Chapter 3: Additional Budgeting Concepts QUESTIONS FOR DISCUSSION 3-1 Yes If taxes are deemed to be unacceptably high, people may circumvent them, even if it means moving to another jurisdiction Unlimited spending can lead to deficits that could bankrupt the government, or at a minimum create rising interest rates and costs that might be more than can be sustained over time 3-2 A line-item budget shows the costs of the organization broken down by spending for each traditional line-item of expenditure, such as salaries, supplies, rent, depreciation, and interest Responsibility center budgets show the amount budgeted to be spent by each responsibility center A responsibility center is a unit or department that is under the direction of a manager who is responsible for its financial performance A program budget shows the amount of spending for each of the major programs of the organization Typically responsibility and program budgets are further subdivided to show line-item expenses 3-3 The critical issue is in the type of information generated by each A line item budget will tell Mary how much was spent on art rental, shipping, and salaries for all programs Mary has to decide which exhibits to eliminate, so she must know all of the costs for each program, regardless of whether they relate to shipping, rent of art, or insurance Then she can judge which programs to eliminate She will not necessarily eliminate the most expensive The cost of each program will have to be weighed against its benefits 3-4 A top-down budget is one that is prepared by top management The budgeted amount is given to responsibility center managers, who are expected to achieve the budgeted result However, it is very difficult for top managers to be aware of all of the likely factors affecting spending in each responsibility unit An alternative approach is bottom-up, in which responsibility unit managers propose budgets for their unit and provide justification for the requested spending A bottom-up approach makes better use of the expertise of employees throughout the organization, is more likely to result in employees who want to achieve the budget, and is more likely to be achieved However, it requires top management willing to accept some degree of decentralization In very autocratic, centralized organizations where top management desires retention of high levels of control, a top-down budget is more likely to be employed 3-5 False 3-6 Zero-based budgeting could be very effective here Rather than simply adding a certain percent to all departments, or even evaluating incremental requests from all departments, ZBB would result in an analysis of the future needs for each department in light of the changing conditions Rather than an incremental approach, the city needs a method that can substantially reallocate resources among city departments, either upward or downward for each department 3-7 Program services and supporting services It is nice for a not-for-profit organization to be able to track the portion of spending that is going directly toward providing services, and therefore accomplishing its mission 3-8 Mandates are requirements that certain spending take place For example, the state could mandate that every local government spend at least $500,000 per year to provide public library services Entitlements are benefits that must be given to any individuals who meet eligibility criteria specified in the law creating the entitlement For example, Medicare applies to everyone over a certain age who applies If the number of eligible applicants increases, the government must provide Medicare benefits to those individuals, even if it causes government spending levels to be higher than desired 3-9 Performance budgeting is an approach designed to improve the budget process by focusing more on what we hope to accomplish than simply on inputs used The method calls upon the manager and organization to define goals, plan the amount of resources needed to accomplish those goals, and then assess how well the goals have been achieved The method is particularly useful when it is possible to apparently the same amount of work with different budgeted amounts of resources (e.g., maintain ten parks), yet the underlying quality of worked performed does not remain constant The first step is to clearly define objectives, referred to as performance areas Next, one must identify the operating budget Then the percent of operating budget resources that will be devoted to each objective must be determined The operating budget resources can then be allocated to the performance areas Measures of performance for each objective or performance area must be established Then a performance budget can be developed 3-10 False 3-11 This is a technique that argues that all costs in the budget must be justified each year, not just budget increases from year to year The method also focuses on the evaluation of alternatives and their costs and benefits 3-12 C 3-13 A flexible budget is an operating budget for varying workload levels It gives managers an understanding of what is likely to happen to revenues, expenses, and profits (surpluses or deficits) if the volume of services provided varies from the expected level 3-14 No There may be trend or seasonality If so, the average will obfuscate such variability 3-15 The closer a forecast line is to historical data points, the closer it is likely to be to future results By fitting historical data to a curved line rather than a straight line, they are likely to be closer to that line Projecting that curved line into the future is therefore likely to produce a more accurate prediction of the actual future results 3-16 False Computers fail to take into account what people know Managers may have information about why the futue is unlikely to be a reflection of the past Such managerial information should be used to modify computer-generated predictions 3-17 There are two common techniques designed specifically to help improve the accuracy of estimates when no specific historical information is available These are the Delphi and nominal group techniques In both approaches, a team or panel must be selected that consists of individuals who are likely to have reasoned insights with respect to the item being forecast The nominal group technique is one in which the individuals are brought together in a structured meeting Each member writes down a forecast Then all of the written forecasts are presented to the group by a group leader without discussion Once all the forecasts have been revealed, the reasoning behind each one is discussed After the discussions, each member again makes a forecast in writing Through a repetitive process, a group decision is eventually made In the Delphi approach, the group never meets All forecasts are presented in writing to a group leader, who provides summaries to all group members After several rounds a decision is made based on the collective responses The weakness of the Delphi method is that it takes more time and is more cumbersome than the nominal group method Nevertheless, Delphi decisions are based more on logic than on personality or position 3-18 These statements separate activities into their major functions of providing services, administration, and fund-raising PROBLEMS The exhibits below are embedded Excel objects Double-clicking on them will open an Excel spreadsheet 3-19 a Zero-Based f Flexible 3-20 SALARIES, BENEFITS, SUPPLIES, RENT, INTEREST, ETC 3-21 f FLEXIBLE e CAPITAL BUDGETS a ZERO-BASED d ACCRUAL 3-22 Performance budgets focus on _outcomes or results, what they were trying to achieve, goals and objectives, mission or other similar answers _ rather than solely on outputs 3-23 MUTT RESCUE OPERATING BUDGET Revenue Adoption Fee Additional Contributions Fund Raising Total Revenue Flexible Budget Base Budget $ 180,000 $ 189,000 21,000 22,050 40,000 40,000 $ 241,000 $ 251,050 # dogs * fee # dogs * % placed * % extra donation Fixed Expenses Salaries Benefits Base Vet expenses Spay/Neuter & Transport Food Depreciation Total Expenses $ 95,000 $ 95,000 23,750 23,750 43,200 45,360 48,000 50,400 10,560 11,088 20,000 20,000 $ 240,510 $ 245,598 Sum of salaries - all fixed Benefit % * salaries # dogs * visits * fee # dogs * spay fee & transport cost # dogs * days * cost of food per day Cost of kennel & equipment/life - fixed Profit/(Loss) $ 490 $ 5,452 3-24 Stratton County Community College Band Revenue Tuition Community Musicians Concert Revenues Total Revenue $ 29,750 2,000 4,500 $ 36,250 35 students * $500 * semesters 20 community musicians * $50 * semseters concerts * 200 people * $3.00 Expenses Salaries Instrument Rental Instrument Depreciation Music Rehearsal Space Rental Variable Concert Costs Fixed Concert Costs $ 15,000 3,300 2,800 4,500 7,500 1,350 2,550 Graduate Assistant * $15,000 10 instruments * $90 * semesters (Tuba $4000 + Bari $2,500 + Percussion $7,500)/5 years 30 arrangements * $150 each 15 nights per semester $250 per night * semesters $.75 per person * 200 people * concerts ($100 cleaning + $50 student labor + $200 promotion + $75 insurance) * concerts Total Expenses $ 37,000 Surplus/(Deficit) $ (750) 3-25 (Flexible Budget) The Zoo expects the following number of visitors per month: Visitor Type Adult Child School child Families Monthly Number of Admissions Tickets 800 950 1,000 300 Price per Admission Admission Total Revenue Admissions $6,400 4,750 3,000 6,000 800 950 1,000 1,200 $20,150 3,950 20 Total Flexible 10% Base Budget Flexible + 10% Revenues County Gra nt Admissions Total Revenues $ 7,000 18,135 $ 5,135 $ 7,000 20,150 $ 7,150 $ Expenses Administrat ion Staff Training Costs Maintenance Total Expenses $ 12,000 10,000 1,185 3,555 $ 26,740 $ 12,000 10,000 1,317 3,950 $ 27,267 $ 12,000 10,000 1,448 4,345 $ 27,793 $ $ Profit/(Loss) $ (1,605) (117) 7,000 22,165 $ 9,16 1,372 3-26 (Flexible Budget) (Flexible Budget) Inputs $ Price 6.00 18,000 $ 6.50 16,000 6.00 18,000 $ 108,000 $ 6.50 16,000 04,000 $ 32,000 80,000 $ 32,000 72,000 $ 32,000 64,000 ($2,000) $4,000 $8,000 Volume 5.50 20,000 $ $ 4.00 $ 32,000 Variable Cost Fixed Cost Price Volume Revenue $ 5.50 20,000 $ 110,000 Less Fixed Cost Less Variable Cost Surplus/(Deficit) $ $ 3-27 (Performance Budget) Total Arrests % Traffic Citations% Inputs Salary Vehicle costs Supplies Volume $ 3,000,000 $ 200,000 $ 300,000 7,000 Total 30% 25% 40% 1,000 Arrests Emergency Response % 30% 30% 10% 4,000 Traffic Citations 15% 5% 25% 2,000 Emergency Response Salary Vehicle costs Supplies $ 3,000,000 $ 900,000 $ 900,000 $ 450,000 200,000 50,000 60,000 10,000 300,000 120,000 30,000 75,000 Total $ 3,500,000 $ 1,070,000 $ 990,000 $ 535,000 Performance Budget from above $ 1,070,000 $ 990,000 $ 535,000 Budgeted Volume 1,000 4,000 2,000 Cost/unit $ 1,070 $ 248 $ 268 per arrest per citation per response Traffic citations serve to not only punish violators, but to protect society The possibility of being stopped for a citation possibly prevents people from speeding, running red lights, etc If the Village stopped issuing citations, it would make the co 3-28 (Line-Item Budget) Also see Excel file for more details Eger Township Budget For Year Ending March 31, 2014 Salaries Fringe Benefits Supplies Telephone Gas & Electric Rent Interest Depreciation 3-29 Responsibility Budget) $2,204,451.50 462,934.82 187,235.82 32,255.52 71,832.68 128,349.00 42,410.00 438,827.00 $ 3,568,296.34 Also see Excel file for more details Eger Township Budget For Year Ending March 31, 2014 Management Public Works Recreation Public Safety $1,766,645.43 670,216.04 312,217.63 819,217.24 $ 3,568,296.34 3-30 (Responsibility Budget Showing Line Items) See also Excel file Eger Township Budget For Year Ending March 31, 2014 Salaries Fringe Benefits Supplies Rent Gas & Electric Telephone Depreciation Interest Recreation $ 107,071.00 22,484.91 39,603.00 0.00 8,865.34 4,414.38 129,779.00 0.00 $312,217.63 Public Safety $ 461,203.50 96,852.74 38,095.00 0.00 7,780.00 9,510.00 205,776.00 0.00 $819,217.24 Public Works $ 387,457.00 81,365.97 85,553.59 0.00 22,637.34 4,130.14 89,072.00 0.00 $670,216.04 Management Total $ 1,248,720.00 $2,204,451.50 262,231.20 462,934.82 23,984.23 187,235.82 128,349.00 128,349.00 32,550.00 71,832.68 14,201.00 32,255.52 14,200.00 438,827.00 42,410.00 42,410.00 $1,766,645.43 $3,568,296.34 Note: Generally salaries are shown near the top of the budget Then fringe benefits, which are directly related to salaries are shown next Larger items would then be shown, followed by smaller amounts Interest and depreciation are often less control 3-31 (Functional Budget) See also Excel file Eger Township Budget For Year Ending March 31, 2013 Support Function Program Functions Park Police Fire Garbage Snow Protection Protection Collection Removal Salaries $ 310,432 $ 150,772 $ 241,089 $ Fringe Benefits 65,191 31,662 50,629 Supplies: Office 7,957 4,426 1,832 Supplies: Parks Supplies: Concerts Supplies: Athletic Supplies: Salt Supplies: Blacktop Supplies: Fire Truck 22,856 Supplies: Uniforms 2,856 Rent Gas & Electric 3,890 3,890 2,385 Telephone 4,755 4,755 1,832 Depreciation Exp 52,888 152,888 40,000 Interest Total $ 447,969 $ 371,249 $ 337,767 $ 3-32 Road Repair Maintenance Concerts Athletics Management 84,736 $ 61,632 $ 31,555 $ 14,315 $ 61,201 $ 1,248,720 17,795 12,943 6,627 3,006 12,852 262,231 832 3,163 427 624 3,890 23,984 4,278 - 2,941 - 27,443 36,748 - 42,979 128,349 18,236 2,016 524 262 8,079 32,550 1,273 1,025 617 619 3,178 14,201 20,128 28,944 8,293 2,744 118,742 14,200 42,410 179,747 $ 152,702 $ 52,321 $ 24,511 $ 235,386 $ 1,766,645 Total $ 2,204,452 462,935 47,135 4,278 2,941 27,443 36,748 42,979 22,856 2,856 128,349 71,833 32,256 438,827 42,410 $ 3,568,296 (Line-Item, Responsibility, And Functional Budget Using Chart-Of-Account Numbers) See also Excel Solution Part A State Budget Department of Labor For the Year Ending June 30, 2015 Revenues Direct State Appropriations Grants-in-Aid $22,735,519 26,958,230 Total Revenues $49,693,749 Part B State Budget Department of Labor For the Year Ending June 30, 2015 Revenues Economic Planning and Development Economic Assistance and Security Manpower and Employment Services Total Revenues $15,972,206 24,651,316 $9,070,227 $49,693,749 ... 438,827.00 $ 3,568,296.34 Also see Excel file for more details Eger Township Budget For Year Ending March 31, 2014 Management Public Works Recreation Public Safety $1,766,645.43 670,216.04 312,217.63... structured meeting Each member writes down a forecast Then all of the written forecasts are presented to the group by a group leader without discussion Once all the forecasts have been revealed, the reasoning... Part B State Budget Department of Labor For the Year Ending June 30, 2015 Revenues Economic Planning and Development Economic Assistance and Security Manpower and Employment Services Total Revenues