121
AGENDA ITEM BACKGROUND
TO: GOVERNING BOARD
DATE
FROM: PRESIDENT
SUBJECT:
August 6, 2012
2011-12 Cash Flow Update – Fourth Quarter
REASON FOR BOARD CONSIDERATION
INFORMATION
ENCLOSURE(S)
ITEM NUMBER
Page 1 of 3
D.4
BACKGROUND:
In fiscal year 2004-05, the state initiated the practice of deferring a portion of the expected June allocation
to the next fiscal year (July). Statewide, this amounts to $200 million dollars; for Cabrillo College this
roughly equates to a $2 million dollar reduction in cash received at the end of the fiscal year. Subsequent
years have seen a dramatic increase in cash deferrals:
2008-09
2009-10
2010-11
$3.4 Million deferred from January-April monthly allocations, to 2009-10.
$7.5 Million deferral from January-June monthly allocations, to 2010-11.
Approximately $1.5 Million in additional deferrals to 2011-12
The college relies primarily on monthly state apportionment payments to meet monthly expenditure
commitments such as payroll and general operating. The District has developed the attached cash flow
projection tools to aid in planning day to day cash management. Cash flow projections are updated based
on the latest state budget information. These reports track projected and actual cash activities, and balances
and identifies significant variances. The Quarterly Cash Flow Statement shows projected and actual cash
in and cash out. Variances between projected and actual cash flows are identified and explained on the
report as well as assumptions used to develop the projections.
The volatility of the state budget continues to make cash management a challenge for the District.
Cash flow updates will be provided to the Governing Board on a quarterly basis. The Projected Cash
Balance worksheet will include a rolling 12 month period.
Administrator Initiating Item:
Roy Pirchio
Victoria Lewis
Academic and Professional Matter
If yes, Faculty Senate Agreement
Senate President Signature
 No
No
Final Disposition
Cabrillo College 2011-12 Cashflow Statement
April
Projected
Actual
122
May
Actual minus
Projection
Projected
Actual
June
Actual minus
Projection
Projected
Actual
Actual minus
Projection
Cashflow In
781,196.00
10,725,473.53
781,196.00
10,429,588.95
(295,884.58)
2,141,642.00
7,045,050.00
869,233.00
7,520,051.78
(1,272,409.00)
475,001.78
596,735.00
2,537,836.60
995,787.00
2,315,039.80
399,052.00
(222,796.80)
11,506,669.53
11,210,784.95
(295,884.58)
9,186,692.00
8,389,284.78
(797,407.22)
3,134,571.60
3,310,826.80
176,255.20
Payroll
Accts Payable
Other/Xfers
4,343,085.98
2,838,095.65
3,944,682.44
2,938,114.56
(398,403.54)
100,018.91
-
4,497,742.51
2,266,442.04
1,292,706.00
4,855,331.30
2,263,563.34
1,734,373.36
357,588.79
(2,878.70)
441,667.36
2,310,382.44
1,900,635.83
2,022,257.38
1,951,783.39
(288,125.06)
51,147.56
-
Total Cash Out
7,181,181.63
6,882,797.00
(298,384.63)
8,056,890.54
8,853,268.00
796,377.46
4,211,018.27
3,974,040.77
(236,977.50)
Surplus/(Deficit)
4,325,487.90
4,327,987.95
Apportionment
Other/Xfers
Total Cash In
Cashflow Out
2,500.05
Variance Reconciliation
1,129,801.46
(463,983.22)
(1,593,784.68)
(1,076,446.68)
(663,213.97)
Assumptions
April
Cash In:
Cash Out:
April STRS paid in May
(372,705.00)
May
Cash In:
Controller's Office
Last minute Apport Deferral
(1,272,409.00)
Fin Aid Higher than Anticipated
400,000.00
April STRS paid in May
GF State Matching FD 46
372,705.00
390,518.00
Cash In:
Controller's Office
Apport Adjust
399,052.00
Cash Out:
P/R Lower than Anticipated
288,000.00
Cash Out:
June
*
Projected Apportionment includes deferrals of $9,699,713
*
Assumes no deferrals in categorical programs
*
Cash In and Cash Out Projections include all Financial Aid Activity
413,232.71
123
Cabrillo College 2011-12 Projected Cash Balance
July
Beginning Cash Balance
September
October
November
December
January
February
March
April
May
June
14,130,344.13
Cashflow In:
Projected
11,012,682.83
Actual
10,634,144.83
TRAN Borrowing
Internal Borrowing
Variance (Actual-Projection)
(378,538.00)
Cashflow Out
Projected
Actual
TRAN Repayment
Variance (Actual-Projection)
August
(4,245,316.26)
(4,971,121.99)
(725,805.73)
4,021,675.58
4,689,518.49
7,470,620.61
9,007,012.56
6,933,540.25
7,681,942.77
6,631,568.60
7,759,057.17
667,842.91
1,536,391.95
748,402.52
1,127,488.57
(6,181,541.22)
(7,522,591.95)
(4,334,055.56)
(1,341,050.73)
(7,170,855.03)
(8,212,923.54)
(8,763,282.54)
(10,957,586.41)
(1,042,068.51)
(2,194,303.87)
(6,775,077.66)
(6,812,866.83)
(764,833.33)
(37,789.17)
14,430,424.10
14,033,653.35
2,690,562.89
2,227,166.25
(396,770.75)
(463,396.64)
(7,511,193.28)
(8,262,411.42)
(6,049,034.44)
(5,778,027.57)
(751,218.14)
271,006.87
4,066,475.78
5,338,148.12
6,930,014.70
7,134,527.68
1,271,672.34
204,512.98
(8,693,296.74)
(9,749,346.80)
(10,293,646.00)
(12,261,881.22)
(1,056,050.06)
(1,968,235.22)
11,506,669.53
11,210,784.95
(295,884.58)
5,179,029.00
4,381,621.78
4,007,663.00
(797,407.22)
(7,181,181.63) (8,056,890.54)
(6,882,797.00) (8,853,268.00)
298,384.63
(796,377.46)
3,134,571.60
3,310,826.80
176,255.20
(4,211,018.27)
(3,974,040.77)
236,977.50
Projected Ending Cash Balance
20,897,710.70
14,403,789.50
14,703,555.08
12,873,812.79
11,965,470.40
18,884,701.22
15,526,229.67
10,899,408.71
7,535,777.41
11,861,265.31
8,983,403.77
7,906,957.10
Actual Ending Cash Balance
19,793,366.97
12,626,237.95
13,420,326.97
10,144,683.33
11,090,873.67
16,862,115.60
13,311,254.28
8,900,055.60
3,772,702.06
8,100,690.01
7,636,706.79
6,973,492.82
Total Projected to Actual Cash Variance:
Approx $1.16 million withheld from May
Apportionment as an offset to projected
RDA payments
(933,464.28)