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6-6-1 Budget Administrator Responsibility

Table of Contents

  1. Introduction
  2. Area Commission
  3. Information Technology
  4. Plans and Analysis
  5. Marketing
  6. Financial Affairs

    6-1-1 Annual Report

    6-1-2 Travel Authorization & Reimbursement

    6-1-3 Petty Cash

    6-1-4 Student Travel, Authorization & Reimbursement

    6-2-1 Professional Development Program

    6-2-2 Memberships in Professional Organizations

    6-2-3 Tuition Assistance

    6-3-1 Funds, Receipt and Deposit

    6-5-1 Budget Transfers

    6-5-2 Federal Funds, Expenditure & Control Of

    6-6-1 Budget Administrator Responsibility

    6-6-2 Invoice Payment Process

    6-7-1 Funds, Investment of Surplus

    6-8-0 Refunds Policy

    6-8-1 Refunds

    6-9-1 Authorized Signatures/Bank Withdrawals

    6-12-1 Capital Plant Fund

    6-13-0 Educational Fee Waiver Policy

    6-13-1 Educational Fee Waiver

    6-14-0 Student Fees Policy

    6-14-1 Checks - Information Required, Returned Checks and Credit Card Chargebacks

    6-15-0 Expenditure of Auxiliary Income

    6-15-1 Expenditure of Auxiliary Income Procedure

    6-15-2 Employee Recognition, Official and Unofficial

    6-16-1 Internal Auditing Department

    6-17-1 Information Security Plan

    6-17-2 Information Security Data Breach Response Plan

    6-18-1 Red Flags Rule Identity Theft Prevention Plan

  7. Facilities Management
  8. Human Resources and Employee Relations
  9. Development
  10. Procurement and Inventory Control
  11. Auxiliary Enterprises and Printing Services
  12. Public Safety
  13. Academic Affairs
  14. Learning Resources
  15. Continuing Education and Economic Development
  16. Admissions and Registrar
  17. Student Services

NUMBER: 6-6-1 APPROVED DATE: 11-26-1996

PURPOSE:  To define the functions and responsibilities of Budget Administrators.

The College assigns a Budget Administrator to every budget allocation account established on the College’s general ledger accounting system.  Budget Administrators are responsible for monitoring and reviewing all financial and budget transactions occurring within the account they administer.  Responsibilities also include budgetary control, budget development, and transactions reconciliation.

Monitoring responsibilities include the requirement to perform periodic review of the account’s transactions on a monthly basis to ensure compliance with the intended funding purpose and spending limit as established by the account’s budget allocation.

The College’s systems operations software (Colleague) provides Budget Administrators and other end-users with the capability to generate a variety of financial monitoring reports from real-time data.  Additionally, Budget Administrators have access to a customized budget-to-actual account report, specifically written to assist them with their monitoring responsibilities.

Budgetary control is the assignment of responsibility and the measurement of results to achieve a forecasted goal or objective.  Budgetary control at the account level is one of the mechanisms used by the College to advance departmental goals in support of the College’s mission.  Account budgets define the amount of fiscal resources allocated in support of these goals.  

Budget development at the account level is an integral part of the College’s resource allocation planning process.  The budget development process requires Budget Administrators to project the amount of financial resources that will be required to achieve the account’s funding objectives.

Transactions reconciliation is the process of ensuring all transaction records generated from the account’s operations (e.g., original invoices, receipts) correspond accurately to the accounting records the College maintains on its general ledger accounting system.  The account transaction records maintained on Colleague represent the official accounting records of the College.

Updated: 02-15-2010

Updated: 06-18-2015

Updated: 06-27-2019