Budget Hearings
Fiscal Year 2013 – 2014
Midwestern State University
March 21 – 22, 2013
Welcome!!
Introduction to Budget Hearings
• Why MSU is holding budget hearings
– Greater understanding
– Transparency
– Link to MSU strategic goals
• Attendance is optional
• Materials are posted on the Budget Office website
(www.mwsu.edu/adminfinance/budget/index.asp)
• Information will be used to help with FY14 budget
decisions
Thursday Schedule
Presenting this morning, March 21, 2013
 Business Affairs and Finance
 Selected Business Affairs and Finance areas
 Facility Services
 Purchasing and Paperless Initiative
 Enrollment Management and Student Affairs
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Student Service Fee and Other Revenue Areas
Auxiliaries
Enrollment Management and Student Affairs Administration
Enrollment Management
Thursday Schedule
Presenting this afternoon, March 21, 2013
 University Advancement
 Alumni, Development, Marketing and Public Information,
Scholarships, MSU Charitable Trust and Foundation, MSU
Endowments
 Administration and Institutional Effectiveness
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Institutional Research and Planning
Information Technology
Distance Education, IELI and Continuing Education
Cycling Team
Administration and Institutional Effectiveness
Thursday Schedule
Presenting this afternoon, March 21, 2013
 President’s Office
 President’s Office, Audit, General Counsel, Legislative Affairs,
Board of Regents, Sikes House, South Campus Operations
 Human Resources
 Athletics
 Wichita Falls Museum and Art Center
Very full agenda. Please keep within your scheduled time. We
will assist by giving a 5 minute wrap-up warning. You will be
asked to stop at the appropriate time.
Strategic Goals
Six strategic goals approved by the Midwestern State
University Board of Regents:
 Strengthen the extent to which MSU’s mission and vision
are effectively conveyed both within and outside of the
organization, and serve as the basis for decisions.
 Establish and implement processes for effective faculty
recruitment and retention to ensure the highest quality
faculty.
 Increase the quality of education provided to students to
ensure they have essential competencies to contribute to
society, embark on or advance in chosen careers, and engage
in lifelong learning.
Strategic Goals, continued
Six strategic goals approved by the Midwestern State
University Board of Regents:
 Acquire and incorporate technology (equipment,
software, process, etc.) that enhances educational quality
and operational effectiveness.
 Increase the number and quality of students admitted
to and retained in graduate and undergraduate programs.
 Expand and diversity university resources.
Budget Calendar
Dates for Fiscal Year 2014 Budget Preparation
April 1, 2013
Voluntary separation paperwork due.
Mid April 2013
Discussion on enrollment and any possible fee increase.
April – May 2013
Work with departments on budget submissions.
May 2013
State appropriation finalized.
May 10, 2013
Board of Regents approves tuition and fees for FY 2014.
May 28, 2013
All changes due to Budget Office for first draft.
Early June – Mid July 2013
Budget workshops with the Budget Oversight Committee.
June 27, 2013
2014 draft presented to Budget Oversight Committee.
July 17, 2013
Final budget changes due in the Budget Office.
July 25, 2013
Budget is mailed to Board of Regents.
August 9, 2013
Board of Regents takes action on the proposed budget.
Budget Hearings
Business Affairs and Finance
By Valarie Maxwell
March 21, 2013
MSU Overview
▪ FY 2013 Operating Budget ~ $95.7 Million
Major components:
▪ 655 current benefit eligible positions, full-time
equivalent faculty and staff
▪ Our payroll is over $37 Million
▪ Fringe benefits over $11.38 Million
▪ Maintenance /operation budgets are $9.9 Million
▪ Scholarships over $20 Million
▪ Annual debt service is $9.8 Million
▪ Operating budget is fall semester enrollment driven
Business Affairs and Finance
Payroll
Controller/Business Office
Business Affairs and Finance
Budget Office
Facility Services and Purchasing Office
~ Presentations to follow
Mission
The mission of the Business Affairs and Finance division
is to complement Midwestern State University’s
mission as the Liberal Arts University of the State by
providing exemplary support services for
instructional, research, and public service to the entire
campus community while maintaining a safe, secure
and pleasant environment for students, faculty, staff
and visitors. We are committed to innovation, change,
and continuous self-evaluation, with a commitment to
provide high quality customer service to internal and
external constituents in day-to-day financial and
business operations.
Division Emphasis
• Customer Service Excellence
– High Quality
– Efficient
– Best Practices
• Superb Financial Stewardship
– Transparent
– Accurate
– Timely
• Effective Facilities Management
– Functional
– Safe
– Attractive
Payroll Office
▪ Three staff
▪ Payroll disburses over $37,000,000 in salaries
and wages
▪ Payroll Paperwork
▪ Process over 1,800 PTF’s
▪ 686 Staff Notice of Employments
▪ 803 Faculty contracts (includes adjunct, GTA,
and summer school)
▪ 1,889 W-2’s for 2012 ~ only 300 employees
have chosen electronic format
Payroll Office, continued
▪ Responsible for:
▪ Federal and state reporting
▪ Tax deposits
▪ International employee paperwork
▪ Efficiencies:
▪ Web time entry for hourly payroll ~ March 2010
▪ Electronic payments ~ December 2010
▪ Almost 19,000 direct deposits generated in 2012
▪ Only 92 actual paper checks cut in 2012
▪ All payroll vendors (child support, ORP, student
loans, bankruptcies, etc.) totally electronic except
for 5 vendors
Payroll Office, continued
▪ Currently the operational budget is combined with
the Business Office budget and we are hoping to
change that next year.
▪ Certified Payroll Professional training is requested
which is done through the American Payroll
Association. Conference geared specifically for
higher education.
▪ 2012 state audit found no errors during a major
payroll sample test.
Controller/Business Office
▪ Staff of 12 FTE
▪ Controller, Assistant Controller, University Cashier
▪ 3 each: Accountants, Accounting Assistants and
Tellers
▪ Front line for student billings/receivables and all
campus deposits
▪ Accounts payable, travel, university investments
and all financial reporting
▪ Operations and travel budget reduced over 14% since
2010
Controller/Business Office,
continued
▪ 2012 compared to 2008, reduced postage 73%,
over $17,000
▪ Student refund shift to direct deposit
Year
Checks
Direct Deposits
2011
58.40%
41.60%
2012
41.03%
58.97%
2013 (2 terms)
39.99%
60.01%
▪ Student e-bills instead of paper bills
Business Affairs and Finance
Budget Office
▪ Staff of 3 FTE
▪ Every PTF needs budget approval, signature and
processing, over 1,800
▪ Every Personnel Requisition Form needs approval and
signature
▪ Oversight on centralized budgets
Group health insurance accounts
TRS surcharge
Unemployment/workman’s compensation
Building insurance
Tuition rebates
Debt service
FTE proportionality within state limits
Fringe expense calculations
State appropriation spending
Credit card costs
Business Affairs and Finance
Budget Office, continued
▪ Calculate and/or review all revenue calculations
Resident and non-resident tuition
Three-peat income
Interest income from various sources
Indirect cost
All student paid mandatory fees
Facility rentals
Auxiliaries like housing and meal plan revenues
Library fines
Vending and bookstore commissions
Returned check charges
Installment and loan origination fees
Administrative overhead
Scholarship pass-through like Pell, SEOG
Camp incomes
Late registration and application fees
Gate receipts and ticket sales
Various sources of sales and services sold
Parking fines and decal sales
Interdepartmental transfers
Grant income
Business Affairs and Finance
Budget Office, continued
▪ Working with departments on budget issues
▪ 2013 ~ rebuilding and balancing of the current year
▪ 2013 is a legislative year
▪ Analysis of proposed bill patterns
▪ New bill drafted to improve investment
efficiencies
Business Affairs and Finance
Budget Office, continued
▪ Efficiencies achieved and proposed
▪ Less printing of hard copy budgets and
Legislative Appropriations Requests ~ done
in CD format
▪ On-line budget transfers coming
▪ Decentralizing part of budget development
process
▪ Advocates for electronic PTFs, contracts, PRFs,
and staff notices of employment
Business Affairs and Finance
Budget Office, continued
▪ Looking forward as we prepare 2014 budget
▪ Faculty merit pool implemented through salaries
▪ Group health insurance rate increases
▪ Instructional Enhancement Fee restructured
▪ Restructuring of mandatory student fees
▪ Possible classified pay plan base increase ~
base pay not increased since 2007
We do ask for your assistance as we prepare 2014 by
being attentive to timelines and requests for
information. We are here to help in any way needed.