Budget Narrative Fiscal Year 2017

This document contains budget information for the Fiscal Year 2017, including departmental budget amounts and categories, the percentage of budget allocated to personnel and a budget narrative regarding budget expenditures.

Academic Affairs:5,420,517*

  • Instruction (97.9%, personnel)2,931,371
  • Nursing (94.5%, personnel)456,590
  • Respiratory Care (98%, personnel)160,299
  • Allied Health Plus-Up (70.2%, personnel)485,000
  • Library (79.8%, personnel)329,602
  • Academic Administration (97.7%, personnel)550,199
  • Advisement and Academic Coaching Center for Empowering Student Success (AACCESS)
    (86%, personnel)313,236
  • Academic Tutoring (96.8%, personnel)142,205
  • Faculty Development35,476
  • Institutional Research11,889
  • Assessment4,650

*$4,833,905 or 89.18% in personnel costs

The academic affairs budget is focused on two primary areas of activity:

  • Providing for the quality instruction of our students, whether that be compensation and benefits for faculty and support staff, the continuing professional development of faculty and staff, the assessment of instructional activities for continuing improvement of instruction or the purchase and maintenance of classroom, distance education and laboratory equipment/software and supplies and
  • Providing quality student support services such as advising, library and academic support to at-risk students (veterans, first-generation, minority and disabled) as they seek to benefit from the instruction provided.

The office of academic affairs budget includes, specifically, funds for instruction, Faculty development, Garnett Library, advisement, academic support, adult education and literacy (AEL), veterans center, institutional research, assessment and administration. Grants currently provide for the funding of TRIO student support services and the Trade Adjustment Assistance Community College and Career Training (TAACCCT) programs and services.

Business and Support Services:1,558,249

  • Bad Debt30,000
  • Business Office (92% personnel)340,950
  • Campus Safety5,294
  • Candidate Recruiting13,365
  • Rental of Facilities126,530
  • Insurance Premium5,424
  • Insurance Budget24,000
  • Custodial and Maintenance (95% personnel)443,932
  • Maintenance and Repair277,050
  • Utilities291,704

The bad debt budget is allocated to help offset the amount of accounts that are charged off and are no longer active accounts. Once an account has not received any payments for a period of one year, the account is charged off and the account information is provided to an outside collection agency. As funds on charged off accounts are collected throughout the fiscal year, the funds add to the budgeted amount that effectively increases funds available to charge off inactive accounts. The charge off process is completed once each fiscal year with the transaction taking place in mid to late June.

The business office budget is primarily used for salary and fringe benefits for the staff members who perform the campus' accounting, bad debt collection, budgeting, human resources, procurement services, facility and construction management and campus safety. Personnel costs account for over 90 percent of the budget and the remaining is used for 1098-T printing and mailing, daily intercampus mail distribution, postage meter expenses to include replacement, printer toner and paper, letterhead and mailing envelopes, copying expenses, bad debt collection expenses (return receipt requested mailings), travel expense and general office supplies.

The campus safety budget is used to fund a part-time campus safety position. This individual is on-duty from 6:00 PM–9:00 PM on Sundays and from 7:00 PM–10:00 PM on Monday through Thursday during the fall and spring semesters only. Duties performed by this position include ensuring buildings are locked, monitoring the campus for suspicious activity, and providing safety escort services as requested.

The candidate recruiting budget is used for promotion and advertising expenses associated with open job postings for the West Plains and Mountain Grove (Shannon Hall) campuses. In addition, free sources are used wherever possible. The current budget does not support candidate travel for interviews. Funds for these expenses come from the hiring department.

The rental of facilities budget is used to pay the lease agreement with the City of West Plains for use of the West Plains Civic Center and to pay Squires & Squires Investments for the lease of Cass Hall. All monies in this budget go to fund these two lease commitments.

The majority of the custodial and maintenance budget (95%) goes to payroll and fringe benefit expenses for all full-time and part-time custodial and maintenance staff. Duties performed by this team include general maintenance and repair, landscaping, grass cutting, leaf removal, snow and ice removal from sidewalks and parking lots, distribution of packages received on campus, etc. Of the remaining funds in the budget, expenses include cleaning supplies trash bags, paper towels and toilet paper. Funds from the maintenance and repair budget are often used to supplement this budget for purchasing these necessary supplies.

The maintenance and repair budget is used to maintain all buildings and grounds (19 buildings and 25 acres) on the West Plains campus as well as Shannon Hall and its associate property in Mountain Grove. Heating and cooling repairs/replacement, roof repair, plumbing repairs, small building security upgrades, door repair, carpet/floor repair, replacement and cleaning, fire extinguisher maintenance, emergency lighting repair/maintenance, energy efficiency upgrades to lighting and HVAC systems, fire suppression and fire panel maintenance, emergency generator expenses, ADA improvements, sidewalk maintenance and tree planting and maintenance are just a few of the items and services this budget funds. The campus currently has deferred maintenance of approximately $5,100,000. These projects include immediate needs along with planned upgrades/replacements that should take place in the next 15-20 years. Items such as roof replacements and large HVAC replacements are typical of the future projects that require extensive planning and budget allocation.

The insurance premium retirees budget covers the cost of a 2010 early retirement package that included the payment of health insurance premiums for employees that chose to retire that year. The West Plains campus had one employee take advantage of that offer and the monies budgeted are to fund that obligation.

The insurance budget is used to pay the insurance premiums for vehicle insurance policies and building insurance policies.The current deductible amount for a damage claim on a building is $100,000, meaning the campus is liable for the first $100,000 of repairs made to a building on campus. Building and contents replacements costs are approximately $53,000,000.

The utilities budget is used to pay for utility expenses for the entire West Plains campus (to include Gohn Hall) as well as Shannon Hall in Mountain Grove. Typical utility expense categories include electricity, water, sewer, trash and natural gas. Due to the nature of this budget, funds needed are dependent on the weather conditions from year to year. Any cost savings result in funding of utility efficiency upgrades to save even more, especially as utility rates continue to increase.


  • Chancellor's Office300,000
  • Chancellor's Contingency73,000

The chancellor's office budget is used for salary, benefits, travel, association memberships and office supply expenses; however, the budget can fluctuate greatly due to one-time expenses that are not budgeted and funded through University reserves.Examples include the construction of Gohn Hall, repair work on the Melton Hall roof and purchase of property.

The chancellor's contingency budget functions as a budget through which small, one-time funding requests can be processed. This budget functions as a clearing account for the approved requests. Once a formal request has been granted, the requestor incurs the cost in their budget for ease of tracking purchases in future inquiries. After all expenses have been posted, a transfer is made from the contingency budget to "reimburse" the budget that paid for the services or item. Contingency items include grant consulting costs, athletic insurance, medical payments, championship travel and incentive payments, key personnel overlap, etc.

Development and Alumni Relations Budget:249,475.09

  • Salaries and Fringe Benefits (86% personnel)214,184
  • Operating Budget35,291

The development and alumni relations office focuses on raising money for the campus through the Development Board, the Grizzly Booster Club, specific campaigns and direct donor solicitations; programs such as the Annual Fund, Philanthropic Women for Education and legacy/estate planning; activities such as the annual auction, Grizzly Trivia Night and the annual Herb Lunday Grizzly Golf Classic; grant research/submission, alumni development and gift/scholarship receipts and tracking. The department also works to engage alumni after graduation and throughout their lives with campus news, events and other activities. Major budget expenditures include staff salaries, event expenses, mailings and travel.

Information Technology (IT) Services:1,014,450*

  • IT Services Operating Budget (96% personnel)727,000
  • Technology Modernization78,000
  • Enterprise Resource Planning (ERP) maintenance169,000
  • Telecommunications Reserve39,000
  • Student Technology and Usage Fee (STUF) (student fees) estimated190,000

*Does not include estimated STUF student fees

The IT services' mission is to provide and maintain computing and networking resources to students and employees in attainment of academic success and efficient administrative functions. The five funding budget sources include the operating budget, technology modernization, ERP maintenance, telecommunications reserve and the STUF fund.

The IT services operating budget is the main budget with 96 percent of the funds going towards personnel costs. The remaining funds are used for departmental purchases such as service contracts, supplies, travel and other IT services related expenses.

The technology modernization budget is used for purchases for classrooms, labs, staff, faculty, data storage, hardware, software, etc. Typically, yearly server, workstation, software, maintenance and fees such as server replacements, workstations upgrades and vendor licenses are taken from this budget.

The ERP maintenance budget covers an annual maintenance contract with Ellucian® Banner®. The current contract began Jan. 1, 2017, and is for seven years. The annual maintenance contract covers Degree Works, Ellucian Mobile platform edition, Banner Student, Banner Financial Aid, Banner Workflow, Oracle® (Database), Banner Operational Data Store (ODS/ODI), Banner Enterprise Data Warehouse (EDW), Luminis (Website Frontend), and Banner Document Management System (BDMS).

The telecommunications reserve budget includes networking and telecommunication purchases including surveillance equipment with a budget of $39,000. It pays for our telecommunication such as our phone bill and systems, network installs, maintenance, replacements and security camera hardware and software. This budget generally has a small remaining buffer in case of emergency network replacements not under warranty.

The STUF budget is a dedicated budget from student fees that cannot be reappropriated. The STUF budget is to provide affordable access to information technology to the entire West Plains student population for the furtherance of their educational opportunities. It pays for the operation and equipment of the open labs. Items purchased from the STUF budget must provide a direct benefit to student computing. As the STUF fund is dynamic each year based on the STUF fees collected by students, on average the estimated revenue is $190,000. All funds not spent at the end of the fiscal year are rolled over into the next fiscal year STUF budget.

Student Services:1,778,250


  • Admissions (85% personnel)317,678
  • Career Development Center (73% personnel)28,068
  • Cheer (62% personnel)5,223
  • Financial Aid (93% personnel)213,470
  • Men's Athletics (70% personnel)176,954
  • Registration & Records (93% personnel)147,918
  • Student Life (64% personnel)43,799
  • Student Services (96% personnel)162,180
  • Women's Athletics (71% personnel)176,265
  • Multicultural Committee1,000
  • Scholarship & Fee Waivers505,696

Auxiliary Budgets

  • Drago College Store189,043
  • Grizzly House99,989
  • Grizzly LoftsTBA
  • Putnam Food Service189,167
  • Student Recreation Center38,025

The student services division budget is to support the functions needed for student success outside of the classroom. These are services designed to guide the student through the recruiting and admission process, provide financial aid for students who are underrepresented in higher education, support the registration of students and document their academic work, assist them with the necessary skills to be successful upon completion of their degree and gain needed experience with leadership and development through engagement.

The student services division includes the following departments:

Admissions, athletics, career development center, financial aid, registration and records, student life and development and student services.

Additional budgets in student services are the Multicultural Committee and scholarships & fee waivers.

Auxiliary budgets managed include the Drago College Store, the Grizzly House, the Grizzly Lofts, food services and the student recreation center.

University Communications Budget:249,932

  • Salaries and Fringe Benefits (73% personnel)182,651
  • Operating Budget67,281

The mission of the University Communications office is to provide and disperse information to the campus community and its various constituencies in a timely, factual and credible manner. The office is responsible for the coordination of activities that expand and enhance the image of the University. Primary functions include marketing, public relations, news services, photography, publications, social media and web content management. Major budget expenditures include staff salaries, advertising and printing.

University/Community Programs:432,491.44

  • University/Community Programs (83% personnel)120,871
  • Aquatics and Wellness (77% personnel)158,316
  • Theater and Events (61% personnel)77,456
  • Small Business Development Center (SBDC) (90% personnel)75,847

University/Community Programs' mission is to serve the business development needs; and provide educational, cultural and wellness opportunities for our students as well as south-central Missouri. A lease agreement with the city, allows the University to operate programming in the center at no cost, which includes the operation of the pool and fitness center.

Budgets include University/community programs, aquatics and wellness, theater and events and the small business development center (SBDC).