Part-Time Budget FAQs

Overview
During the unprecedented 2009 to 2012 enrollment surge, part-time classified FTE increased 89% and part-time faculty FTE increased 47%. As enrollment has now headed into double digit declines in 2013-2014, part-time budgets have been reviewed and "reset" based upon department by department enrollment and activity. Department deans and directors have been provided new part-time classified and faculty for fiscal year 2014-2015.

The part-time budgets for 2014-2015 are maximum expenditure limits for each department for the entire fiscal year. Deans and directors are expected to carefully manage their staffing levels and schedules to stay within budget.

How were the budgets calculated?
Part-time classified budgets were determined using fiscal year 2009 as a "base" year. Total classified and student FTE levels in 2009 (to include contracted staff, hourly, and overtime) and compared to current levels with the objective of scaling total FTE back to 2009 levels. Increases in services or activities (e.g. additional housekeeping and public safety crews for the downtown campus, additional capacity required for mandatory student advising) were factored in, as were inflationary cost of living and step factors. Technology fee budgets were not adjusted, as these are assumed to be consistently funded through student fees.

Part-time faculty budgets were determined using fiscal year 2012 as a base, as this was the peak of the enrollment surge where sections were at high capacity. Starting with 2012 part-time faculty expenditures, budgets were adjusted based on year over year enrollment changes, with inflationary cost of living and step factors included. Fiscal year 2015 budgets assume a 12% enrollment decrease.

Deans and Directors were provided with budget figures in March 2014 and provided the opportunity to work with the budget and ASA offices to review and fine tune as needed.

What is included in the part-time budgets?
Part-time classified budgets cover all part-time hourly expenditures, contracted staff overtime and student workers.

Part-time faculty budgets cover all part-time (F2) expenditures, non-credit instructors, faculty overload, and backfill.

Substitute pay

How can I tell if I am on track with my budget?
There are several tools and resources available for tracking your budget, including the new Department Financials Report. Academic departments can use the Enrollment Management Planning (EMP) tool for calculating the cost of a term build. All managers are encouraged to share resources and strategies with peers.

Managers should hold regular check ins with their Executive Dean or Vice President to review budgets and financials to include part-time budgets.

The budget office and executive team will be reviewing part-time budget and expenditures every fiscal period and quarter.

What happens if I run out of budget before the end of the fiscal year?
If you run out of budget before the end of the fiscal year, you will not be able to schedule part-time employees for the remainder of the fiscal year. This is why careful scheduling and tracking is essential.

What if something changes in my department? Will any adjustments be made to my budget?
Departments are expected to manage within their budget for the entirety of the fiscal year. That being said, there are certain occasions where budgets may be adjusted as outlined below:

New Vacancies
If there is a new contracted vacancy in your department (classified or contracted) that will be held open for a significant period of time, additional budget for backfill may be awarded with the approval of your Executive Dean or Vice President.

Faculty Reassignment
All faculty reassignment must be pre-approved using the reassignment approval process. Part of this process, which is approved by your Executive Dean, determines the amount and source of backfill. In some cases additional backfill budget will be granted, in other cases the department will need to cover any needed backfill.

Leaves
When a contracted employee is in a leave status (paid or unpaid) you may request additional budget to backfill from your Executive Dean or Vice President.

Changes in Services or Activities
If your department experiences a significant change in service or activity (e.g. adding a new program, extending hours, new accreditation or legal requirements) you may request additional budget authority for substantive changes in services or activities from your Executive Dean or Vice President.

Changes in Enrollment
Fiscal year 2015 budgets assume a 12% enrollment decrease over fiscal year 2014 levels. If your department experiences enrollment substantively above or below this level, your part-time faculty budgets may be adjusted by your Executive Dean. Part-time classified budgets will rarely be adjusted for enrollment changes; there will usually need to be a corresponding change in services or activities (see above.)

All requests for budget adjustments must be submitted using the Part-Time Budget Adjustment Request Form.