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Fiscal Management

 

Decentralized Budget

 

SDSU is scheduled to transition from a Centralized Budget model to a Decentralized Budget model for Fiscal Year 2015.  In a Decentralized Budget Model (DBM), Colleges will retain the revenues they generate through tuition and fees and pay their direct (salary, benefits, and supplies) expenses as well as an allocated portion of the Central Services that they benefit from (Human Resources, Facilities, etc.).   The DBM shifts the responsibility for resource allocation from the university’s central administration to the leaders of its academic units.  For additional information on the development of the new budget model refer to the DBM task force web site.

Revenue Sources

Each department receives their revenues from a variety of sources.  Each revenue source may come with specific requirements or restrictions.  In order to ensure compliance with the requirements for each source, separate funds are maintained to track revenues and their associated expenses.  Understanding funds is key to managing department resources.

Tuition (Undergraduate & Graduate) – Tuition rates are set by the Board of Regents under their policy 5:5 Tuition and Fees General Procedures. Section 5 Finance and Business

Fees – Fees and charges are intended to defray the costs of providing specific services or to support directly academic programs with above average costs.  Each fee is tracked in a separate fund.  Board of Regents Policy 5:5:4 Tuition and Fees governs the authorization and distribution of fee revenues.  For additional information on Fees and Charges refer to the website.

State & Federal- The office of Budget and Finance allocates General (unrestricted) state funds to the various University budget units.  These funds are primarily applied towards salary and benefits and any unspent funds revert back to the state at the end of the year.  State and Federal funds can also be acquired for a specific project or purpose.  Those funds are considered Restricted and can only be spent for the designated purpose.

Grants & Contracts - Grants and contracts are formal agreements between the University and external sponsors and should be signed only by University authorized officials.  By their nature, grant and contract revenues are used only to meet expenses and are not profit-generating and may include recovery of some percentage of indirect costs.  Grant and contract revenues are restricted and come from a combination of federal, state, private, and not for profit sources and support a wide variety of instruction, research, and public service activities.  For additional information on grants and contracts refer to the website.

Facilities & Administration (F&A) - Facilities and Administration amounts are frequently negotiated with a grant to cover some of the universities indirect costs to support research activities.  For more information on F&A refer to the Grants website.

Activity – A revolving fund can be created and used for other department revenues and expenses, such as workshop or camp registrations, banquet ticket sales, or other department activities that generate some revenues.  These revolving funds have fewer restrictions than other funds.

Foundation
Development Directors are assigned to each unit and serve their needs.  Department Heads are encouraged to work with their Dean and your respective Development Director on all fund-raising  opportunities.

The Director of Annual Programs, among other things, oversees scholarships.  Department Heads are encouraged to work directly with the Director of Annual Programs when dealing with department-specific student scholarships.

 

 

 

 

All vouchers received by the 10th will be paid on the 15th and all vouchers received by the 25th will be paid on the last day of each month.  If the 15th or the last day of month lands on a Saturday, Sunday or holiday, checks will be processed on the next business day.

When possible, vendors should be paid through SDSU Accounts Payable.  The Foundation cuts a check to the SDSU Cashier's Office for subsequent reimbursement to the departments using the schedule identified above.
 

  • Computers from Foundation Funds
    Computer purchases require the approval of University Purchasing Department.  Vendors should be paid through SDSU Accounts Payable with subsequent reimbursement from the Foundation as described above.
     
  • Spending Authorization Forms
    Spending authorization forms should be updated whenever personnel changes occur to ensure the individual requesting the funds has the authority to do so, and that they receive the monthly balance and activity reports.
     
  • Emergency Checks

    There is a charge of $50 for each emergency check drawn on Foundation funds required outside the normal payment schedule mentioned above.  There is a $20 charge to stop payment of a check.
     
  • Monthly Foundation Reports
    The Foundation has implemented a monthly reporting process for the Foundation discretionary and program projects.  The 20th of the month is the approximate time frame for sending out these reports with the exception of the end of the calendar year, which could be 2-3 weeks later.  The Administrative Assistant for each College also receives a monthly gift report.  This report can be used to follow up with Donors.
     
  • Transfers for Scholarships
    Please contact the SDSU Foundation Scholarship Office if you would like to transfer funds from a discretionary account to award as a scholarship.  A green transfer voucher is required along with the appropriate signatures to transfer the funds from a discretionary account to a scholarship account. The SDSU Foundation Scholarship Office will make the funds available for the scholarship once the fund transfer has been completed.
     
  • Scholarship awarding process
    The Coordinator of University Scholarships works directly with the SDSU Foundation Scholarship Office in awarding all College and Departmental scholarships.  The Office of Admissions works directly with the SDSU Foundation Scholarship Office in awarding all incoming freshman scholarships.  Please direct any scholarship awarding questions to the Coordinator of University Scholarships or the Office of Admissions.

Expenses

Salary and O & E

Salary & Wages - for any issues or questions concerning payroll processing contact the Human Resources department.

Accounts Payable provides for the timely and accurate processing and recording of payments to outside vendors, as well as employee reimbursements, in a manner consistent with University guidelines and other state and federal regulations.  Refer to the Accounts Payable Policies/Procedures/Manuals.

Procurement - Purchasing provides professional and quality purchasing services to all SDSU departments for the purchase of supplies, equipment and service in accordance to all BOR policies and procedures and related SD statutes.  Refer to the website for procedures and staff information.

Banner

Computer based training (CBT) sessions have been designed to provide orientation and training on the Human Resources and Finance Information System. They can be used both as an introduction to the system as well as an on-going resource to refer back to as needed.  Refer to the SNAP website to access various CBT sessions and click on CBT Training under South Dakota Tutorials and Training.

A number of general Banner training documents are also available on InsideState. Home - Banner Training.

  • For individual Finance Banner training contact:
      • Accounting – Karen Jastram (4463)    
      • Accounts Payable – Janet Peterson (4728)
      • Procurement – Vicki Soren (4989)
      • Budget – Christina Van Pelt (4712)