budget/inventory office door

Budget Process & Tools

State Budget Process

In accordance with Article III, Section 52 of Maryland’s Constitution, the Governor of the State of Maryland establishes the basis for State spending. The Department of Budget Management (DBM) helps the Governor by managing and administering state funds and resources.   

The allocation of funds and resources is typically decided during the legislative session held sometime between January and April. At this time bills, guidelines and regulations are also proposed, discussed, and decided on. These decisions inform how we move forward and provide us with the financial guidelines and mandates for the year.

The University System of Maryland (USM) was created in 1988 to help support the Institutions of Higher Education within the state. With leadership from the Board of Regents, the USM office works directly with DBM and public universities to coordinate academic programs, long-range planning and resource management, private fund raising and financial stewardship.

Annual Budgeting Timeline

The state budgeting timeline is set by DBM. This process drives our internal budgeting process. The Salisbury University Budget Office works directly with USM during the annual budgeting process.

August - September

  1. SU provides a final report on actual spending from the former year.
  2. The budget for the current year is updated using current enrollment data.
  3. SU provides an estimated budget for the following year using enrollment estimates and USM provided criteria.

December - February

  1. Budget managers actively manage the budget for their area by tracking spending and running budget vs actual reports.
  2. The Budget Office closely monitors enrollment data are uses it to help forecast year end.

March - May

  1. The internal budget process for the upcoming fiscal year begins at SU.
    1. Departments and Schools meet with their divisional leader to set priorities for the year.
    2. Then, using tools, workbooks, and templates provided by the SU Budget Office they forecast revenue and expenses and submit budgets to the SU Budget Office for approval.

May - June

  1. The SU Budget Office conducts and extensive financial review of all submitted budgets.
  2. The Legislative Sessions come to an end and the BOR finalizes the allocation of funds.
  3. SU receives notice of changes, guidelines and mandates along with our allocated state funding.
  4. The SU Budget Office makes any necessary changes to balance the budget.

July

  1. Approved working budgets are distributed to the departments and schools.

The Salisbury University Budget Process

Our internal budget process has been enhanced to increase flexibility, visibility, and collaboration between the SU Budget Office and SU Budget Administrators in order to prepare us for any state mandates after the conclusion of the legislative session.

In order to ensure resources are better allocated based on current need and budget type, we have shifted away from divisional budget allotments (Academic Affairs, Student Affairs, Administration & Finance, etc.). The SU Budget Office has worked diligently to design tools for departments/schools that help forecast costs and provide data for informed decision making. These tools help us reconceptualize our approach while limiting the logistical changes in our current budgeting system, Workday.

To provide guidance around resource allocation and spending, the Salisbury University Investment Priorities were developed. These priorities support the Salisbury Seven and give us a road map for budget development in this cycle.

  • Invest in initiatives that indicate a strong return on investment by attracting, recruiting and retaining first year, graduate and transfer students, including but not limited to high-impact practices, high quality teaching, and new academic programs that educate students in areas with high workforce needs.
  • Invest in initiatives that close the graduation gaps for students eligible for need-based financial aid, as well as students from underrepresented backgrounds.
  • Invest in equity, access, and inclusion initiatives that create a greater sense of welcome and belonging for all students and employees.
  • Invest in comprehensive student support services, including but not limited to academic advising, counseling, career services, and tutoring programs.
  • Invest in marketing that targets prospective students, highlighting what makes SU unique, including sharpening our social media strategy.
  • Invest in the recruitment, retention, and recognition of SU’s hard working faculty and staff; improving our communication strategies; and streamlining our processes and procedures.
  • Invest in initiatives that will strengthen our institutional identity, further engage our alumni network, and increase our fundraising abilities.

The transition away from divisional budget allotments has allowed us to focus on the unique differences between budget types and ensures a fresh evaluation of expenses occurs during the budgeting cycle. Currently, our budgeting process is structured around framework developed for three different types of budgets:

  1. Academic Schools: These budgets will rely on school/college-specific data like enrollment information and course schedules and will follow their own strategic financial plans for the year as determined by the Dean of each school and college.
  2. Administrative Departments: These budgets encompass many of our essential administrative services. Budgets in this area typically have a higher percentage of fixed costs and variable forecasting abilities.
  3. Auxiliary Services: These budgets are highly complex and unique due to the revenue-generating activities and services that support our core mission but operate on a more self-sustaining basis. Due to the complexity of these budgets, each uses unique tools and strategies to ensure financial accountability and data informed decision-making.

Budget Planning

Departments and schools should begin the annual budgeting process at the beginning of the Spring semester. Financial plans can be discussed and developed with reference to institutional investment priorities and informed by area‑specific data. It should be noted that information regarding allocated funding is typically provided midway through the Spring semester and must be incorporated in final budget templates.

Logistical Coordination   

Concurrent with strategic discussions, the SU Budget Office will establish and communicate a logistical plan with Budget Managers. This plan will specify the distribution of budget workbooks/templates, the procedures for data entry, and the timeline for submission. Departments and schools will generally receive both a budget‑versus‑actual workbooks/template and a new fiscal year budget outline.

The more information we know at the time of the budget template release, the more information will be provided and/or populated in the templates.

Departmental Budgeting Process   

Each department and school is responsible for conducting its own internal budgeting process. We highly recommend a transparent, inclusive, and tailored process that fits the unique needs of each operational unit. Upon completion, budget templates will be fully populated and submitted to the SU Budget Office in accordance with established deadlines.

Template Requirements   

All submitted budget templates must:

  • Receive formal approval from the Department or School.
  • Include detailed justifications for all budgeted items.
  • Maintain categorical integrity, with no transfers permitted between Labor (01/02) and Non‑Labor (03) accounts.

Accuracy and Compliance   

Budget templates must reflect realistic and accurate forecasts of financial needs. Templates that do not meet the stated requirements or require adjustments based off the financial review process will be returned to the originating department or school for revision prior to final approval.

Budget Resources & Training

Please see the links below from the Budget Guidelines for details and other areas of concern and interest.