state apportionment review

State Apportionment ReviewPALOMAR COLLEGE

BUDGET COMMIT TEE MEETING

MARCH 12, 2019

TopicsOVERVIEW OF THE FUNDING MODEL

HOLD HARMLESS PROVISION

STUDENT CENTERED FUNDING FORMULA (SCFF)

OVERVIEW OF THE FUNDING MODEL

Today’s discussion is primarily about these funds

1%

Non-resident Tuition 2%

lnterfund Transfers-In

4% \ lntrafund Transfers-In l\

1% I Misc State Reven ~

1% ~ State Lottery

2%

Apprentic_!l>hip 2%

FY 2018-19ADOPTED BUDGET

FUND 11 REVENUES TOTAL$ 128,087,650

■ State Apportionment

■ Apprenticeship

■ State Lottery

■ Misc State Revenues

■ lntrafund Transfers-In

■ lnterfund Transfers-In

■ Non-resident Tuition

Misc Local Revenues

Today's discussion is primarily about these funds

OVERVIEW OF THE FUNDING MODEL

HIGHER OF SCFF OR TCR

5,622,823 5,670,617 6,003,504 6,082,724 6,247,566 1,124,565 1,134,123 1,200,701 1,216,545 1,249,513

86,633,148 77,966,685 82,550,381

93,362,762 95,892,893

-4,983,159

1,290,866

3,068,991 3,152,161

-15,154,056

-

- -

4,014,135

-

8,070,373

4,817,422 4,947,974 19,630

16,603

18,219

19,149

17,197

15,000

15,500

16,000

16,500

17,000

17,500

18,000

18,500

19,000

19,500

20,000

-

20,000,000

40,000,000

60,000,000

80,000,000

100,000,000

120,000,000

2014-15 2015-16 2016-17 2017-18 2018-19 (2017-18+COLA)

TCR COMPARISONS

BASE CENTER FTES ADJUSTMENTS STABILITY RESTORATION FUNDED FTES- - - - - - *

HIGHER OF SCFF OR TCR

HOLD HARMLESS PROVISIONS

3.46% 2.86% 2.92%2.71%COLA

II 1

2

3

4

5

D

2018-19

SCFF CALCULATION

107,224,621

2019-20

SCFF CALCULATION

2020-21

SCFF CALCULATION

2017-18 TCR (NO 2017-18 TCR (NO COLA) N/A COLA)

108,548,444

N/A

N/A

2017-18 TCR + COLA

111,490,107

N/A

GREATER OF LINE 1 OR 2 IN 2018-19

2017-18 TCR + 2018-19 & 2019-20 COLAs

2017-18 FTES RATES, WITH BASIC

ALLOCATION,

APPLIED TO 2020-21 WORKLOAD (NO COLA)

GREATER OF LINE 1 OR 2 IN 2019-20

2017-18 TCR + 2018-19, 2019-20, & 2020-21 COLAs

2021-22 AND OUTYEARS

SCFF CALCULATION

N/A

2017-18 FTES RATES, WITH BASIC ALLOCATION,

APPLIED TO 2021-22 WORKLOAD (NO COLA)

GREATER OF LINE 1 OR 3 IN 2020-21 (OR PY)

N/A

STATUTORY REFERENCE

ECS 84750.4(b)-84750.4(f)

ECS 84750.4g(l)

ECS 84750.4(g)(2)

ECS 84750.4(g)(4)

ECS 84750.4(g)(h)

STUDENT CENTERED FUNDING FORMULA

SECTION 1: BASIC ALLOCATION 2018-19: 70%

BASE FTES: CREDIT FTES 3-YEAR AVERAGE

BASIC ALLOCATION 2016-17 2017-18 STABILITY ADJ 2018-19 FUNDED S-PAID

2018-19 FUNDED RATE TOTAL

CREDIT 17,424.79 17,995.96 (1,923.11) (86.17) 15,986.68 17,287.10 17,287.10 3,727 64,429,034

SPECIAL ADMIT CREDIT 453.88 72.49 526.37 526.37 526.37 5,457 2,872,401

INCARCERATED CREDIT - 13.68 13.68 13.68 13.68 5,457 74,652

NON-CREDIT 276.86 (34.91) - 241.95 241.95 34.91 276.86 3,347 926,650

CDCP 422.24 6.34 - 428.58 428.58 (6.34) 422.24 5,457 2,304,164

TOTAL 17,424.79 19,148.94 (1,951.68) (0.00) 17,197.26 18,497.68 28.57 18,526.25 70,606,901

SINGLE COLLEGE DISTRICT: NEW BASE FTES REPORTED AT 2019 P2/Annual/Recal)

STATE-APPROVED CENTERS: > 1,000 FTES: $1,305,921

TENTATIVEBUDGET

2018 BUDGET

ACT

2019 GOVERNOR’S

PROPOSAL

2019-20 65% 70%

-

STUDENT CENTERED FUNDING FORMULASECTION 2: SUPPLEMENTAL ALLOCATION 2018-19: 20%

Metric RATE2016-17

HEADCOUNT REVENUE2017-18

HEADCOUNT REVENUE % CHANGE DIFFERENCE

Pell Grant Recipients (Nov 1) 919 4,665 4,287,135 5,041 4,632,679 8% 345,544

AB 540 (CCFS-320 mid-July) 919 685 629,515 668 613,892 -2% (15,623)

California Promise (Nov 1) 919 14,241 13,087,479 14,536 13,358,584 2% 271,105

19,591 18,004,129 20,245 18,605,155 3% 601,026

TENTATIVEBUDGET

2018 BUDGET

ACT

2019 GOVERNOR’S

PROPOSAL

2019-20 20% 20%

STUDENT CENTERED FUNDING FORMULASECTION 3: SUCCESS ALLOCATION 2018-19: 10%

TENTATIVEBUDGET

2018 BUDGET

ACT

2019 GOVERNOR’S

PROPOSAL

2019-20 15% 10%

STUDENT SUCCESS METRICS RATE

2016-17 HEADCOUNT REVENUE

2017-18 HEADCOUNT REVENUE

% CHANGE DIFFERENCE

ALL

STU

DEN

TS

Associate Degrees 1,320 1,606 2,119,920 1,620 2,138,400 1% 18,480

Associate Degrees for Transfer 1,760 312 549,120 438 770,880 40% 221,760

Credit Certificates 880 1,635 1,438,800 1,641 1,444,080 0.4% 5,280

Nine or More CTE Units 440 3,377 1,485,880 3,432 1,510,080 2% 24,200

Transfer 660 2,684 1,771,440 2,768 1,826,880 3% 55,440

Transfer Level Math and English 880 225 198,000 367 322,960 63% 124,960

Regional Living Wage 440 2,165 952,600 2,410 1,060,400 11% 107,800 TOTAL 12,004 8,515,760 12,676 9,073,680 6% 557,920

NSC TRANSFER DATA

UC TRANSFER DATA

CSU TRANSFER DATA

EDD UI WAGE DATA

MIS

Fiscal Year End Closing

FISCAL MEMORANDUM FAS 19-01

DATE: February 14, 2019

TO: All Administrators, Faculty, and Staff

FROM: Carmen Martinez-Coniglio, Senior Director Fiscal Services

SUBJECT: FISCAL YEAR 2018-2019 YEAR-END CLOSING SCHEDULE

It is once again time to plan the process to close out the district’s books for fiscal year- end June 30, 2019. Year-end closing requires the coordinated efforts of Budget, Accounting, Purchasing and campus departments to ensure that all financial activity is accurately recorded. Departments should begin reviewing their budgets and verifying that all requisitions, invoices, travel expenses, and payroll transactions pertaining to fiscal year 2018-19 have been recorded accurately and all corrections have been posted. Before closing, it is necessary to ensure the accuracy of all outstanding purchase orders so that our fund balances can be accurately carried forward. While many of you may be familiar with past practices, we ask that you review the information below as some may have changed this year.

PURCHASING AND CONTRACTS SERVICES:

Open Purchase Orders: Automatically closed on Wednesday, August 7, 2019

Purchases initiated in fiscal year 2018-19 will be applied to 2018-19 budgets only to the extent that deliveries of goods and services are received by June 30, 2019.

Preliminary open P.O. reports will be provided to Division V.P.’s beginning March 25th. Review all your open purchase orders and unencumber funds from P.O.’s that are not critical to the completion of this fiscal year. All blanket P.O.’s must be reviewed and finalized. Any P.O.’s not currently needed should be closed. If the purchase order has been fulfilled (the item has been received or service has been rendered) but the P.O. is still open, contact Kathy Davis at [email protected] to close the P.O. Otherwise, all fiscal year 2018-19 P.O.’s will be automatically closed on August 7, 2019.

Purchase Order (P.O.) Rollovers Wednesday, August 7, 2019

A limited number and certain types of purchase orders that will not be fulfilled by June 30, 2019 may be rolled over to fiscal year 2019-20. General Unrestricted funds and certain Categorical funds from 2018-19 are not available for roll over to 2019-20. Fiscal Services will make final determination for all those P.O.’s requested to potentially be rolled over to the following year. Any intended P.O. rollovers must be received, in writing, no later than 5:00 p.m. August 7, 2019, and be addressed to Ping Lee at [email protected].

mailto:[email protected]

2 | P a g e Fiscal Year 2019 Year-End Closing Memorandum

Invoices By noon on Wednesday, August 7, 2019

During the fiscal year 2018-19, your department might incur unpaid expenses but won’t receive the invoice until July. The district is required to recognize the expenses in the period it’s incurred. Goods must be received and services must be rendered by June 30, 2019 in order to be paid from fiscal year 2018-19 funds. Invoices for fiscal year 2018-19 expenses must be received by Accounts Payable for processing no later than 12 p.m. on August 7, 2019. If your department has not received the invoice, please contact the vendor and submit your invoice to Accounts Payable by the deadline date. Invoices may be electronically sent to [email protected]. Your expediency in handling invoices will help ensure payment in the proper fiscal year. Invoices received after this deadline will be charged against fiscal 2019-20 budget.

Prepaid Expenses

During the fiscal year 2018-19, it may be necessary to pay for 2019-20 expenses in advance. The district is required to reallocate these transactions as Prepaid Expenses and record them in the fiscal year when the goods or services are used/rendered; not the fiscal year in which the expenses are paid. Please add a note, Prepayment 2019-20, at the top of any 2019-20 invoice requiring prepayment in 2018-19. Contact Ping Lee at [email protected] for questions regarding prepaid expenses.

Requisitions (Supplies, Equipment, & Services):

The deadlines for requisitions vary based on the type of purchase and funding source.

• Requisitions (Amount Greater than Bid Limit $92,600) Friday, April 5, 2019

Public Contract Code (PCC) Section 20651(a) requires the district to competitively bid and award contracts involving expenditure of more than $92,600 for any of the following:

1. The purchase of equipment, materials, or supplies to be furnished, sold, or leased to the district.

2. Services that are non-construction; and, 3. Repairs, including maintenance as defined in PCC section 20656, that

are not public projects as defined in PCC section 22002(c). Requisitions for goods and services that require a public bid (greater than $92,600) and requisitions for public works that require informal or formal public bid (greater than $15,000), regardless of funding source, must have complete workflow approvals and be ready for processing by Purchasing no later than April 5, 2019.

• Requisitions (Unrestricted Fund/No Bid Required) Monday, April 29, 2019

All requisitions, change requests for open P.O.’s, and service agreements for activity which should be processed against the fiscal year 2018-19 unrestricted fund source must have complete workflow approvals and be ready for processing by Purchasing no later than April 29, 2019.




• Requisitions (Restricted Fund/No Bid Required) Thursday, May 9, 2019

All requisitions, change requests for open P.O.’s, and service agreements for activity which should be processed against the fiscal year 2018-19 restricted fund source (i.e. Categorical, IELM, State Scheduled Maintenance, etc.) must have complete workflow approvals and be ready for processing by Purchasing no later than May 9, 2019.

• Computer equipment and software purchases: Allow at least one week before each deadline to obtain I.S. approval.

• Furniture purchases: Allow at least four to six weeks lead time for the delivery

and installation.

• Requisitions for Fiscal Year 2019-20 Activity

Departments will be notified when fiscal year 2019-20 budget is available and when requisitions may be entered. Requisitions for fiscal year 2019-20 activity must be entered with a July 1, 2019 accounting date to differentiate between fiscal years when the new budget year is open. Contact Purchasing for more information.

CAL-Card Charges Expenditure Cut-Off: Friday, June 21, 2019

The expenditure cut-off date for fiscal year 2018-19 processed from CAL-Card is June 21, 2019. CAL-Card charges can take 24 hours to two business days to actually post on your statement. Charges posted after the June statement period will be paid from fiscal year 2019-20 funds. Remember that charges made using CAL-Cards do not encumber funds and, if not tracked closely, can lead to overspent budget. No equipment greater than $200, services, or personal expenses may be charged against a District CAL-Card. Purchases in violation of the CAL-Card policy, overspending of budgets, and/or late submission of statements are subject to revocation of cardholder privileges.

CAL-Card Reconciliation Statements Due to Internal Audit by Wed., July 10, 2019

Grants and Categorical Funds Project managers must review their work plan in conjunction with the grant expenditures posted on Budgets Overview. If your grant is expiring on June 30, 2019, please initiate all your purchases well in advance of May 9, 2019. As you are making plans for year-end purchases, pay particular attention to the district’s fiscal year-end deadlines. If a carry forward budget is allowed by the funding agency or by a federal grant ending on September 30, 2019, Fiscal Services may use deferred revenue accounts for associated goods and services that are provided for or delivered after June 30, 2019. Use a July 1, 2019 accounting date on requisitions for all goods and services to be charged against carry forward budgets. A good rule of thumb is to match the expense with the appropriate fiscal year revenue. Contact Pai Wang-Smith ([email protected]) for questions regarding financial reporting and deferred revenue.




Facilities Work Requests Friday, April 12, 2019

All Facilities work requests that are to be charged against fiscal year 2018-19 funds must be received by the Facilities Department no later than April 1, 2019. Emergency requests after the cut-off date must have written justification and approval by the Assistant Superintendent/Vice President, Finance and Administrative Services on the prescribed form.

Applications for Use of College Facilities Friday, June 7, 2019

Pay Vouchers By noon on Wednesday, July 24, 2019

Any pay vouchers for non-PO purchases to be recorded as fiscal 2018-19 expenses must be received in Accounts Payable no later than 12:00 p.m. on July 24, 2019. Unless the request is for student refunds or travel reimbursements, pay vouchers have a limit of $1,000 and should not be submitted in lieu of purchase requisitions. Purchases over $1,000 must be processed through the regular purchasing guidelines (refer to the requisition deadlines above). Procuring goods/services from vendors who are not in the PeopleSoft database may cause delays in our ability to pay vendors. All new vendors must have a W-9 form on file.

Employee Travel/Mileage Reimbursement Wednesday, July 24, 2019

Claims for travel/mileage incurred during the fiscal year 2018-19 must be received in Accounts Payable no later than July 24, 2019.

Final Commercial Warrant Disbursement Thursday, August 8, 2019

This is the final check run for all fiscal year 2018-19 activity. No exceptions.

Cash/Checks Received Friday, June 28, 2019

All cash/checks collected are to be deposited within one business day. Do not hold funds received prior to June 28 for deposit in the following fiscal year. Departmental collections must be deposited to the Cashiers Office and posted in PeopleSoft by 3:00 p.m. on June 28, 2019. Deadline applies to San Marcos and all off site locations.

Accounts Receivable Friday, July 12, 2019

Departments knowing of amounts owed to the College as of June 30, 2019, including all billings to be invoiced, must send an email to Ping Lee at [email protected] detailing the amount owed, the name of the vendor, and the budget number which the revenue should be credited.



Payroll-related Information Monday, July 1, 2019

All hourly timesheets, Overtime and Extra Hours reports, and Absence reports through June 30, 2019 are due to Payroll on July 1, 2019.

Budget Adjustments Friday, June 28, 2019

Requests for budget adjustments must be received in the Budget Office no later than 3:00 p.m. on June 28, 2019 to be processed in fiscal year 2018-19. Revenue/Expense Transfers Friday, June 28, 2019

All revenues/expenditure transfers submitted to Accounting pertaining to fiscal year 2018-19 must be received no later than by June 28, 2019.

Unless otherwise noted in this memo, these dates represent final cut-off for financial activities and adjustments and will be strictly adhered to. Please share this memo and the attached calendar of activities with the appropriate staff in your department.

We understand a special situation may arise that requires an exception to an item in this document. When this occurs, please contact the appropriate department as soon as possible in order to accommodate any necessary adjustments.

Any exception must have a written justification and approval by the following: (1) Division Vice President (2) Fiscal Director or Chief Business Officer

Palomar Community College District Finance and Administrative Services

YEAR‐END CLOSING DEADLINES FOR FY 2018‐2019

The table below summarizes the information provided on the year‐end memo. The cut‐off dates indicated below will be STRICTLY ADHERED TO:

Action Deadline PURCHASING AND CONTRACTS SERVICES:

Requisitions for goods and services requiring public bid (Amount over $92,600)

Friday, April 5, 2019

Requisitions for public works requiring public bid (Amount over $15,000)


Requisitions (Charged to Unrestricted Funds)

Monday, April 29, 2019

Requisitions (Charged to Restricted Funds)

Thursday, May 9, 2019

June Cal‐Card Statements to Robert Threatt, Internal Audit (Cal‐Card charges posted after the June billing statement will be charged to FY 2019‐20 budget)

Wednesday, July 10, 2019

All Open Purchase Orders (P.O.s) will be automatically closed

Wednesday, August 7, 2019

Requests for P.O. Rollovers (Notify Ping Lee at [email protected])


FACILITIES SERVICES

Work Requests (Emergencies with VP approval only after cut‐off with written justification on form)


Applications for Use of College Facilities

Friday, June 7, 2019

FISCAL SERVICES

Departmental Deposits (Cash/Checks/Credit Cards) to Cashiers Office .................by 3:00 p.m.


Revenue/Expense Adjustments


Budget Adjustments


Accounts Receivables/Billings to be Invoiced (Notify Ping Lee, Interim Accounting Manager, at [email protected])

Friday, July 12, 2019

Claims for Employee Travel/Mileage Reimbursements


Pay Vouchers (for non‐PO goods and services)… ..................................................... by 12:00 p.m.


Vendor Invoices for FY 2018‐19 Purchase Orders ..................................................... by 12:00 p.m.


FY 2018‐19 Final Check Run

Thursday, August 08, 2019

PAYROLL:

All Hourly Time Sheets through June 30, 2019

Monday, July 01, 2019

All Overtime and Extra Hours Reports


All Absence Reports


state apportionment review

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