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Budgeting and Fiscal Management
Student affairs
professionals need to have an understanding of and
appreciation for the many aspects involved in managing
resources for the implementation of student affairs
programs and services. Professionals should have
experience in developing and defending a budget that
shows thought out allocation of funds and good
stewardship of the allotted money. Professionals also
need to be proficient in performing all necessary tasks
for accessing and managing the overall budget.
Budget at Cal Poly Pomona, FHS
Budget at Azusa Pacific University
Walkabout Transportation Budget
Budget at Cal Poly Pomona,
FHS:
When I started my job as an RD
at Cal Poly Pomona, one of our tasks was to determine
how we would use the $13,000 budget we were given. I
had the opportunity to work with my supervisor and the
two other RDs to divide the money that we had among
opening weekend, door decs, programming for the Village
as a whole, programming for individual Community
Advisors, staff development opportunities, supplies, and
various other areas. This was one of my first
experiences in coordinating and managing a budget. I
learned a lot simply from being involved in this process
and listening to my supervisor's thoughts regarding
budget. During the year, I helped to track the budget
by keeping record of both my spending and the spending
of my Community Advisors. Every month, I turned in a
budget summary sheet of my expenses.
Budget Spreadsheet-Cal Poly Pomona, Foundation Housing
Service
Budget at Azusa Pacific
University:
During my time at APU, I have
had the chance to determine how I will spend the money
given to my living area. Each year, I have been in
charge of approximately $6,000-$6,800. At all times, I
have $250 of petty cash that is out in my name; this
gets turned in/recycled often throughout the year and is
the operating money from which the majority of my budget
is spent. This money is used for opening weekend
preparation, supplies for the living area, living area
programs, individual RA programs for their residents,
and various other living area needs. As the RD, I have
been responsible to divide this money appropriately. It
has been a learning experience for me to learn both how
to divide the money and keep track of the money that
either myself or my staff spends. I have gained
experience in filling out petty cash reports, expense
reimbursements, and budget summaries. To help keep me
on track with my budget, I created a spreadsheet showing
how the money is spent and tracking how much money is
left in my budget. I also turn in a monthly summary of
my expenses at APU.
For the 2004-2005 school year,
the Residence Life department wanted to help the RDs
with their budgeting abilities. As a result,
spreadsheets for all each individual RD were created to
help keep track of their living area budgets. I had the
chance to help with this process, and in many ways, the
spreadsheets that the RDs are now using are modeled
after the spreadsheet that I created during the
2003-2004 school year.
Each year, I have also been in
charge of a $750 staff development budget for my living
area RA staff. The money from this budget is used to
build up my staff and encourage them throughout the
year. Examples of how this money has been used include
staff retreats, dinners out at the end of the year, and
various activities during staff meetings.
2003-2004 Budget Spreadsheet-APU
2004-2005 Budget Spreadsheet-APU
RA Budget Forms-APU
Expense Reimbursement Form-APU
Petty Cash Form-APU
Walkabout Transportation
Budget:
Walkabout is a 13 day
backpacking trip in Yosemite/Ansel Adams wilderness that
the APU Residence Life department requires all RAs and
RDs to participate in. Each RD is given various
responsibilities in order to assure that everything runs
smoothly for this program. For the past two years, I
have been in charge of coordinating the transportation
for this event. As part of this job, I have been
responsible for the emergency money (approximately
$1,100) and gas receipts that are used during the trip.
After Walkabout was over, I sorted through all of the
receipts for both gas and emergency money and returned
them to the appropriate offices. This process involved
turning in petty cash reports showing where/how the
money was spent.
Petty Cash Form-APU
Emergency Packet Information
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