1. October 30, 2017 ATC Auditorium 2:00 - 3:00 p.m.
Grand Rapids Community College Annual Budget Control Officers Meeting
October 30, 2017
ATC Auditorium
2:00 - 3:00 p.m.

2. AGENDA Welcome & General Update Budget Information & 2016-17 Update
Timeline & Department Planning
Finance & Admin Process Improvements
Questions

3. General Updates Budget and enrollment Budget Services staffing changes
Facilities
Zero Based Budget (ZBB)

4. Basic Financial Information

5. General Fund Revenue Tuition and fees represent 47% of GF revenue

6. GRCC Revenue Per Fiscal Year Equivalent Student (FYES)
Compared to State of Michigan,
Tution & Fees
Property Taxes
State Aid
Other Revenue
GRCC
$5,840
$3,288
$1,999
$538
State Average
$5,016
$4,248
$2,497
$642

7. General Fund Expense Salary and related benefits represent 79% of total expense

8. General Fund Expense 51% of our GF resources spent on direct instruction

9. GRCC Expense Categories Percentages Compared to State of Michigan
State Average
Instruction and Instructional Support
65%
60%
Administration
13%
14%
Physical Plant
12%
Student Services 9%
Public Service 1%

10. 2017 Year End

11. 2016-17 Audit Results We had an unmodified or “clean” audit opinion.
We had no management letter comments.
8th year in a row!
Considering our large and complex budget, having no comments every year is unusual and represents strong internal controls and consistent efforts by our staff.

12. 2016-17 Controllable Expense Variances
Controllable expenses kept in check, overall
$12,177,490 actual vs $13,640,411 budget
(11% under budget)
However, cost centers overspent by $1k or more grew in 2017
In , 22 of 131 (17%)
In , 27 of 139 (19%)

13. 2016-17 Controllable Expense Variances
Budget
Actual
Variance
Student wages
$1,384,244
$1,192,263
$191,981
Contracted Service
$4,717,720
$4,314,071
$403,649
Supplies/Repair
$5,022,894
$4,295,283
$727,611
Rentals
$571,938
$438,009
$133,929
Other
$1,472,737
$1,450,200
$22,537
Equipment
$470,878
$487,664
($16,786)
Total
$13,640,411
$12,177,490
$1,462,921

14. 2018-19 Budget Timeline – Key dates:
Dec 1, 2017: midyear budget requests due in PS.
Accounting and Budget Services resource page
Forms available in HRPROD:
Navigate to: GRCC Custom->Campus Community->Budget Requests
Select “create midyear request”
Then “ fiscal year” from the dropdown
March 2, 2018: department plans, budget requests, and space requests due to immediate supervisors (if not an EBCO).
March 16, 2018: Annual IT project requests due via on-line submission.
March 16, 2018: department plans, budget requests, and space requests due to EBCO’s

15. Department Planning Workshop
MARK YOUR CALENDARS: Thursday, Jan 18, 2018
Department Planning, Budgeting,
Space Planning & Technology Overview
Not mandatory
All are welcome!
You may have your support staff attend with you
Recommended for new BCO’s or those new to GRCC
For questions or further info, contact Donna Kragt (x4044)

16. Process Improvements

17. Process Improvements Finance and Admin
Human Resources
Change to the holiday shutdown process.
Financial Services
Implementing new eForms.
Automating/workflow-enabling several forms:
Payment requests
Multiple vendors
Employer reimbursement requests
Mileage reimbursement requests
Adjunct mileage reimbursement requests

18. Process Improvements Finance and Admin
Purchasing
Purchasing Policy Updates:
Infrequent purchase of materials, equipment, goods, supplies or services of $2,500 and less may be done without the execution of a requisition and/or purchase order.
Formal sealed bidding procedures are now conducted on all purchases over $25,000. (formerly $10K)
Procards:
Most procurement card single purchase limits are now aligned with purchasing $2500. (dependent on hierarchy)
Stay tuned for more procurement card process improvements - reconciliation via google docs.
Please be sure to complete your Hazardous Chemical Inventory by the date specified!

19. Questions?
Thank you!