3.1.2sr2 - SRTC Procedure: Perkins Budgeting

Each year the State Board of the Technical College System of Georgia (TCSG) approves the allocation of Federal Perkins Funds that are distributed to the technical colleges. Budget development for the expenditure of Southern Regional Technical College’s Perkins allocation is coordinated by the Institutional Effectiveness (IE) Division at the College. Perkins funding is allowed as follows:

1. for activities that focus on specific requirements as outlined in the federal regulations;

2. for activities that focus on performance on core indicators (Perkins Measures);

3. for developing and offering secondary students opportunities to acquire postsecondary education credits as follows:

A. to participate in career pathways programs of study that have a postsecondary element;

B. to participate in academic courses; and

C. to participate in dual or concurrent enrollment programs.

4. for comprehensive professional development activities;

5. for activities involving the collaboration of stakeholders in the development, implementation, and evaluation of programs and services assisted through Perkins funding;

6. for programs and services of sufficient size, scope, and quality to bring about improvement in the quality of occupational programs; and

7. for activities for special population students.

The initial Perkins Budget is proposed in the spring of each year by the Vice President for Institutional Effectiveness to the President and President’s Leadership Cabinet, and reviewed by the local Board of Directors. The budget is submitted to the Technical College System of Georgia (TCSG) for approval, and upon approval, TCSG provides an award letter to the President, the Vice President for Institutional Effectiveness, and the Administrative Services Office. Budget amendments are allowed throughout the fiscal year with approval granted by TCSG.

Transaction work flow specific to Perkins budgeting, purchasing, accounts payable, accounts payable-travel reimbursement, reconciling, equipment inventory, and revenue are included in the Perkins Budgeting Process detailed below.

Responsibility:
The Vice President for Institutional Effectiveness has the overall responsibility for ensuring this procedure is implemented.

Status:
Approved: 03-09-2015
Implemented: 07-01-2015


SRTC Perkins Budgeting Flow Chart (transcription below)

SOUTHERN REGIONAL TECHNICAL COLLEGE

Perkins Budgeting Process

  1. Perkins Budget allocation received from the Technical System College of Georgia by the President, Vice President for Institutional Effectiveness, & Vice President for Administrative Services.
  2. The Vice President for Institutional Effectiveness provides copies to the Vice President for Academic Affairs and Vice President for Student Affairs.
  3. The Deans for Academic Affairs and/or Vice Presidents provide allowable activities (e.g. purchase requisitions and quotes) for review and inclusion in College's Perkins Budget. Submission of requisitions and quotes will also be needed for budget amendments.
  4. Proposed Perkins Budget developed by the Vice President for Institutional Effectiveness with Payroll cost input from the Vice President for Administrative Services or Accounting Director and submitted to President's Office for approval.
  5. The President accepts or revises Perkins Budget and Activities based on need.
  6. The Vice President for Institutional Effectiveness submits the Perkins Budget to the Local Board of Directors for review and signature by Board Chair and President.
  7. The Vice President for Institutional Effectiveness submits Perkins Budget to the Technical System College of Georgia for approval.
  8. Approval Received? If no, go to item 8.1. If yes, go to Item 8.2
    1. Not approved:
      1. The Vice President for Institutional Effectiveness modifies the Perkins Budget request to comply with reviewer’s Comments.
      2. The Vice President for Institutional Effectiveness resubmits the Perkins Budget to the President for approval and forwards on to the Technical System College of Georgia. Return to item 8.
    2. Approved:
  1. The Technical System College of Georgia sends President an Approval Letter and copies the Vice President for Administrative Services and Vice President for Institutional Effectiveness.
  2. The College Perkins Budget Approval Letter is then received from the Technical System College of Georgia.
  3. The Vice President for Institutional Effectiveness sends copies of the Approval Letter and Perkins Budget to the Vice President for Academic Affairs Vice President for Student Affairs, and other supervisors having approved item(s) in the Perkins Budget.
  4. The Vice President for Administrative Services provides approved Perkins Budget to the Accounting Director.
  5. The Accounting Director enters approved Perkins Budget into PeopleSoft.
  6. Perkins funded personnel are mapped to the correct chart field information in the Human Resource Management System (HRMS) by Accounting Director.

Perkins Budgeting Process - Purchasing

  1. Approved Perkins Budget.
  2. Faculty or Staff member obtains quote and prepares purchase requisition.
  3. Requisition is routed to Employee’s Supervisor for approval and coding.
  4. Approval Received? If no, go to Item 4.1. If yes, go to Item 4.2.
    1. Not approved:
  1. Route requisition back to Employee for revision or cancellation.
  2. Employee makes revisions as identified per supervisor request. Return to item 3.
  1. Approved:
  1. Employee’s Supervisor submits requisition to the Vice President for Institutional Effectiveness for approval signature.
  2. Approval Received? If no, go to Item 4.2.2.1. If yes, go to Item 4.2.2.2.
    1. Not Approved:
      1. Return to Item 4.1.1.
    2. Approved:
      1. Requisition is routed to the Vice President For Administrative Services for approval, budget check and coding by the designated Purchasing Technician
      2. Approval Received? If no, go to Item 4.2.2.2.2.1. If yes, go to Item 4.2.2.2.2.2.
        1. Not Approved:
          1. Return to Item 4.2.1.
        2. Approved:
          1. The Vice President for Administrative Services determines proper procedure to use (state contract, bid, or open market).
          2. The Vice President for Administrative Services routes requisition to Purchasing Technician to create Purchase Order in PeopleSoft accounting system.
            1. If purchase is greater than or equal to $125,000:
              1. Item ≥ $125,000.00 requires State Board of the Technical College System of Georgia approval.
              2. Technical System College of Georgia purchasing staff. (Refer to Purchasing Guidelines for final steps.)
            2. If purchase is greater than or equal to $25,000:
              1. Requires the Technical System College of Georgia to bid.
              2. Technical System College of Georgia purchasing staff. (Refer to Purchasing Guidelines for final steps.)
            3. If neither applies:
              1. Dispatched purchase order is routed for placing vendor order.

Perkins Budgeting Process - Accounts Payable

  1. Shipments are received in Facilities by the Shipping/Receiving Technician.
  2. Packing Slip includes Purchase Order number which is used as reference for Receiving Technician to receipt into PeopleSoft.
  3. Shipping/Receiving Technician forwards package to Requestor.
  4. Requestor inventories package, noting received items on copy of Purchase Order.
  5. Purchase Order Receiving Copy sent to Accounts Payable.
  6. Accounts Payable Technician files Purchase Order receiving copy to match with invoice.
  7. Invoiced.
  8. Accounts Payable Technician compares receiving Purchase Order quantity & price to invoice.
  9. Differences are discussed with the Requestor for further processing or vendor resolution.
  10. If amount invoiced is different from Purchase Order, Accounts Payable Technician consults with Vice President for Administrative Services. If funds are available for that Perkins item, the invoiced amount is charged to the Perkins. Otherwise, overage is charged to tuition.
  11. Accounts Payable Technician uses the paperwork to create an Accounts Payable voucher in the PeopleSoft accounting system.
  12. The Accounting Director sets the check run in PeopleSoft and prints vendor checks weekly.
  13. Vendor Check generated.
  14. The Accounting Director mails check to Vendor(s).
  15. A copy of the check is filed by Accounts Payable Technician along with a copy of the Purchase Order, packing slip, and invoice.


Perkins Budgeting Process - Accounts Payable (Travel Reimbursement)

  1. The Employee prepares travel summary form attaching hotel receipts, agenda, and pre-travel authorization form.
  2. Travel form submitted in Concur Travel System with attachments
  3. Employee’s Supervisor reviews and approves.
  4. Approval Received? If no, go to Item 4.1. If yes, go to Item 4.2.
    1. Not Approved:
      1. Route reimbursement request back to the Employee for revision or cancellation.
      2. Employee makes revisions as identified per supervisor request. Return to Item 3.
    2. Approved:
      1. The Vice President for Institutional Effectiveness reviews and approves.
      2. Approval Received? If no, go to Item 4.2.2.1. If yes, go to Item 4.2.2.2.
        1. Not Approved:
          1. Return to Item 4.1.
        2. Approved:
          1. The Vice President for Institutional Effectiveness submits expense report in Concur to the Vice President for Administrative Services.
          2. The Vice President for Administrative Services reviews for correct allocation, available funding, compliance with state travel regulations and codes.
          3. The Accounting Technician receives expense report in Concur and creates a voucher in PeopleSoft.
          4. The Accounting Director sets check run and prints checks weekly.
          5. The Accounting Director mails check to employee.

Perkins Budgeting Process - Reconciling

  1. An Excel budget to expense comparison worksheet is shared on the College network by the Vice President for Institutional Effectiveness and the Vice President for Administrative Services.
  2. The Vice President for Administrative Services periodically updates the Perkins Budget comparison worksheet for projected payroll costs, paid vouchers, and encumbrances by budget line item, using PeopleSoft queries and General Ledger.
  3. The Vice President for Institutional Effectiveness reviews the worksheet to inquire from the stakeholder of potential need for Perkins Budget amendment.
  4. The Vice President for Institutional Effectiveness prepares any amendments necessary to spend excess Perkins funds by fiscal year end.
  5. Return to Budget Procedures.


Perkins Budgeting Process - Equipment Inventory

  1. The Vice President for Administrative Services routes requisition to the Purchasing Technician to create purchase order in PeopleSoft accounting system.
  2. Items charged to account #616xxx and 72xxxx are flagged in PeopleSoft by the Purchasing Technician as assets.
  3. The Accounting Director reviews vouchers weekly that are associated with Purchase Orders flagged as assets.
  4. The Accounting Director pulls those paid vouchers over to PeopleSoft Asset Management for recording into asset records.
  5. The Accounting Director issues green inventory decals to the custodian and records the decal # associated with the asset into asset records.
  6. The custodian places the assigned decal on the piece of equipment.
  7. The Accounting Director reconciles expenses on the General Ledger to the asset records annually and coordinates a physical inventory every two years.

Perkins Budgeting Process - Revenue

  1. Revenue is recorded on a reimbursement basis.
  2. The Accounting Director reviews labor reports and Accounts Payable query monthly to identify reimbursable expenses.
  3. The Accounting Director prepares a monthly cash draw request for reimbursable expenses and submits to the Technical System College of Georgia for payment.
  4. The Accounts Receivable Technician records a receivable from the Technical System College of Georgia and revenue using the cash draw request as documentation.
  5. The Technical System College of Georgia deposits payment into the College operating account each month. The Accounts Receive Technician applies payment to the receivable.
  6. Accounts receivable are reconciled monthly by the Accounting Director.