As you know, this year we began a new budget process, one aimed at helping us achieve greater transparency and accountability for our finances. I would like to acknowledge Faculty Senate leadership for their recommendations in this process, including the Goals and Planning, Business Affairs, and Executive Committees.
As I mentioned in my opening address, I am grateful to all those who have engaged in this new process, which enabled units to request resources for essential activities. The new process has unearthed some gaps and challenges that we are starting to address. Unfortunately, the requests for allocation received by Business Affairs this year far exceeded last year’s spending levels, and in many cases far exceeded the three-year spending average. I’ve been working closely with a small budget working group finding ways we can strategically control expenses for the 2017-18 year.
Effective September 20, we will be implementing new guidelines for travel, professional memberships, subscriptions and the computer life cycle program. These budget guidelines apply to all funding sources: State, IFRs, SUTRA, DIFR, Foundation, PACES and all agency accounts.
With regard to travel, we are requesting that all divisions reduce their travel expenditures to at or below their 2015-16 level. I have asked all vice presidents and division heads to identify appropriate reductions in their areas with members of President’s Council taking a leadership role. We recognize that travel for teaching faculty to present scholarly and creative work is critical to the tenure and promotion process, and that resources are scarce. As such, we want to ensure that our travel dollars are spent as wisely as possible.
Adherence to the following guidelines for travel beginning on or after September 20, 2017 will help our campus extend our travel dollars, while providing opportunities to as many people as possible:
- Travel requisitions must be approved before travel plans are made.
- As a general rule, multiple travelers to the same destination should travel together to limit costs.
- During travel, meals will be reimbursed only with appropriate receipts and up to the per diem amount.
- Travelers will be expected to use the least expensive mode of transportation possible. SUNY Potsdam fleet vehicles are the preferred method for automobile travel. Prior to submitting a travel requisition, travelers should contact Physical Plant to determine if a fleet vehicle will be available or not. This will ensure the travel requisition shows an accurate estimate of travel costs.
For travel tips and information on how to stretch your travel dollars, please don’t hesitate to contact the Purchasing & Payables Office.
Additional Guidelines:
- As a general rule, no university funds will be used to pay for individual professional memberships and subscriptions without vice presidential approval.
- Beginning this academic year, we will move from a three-year cycle to a four-year cycle for replacement of computers. We have asked Computing & Technology Services (CTS) to develop guidelines and a plan for this transition, and as these are developed we will share that information with you.
Through these and other reductions, we were able to identify significant savings in our 2017-18 budget, and we are making substantial progress in closing our budget gap. I have asked members of President’s Council to take a leadership role in reducing their own travel expenses and other costs, and as we continue to address our budget challenges I will keep you informed of our progress. I want to thank everyone once again for your dedication and hard work throughout this new process.