Section 200: Responsibilities of Administrative Officers
230 Director of Fiscal Affairs
Effective: July 1, 2000

Responsibilities:

The Director of Fiscal Affairs reports directly to the Chancellor and is generally responsible for the financial functions of the University. This position is responsible for performing primarily budget and accounting functions. The position coordinates and assists university officials in the development of the annual university operating budget, preparation of the Biennial Executive Budget and other summary reports for the Montana University System. Development of budgets and other reports will involve analyzing and projecting both revenue and expenditures for a $9.5 million dollar budget encompassing annual, biennial and continuing appropriations for over 180 campus accounts.

Projection and Analysis:

• Determines annual and biennial tuition and fee revenue based upon student residency and graduate/undergraduate mix, high cost program participation, multiple tuition and fee rates and attrition rates.
• Projects annual and biennial expenditures, including pay plan and benefit costs associated with specific union settlements.
• Calculates the budget effects of various spending or budget reduction proposals.
• Calculates various ratios used by the administration for planning purposes; for example, actual fee collections per student FTE, instructional expenditures per student FTE, the number of FTE students per FTE faculty and calculations of the cost of education.

Budget Status and Reports:

• Compiles and analyzes ad hoc reports and worksheets generated from various budget and accounting data bases at the request of university administrators and other agency personnel.
• Evaluates actual revenue and expenditures in relation to approved budgets.
• Makes inquiries based upon these analyses, and notifies the appropriate Executive Officer, Dean or Director of possible budget problems.
• Reviews current year budget documents for compliance with university and state policies.
• Ensures that the University budget is aligned within any budget category or program required by the Legislature or Commissioner of Higher Education.
• Is responsible for the timely submission of budget documents or reports to Montana State University or the Office of the Commissioner of Higher Education.
• Evaluates and prepares reports on the status of institutional reserves, debts and deficits.
• Responds to national surveys as well as system or university wide requests for budget information. This includes analysis by type of employee, (i.e., academic faculty, teaching assistants, contract administrators) and data related to these individuals (i.e., tenure, rank).
• Prepares financial statements in accordance with Generally Accepted Accounting Principles.
• Prepares other financial reports and schedules as required.

Budget Development:

• Researches historical information and compiles projections in worksheet format to Deans, Directors and Executive Officers to facilitate budget development.
• Records the budget in the accounting systems used by the University. Records all budget amendments to document any budget changes made by the administration.
• Coordinates and assists the administration in gathering and compiling information from departments and budget/accounting databases to provide information required by the Office of Budget and Program Planning and the Commissioner of Higher Education.
• In coordination with the University Budget Council, prepares and distributes the University budget.
• Prepares reports and worksheets required by the Office of Budget and Program Planning (OBPP) utilizing their database.
• Interprets changes in guidelines and directions provided by OBPP during preparation of the Executive Budget and determines the effect of such changes on the funding level at the university.
• Notifies and explains changes in university and state budget policies to Deans, Directors, departmental personnel and the administration.

Budget Liaison:

• Attends Montana University System or other state meetings related to MSU-Northern's budget.
• Provides technical accounting and budgetary assistance to the administration.
• Provides budget information for union negotiations.
• Updates and implements budget policies and procedures. Advises departments, Deans, Directors and Executive Officers on said policies and procedures.
• Provides training and information to departments regarding budget and accounting policies and systems.
• Maintains effective working relationships with university employees, other agencies and the public.
• Acts as liaison with financial/compliance auditors.
• Assists the Chancellor in legislative relations.

Accounting and Finance:

• Arranges debt financing, budgets for debt payments, initiates debt payments and maintains a schedule of short term and long term debt, including capital leases. Performs various other accounting work including account reconciliation, accounting corrections, and the preparation of various accounting reports.
• Ensures compliance with federal, state, and college regulations and policies relating to finances and purchasing. Maintains proper internal controls necessary to protect college assets.

Policy and Procedure Development:

• Development of policies and procedures to ensure:
  • All receipts are properly deposited and recorded.
  • All valid claims against the University are paid from the proper account in a timely manner.
  • Any debts owed the college are pursued in a timely manner.
  • Financial operations are economically and efficiently conducted in balance with the needs of students, faculty, and staff.

Supervision:

• Oversees the general operation and supervision of employees in the Business Office

Other duties as assigned.

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