College Budget Process

  1. The annual budget cycle is opened in the month of September or October of the fiscal year.
    • VPAS/DAS provides a Budget Development Calendar to PLT for review and approval.
  2. The President’s budget message serves as the framework for the budget development cycle.
  3. Division Chairs/Department Managers, with budget management responsibilities, are provided Action Planning and Budget Request Training.
  4. All departments/divisions must complete an action plan; budget requests are contingent on need and are not required.
  5. VPAS/DAS provides future-year funding projections to the President and PLT.
    • Future-year funding includes operational Fund I, other fund 2, fund 3, and fund 7 projections.
    • Projections may be adjusted up or down depending on actual budget impact.
  6. PLT determines future-year funding levels based on VPAS/DAS projections.
  7. VPAS/DAS provides an approved future-year budget projection to FBC, advising that projections may be adjusted up or down depending on actual budget impact.
  8. Commitments & Obligations
    • Commitments and obligations are identified by the divisions/office of the President.
    • The VPAS/DAS submits a report to FBC for review and funding recommendation.
  9. Operational Budget Requests – First Priority/Block
    • Each VP/Dean are set aside a certain operational budget.
    • Each VP/Dean meet with their division managers to prioritize their division’s First Priority Operational Budget Requests using the following guidelines.
    • Ranking must follow funding priority requirements and must be consistent with PVCC’s planning priorities and objectives.
    • Requests are bundled and ranked in the prioritization process as one unit.
    • VPAS/DAS submits a report to FBC for review and funding recommendation.
  10. Strategic Budget Requests – Second Priority
    • Each VP/Dean meet with their division managers to prioritize their division’s all Priority Strategic Budget Requests using the following guidelines.
      1. Ranking must follow funding priority requirements and must be consistent with PVCC’s planning priorities and objectives.
      2. Requests are individually assigned a priority number.
    • VPAS/DAS submits a prioritized report to FBC for review and funding recommendation.
  11. TCT & OccEd
    • Capital Committees determine a review and prioritization process specific to the committee’s charge based on capital type and available funding.
    • Committee chairperson submits a prioritized report to FBC for review and funding recommendation.
  12. Capital Non-Technology Requests
    • Each VP/Dean/the office of the President submits their non-technology requests to the VPAS/DAS.
    • VPAS/DAS submits a prioritized report of Non-Technology Request to FBC for review and funding recommendation.
  13. Furniture & Facilities Project Requests
    • Facilities projects are limited to projects which manage the functional and operational needs related to the college physical environment and college improvement/maintenance projects not funded by GO Bond funds.
    • Facility Project Requests and Furniture Guidelines
    • Facilities project submissions are reviewed by the Director of Facility Services to identify facility impact and additional funding needs. Facility impact concerns are resolved prior to proceeding.
    • Requests are reviewed by the appropriate VP/Dean for review and submittal approval.
    • Requests are reviewed by VP of Administrative Services and Facilities Planning Committee in September, December and April.
    • Approved submissions are entered into the budget development system.
    • Requests are submitted to PLT for review and recommendations.
    • The President reviews recommendations. The final decision is communicated to the VPAS/DAS.
    • The VPAS/DAS communicates project approval and budget directives to the requester.
    • Approved request information is communicated to the FBC and the Facilities Planning Committee as an informational item.
  14. FBC reviews the following recommendations, accepts prioritizations as submitted or rejects the recommendations for additional information.
    • First Priority/Block Operational Budget Requests
    • TCT
    • OccEd
    • Other Strategic Incentive Funding
  15. FBC reviews the following recommendations, establishes a priority ranking.
    • Second Priority Strategic Budget Requests
    • Capital Non-technology Requests
  16. Once finalized, FBC submits their funding recommendations to the President.
  17. The President provides final approvals to PLT, the VPAS, Director of Budget and the college.
  18. The VPAS/Director of Budget communicates transfer instructions to the Division Chairs/Department Managers.
  19. FBC provides recommendations for the future-year budget cycle for the President’s consideration.