Policies & Procedures

Operating and Capital Budget Appropriation Request

In an effort to educate and involve fiscal officers, department chairs, deans, directors, and senior administrators in the University's budget process, our current process has been discussed at fiscal officers' meetings. A budget timeline for FY2018 (July 1, 2017 - June 30, 2018) and FY2019 (July 1, 2018 - June 30, 2019) has been prepared and distributed for guidance and compliance (click schedule to download). Our goal is to adhere to the budget timeline, however, some tasks may be subject to change. In addition, appropriation budget request forms have been revised to meet our current fiscal needs. Please complete the budget request forms to align with the annual Planning, Measurement and Effectiveness (PME) plan you prepared in line with the 2012-2016 Strategic Plan.

The budget request forms, if applicable, are to be completed for appropriated funds only (click here to download forms).

Form UBC 1- Requests for New Operating and Capital Budget Appropriation-Indicate fiscal year for which funds are being requested. Senior executive officers will consolidate and prioritize the funding needs submitted to them by various departments/colleges reporting to them. They will submit their division-level budget recommendations, along with the other applicable budget request forms, to the Budget Office and the University Budget Committee (UBC). Senior executive officers will be asked to present before the UBC members their FY2018 operating budgets and FY2019 operating and capital budget appropriation requests early next year. The UBC will make its budget recommendations to the University President. FY2019 budget requests approved by the University President will require CSU Board approval to seek appropriation funding from the State through the legislative budgeting process.

Form UBC 2- Reallocation Recommendations for President (or designees) and Vice-Presidents Only- Due to our current budgetary situation at CSU and the State as a whole, reallocation process is very important in order to fund unfunded critical needs.  This form may be used to permanently reallocate resources between line items and departments within or among colleges beginning FY2018. Since this is a reallocation, budget changes should be zero sum transactions (total decrease column should equal total increase column). You will get an error message if the 2 columns are not equal. Only permanent budget changes approved by the University President or Vice-Presidents will be processed by the Budget Office.

Form UBC 3- Capital Requests - Indicate your FY2019 (and beyond) capital budget appropriation requests. Complete the FY2019 narrative questions concerning the capital project(s) being requested. You may need some input/assistance from the Physical Plant department to arrive at an estimated project cost.

Form UBC 4 -Request to Institutionalize Grants (Optional) - This form will be completed only for grant-funded initiatives/programs that will now be funded with state appropriation dollars. Provide justification why the grant should be institutionalized, its benefits to CSU, and the department and current students. Submit supporting documents regarding how the program costs including personnel will be covered by the requesting department and/or college or division. Indicate fiscal year and priority.

Please submit the division-level budget request forms to the Budget Office electronically at budget2@csu.edu and hard copy request forms to UBC by December 9, 2016.

Development of FY2018 Non-Appropriated Funds Budget 

The Office of Budget is currently coordinating the development of the FY2018 Internal Operating Budget for Non-Appropriated unrestricted funds, which will be submitted in summary form for Board approval. Due to the statewide budget crisis, it is more critical than ever to explore revenue-generating opportunities to become self-sustaining entities and to be able to serve our students with scarce resources. With the Governor's budget proposal for additional state appropriation reductions in FY2018 for Chicago State University, note that you may have to change funding source to pay for some critical needs in your organizations. 

Under the CSU Accounting System, each organization must indicate both expected revenue and anticipated expenditures. The approved detailed budgets will be loaded into the accounting system as your initial FY2018 budget. If your actual revenues vary significantly from your estimate, you will be asked to adjust your budget during the fiscal year.

As fiscal officer you are expected to manage your expenditures to meet your needs, but not exceed your annual actual revenues (net of uncollectible allowance, if applicable).

Please complete the four (4) non-appropriated budget call forms (plus a supplemental form for selected organizations) that are available online on the Budget Office webpage by clicking this link, http://www.csu.edu/budget/forms.htm . The current FY2017 Personal Service will be sent to you separately for your review and may be used as a reference to complete the FY2018 Personal Service form. All of the forms are downloadable and fill-able.

Beginning last year, the fiscal officers are requested to submit their FY2018 preliminary draft budgets to the Office of Budget for further review and discussion PRIOR to submitting their budget call forms to their vice-president for approval. The final budget call forms and the personal service details will be forwarded by the Office of Budget to both the fiscal officers and vice-presidents for electronic approvals.

Form Idescribes the purpose of the organization that generates the revenue.

Form II details the total FY2018 revenue budget, which must be projected as accurately as possible. In order to assist fiscal officers of organizations receiving revenues from student mandatory fees, assume a flat enrollment (for budgeting purposes only). Please attach a short justification for any increase in revenue. Revenue increases without a justification statement will be returned as incomplete. 

Organizations which receive their revenue from mandatory fees, i.e. Student Activity Fees, Student Athletic Fees, Student Union Fees, Student Health Service Fees, Student Health Insurance Fees, Facilities Fees, Technology Fees, and UPASS should plan on using  an allowance rate of 10% given our current uncertainties.

Form III  enter the FY2018 revenue budget after allowance (from Form II) and detail the total anticipated FY2018 expenditure budget by line item. The total FY2018 expenditure budget may not exceed projected revenues less allowance.  Special care should be taken in completing the following expenditure items for FY2018 (July 1, 2017 to June 30, 2018): 

1.  Personal Services

Salaries All continuing personnel salaries are provided at their current annualized FY2016 salary. Please budget all filled positions at their FY2017 annual salaries. Report vacant positions on a separate line, as indicated.

Temporary Administrators (TA), Extra Help (XH), Student Aide (ST), Overrides (OR), Overtime (OT) and Temporary Upgrades (UP)- Salary lines for each of these positions should be specifically identified and budgeted in the personal services detail and included in the personal services total. Enter a budget of zero for any salary line not applicable to your operation. Please note that if you budget zero for any salary line such as overtime, you will not have authority in your budget to incur overtime expenses in FY2018, unless you submit a budget transfer request approved by your vice-president.

New Positions - All newly created positions being requested should be defined by Position Class Number, Title, and should include items (2) through (4) as shown below.

Example:        Position Title
                      C6132 Project Director
                      0846 Secretary III


If you do not know the position title or salary level for the newly created position, please obtain the needed information from Human Resources.

For new staff hired into the created position, please provide:

  1. Individual's Name
  2. Percent Time Working on Project, if not 100%
  3. Number of Months Employment in FY2018
  4. Total Salary for FY2018

2. Non-salary Items

Please indicate the dollar amounts proposed for each non-salary item.  Enter budget of zero for any line item not applicable to your operation.  If you have any questions regarding appropriate use of the line items, please call the Office of Budget.

Social Security/Medicare (7.65% for extra help; and 1.45% for all others) represents the employer’s required match and is charged to non-appropriated accounts with personal services.

Selected organizations must complete supplemental Form III-A to provide details of special operational expenses.

TIP: Refer to CSU X-Press to see your FY2017 and prior year actual revenues and expenditures, including actual payroll details, as a guide to help you draft the budget for the new fiscal year.  Access to CSU X-Press must be requested from Mary Long, Director of Business Systems at mlong20@csu.edu.

Revenue and Expenditure Budgets due to:
*Office of Budget for preliminary review by Friday, April 14, 2017

*Vice-President for final approval by Friday, April 28, 2017

If you have any questions, please call Charlie S. Grijalva or Yolanda Castrejon Uriostegui at ext. 2063.