state apportionment review
TRANSCRIPT
State Apportionment ReviewPALOMAR COLLEGE
BUDGET COMMIT TEE MEETING
MARCH 12, 2019
TopicsOVERVIEW OF THE FUNDING MODEL
HOLD HARMLESS PROVISION
STUDENT CENTERED FUNDING FORMULA (SCFF)
OVERVIEW OF THE FUNDING MODEL
Today’s discussion is primarily about these funds
1%
Non-resident Tuition 2%
lnterfund Transfers-In
4% \ lntrafund Transfers-In l\
1% I Misc State Reven ~
1% ~ State Lottery
2%
Apprentic_!l>hip 2%
FY 2018-19ADOPTED BUDGET
FUND 11 REVENUES TOTAL$ 128,087,650
■ State Apportionment
■ Apprenticeship
■ State Lottery
■ Misc State Revenues
■ lntrafund Transfers-In
■ lnterfund Transfers-In
■ Non-resident Tuition
Misc Local Revenues
Today's discussion is primarily about these funds
OVERVIEW OF THE FUNDING MODEL
HIGHER OF SCFF OR TCR
5,622,823 5,670,617 6,003,504 6,082,724 6,247,566 1,124,565 1,134,123 1,200,701 1,216,545 1,249,513
86,633,148 77,966,685 82,550,381
93,362,762 95,892,893
-4,983,159
1,290,866
3,068,991 3,152,161
-15,154,056
-
- -
4,014,135
-
8,070,373
4,817,422 4,947,974 19,630
16,603
18,219
19,149
17,197
15,000
15,500
16,000
16,500
17,000
17,500
18,000
18,500
19,000
19,500
20,000
-
20,000,000
40,000,000
60,000,000
80,000,000
100,000,000
120,000,000
2014-15 2015-16 2016-17 2017-18 2018-19 (2017-18+COLA)
TCR COMPARISONS
BASE CENTER FTES ADJUSTMENTS STABILITY RESTORATION FUNDED FTES- - - - - - *
HIGHER OF SCFF OR TCR
HOLD HARMLESS PROVISIONS
3.46% 2.86% 2.92%2.71%COLA
II 1
2
3
4
5
D
2018-19
SCFF CALCULATION
107,224,621
2019-20
SCFF CALCULATION
2020-21
SCFF CALCULATION
2017-18 TCR (NO 2017-18 TCR (NO COLA) N/A COLA)
108,548,444
N/A
N/A
2017-18 TCR + COLA
111,490,107
N/A
GREATER OF LINE 1 OR 2 IN 2018-19
2017-18 TCR + 2018-19 & 2019-20 COLAs
2017-18 FTES RATES, WITH BASIC
ALLOCATION,
APPLIED TO 2020-21 WORKLOAD (NO COLA)
GREATER OF LINE 1 OR 2 IN 2019-20
2017-18 TCR + 2018-19, 2019-20, & 2020-21 COLAs
2021-22 AND OUTYEARS
SCFF CALCULATION
N/A
2017-18 FTES RATES, WITH BASIC ALLOCATION,
APPLIED TO 2021-22 WORKLOAD (NO COLA)
GREATER OF LINE 1 OR 3 IN 2020-21 (OR PY)
N/A
STATUTORY REFERENCE
ECS 84750.4(b)-84750.4(f)
ECS 84750.4g(l)
ECS 84750.4(g)(2)
ECS 84750.4(g)(4)
ECS 84750.4(g)(h)
STUDENT CENTERED FUNDING FORMULA
SECTION 1: BASIC ALLOCATION 2018-19: 70%
BASE FTES: CREDIT FTES 3-YEAR AVERAGE
BASIC ALLOCATION 2016-17 2017-18 STABILITY ADJ 2018-19 FUNDED S-PAID
2018-19 FUNDED RATE TOTAL
CREDIT 17,424.79 17,995.96 (1,923.11) (86.17) 15,986.68 17,287.10 17,287.10 3,727 64,429,034
SPECIAL ADMIT CREDIT 453.88 72.49 526.37 526.37 526.37 5,457 2,872,401
INCARCERATED CREDIT - 13.68 13.68 13.68 13.68 5,457 74,652
NON-CREDIT 276.86 (34.91) - 241.95 241.95 34.91 276.86 3,347 926,650
CDCP 422.24 6.34 - 428.58 428.58 (6.34) 422.24 5,457 2,304,164
TOTAL 17,424.79 19,148.94 (1,951.68) (0.00) 17,197.26 18,497.68 28.57 18,526.25 70,606,901
SINGLE COLLEGE DISTRICT: NEW BASE FTES REPORTED AT 2019 P2/Annual/Recal)
STATE-APPROVED CENTERS: > 1,000 FTES: $1,305,921
TENTATIVEBUDGET
2018 BUDGET
ACT
2019 GOVERNOR’S
PROPOSAL
2019-20 65% 70%
-
STUDENT CENTERED FUNDING FORMULASECTION 2: SUPPLEMENTAL ALLOCATION 2018-19: 20%
Metric RATE2016-17
HEADCOUNT REVENUE2017-18
HEADCOUNT REVENUE % CHANGE DIFFERENCE
Pell Grant Recipients (Nov 1) 919 4,665 4,287,135 5,041 4,632,679 8% 345,544
AB 540 (CCFS-320 mid-July) 919 685 629,515 668 613,892 -2% (15,623)
California Promise (Nov 1) 919 14,241 13,087,479 14,536 13,358,584 2% 271,105
19,591 18,004,129 20,245 18,605,155 3% 601,026
TENTATIVEBUDGET
2018 BUDGET
ACT
2019 GOVERNOR’S
PROPOSAL
2019-20 20% 20%
STUDENT CENTERED FUNDING FORMULASECTION 3: SUCCESS ALLOCATION 2018-19: 10%
TENTATIVEBUDGET
2018 BUDGET
ACT
2019 GOVERNOR’S
PROPOSAL
2019-20 15% 10%
STUDENT SUCCESS METRICS RATE
2016-17 HEADCOUNT REVENUE
2017-18 HEADCOUNT REVENUE
% CHANGE DIFFERENCE
ALL
STU
DEN
TS
Associate Degrees 1,320 1,606 2,119,920 1,620 2,138,400 1% 18,480
Associate Degrees for Transfer 1,760 312 549,120 438 770,880 40% 221,760
Credit Certificates 880 1,635 1,438,800 1,641 1,444,080 0.4% 5,280
Nine or More CTE Units 440 3,377 1,485,880 3,432 1,510,080 2% 24,200
Transfer 660 2,684 1,771,440 2,768 1,826,880 3% 55,440
Transfer Level Math and English 880 225 198,000 367 322,960 63% 124,960
Regional Living Wage 440 2,165 952,600 2,410 1,060,400 11% 107,800 TOTAL 12,004 8,515,760 12,676 9,073,680 6% 557,920
NSC TRANSFER DATA
UC TRANSFER DATA
CSU TRANSFER DATA
EDD UI WAGE DATA
MIS
Fiscal Year End Closing
FISCAL MEMORANDUM FAS 19-01
DATE: February 14, 2019
TO: All Administrators, Faculty, and Staff
FROM: Carmen Martinez-Coniglio, Senior Director Fiscal Services
SUBJECT: FISCAL YEAR 2018-2019 YEAR-END CLOSING SCHEDULE
It is once again time to plan the process to close out the district’s books for fiscal year- end June 30, 2019. Year-end closing requires the coordinated efforts of Budget, Accounting, Purchasing and campus departments to ensure that all financial activity is accurately recorded. Departments should begin reviewing their budgets and verifying that all requisitions, invoices, travel expenses, and payroll transactions pertaining to fiscal year 2018-19 have been recorded accurately and all corrections have been posted. Before closing, it is necessary to ensure the accuracy of all outstanding purchase orders so that our fund balances can be accurately carried forward. While many of you may be familiar with past practices, we ask that you review the information below as some may have changed this year.
PURCHASING AND CONTRACTS SERVICES:
Open Purchase Orders: Automatically closed on Wednesday, August 7, 2019
Purchases initiated in fiscal year 2018-19 will be applied to 2018-19 budgets only to the extent that deliveries of goods and services are received by June 30, 2019.
Preliminary open P.O. reports will be provided to Division V.P.’s beginning March 25th. Review all your open purchase orders and unencumber funds from P.O.’s that are not critical to the completion of this fiscal year. All blanket P.O.’s must be reviewed and finalized. Any P.O.’s not currently needed should be closed. If the purchase order has been fulfilled (the item has been received or service has been rendered) but the P.O. is still open, contact Kathy Davis at [email protected] to close the P.O. Otherwise, all fiscal year 2018-19 P.O.’s will be automatically closed on August 7, 2019.
Purchase Order (P.O.) Rollovers Wednesday, August 7, 2019
A limited number and certain types of purchase orders that will not be fulfilled by June 30, 2019 may be rolled over to fiscal year 2019-20. General Unrestricted funds and certain Categorical funds from 2018-19 are not available for roll over to 2019-20. Fiscal Services will make final determination for all those P.O.’s requested to potentially be rolled over to the following year. Any intended P.O. rollovers must be received, in writing, no later than 5:00 p.m. August 7, 2019, and be addressed to Ping Lee at [email protected].
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Invoices By noon on Wednesday, August 7, 2019
During the fiscal year 2018-19, your department might incur unpaid expenses but won’t receive the invoice until July. The district is required to recognize the expenses in the period it’s incurred. Goods must be received and services must be rendered by June 30, 2019 in order to be paid from fiscal year 2018-19 funds. Invoices for fiscal year 2018-19 expenses must be received by Accounts Payable for processing no later than 12 p.m. on August 7, 2019. If your department has not received the invoice, please contact the vendor and submit your invoice to Accounts Payable by the deadline date. Invoices may be electronically sent to [email protected]. Your expediency in handling invoices will help ensure payment in the proper fiscal year. Invoices received after this deadline will be charged against fiscal 2019-20 budget.
Prepaid Expenses
During the fiscal year 2018-19, it may be necessary to pay for 2019-20 expenses in advance. The district is required to reallocate these transactions as Prepaid Expenses and record them in the fiscal year when the goods or services are used/rendered; not the fiscal year in which the expenses are paid. Please add a note, Prepayment 2019-20, at the top of any 2019-20 invoice requiring prepayment in 2018-19. Contact Ping Lee at [email protected] for questions regarding prepaid expenses.
Requisitions (Supplies, Equipment, & Services):
The deadlines for requisitions vary based on the type of purchase and funding source.
• Requisitions (Amount Greater than Bid Limit $92,600) Friday, April 5, 2019
Public Contract Code (PCC) Section 20651(a) requires the district to competitively bid and award contracts involving expenditure of more than $92,600 for any of the following:
1. The purchase of equipment, materials, or supplies to be furnished, sold, or leased to the district.
2. Services that are non-construction; and, 3. Repairs, including maintenance as defined in PCC section 20656, that
are not public projects as defined in PCC section 22002(c). Requisitions for goods and services that require a public bid (greater than $92,600) and requisitions for public works that require informal or formal public bid (greater than $15,000), regardless of funding source, must have complete workflow approvals and be ready for processing by Purchasing no later than April 5, 2019.
• Requisitions (Unrestricted Fund/No Bid Required) Monday, April 29, 2019
All requisitions, change requests for open P.O.’s, and service agreements for activity which should be processed against the fiscal year 2018-19 unrestricted fund source must have complete workflow approvals and be ready for processing by Purchasing no later than April 29, 2019.
3 | P a g e Fiscal Year 2019 Year-End Closing Memorandum
• Requisitions (Restricted Fund/No Bid Required) Thursday, May 9, 2019
All requisitions, change requests for open P.O.’s, and service agreements for activity which should be processed against the fiscal year 2018-19 restricted fund source (i.e. Categorical, IELM, State Scheduled Maintenance, etc.) must have complete workflow approvals and be ready for processing by Purchasing no later than May 9, 2019.
• Computer equipment and software purchases: Allow at least one week before each deadline to obtain I.S. approval.
• Furniture purchases: Allow at least four to six weeks lead time for the delivery
and installation.
• Requisitions for Fiscal Year 2019-20 Activity
Departments will be notified when fiscal year 2019-20 budget is available and when requisitions may be entered. Requisitions for fiscal year 2019-20 activity must be entered with a July 1, 2019 accounting date to differentiate between fiscal years when the new budget year is open. Contact Purchasing for more information.
CAL-Card Charges Expenditure Cut-Off: Friday, June 21, 2019
The expenditure cut-off date for fiscal year 2018-19 processed from CAL-Card is June 21, 2019. CAL-Card charges can take 24 hours to two business days to actually post on your statement. Charges posted after the June statement period will be paid from fiscal year 2019-20 funds. Remember that charges made using CAL-Cards do not encumber funds and, if not tracked closely, can lead to overspent budget. No equipment greater than $200, services, or personal expenses may be charged against a District CAL-Card. Purchases in violation of the CAL-Card policy, overspending of budgets, and/or late submission of statements are subject to revocation of cardholder privileges.
CAL-Card Reconciliation Statements Due to Internal Audit by Wed., July 10, 2019
Grants and Categorical Funds Project managers must review their work plan in conjunction with the grant expenditures posted on Budgets Overview. If your grant is expiring on June 30, 2019, please initiate all your purchases well in advance of May 9, 2019. As you are making plans for year-end purchases, pay particular attention to the district’s fiscal year-end deadlines. If a carry forward budget is allowed by the funding agency or by a federal grant ending on September 30, 2019, Fiscal Services may use deferred revenue accounts for associated goods and services that are provided for or delivered after June 30, 2019. Use a July 1, 2019 accounting date on requisitions for all goods and services to be charged against carry forward budgets. A good rule of thumb is to match the expense with the appropriate fiscal year revenue. Contact Pai Wang-Smith ([email protected]) for questions regarding financial reporting and deferred revenue.
4 | P a g e Fiscal Year 2019 Year-End Closing Memorandum
Facilities Work Requests Friday, April 12, 2019
All Facilities work requests that are to be charged against fiscal year 2018-19 funds must be received by the Facilities Department no later than April 1, 2019. Emergency requests after the cut-off date must have written justification and approval by the Assistant Superintendent/Vice President, Finance and Administrative Services on the prescribed form.
Applications for Use of College Facilities Friday, June 7, 2019
Pay Vouchers By noon on Wednesday, July 24, 2019
Any pay vouchers for non-PO purchases to be recorded as fiscal 2018-19 expenses must be received in Accounts Payable no later than 12:00 p.m. on July 24, 2019. Unless the request is for student refunds or travel reimbursements, pay vouchers have a limit of $1,000 and should not be submitted in lieu of purchase requisitions. Purchases over $1,000 must be processed through the regular purchasing guidelines (refer to the requisition deadlines above). Procuring goods/services from vendors who are not in the PeopleSoft database may cause delays in our ability to pay vendors. All new vendors must have a W-9 form on file.
Employee Travel/Mileage Reimbursement Wednesday, July 24, 2019
Claims for travel/mileage incurred during the fiscal year 2018-19 must be received in Accounts Payable no later than July 24, 2019.
Final Commercial Warrant Disbursement Thursday, August 8, 2019
This is the final check run for all fiscal year 2018-19 activity. No exceptions.
Cash/Checks Received Friday, June 28, 2019
All cash/checks collected are to be deposited within one business day. Do not hold funds received prior to June 28 for deposit in the following fiscal year. Departmental collections must be deposited to the Cashiers Office and posted in PeopleSoft by 3:00 p.m. on June 28, 2019. Deadline applies to San Marcos and all off site locations.
Accounts Receivable Friday, July 12, 2019
Departments knowing of amounts owed to the College as of June 30, 2019, including all billings to be invoiced, must send an email to Ping Lee at [email protected] detailing the amount owed, the name of the vendor, and the budget number which the revenue should be credited.
5 | P a g e Fiscal Year 2019 Year-End Closing Memorandum
Payroll-related Information Monday, July 1, 2019
All hourly timesheets, Overtime and Extra Hours reports, and Absence reports through June 30, 2019 are due to Payroll on July 1, 2019.
Budget Adjustments Friday, June 28, 2019
Requests for budget adjustments must be received in the Budget Office no later than 3:00 p.m. on June 28, 2019 to be processed in fiscal year 2018-19. Revenue/Expense Transfers Friday, June 28, 2019
All revenues/expenditure transfers submitted to Accounting pertaining to fiscal year 2018-19 must be received no later than by June 28, 2019.
Unless otherwise noted in this memo, these dates represent final cut-off for financial activities and adjustments and will be strictly adhered to. Please share this memo and the attached calendar of activities with the appropriate staff in your department.
We understand a special situation may arise that requires an exception to an item in this document. When this occurs, please contact the appropriate department as soon as possible in order to accommodate any necessary adjustments.
Any exception must have a written justification and approval by the following: (1) Division Vice President (2) Fiscal Director or Chief Business Officer
Palomar Community College District Finance and Administrative Services
YEAR‐END CLOSING DEADLINES FOR FY 2018‐2019
The table below summarizes the information provided on the year‐end memo. The cut‐off dates indicated below will be STRICTLY ADHERED TO:
Action Deadline PURCHASING AND CONTRACTS SERVICES:
Requisitions for goods and services requiring public bid (Amount over $92,600)
Friday, April 5, 2019
Requisitions for public works requiring public bid (Amount over $15,000)
Friday, April 5, 2019
Requisitions (Charged to Unrestricted Funds)
Monday, April 29, 2019
Requisitions (Charged to Restricted Funds)
Thursday, May 9, 2019
June Cal‐Card Statements to Robert Threatt, Internal Audit (Cal‐Card charges posted after the June billing statement will be charged to FY 2019‐20 budget)
Wednesday, July 10, 2019
All Open Purchase Orders (P.O.s) will be automatically closed
Wednesday, August 7, 2019
Requests for P.O. Rollovers (Notify Ping Lee at [email protected])
Wednesday, August 7, 2019
FACILITIES SERVICES
Work Requests (Emergencies with VP approval only after cut‐off with written justification on form)
Friday, April 12, 2019
Applications for Use of College Facilities
Friday, June 7, 2019
FISCAL SERVICES
Departmental Deposits (Cash/Checks/Credit Cards) to Cashiers Office .................by 3:00 p.m.
Friday, June 28, 2019
Revenue/Expense Adjustments
Friday, June 28, 2019
Budget Adjustments
Friday, June 28, 2019
Accounts Receivables/Billings to be Invoiced (Notify Ping Lee, Interim Accounting Manager, at [email protected])
Friday, July 12, 2019
Claims for Employee Travel/Mileage Reimbursements
Wednesday, July 24, 2019
Pay Vouchers (for non‐PO goods and services)… ..................................................... by 12:00 p.m.
Wednesday, July 24, 2019
Vendor Invoices for FY 2018‐19 Purchase Orders ..................................................... by 12:00 p.m.
Wednesday, August 7, 2019
FY 2018‐19 Final Check Run
Thursday, August 08, 2019
PAYROLL:
All Hourly Time Sheets through June 30, 2019
Monday, July 01, 2019
All Overtime and Extra Hours Reports
Monday, July 01, 2019
All Absence Reports
Monday, July 01, 2019