscollege.edu/treasurer/business-affairs-forms

The tabs for the four categories of requests: Operating Budget, Personnel, Furniture, Fixture & Equipment (FF&E) and Computing & Software are displayed at the bottom of the sheet.
Please send your request electronically in the Excel format to your Divisional Vice President and to Janet Grieman, Assistant Treasurer and Director of Budgeting. The deadline for submitting a request is Monday, November 3, 2014. If cost estimates are needed, we will forward the request to the Human Resources, Information Technology or Facilities Departments, as appropriate.

 

Department chairs/directors will be informed in April, after the 2016 budgets are approved by the Board of Trustees, if your request was approved. Please contact Janet Grieman, at extension 73251 or by email at jgrieman@scrippscollege.edu, if you have any questions.

 

Sincerely,
Amy Marcus-Newhall and Donna Ng
Co-Chairs of the Presidential Budget Advisory Committee

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