TSTC prepares an annual budget that is preceded by sound planning, subject to sound fiscal procedures, and approved by the governing board. Under the direction of the college President, Dr. J. Gilbert Leal, [Ref 6] and Chief Financial Officer in conjunction with the Director of Institutional Effectiveness, Blanca Bauer, [Ref 7] the College undertakes the budget planning process using Unit Action Plans (UAP) [Ref 8] to prepare three budget level scenarios [Ref 9].
All divisions have a role and responsibility to ensure compliance with this section of Core Requirement 11, including the Vice Presidents, the Chief Financial Officer (CFO), and the President. The units reporting to all Vice Presidents, CFO and President also support compliance with this section of Core Requirement 11.
TSTC's strategic planning [Ref 10] and biennial appropriations request [Ref 11] processes provide the foundation, direction and logic for funding requests. These documents, coupled with the Texas Legislative Budget Board and the Texas Legislature's final funding decisions, drive preparation of the college annual operating budget.
The planning process begins with the Systems Office prior to the Legislative session. The colleges within the TSTC System meet as a group to discuss possible budget outcomes. Concurrently, TSTC Harlingen begins its own budget planning with all its departments. The budgeting process, governed by "Annual Operating Budget" policy 7.36 [Ref 12], includes input from the President's Council, Department Chairs, account managers and department supervisors to ensure all budget needs and priorities are considered. The office of the Chief Financial Officer prepares a budget worksheet for each account, which uses current year budget as a base. Account managers complete the budget worksheet with two possible outcomes, one assuming a prescribed decrease and the second assuming a budgetary increase. Unit Action Plans are used to support requested budget increases during budget presentations by account managers. These budget scenarios are presented by each account manager with his or her Division Director to the President, Vice Presidents, Director of Institutional Effectiveness, Assistant to the President, and the Chief Financial Officer.
Once the appropriation funding is awarded to the college, the office of the Chief Financial Officer prepares the final budget worksheets and distributes them to the Vice Presidents and the President, so they can meet with their account managers to complete the individual budgets. The office of the CFO prepares the College's approved budget [Ref 13] each year. The completed budget is submitted to the Systems Office, which subsequently presents it to the Board of Trustees for approval prior to year end. During the year, management budget reports are produced and submitted to the Board of Trustees to review at its quarterly board meeting.
Account managers have the ability to access their budget transaction activities electronically in the budgetary control system. The budgetary control system incorporates budgets, encumbrances, and expenditures that provide current available balances. Account managers cannot overspend their budget due to the system controls. Budget changes, as outlined in "Preparation and Processing Budget Changes" policy 7.12, [Ref 14] are initiated by an account manager or Vice President and require the approval of the CFO and the President. Some budget changes also require the approval of the Chancellor and/or Board.
All revenues are monitored against anticipated revenues, including state appropriations, tuition and other sources of income. In the event there are variations significant to impact the operations of the college, appropriate changes to the budget are agreed upon by the Vice Presidents, CFO and President. Subsequently, a budget change is submitted and implemented upon approval by the appropriate parties. [Ref 15]
