EXPLANATION OF FORMS TO BE USED BY DEPARTMENTS IN MAKING
REPORTS AT BUDGET CONFERENCES ON MAINTENANCE AND IRREGULAR PAYROLLS

Maintenance Fund Renort

 

Under "Resources", list all departmental maintenance income, whether it is
derived from budget allotments, student laboratory fees, commercial receipts,
departmental transfer checks, or other sources. Some items for the current year
end for 1941-42 will be estimates, as in the case of laboratory fees. The
column for 1941-42 should be filled out completely; the budget allowance necessary
to cover the items proposed under "Expenditures" should be inserted. Please be
sure that the estimated resources for 1941-42 are equal to the proposed expendi-
tures.

Under "Expenditures", show actual expenditures for last year, estimates for
the current year, and recommendations for next year, following the classification
used in your departmental records. The classification given on the report form
under "General Maintenance" is merely suggestive, and you may want to add to the
list. The larger departments will doubtless find it necessary to give a more
detailed breakdown. The figures to be inserted on the "Payroll" line will be
secured from item 3b of the Irregular Payroll Report.

Irregular Payroll Report

 

Under "Budget Allowance", list only the allotments made to your departmental
salary budget for use on the irregular payroll. Do not list fee income or main-
tenance funds used for payroll purposes. Please give for 1941-42 the items you
are requesting; they should not be less than the figure you will report on line
3a, near the bottom of the page.

Under "Expenditures", classify for each year all irregular payrolls, regard-
less of what fund or allowance they are paid from. Include irregular payrolls
charged against the salary budget allowances, fee income, maintenance funds, or
other income.

Under item 3, show (a) how much of each year's expenditure is paid from the
budget allowances listed at the top of the sheet, and (b) how much is paid from
the departmental maintenance account (which includes income from fees and other
sources as well as the regular maintenance allotment). Carry item "b" forward
to the line marked "2. Payroll" on the Maintenance Fund Report.

_—_ —-— — —

It is planned that the budget conferences will start on March 13. A complete
schedule of the conferences will reach you in a few days.

The necessary forms for your departmental reports are attached. Three
copies are sent for each fund, one for use as a work sheet and two for presentation
at the budget conference. Additional copies of both forms are available at the
Chancellor's Office and will be sent on request.

If you have any questions about preparation of any phase of the reports,
please feel free to call on the Chancellor's Office for assistance.

RAYMOND NICHOLS,

Secretary of the Budget Committee