Principal Executive Staff (PES) and the Advisory Council on Finance, Personnel, and Development review the college budget each fall and then consider potential revenues and expenses for the following fiscal year.
These groups recommend a budget to the president (generally in late January) and the budget is presented to the Trustees in April for their review and approval.
For current year details, please visit our Budget Information (login required) page on Inside Davidson.
View Your Departmental Budget
Operating and/or Compensation
Departmental budgets are comprised of two components; the Operating Budget and the Compensation Budget.
The Compensation budget includes the salary and related benefits of permanent positions, and is created based on HR position records. The Operating Budget includes all other departmental expenses, and is created by the Department and submitted for entry into Banner.
Budgets (either Operating, Compensation or the full departmental budget) may be viewed using Banner (real-time activity), Banner Self-Service (real-time activity) or Inside Davidson Reports (updating throughout the day but is not real time). Additional information on these options can found on Banner Finance.
Departmental Operating Budget Spreadsheet Information
The Operating budget includes all expenses except the salary & benefits of permanent positions which are budgeted for as part of the Compensation Budget.
Operating budget packages are generally distributed in mid-April, after Trustee approval of the full college budget, with a due date of mid-May. You will receive an email from your vice president and/or budget manager when budget spreadsheets are available. The Business Services Office enters departmental budget information into Banner so that is will be available in Banner and budget reports on July 1.
Changes to Budget Spreadsheet
Each budget spreadsheet feeds into a Divisional Summary spreadsheet. Please complete only the shaded areas of your departmental worksheet and do not make any other changes (i.e. eliminating rows/columns, adding rows/columns, etc.) If you do need to have a change made to your budget worksheet, please contact the Assistant or Associate Controller so that we can make this change for you.
Update the amounts in the FY21 Annual Budget column to reflect your departmental budget. The spreadsheet is set up so that the budget for FY21 is equal to your budget for FY20, adjusted (when applicable) for any budget reductions, approved increases and/or one-time items from FY20, provided we were given the account number(s) to adjust.
If we did not know the specific account to adjust, you will see a line that includes the change to your budget. This amount must be allocated to individual budget line items prior to submission.
You many reallocate funds between line items or add/remove budget lines, but your total budget must not change, unless you have approval from your vice president.
If you need a new account number, please check the Chart of Accounts Lookup (located in the Self Service folder of InsideDavidson reports, login required, VPN required for off-campus access). If you do not find an account that meets your needs, email the Assistant or Associate Controller for assistance.
Compensation Items Included in the Operating Budget
As noted above, the Compensation Budget includes the salary & benefits of permanent positions. Any other compensation payments are considered operating expenses and must be included in the operating budget, if applicable. (This does not apply to Auxiliary Budgets as those departments are required to budget for both compensation and operating expenses.)
- 611016 Supplemental pay*
- 611023 Temporary administrative employees*
- 612023 Temporary bi-weekly employees*
- 612100 Overtime*
- 613220 Student assistants**
- 614000 Casual labor*
- 622000 Meals
- 623500 FICA - Temporary workers
- 625000 Moving Expense
- 627000 Rent
- 628020 Workers Compensation
- 631000 Physical Exams
- 632000 Awards for Employees
- 635000 Section 457 Plan
- 636000 Section 457(b) Plan
*Item is subject to FICA at a rate of 7.65 percent. This amount should be budgeted for in account 623500.
**Students are exempt from FICA during the school year. Therefore, FICA need only be calculated on student assistants who work during the summer months.
Once your FY21 budget is complete, notify your vice president or supervisor who will review the division as a whole and then notify us when division-wide spreadsheets are complete.