The budget process begins each year around the first part of February with the College Deans, Department Chairmen, and Administrative Directors gathering stewardship review materials and identifying budget needs. The Executive Strategy and Planning office provides a template to campus departments directing them in what information to gather and in what format. Also, in February, each cost center steward receives a letter of instructions from the Budget Office regarding budget preparation guidelines and deadlines. The budget letter also provides instructions for making their continuing budget reallocations and requests.
Enrollment projecting and monitoring is an on-going, year-round process for the Strategic Enrollment Office. In April, the Strategic Enrollment Office begins solidifying enrollment projections for the new budget year. The enrollment projections for budgeting are usually finalized in May and ready for the Budget Office to begin work projecting tuition revenue. Also, in May, the Budget Strategy Committee meets to discuss and recommend tuition rate increases that President’s Executive Group (PEG) proposes to the Board in June for approval. In June, the enrollment and tuition revenue projections are finalized and presented to the Budget Strategy Committee for review and then to the President’s Executive Group for approval.
At the conclusion of the Stewardship Review process, which is around the middle of May, the resources requested are gathered and summarized by the Budget Office. From May through August, the Budget Office, in conjunction with the Budget Strategy Committee (which comprises the Vice-Presidents, and other senior university leaders) meet several times to review and prioritize the requests. The requests approved are then included in the budget to be proposed and presented for funding to the Commissioner’s office and the Church.
In February, the budget process for capital project planning also begins. This process identifies capital asset needs across campus for both physical facilities and information technology infrastructure. Capital project planning and budgeting includes the capital project categories as follows: Information Technology Infrastructure (ITI), Information Technology Development (ITD), Information Technology Software (ITS), Information Technology Development Global (ITSG), Capital Needs Assessment (CNA) and new construction projects. In June, the annual CNA\ITI meeting is held, which includes “category experts” from BYU and representatives from the Commissioner’s Office and the Church Budget Office that review the requests and ensure applicable church budget guidelines are followed. Capital project needs are reviewed and approved at the CNA\ITI meeting are then rolled up with the operating budget and presented to the Commissioner’s office, the Board, and then the Church for approval and funding.
Twice each year, the Budget Office, presents to President’s Council updates on the progress of the budget planning and approval process. The first one occurs in the spring around March regarding emerging budget issues and progress on preparing the budget. The second one occurs in the Fall, around November, that reports the status and progress of the proposed budget submitted to CES and the Church for approval. In December a notice of “Approved Budgets” letter is sent to departments notifying them of their approved budgets and requests.
Basic Departmental Budget Preparation Steps
- Academic departments submit their stewardship review materials that include their resource requests to their College.
- Administrative departments submit their stewardship review materials that include their resource requests to their respective department head.
- Department Chairmen, College Deans and Administrative Directors complete continuing budget requests and return them to the Budget Office.
- College Deans meet with the Academic Vice President and assistants to explain issues and begin the process of prioritizing requests.
- Administrative Directors meet with department heads to explain issues and begin the process of prioritizing requests.
- Members of the Budget Strategy Committee meet to prioritize requests at the institutional level.
- The Budget Officer compiles the budget requests approved by the Budget Strategy Committee and prepares it for presentation to President’s Executive Group.
- The President’s Executive Group approves the budget for submission to the Commissioner’s Office.
- The University presents the budget to the Commissioner's Office.
- The Commissioner’s Office presents the university’s budget to the Board.
- The final approval of the budget is made by the Council on Disposition of Tithes the Church’s Budget and Appropriations Committee.
The budgeting process is intended to:
- Respond effectively to CES needs and guidelines
- Facilitate effective decision making
- Promote communication and unity at all levels
- Tithe dollars directly to programs
- Encourage thriftiness and efficiency
- Be flexible and adaptive to changing needs
- Provide for clear, continuous fiscal accountability
- Facilitate implementation of new ideas
- Contribute to, rather than detract from, the educational process and faculty morale
Approximate budget time-line/dates applicable to departments submitting budget requests:
(A letter from the Budget Officer will be sent out around the 1st of February giving budget time-line/dates.)
- By the first part of February - academic departments are to have all budget resource requests submitted for initial review by their respective College Dean.
- By the first part of April - administrative departments are to have all budget resource requests submitted for initial review by their respective administrative director.
- By mid to late May – stewardship reviews are to be completed and the process of summarizing, reviewing and prioritizing requests are to be completed by the Budget Strategy Committee.
- By mid August – President Executive Group and the Budget Strategy Committee are to have completed the process of reviewing and approving requests submitted during the budget prioritization process.
- By late August – the Budget Office has the budget schedules and budget presentations ready for PEG approval and to CES for a pre-budget review.
- By early September - The Commissioner's Office comes to BYU-Idaho for an on-site budget review.
- September through January – the Commissioner’s Office rolls up the budget with other CES units and presents to the Board and then the Church for approval.