Budget Hearings

1. Budget Hearings Fiscal Year 2013 – 2014 Midwestern State University March 21 – 22, 2013

2. 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

3. 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 • Student Service Fee and Other Revenue Areas • Auxiliaries • Enrollment Management and Student Affairs Administration • Enrollment Management

4. 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 • Institutional Research and Planning • Information Technology • Distance Education, IELI and Continuing Education • Cycling Team • Administration and Institutional Effectiveness

5. 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.

6. 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.

7. 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.

8. Budget Calendar Dates for Fiscal Year 2014 Budget Preparation

9. Business Affairs and Finance

10. Budget Hearings Business Affairs and Finance By Valarie Maxwell March 21, 2013

11. 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

12. Business Affairs and Finance Payroll Controller/Business Office Business Affairs and Finance Budget Office Facility Services and Purchasing Office ~ Presentations to follow

13. 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.

14. Division Emphasis • Customer Service Excellence • High Quality • Efficient • Best Practices • Superb Financial Stewardship • Transparent • Accurate • Timely • Effective Facilities Management • Functional • Safe • Attractive

15. 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

16. 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

17. 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.

18. 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

19. Controller/Business Office, continued ▪ 2012 compared to 2008, reduced postage 73%, over $17,000 ▪ Student refund shift to direct deposit ▪ Student e-bills instead of paper bills

20. Business Affairs and FinanceBudget 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

21. Business Affairs and FinanceBudget Office, continued ▪ Calculate and/or review all revenue calculations

22. Business Affairs and FinanceBudget 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

23. Business Affairs and FinanceBudget 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

24. Business Affairs and FinanceBudget 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 ▪ Possibleclassified 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.