Annual Budget Request Process

Minot State University annually prepares an all-funds operating budget according to guidelines set by the State Board of Higher Education and the North Dakota University System. Objectives of the University’s budgeting processes are to:

  • Align University resources with the University’s mission
  • Create a detailed financial plan to advance the strategic plan
  • Allocate University resources to areas of need or best uses
  • Create measurable financial objectives and roadmap
  • Use a formal methodology to engage a variety of stakeholders in the campus community in the planning process
  • Facilitate collaborative strategic planning
  • Create “buy-in” for the campus community to the University’s financial direction
  • Assist in the articulation and communication of vision, strategy and goals
  • Ensure compliance with State regulations and goals
  • Monitor revenues and expenditures against desired benchmarks
  • Impose financial discipline and deadlines
  • Control and limit expenditures
  • Plan for future growth or contraction
  • Use the budgets as a component of program assessment and program performance evaluations

Budget Calendar
Beginning in fall of each fiscal year:

  1. Electronic Budget Request workbooks & metrics reports will typically be sent to the University Vice Presidents and Department Heads.
    • Workbooks may contain:
    • Instructions and budget calendar
    • Strategic Plan initiatives to consider when completing workbook
    • Departmental metrics for review
    • Request pages for new positions, position changes and operating funds
    • Request pages for capital, information technology and one-time expenditures
    • Request pages for space needs
  2. Budget request workbooks are completed by the department and are returned to the respective vice presidents. The vice presidents work with directors, department chairs and those in charge of their section’s budgets to collaboratively prioritize the budget requests for discussion with President’s Staff.
  3. Budget request presentations are heard by President’s Staff and Strategic Planning and Budget Council (SPBC). Time for presentations are offered to any department who wishes to participate. Vice presidents or directors may present for multiple departments under their control.
  4. The requests are reviewed by the SPBC who make recommendations to President’s Staff.
  5. Equipment and renovation requests are analyzed by the Facilities department for cost and practicality. Feedback is provided to the Vice President for Administration and Finance (VPAF) for use in budget deliberations.
  6. Information technology (I.T.) requests are analyzed by the I.T department for cost and practicality. Feedback is provided to the VPAF for use in budget deliberations.
  7. The prioritized requests and SPBC recommendations are reviewed by President’s Staff who deliberate on priorities.
  8. High-priority academic positions may be approved earlier than other budget decisions to facilitate recruitment for the next academic year.

Beginning in spring of each fiscal year:

  1. The North Dakota University System (NDUS) office issues salary increase parameters, budget development guidelines and approves requested tuition and fee increases for biennial budgets.
  2. The VPAF projects enrollments, tuition revenues, salary and benefits cost increases and fixed costs increases to determine total allowable increases or required budget decreases.
  3. The President and President’s Staff finalize the operating budgets.
  4. New positions, operating budgets, one-time needs to be funded for next academic/fiscal year are approved and communicated to the requesting departments.
  5. Final budgets are submitted to the NDUS office for review and approval.
  6. Biennial budget proposals for all state agencies are submitted in July of even numbered years. They are compiled and reviewed through the Office of Management and Budget. Once that review is complete, The University System’s proposed budget request, is then forwarded to the Governor for his review and executive recommendation to the legislature, usually in December of even numbered years.

Other Considerations

  1. The University President has final authority over annual operating budgets and biennial budget requests.
  2. The President may modify regular budget development protocols to allow for efficient budget development or departmental incentives.