[ { "page": 1, "items": [ { "page": 1, "type": "TEXT", "location": { "l": 68.64, "t": 675.12, "r": 402.24, "b": 624.72 }, "text": "Kentucky State", "reading_order": 0 }, { "page": 1, "type": "TEXT", "location": { "l": 69.12, "t": 604.32, "r": 301.44, "b": 558.72 }, "text": "University", "reading_order": 1 }, { "page": 1, "type": "TEXT", "location": { "l": 72.24, "t": 550.56, "r": 281.28, "b": 528 }, "text": "Board of Regents Meeting", "reading_order": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 62.16, "t": 493.92, "r": 479.04, "b": 465.36 }, "text": "Finance Administration Committee", "reading_order": 3, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "l": 210.24, "t": 365.52, "r": 337.92, "b": 346.08 }, "text": "January 24, 2014", "reading_order": 4 }, { "page": 1, "type": "TEXT", "location": { "l": 134.4, "t": 305.28, "r": 413.28, "b": 285.12 }, "text": "Regent Lavaughn Henry, Chairperson", "reading_order": 5 }, { "page": 1, "type": "TEXT", "location": { "l": 186.48, "t": 275.52, "r": 361.68, "b": 255.84 }, "text": "Regent David Guarnieri", "reading_order": 6 }, { "page": 1, "type": "TEXT", "location": { "l": 185.76, "t": 245.76, "r": 361.44, "b": 226.08 }, "text": "Regent Syamala Reddy", "reading_order": 7 }, { "page": 1, "type": "TEXT", "location": { "l": 179.28, "t": 216, "r": 368.88, "b": 195.84 }, "text": "Regent Chuck Whitehead", "reading_order": 8 }, { "page": 1, "type": "TEXT", "location": { "l": 177.84, "t": 155.76, "r": 370.8, "b": 136.56 }, "text": "Ms. Anita Lockridge, Staff", "reading_order": 9 } ] }, { "page": 2, "items": [ { "page": 2, "type": "TEXT", "location": { "l": 181.2, "t": 736.08, "r": 446.88, "b": 607.68 }, "text": "KENTUCKY STATE UNIVERSITY\nRegular Meeting of the\nBoard of Regents\nFinance and Business Committee\nJanuary 24, 2014\n10:00 am to 10:45 am\nBoard Room – Academic Services Building\nFrankfort, Kentucky", "reading_order": 0 }, { "page": 2, "type": "TITLE", "location": { "l": 261.36, "t": 586.08, "r": 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To:Board of Regents\nFinance AdministrationDate:\nJanuary 24, 2014
From:Ms. Anita Lockridge, Vice President for\nFinance Administration
Subject:July 26, 2013 and October 25, 2013\nCommittee Minutes
Reason for\nConsideration:ApprovalEnclosures: Yes
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Initiator:Ms. Anita Lockridge, Vice President for Finance Administration
Board Action Date:January 24, 2014
Effective Date:January 24, 2014
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Call to Order", "reading_order": 2, "level": 3 }, { "page": 5, "type": "TEXT", "location": { "l": 100.32, "t": 557.76, "r": 440.4, "b": 543.36 }, "text": "Regent Henry called the meeting to order at 10:07a.m. on July 26, 2013.", "reading_order": 3 }, { "page": 5, "type": "TITLE", "location": { "l": 66.24, "t": 533.52, "r": 146.88, "b": 519.36 }, "text": "II. Roll Call", "reading_order": 4, "level": 3 }, { "page": 5, "type": "TEXT", "location": { "l": 100.56, "t": 508.8, "r": 420, "b": 494.4 }, "text": "Regent Henry asked for the roll call, which was recorded as follows:", "reading_order": 5 }, { "page": 5, "type": "TEXT", "location": { "l": 100.8, "t": 484.56, "r": 264.96, "b": 409.2 }, "text": "Regent Lavaughn Henry, present\nRegent Ron Banks, present\nRegent David Guarnieri, absent\nRegent Syamala Reddy, absent\nRegent Chuck Whitehead, present\nMrs. Lockridge, present", "reading_order": 6 }, { "page": 5, "type": "TEXT", "location": { "l": 100.8, "t": 399.36, "r": 216.96, "b": 385.92 }, "text": "A quorum was declared.", "reading_order": 7 }, { "page": 5, "type": "TITLE", "location": { "l": 66.96, "t": 375.36, "r": 206.16, "b": 361.2 }, "text": "III. Approval of Minutes", "reading_order": 8, "level": 3 }, { "page": 5, "type": "TEXT", "location": { "l": 100.08, "t": 350.88, "r": 558.96, "b": 312.48 }, "text": "Action: Motion to approve the minutes from the April 26, 2013 Finance and Business Committee meeting was made by Regent Henry. The minutes stand as approved as submitted.", "reading_order": 9 }, { "page": 5, "type": "TEXT", "location": { "l": 100.8, "t": 289.68, "r": 443.76, "b": 275.52 }, "text": "Regent Henry recognized Mrs. Lockridge to carry the discussion forward.", "reading_order": 10 }, { "page": 5, "type": "TITLE", "location": { "l": 66.72, "t": 253.68, "r": 223.44, "b": 239.76 }, "text": "IV. 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Staff is working to complete the June financials for the fiscal year.", "reading_order": 13 }, { "page": 5, "type": "TITLE", "location": { "l": 102.24, "t": 131.28, "r": 169.2, "b": 117.84 }, "text": "FY2013 Audit", "reading_order": 14, "level": 3 }, { "page": 5, "type": "TEXT", "location": { "l": 102, "t": 106.8, "r": 559.92, "b": 80.64 }, "text": "The committee was informed that the external auditors from DeanlDortonlAllenlFord have been on campus several times and will be back for about three weeks beginning the week of August 4th to", "reading_order": 15 } ] }, { "page": 6, "items": [ { "page": 6, "type": "TEXT", "location": { "l": 100.8, "t": 735.36, "r": 561.12, "b": 709.68 }, "text": "begin field work. Staff have been diligently working on the audit schedules. The final audit report is due to the Commonwealth by October 4th.", "reading_order": 0 }, { "page": 6, "type": "TEXT", "location": { "l": 100.8, "t": 675.12, "r": 560.4, "b": 636 }, "text": "Vice President Lockridge introduced several staff members that have been working on the audit, Jessica Peete, Sr. Financial Analyst, Vickie Dornbusch who is working with us on an interim basis and James Presley, Coordinator Collection and Cash Manager.", "reading_order": 1 }, { "page": 6, "type": "TITLE", "location": { "l": 101.28, "t": 626.4, "r": 169.92, "b": 612.48 }, "text": "NCAA Report", "reading_order": 2, "level": 3 }, { "page": 6, "type": "TEXT", "location": { "l": 100.32, "t": 601.92, "r": 560.16, "b": 574.56 }, "text": "Vice President Lockridge informed the committee that DeanlDortonlAllenlFord have issued the final NCAA audit report which is required every three years; the report was acceptable.", "reading_order": 3 }, { "page": 6, "type": "TITLE", "location": { "l": 101.28, "t": 565.2, "r": 168, "b": 551.28 }, "text": "Internal Audit", "reading_order": 4, "level": 3 }, { "page": 6, "type": "TEXT", "location": { "l": 100.32, "t": 540.48, "r": 561.6, "b": 490.08 }, "text": "The committee was informed that Tronconi Segarra & Associates were on campus the week of June 10th to perform general controls reviews in the areas of Purchasing, Accounts Payable, Human Resource Services and Student Financial Aid and will be back later in the year to perform testing.", "reading_order": 5 }, { "page": 6, "type": "TITLE", "location": { "l": 101.28, "t": 480, "r": 167.04, "b": 465.6 }, "text": "Perkins Loan", "reading_order": 6, "level": 3 }, { "page": 6, "type": "TEXT", "location": { "l": 100.56, "t": 455.28, "r": 561.84, "b": 379.68 }, "text": "Vice President Lockridge stated that at the January BOR meeting it was reported that the cohort default rate was at 25.9% and at June 30th it is 13.5%; below the USDOE target of below 15%. This is due to staff contacting students and explaining available repayment options, many of them qualified for forbearance. The university is working with the Department of Education (DOE) to exit the program. They have given us a check list and we have to review each file to assure the elements required for completion are included prior to submitting to DOE.", "reading_order": 7 }, { "page": 6, "type": "TITLE", "location": { "l": 101.28, "t": 357.84, "r": 195.6, "b": 344.4 }, "text": "Insurance Renewal", "reading_order": 8, "level": 3 }, { "page": 6, "type": "TEXT", "location": { "l": 100.32, "t": 333.6, "r": 561.36, "b": 258.48 }, "text": "The renewal of insurance coverage for the university was completed July 1st. The renewals include Include Primary General Liability, Directors & Officers Employment Practices, Educators Legal Liability, Crime Insurance and Workers Compensation. Vice President Lockridge stated that we worked with our broker from Neace Lukens and Dr. Tsegaye to acquire insurance for the research vessel referred to as Kentucky River Thorobred. Rosenwald Child Care Center is included in the coverage we already have.", "reading_order": 9 }, { "page": 6, "type": "TITLE", "location": { "l": 100.8, "t": 236.88, "r": 150.96, "b": 222.72 }, "text": "TouchNet", "reading_order": 10, "level": 3 }, { "page": 6, "type": "TEXT", "location": { "l": 100.56, "t": 211.92, "r": 557.04, "b": 149.04 }, "text": "Vice President Lockridge stated that management has acquired additional use of rights through a company called TouchNet which offers software whereby students can go online and pay their tuition bills with a credit card. The targeted date for this plan is the end of September. Also, Payment Plan software has been acquired for creating and managing tuition installment plans. Go Live is targeted for October.", "reading_order": 11 }, { "page": 6, "type": "TITLE", "location": { "l": 101.28, "t": 126.96, "r": 142.32, "b": 113.28 }, "text": "Ellucian", "reading_order": 12, "level": 3 }, { "page": 6, "type": "TEXT", "location": { "l": 101.04, "t": 102.24, "r": 509.28, "b": 64.08 }, "text": "The university software vendor Ellucian has been on campus assisting with the loading of the budget, year-end closing and training. On-going training is being planned to assure staff is trained on the functionality of the system.", "reading_order": 13 }, { "page": 6, "type": "FIGURE", "location": { "l": 287.04, "t": 49.68, "r": 340.8, "b": 26.4 }, "text": "", "reading_order": 14 } ] }, { "page": 7, "items": [ { "page": 7, "type": "TITLE", "location": { "l": 101.28, "t": 687.36, "r": 132.24, "b": 672.48 }, "text": "Other", "reading_order": 0, "level": 3 }, { "page": 7, "type": "TEXT", "location": { "l": 100.56, "t": 662.64, "r": 511.92, "b": 611.28 }, "text": "Per Vice President Lockridge, Finance Administration has partnered with the School of Business to implement an Accounting internship program. Mrs. Carla Perry, a senior with a major in Accounting was introduced and she shared her experience of working in Finance Administration's accounting department.", "reading_order": 1 }, { "page": 7, "type": "TITLE", "location": { "l": 101.04, "t": 601.2, "r": 230.4, "b": 587.76 }, "text": "Human Resource Services", "reading_order": 2, "level": 3 }, { "page": 7, "type": "TEXT", "location": { "l": 100.56, "t": 576.96, "r": 560.64, "b": 403.68 }, "text": "Vice President Lockridge stated that performance evaluations for the University for the period July 1, 2012 through June 30, 2013 are due to HR August 16, 2013. She stated that responses to the RFP for the review of faculty and staff compensation and classification have been received and the first review committee meeting will be held August 1, 2013. She informed the committee that the annual benefit and open enrollment for FY14 was completed in May with an effective date of July 1, 2013 with very few employees changing their health insurance coverage due to an affordable health plan. Per Vice President Lockridge, we continue to monitor our requirements with the Affordable Health Care Act. The university will issue a Notice to Employees of Coverage Options no later than October 13, 2013. The committee was informed that to ensure all individuals receiving a paycheck are active KSU employees, ghost audits have been scheduled for Staff in August and Faculty and Students in October. She also stated that the effective date for the implementation of the change to the KTRS sick leave service credit program is September 2, 2013. The committee was informed that there is a pilot program being tested for electronic timesheets for students and also a simplification process for EPAF's has been approved by the Cabinet.", "reading_order": 3 }, { "page": 7, "type": "TITLE", "location": { "l": 101.28, "t": 382.56, "r": 220.8, "b": 368.64 }, "text": "Personnel Policy Update", "reading_order": 4, "level": 3 }, { "page": 7, "type": "TEXT", "location": { "l": 100.8, "t": 357.84, "r": 490.8, "b": 331.92 }, "text": "Attorney Davis gave a presentation for the approval of a revision to Staff Personnel Policy and Procedure Number 6.0", "reading_order": 5 }, { "page": 7, "type": "TEXT", "location": { "l": 101.04, "t": 321.12, "r": 559.44, "b": 283.44 }, "text": "Action: Regent Henry proposed a motion to take this to internal advisement and make a ruling on it at the next Board meeting. Regent Whitehead seconded the motion. The motion passed.", "reading_order": 6 }, { "page": 7, "type": "TITLE", "location": { "l": 101.28, "t": 260.64, "r": 298.08, "b": 246.72 }, "text": "FY2014 Budget Tuition and Fee Increase", "reading_order": 7, "level": 3 }, { "page": 7, "type": "TEXT", "location": { "l": 100.56, "t": 236.16, "r": 510.96, "b": 209.76 }, "text": "Per Vice President Lockridge, at the April 26, 2013 BOR meeting the stated increase in tuition and mandatory fees was noted as 2.9% instead of 2.95%.", "reading_order": 8 }, { "page": 7, "type": "TITLE", "location": { "l": 102, "t": 199.44, "r": 141.12, "b": 186.72 }, "text": "Action:", "reading_order": 9, "level": 4 }, { "page": 7, "type": "TEXT", "location": { "l": 156.48, "t": 199.92, "r": 558.96, "b": 160.8 }, "text": "Motion to make an adjustment that the tuition and fee policy be increased to 2.95% versus already approved 2.9% was made by Regent Henry and seconded by Regent Whitehead. The motion passed.", "reading_order": 10 }, { "page": 7, "type": "TITLE", "location": { "l": 101.76, "t": 138.96, "r": 392.4, "b": 124.8 }, "text": "Tuition Rates for Rosenwald Center for Families and Children", "reading_order": 11, "level": 3 }, { "page": 7, "type": "TEXT", "location": { "l": 101.52, "t": 114.48, "r": 501.6, "b": 88.56 }, "text": "Vice President Lockridge gave an overview of the tuition rate chart for the Rosenwald Center for Families and Children.", "reading_order": 12 } ] }, { "page": 8, "items": [ { "page": 8, "type": "TEXT", "location": { "l": 98.64, "t": 736.32, "r": 559.68, "b": 697.44 }, "text": "Action: Motion to approve the FY2014 Tuition Rate Chart for Rosenwald Center for Families and Children was made by Regent Henry and seconded by Regent Banks. The motion passed.", "reading_order": 0 }, { "page": 8, "type": "TITLE", "location": { "l": 65.04, "t": 663.84, "r": 171.36, "b": 648.48 }, "text": "V. Adjournment", "reading_order": 1, "level": 3 }, { "page": 8, "type": "TEXT", "location": { "l": 99.6, "t": 638.64, "r": 559.92, "b": 611.52 }, "text": "Motion to adjourn the Finance and Business committee meeting was made by Regent Henry and seconded by Regent Whitehead. The meeting adjourned at 10:47am.", "reading_order": 2 }, { "page": 8, "type": "TEXT", "location": { "l": 100.56, "t": 565.92, "r": 442.56, "b": 550.08 }, "text": "Submitted by:", "reading_order": 3 }, { "page": 8, "type": "TEXT", "location": { "l": 100.32, "t": 517.2, "r": 329.76, "b": 490.32 }, "text": "Anita Lockridge, Vice President for Finance and Business Affairs", "reading_order": 4 }, { "page": 8, "type": "TEXT", "location": { "l": 376.08, "t": 516.48, "r": 522.72, "b": 477.6 }, "text": "Lavaughn Henry, Chairperson\nFinance and Business Affairs\nCommittee", "reading_order": 5 }, { "page": 8, "type": "TEXT", "location": { "l": 102.24, "t": 456, "r": 276.72, "b": 441.12 }, "text": "___Approved with no corrections", "reading_order": 6 }, { "page": 8, "type": "TEXT", "location": { "l": 101.04, "t": 432.24, "r": 262.32, "b": 416.16 }, "text": "___Approved with corrections", "reading_order": 7 } ] }, { "page": 9, "items": [ { "page": 9, "type": "TITLE", "location": { "l": 66.96, "t": 631.2, "r": 118.32, "b": 617.04 }, "text": "MINUTES", "reading_order": 0, "level": 3 }, { "page": 9, "type": "TITLE", "location": { "l": 219.84, "t": 709.92, "r": 407.76, "b": 641.52 }, "text": "Kentucky State University\nBoard of Regents\nFinance and Business Committee\n8:56 a.m., October 25, 2013\nFrankfort, Kentucky", "reading_order": 1, "level": 1 }, { "page": 9, "type": "TITLE", "location": { "l": 66.24, "t": 594.48, "r": 169.68, "b": 580.08 }, "text": "1. Call to Order", "reading_order": 2, "level": 3 }, { "page": 9, "type": "TEXT", "location": { "l": 100.8, "t": 569.52, "r": 457.44, "b": 555.36 }, "text": "Regent Henry called the meeting to order at 8:56 a.m. on October 25, 2013.", "reading_order": 3 }, { "page": 9, "type": "TITLE", "location": { "l": 66.72, "t": 546, "r": 148.08, "b": 531.12 }, "text": "II. Roll Call", "reading_order": 4, "level": 3 }, { "page": 9, "type": "TEXT", "location": { "l": 100.8, "t": 520.56, "r": 420.96, "b": 506.4 }, "text": "Regent Henry asked for the roll call, which was recorded as follows:", "reading_order": 5 }, { "page": 9, "type": "TEXT", "location": { "l": 101.28, "t": 496.32, "r": 266.16, "b": 434.4 }, "text": "Regent Lavaughn Henry, present\nRegent David Guarnieri, absent\nRegent Syamala Reddy, absent\nRegent Chuck Whitehead, present\nMrs. Lockridge, present", "reading_order": 6 }, { "page": 9, "type": "TEXT", "location": { "l": 100.8, "t": 423.12, "r": 235.68, "b": 409.44 }, "text": "A quorum was not declared.", "reading_order": 7 }, { "page": 9, "type": "TITLE", "location": { "l": 66.72, "t": 399.6, "r": 207.12, "b": 385.2 }, "text": "III. Approval of Minutes", "reading_order": 8, "level": 3 }, { "page": 9, "type": "TEXT", "location": { "l": 100.56, "t": 374.88, "r": 560.16, "b": 336.48 }, "text": "Action: The minutes from the July 26, 2013 Finance and Business Committee meeting will be presented for approval at the January 24, 2014 Finance Meeting since a quorum was not declared.", "reading_order": 9 }, { "page": 9, "type": "TEXT", "location": { "l": 101.04, "t": 313.92, "r": 444.72, "b": 299.28 }, "text": "Regent Henry recognized Mrs. Lockridge to carry the discussion forward.", "reading_order": 10 }, { "page": 9, "type": "TITLE", "location": { "l": 66.72, "t": 277.68, "r": 224.16, "b": 264 }, "text": "IV. Vice President's Report", "reading_order": 11, "level": 3 }, { "page": 9, "type": "TITLE", "location": { "l": 102, "t": 252.72, "r": 199.68, "b": 239.04 }, "text": "Executive Summary", "reading_order": 12, "level": 3 }, { "page": 9, "type": "TEXT", "location": { "l": 101.04, "t": 228.48, "r": 560.4, "b": 189.36 }, "text": "Vice President Lockridge introduced three new employees who recently joined the Finance Division; Ms. Debbie Martin, Associate Vice President Business Operations, Ms. Ann Knotts, Director, Budget Policy and Planning and Ms. Venita Dornbusch, Director of Accounting.", "reading_order": 13 }, { "page": 9, "type": "TEXT", "location": { "l": 101.28, "t": 179.52, "r": 560.64, "b": 141.84 }, "text": "Vice President Lockridge stated that total net assets for the two months ending August 2013 are $128,329,215, revenue is 41% of the revenue budget and expenses approximate 16% of the total expense budget.", "reading_order": 14 }, { "page": 9, "type": "TEXT", "location": { "l": 101.52, "t": 130.8, "r": 561.6, "b": 67.68 }, "text": "Mrs. Lockridge updated the committee on the meetings held by the Council on Post-Secondary Education (CPE) and the Chief Budget Officers pertaining to the 2014-2016 biennium budget. Per Vice President Lockridge, CPE will make a budget recommendation on November 8th pertaining to any new money in the Governor's budget and how the money should be distributed between the institutions. There is a potential increase for the university if the FY2014 – 2016 budget", "reading_order": 15 } ] }, { "page": 10, "items": [ { "page": 10, "type": "TEXT", "location": { "l": 100.32, "t": 734.4, "r": 561.36, "b": 696.24 }, "text": "recommendation by CPE is accepted. Also per Vice President Lockridge, CPE through the Program Review and Investigation Committee, has requested 10 years' worth of data for a Cost Drivers in Higher Education study. This information is due to CPE in December.", "reading_order": 0 }, { "page": 10, "type": "TITLE", "location": { "l": 100.8, "t": 685.92, "r": 231.12, "b": 672.96 }, "text": "Human Resource Services", "reading_order": 1, "level": 4 }, { "page": 10, "type": "TEXT", "location": { "l": 100.32, "t": 660.96, "r": 561.6, "b": 439.68 }, "text": "Gary Meiseles, Director Human Resource Services gave a presentation of several projects. Per Mr. Meiseles, HR will be coordinating a compensation and classification study. The last time a study was completed was ten years ago. A representative committee of six KSU employees reviewed responses from a Request for Proposal from five firms. Fox Lawson was awarded the project. Per Mr. Meiseles, Fox Lawson has been a compensation consulting practice since 1981, 90% of the firm's business was conducted with public employees, 40% has been conducted with colleges and universities including HBCUs and land grant institutions. Mr. James Fox, Project Manager, has thirty years of compensation design experience and twenty seven of those were with higher education. The scope of the project is position classification for all non-faculty positions which will include appropriate designations of positions as exempt or non-exempt; compensation review for both faculty and staff with a comparison with peer institutions, recruiting markets and academic disciplines and will include a race and gender equity study; review and make recommendations for a performance management system as well as a compensation policy. Dr. Fox will be on campus in December to provide the project overview to all employees and explain the PDQ (Position Description Questionnaire) that all non-faculty will need to complete by January 2014. The job analysis and evaluation is to be completed March 2014; benchmarking and pay recommendations completed by July 2014; performance management systems completed by September 2014 and the final report submitted by October 2014.", "reading_order": 2 }, { "page": 10, "type": "TEXT", "location": { "l": 100.08, "t": 430.32, "r": 560.4, "b": 379.68 }, "text": "Per Mr. Meiseles, 431 out of 433 staff employees completed the ghost payroll audit which required employees to verify their identity. The remaining two staff members were on paid administrative leave and will complete the audit process upon their return. The faculty and student audit is to be completed by November 8, 2013.", "reading_order": 3 }, { "page": 10, "type": "TEXT", "location": { "l": 100.32, "t": 369.12, "r": 560.64, "b": 318.48 }, "text": "Mr. Meiseles stated that the Health Fair and Tobacco Free Campus Initiative kickoff was held October 21, 2013 which was co-sponsored by Neace Lukens. There were a number of participating agencies and the university's College of Agriculture made several presentations. The Employee Retirement Readiness Fair is scheduled to be held October 28, 2013.", "reading_order": 4 }, { "page": 10, "type": "TITLE", "location": { "l": 101.04, "t": 296.4, "r": 156.48, "b": 282.72 }, "text": "Discussion", "reading_order": 5, "level": 3 }, { "page": 10, "type": "TEXT", "location": { "l": 100.32, "t": 271.92, "r": 560.16, "b": 245.28 }, "text": "There was discussion of the My Math Lab Fee which was not presented with the Budget during the August BOR meeting. No action was taken due to a lack of quorum.", "reading_order": 6 } ] }, { "page": 11, "items": [ { "page": 11, "type": "TITLE", "location": { "l": 64.8, "t": 723.36, "r": 170.4, "b": 708.72 }, "text": "V. Adjournment", "reading_order": 0, "level": 3 }, { "page": 11, "type": "TEXT", "location": { "l": 100.32, "t": 698.88, "r": 448.32, "b": 684.24 }, "text": "The Finance and Business committee's discussion adjourned at 9:17 a.m.", "reading_order": 1 }, { "page": 11, "type": "TEXT", "location": { "l": 100.32, "t": 601.44, "r": 339.12, "b": 586.8 }, "text": "Submitted by: ___ Approved by: ___", "reading_order": 2 }, { "page": 11, "type": "TEXT", "location": { "l": 99.84, "t": 552.96, "r": 435.36, "b": 501.12 }, "text": "Anita Lockridge Vice President for Finance Administration Kentucky State University Lavaughn Henry, Chair Finance and Business Committee Board of Regents Kentucky State University", "reading_order": 3 }, { "page": 11, "type": "TEXT", "location": { "l": 100.32, "t": 455.28, "r": 303.36, "b": 439.92 }, "text": "__Minutes approved with no corrections", "reading_order": 4 }, { "page": 11, "type": "TEXT", "location": { "l": 100.8, "t": 431.52, "r": 289.44, "b": 416.16 }, "text": "__Minutes approved with corrections", "reading_order": 5 } ] }, { "page": 12, "items": [ { "page": 12, "type": "TEXT", "location": { "l": 545.28, "t": 732.48, "r": 560.88, "b": 721.2 }, "text": "B2", "reading_order": 0 }, { "page": 12, "type": "TEXT", "location": { "l": 241.44, "t": 707.52, "r": 386.64, "b": 691.92 }, "text": "Agenda Item Background", "reading_order": 1 }, { "page": 12, "type": "TABLE", "location": { "l": 68.16, "t": 681.12, "r": 532.8, "b": 551.52 }, "text": "
To:Board of Regents\nFinance AdministrationDate:\nJanuary 24, 2014
From:Ms. Anita Lockridge, Vice President for\nFinance Administration
Subject:Executive Summary
Reason for\nConsideration:Informational ItemEnclosures: Yes
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Initiator:Ms. Anita Lockridge, Vice President for Finance Administration
Board Action Date:January 24, 2014
Effective Date:January 24, 2014
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These services enable students to make ACH and credit card payments online, through a portal on their WIRED accounts. Transactions are posted and tracked daily. There is a Payment Plan portion of this software currently being tested. The estimated time for implementation of the payment plan module is January 20, 2014.", "reading_order": 9 }, { "page": 14, "type": "TITLE", "location": { "l": 101.28, "t": 181.68, "r": 146.64, "b": 167.52 }, "text": "Ellucian", "reading_order": 10, "level": 3 }, { "page": 14, "type": "TEXT", "location": { "l": 100.32, "t": 158.88, "r": 560.4, "b": 130.08 }, "text": "On November 19 and 20th, the Finance Division staff participated in the Ellucian Discovery Sessions for the Action Planning Engagement coordinated by Information Technology.", "reading_order": 11 }, { "page": 14, "type": "TEXT", "location": { "l": 100.8, "t": 122.88, "r": 562.08, "b": 81.36 }, "text": "Ellucian was engaged to provide a consultant in December 2013 to review the settings and configurations of Banner Finance and Accounts Receivable modules as it relates to charges posting and feeding into other modules.", "reading_order": 12 } ] }, { "page": 15, "items": [ { "page": 15, "type": "TEXT", "location": { "l": 99.6, "t": 734.88, "r": 560.64, "b": 666.72 }, "text": "The Finance Division participated in the fully integrated coordinated testing for Banner modules during November and December 2013. The following modules have now been upgraded to the following releases: Finance Module to release 8.8, Finance self-service to release 8.6, and Accounts Receivable to 8.4.5, Position Control 8.9, Human Resource 8.9, Student 8.5.8, Student Self Service 8.5.4, General 8.6, Web Tailor 8.6, General Web 8.6 and Faculty Self Service 8.5.4.", "reading_order": 0 }, { "page": 15, "type": "TITLE", "location": { "l": 100.08, "t": 645.36, "r": 187.2, "b": 630.96 }, "text": "Budget Planning", "reading_order": 1, "level": 3 }, { "page": 15, "type": "TEXT", "location": { "l": 99.6, "t": 599.76, "r": 396.96, "b": 584.64 }, "text": "Budget planning for Fiscal year 2014-15 is currently underway.", "reading_order": 2 }, { "page": 15, "type": "TITLE", "location": { "l": 99.6, "t": 553.92, "r": 134.16, "b": 539.28 }, "text": "Other", "reading_order": 3, "level": 3 }, { "page": 15, "type": "TEXT", "location": { "l": 99.36, "t": 508.32, "r": 559.92, "b": 479.76 }, "text": "Accounting services is reviewing the current processes and procedures to create efficiencies within the work area and is working to address the audit findings and recommendations.", "reading_order": 4 } ] }, { "page": 16, "items": [ { "page": 16, "type": "TEXT", "location": { "l": 544.56, "t": 732.24, "r": 558.72, "b": 721.2 }, "text": "B3", "reading_order": 0 }, { "page": 16, "type": "TEXT", "location": { "l": 240.96, "t": 706.56, "r": 384.48, "b": 691.44 }, "text": "Agenda Item Background", "reading_order": 1 }, { "page": 16, "type": "TABLE", "location": { "l": 67.68, "t": 680.16, "r": 530.64, "b": 519.36 }, "text": "
To:Board of Regents\nFinance AdministrationDate:\nJanuary 24, 2014
From:Ms. Anita Lockridge, Vice President for Finance Administration
Subject:Unaudited Comparative Financial Statements for the five months ending November 30, 2013
Reason for Consideration:Informational ItemEnclosures: Yes
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Finance is using December 31, 2012 as comparison due to lack of documentation from November 30, 2012.", "reading_order": 4 }, { "page": 16, "type": "TEXT", "location": { "l": 65.28, "t": 383.76, "r": 560.4, "b": 319.2 }, "text": "The Statement of Net Position (SNP) is as of November 30, 2013 and June 30, 2013. The SNP is a summary of the financial balances at a given point in time, whereas the SRECNP shows the company's revenues and expenses during a particular period of time. A brief summary explanation of certain current assets and plant items follows:", "reading_order": 5 }, { "page": 16, "type": "LIST_ITEM", "location": { "l": 83.52, "t": 304.32, "r": 560.4, "b": 226.08 }, "text": "Cash and cash equivalents total $27.2 million and $21.1 million for November 2013 and June 2013, respectively. The amount for November 30, 2013 includes $18.9 million that is restricted for Land Grant and Action Agenda programs and $1.2 million that is restricted for plant purposes. The remainder is current operating cash that will be available for current operations during the year.", "marker": "1.", "list_id": "L2", "level": 0, "reading_order": 6 }, { "page": 16, "type": "LIST_ITEM", "location": { "l": 83.04, "t": 224.88, "r": 560.88, "b": 66.72 }, "text": "Accounts receivable totaling $11.6 million and $10.9 million for November 2013 and June 2013, respectively, includes the receivables from students, grants and loans. As of November 2013, this amount includes $8.6 million in student accounts receivables, and $3.0 million that is grants and other accounts receivables. Student accounts receivable has increased $3.0 million since June 30, 2013, from $5.6 million to $8.6 million. Grants receivable has decreased $2.7 million due to recovered receivables since June 2013. The KSU Student Balance Required Payment Schedule was implemented in November 2013 to keep student balances as manageable as possible while students pay their outstanding balances.", "marker": "2.", "list_id": "L2", "level": 0, "reading_order": 7 } ] }, { "page": 17, "items": [ { "page": 17, "type": "LIST_ITEM", "location": { "l": 83.52, "t": 734.16, "r": 559.92, "b": 671.28 }, "text": "Current liabilities for November 2013 and June 2013 amounts to $7.0 million and $7.3 million, respectively, consisting of accounts payable and accrued payroll liabilities. Accrued compensated absences total $1.6 million and Deferred Revenue totals $1.3 million as of November 2013.", "marker": "3.", "list_id": "L2", "level": 0, "reading_order": 0 }, { "page": 17, "type": "LIST_ITEM", "location": { "l": 83.28, "t": 670.08, "r": 560.4, "b": 592.56 }, "text": "As of November 30, 2013, net assets reflect a $7.3 million increase over June 2013, primarily due to $6.9 million increase in current assets. This increase is primarily due to an increase in cash and cash equivalents, which is attributable to Fall 2013 student grants money (e.g. Pell, subsidized and unsubsidized loans, etc.) and State Appropriations received.", "marker": "4.", "list_id": "L2", "level": 0, "reading_order": 1 }, { "page": 17, "type": "LIST_ITEM", "location": { "l": 83.76, "t": 591.6, "r": 559.92, "b": 545.04 }, "text": "Tuition and fee revenue comparison for November 2013 and December 2012 represents a $476 thousand increase. Net Student Tuition & Fees totals $9.3 million and $8.8 million as of November 2013 and December 2012, respectively.", "marker": "5.", "list_id": "L2", "level": 0, "reading_order": 2 }, { "page": 17, "type": "LIST_ITEM", "location": { "l": 84, "t": 544.08, "r": 560.16, "b": 497.52 }, "text": "Auxiliary revenue comparison for November 2013 and December 2012 represents a $2.4 million decrease primarily due to early processing of spring semester charges in December 2012.", "marker": "6.", "list_id": "L2", "level": 0, "reading_order": 3 }, { "page": 17, "type": "LIST_ITEM", "location": { "l": 84.24, "t": 496.32, "r": 560.16, "b": 450.48 }, "text": "Operating expenses as of November 2013 decreased $4.8 million compared to December 2012. This is primarily due to an additional month of expenses in the comparative month December 2012.", "marker": "7.", "list_id": "L2", "level": 0, "reading_order": 4 }, { "page": 17, "type": "LIST_ITEM", "location": { "l": 84, "t": 449.04, "r": 560.4, "b": 402.72 }, "text": "The Statement of Cash Flows reflects a net increase of $6.1 million at November 2013. Operations consumed $8.6 million and $11.6 million as of November 2013 and December 2012, respectively.", "marker": "8.", "list_id": "L2", "level": 0, "reading_order": 5 }, { "page": 17, "type": "LIST_ITEM", "location": { "l": 84, "t": 402, "r": 561.12, "b": 306.48 }, "text": "As of November 30, 2013, we are through 41.67% of the annual fiscal budget period. Total expenditures were 37.88%, which is 3.79% under budget. Total revenue was 52.36% of total budget, due to receipt of state appropriations, tuition and auxiliary charges recognized in the fall term. The result is an $8.2 million surplus, of which $5.9 million is Educational & General, $1.1 million Auxiliary, and $1.2 million Land Grant.", "marker": "9.", "list_id": "L2", "level": 0, "reading_order": 6 }, { "page": 17, "type": "TEXT", "location": { "l": 258.72, "t": 242.16, "r": 370.32, "b": 228 }, "text": "Informational Item", "reading_order": 7 }, { "page": 17, "type": "TABLE", "location": { "l": 68.88, "t": 228.48, "r": 528.96, "b": 131.52 }, "text": "
Initiator:Ms. Anita Lockridge, Vice President for Finance Administration
Board Action Date:January 24, 2014
Effective Date:January 24, 2014
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Unaudited\\nNovember 2013Audited\\nJune 2013
ASSETS
Current assets:
Cash and cash equivalents$27,160,940$21,107,984
Accounts, grants, and loans receivable, net11,591,35510,875,339
Investments00
Inventory and other current assets690,160538,521
Total current assets39,442,45532,521,844
Noncurrent assets:
Accounts, grants, and loans receivable, net342,762443,881
Investments14,461,90613,501,397
Capital assets, net81,972,41183,185,618
Total noncurrent assets96,777,08097,130,896
Total assets136,219,535129,652,740
LIABILITIES
Current liabilities:
Accounts payable and accrued liabilities3,012,2703,291,014
Accrued compensated absences1,633,5511,633,551
Deferred revenue1,272,6501,280,078
Deposits158,477160,856
Other current liabilities403,18063,283
Bonds and capital lease obligations, net517,217875,082
Total current liabilities6,997,3457,303,864
Noncurrent liabilities
Bonds and capital lease obligations7,050,3717,300,902
Other long term liabilities834,914991,709
Total noncurrent liabilities7,885,2858,292,611
Total liabilities14,882,63015,596,475
NET ASSETS
Invested in capital assets, net of related debt75,663,02675,009,634
Restricted
Nonexpendable10,512,1688,657,506
Expendable4,395,4125,905,037
Unrestricted30,766,30024,484,088
Total Net Assets$121,336,905$114,056,265
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591.6 ], "text": "0", "html_text": "0", "links": [], "cell_header_index": 2, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" } ], "ref": "#/tables/0" }, { "row_index": 6, "location": [ 68.88, 556.272, 542.4, 573.936 ], "cells": [ { "location": [ 68.88, 556.272, 226.72, 573.936 ], "text": "Inventory and other current assets", "html_text": "Inventory and other current assets", "links": [], "cell_header_index": 0, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": true, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 226.72, 556.272, 384.56, 573.936 ], "text": "690,160", "html_text": "690,160", "links": [], "cell_header_index": 1, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 384.56, 556.272, 542.4, 573.936 ], "text": "538,521", "html_text": "538,521", "links": [], "cell_header_index": 2, "rowspan": 1, 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false, "ref": "#/tables/0" }, { "location": [ 384.56, 432.624, 542.4, 450.288 ], "text": "129,652,740", "html_text": "129,652,740", "links": [], "cell_header_index": 2, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" } ], "ref": "#/tables/0" }, { "row_index": 14, "location": [ 68.88, 414.96, 542.4, 432.624 ], "cells": [ { "location": [ 68.88, 414.96, 226.72, 432.624 ], "text": "LIABILITIES", "html_text": "LIABILITIES", "links": [], "cell_header_index": 0, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": true, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 226.72, 414.96, 384.56, 432.624 ], "text": "", "html_text": "", "links": [], "cell_header_index": 1, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 384.56, 414.96, 542.4, 432.624 ], "text": "", "html_text": "", "links": [], "cell_header_index": 2, 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University\nStatement of Revenues, Expenses and Changes in Net Position (By Function)\nPeriods Ending November 30, 2013 and December 31, 2012\n(Unaudited)", "reading_order": 0 }, { "page": 19, "type": "TABLE", "location": { "l": 67.92, "t": 666.72, "r": 546.24, "b": 142.08 }, "text": "
November 2013December 2012
REVENUES
Operating revenue:
Student tuition and fees (gross)$11,591,670$10,971,684
Less: Scholarship allowances(2,335,405)(2,190,839)
Student tuition and fees (net of scholarships)9,256,2658,780,845
Federal grants and contracts2,716,4825,543,710
Federal appropriations3,031,9142,649,822
State and local grants and contracts869,582614,916
Auxiliary enterprises
Residence halls1,684,5522,940,805
Dining1,576,7812,672,767
Bookstore62,50075,000
Other auxiliaries42,19751,204
Other operating revenues819,655614,572
Total operating revenue20,059,92723,943,641
EXPENSES
Operating expenses:
Educational and general
Instruction4,418,1535,127,865
Research2,319,8832,941,565
Public service3,159,8293,741,104
Academic support973,0441,474,586
Student services3,103,5023,157,814
Institutional support4,633,3455,424,446
Operations and maintenance of plant2,330,2192,808,972
Student aid4,745,1495,319,568
Depreciation1,719,3531,733,085
Auxiliary enterprises
Residence halls628,6761,419,916
Dining1,329,3561,246,374
Other auxiliaries290,847315,805
Depreciation137,598143,271
Total operating expenses29,788,95434,582,371
Operating income (loss)($9,729,207)($10,638,730)
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[ { "page": 20, "type": "TEXT", "location": { "l": 144.24, "t": 730.8, "r": 480.96, "b": 677.04 }, "text": "Kentucky State University\nStatement of Revenues, Expenses and Changes in Net Position (By Function)\nPeriods Ending November 30, 2013 and December 31, 2012\n(Unaudited)", "reading_order": 0 }, { "page": 20, "type": "TABLE", "location": { "l": 69.12, "t": 667.92, "r": 546.96, "b": 384.96 }, "text": "
November 2013December 2012
NONOPERATING REVENUES (EXPENSES)
State appropriations$12,945,572$12,942,271
Federal grants and contracts3,165,1683,105,450
Gifts89,1021,320
Investment income (net of investment expenses)951,539441,572
Interest on capital asset related debt(142,215)(176,532)
Other nonoperating revenues (expenses)500308,895
Net nonoperating revenues17,009,66616,622,976
Income (loss) before other revenues, expenses, gains or losses7,280,6395,984,245
Endowment Gifts00
Capital appropriations00
Increase (decrease) in net assets7,280,6395,984,245
Net assets, beginning of year114,056,265117,091,491
Net assets, end of year$121,336,905$123,075,736
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554.736 ], "text": "(176,532)", "html_text": "(176,532)", "links": [], "cell_header_index": 2, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" } ], "ref": "#/tables/0" }, { "row_index": 7, "location": [ 69.12, 517.008, 546.96, 535.872 ], "cells": [ { "location": [ 69.12, 517.008, 228.4, 535.872 ], "text": "Other nonoperating revenues (expenses)", "html_text": "Other nonoperating revenues (expenses)", "links": [], "cell_header_index": 0, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": true, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 228.4, 517.008, 387.68, 535.872 ], "text": "500", "html_text": "500", "links": [], "cell_header_index": 1, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 387.68, 517.008, 546.96, 535.872 ], "text": "308,895", "html_text": "308,895", "links": [], "cell_header_index": 2, 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"location": [ 228.4, 403.824, 387.68, 422.688 ], "text": "114,056,265", "html_text": "114,056,265", "links": [], "cell_header_index": 1, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 387.68, 403.824, 546.96, 422.688 ], "text": "117,091,491", "html_text": "117,091,491", "links": [], "cell_header_index": 2, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": false, "placeholder": false, "ref": "#/tables/0" } ], "ref": "#/tables/0" }, { "row_index": 14, "location": [ 69.12, 384.96, 546.96, 403.824 ], "cells": [ { "location": [ 69.12, 384.96, 228.4, 403.824 ], "text": "Net assets, end of year", "html_text": "Net assets, end of year", "links": [], "cell_header_index": 0, "rowspan": 1, "colspan": 1, "column_header": false, "row_header": true, "placeholder": false, "ref": "#/tables/0" }, { "location": [ 228.4, 384.96, 387.68, 403.824 ], "text": "$121,336,905", "html_text": "$121,336,905", 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November 2013December 2012
Cash flows from operating activities
Tuition and fees$5,800,666$4,134,814
Grants and contracts9,341,73713,373,822
Payments to suppliers(8,774,232)(18,537,936)
Payments to employees(14,750,616)(16,492,244)
Student financial aid(4,497,641)0
Loans issued to students18,7580
Collection of loans issued to students82,3610
Auxiliary enterprises
Residence halls and dining3,261,3325,613,572
Bookstore62,50075,000
Other auxiliaries42,19751,204
Other receipts828,051173,350
Net cash from operating activities(8,584,887)(11,608,418)
Cash flows from noncapital financing activities
State appropriations12,945,57212,942,271
Federal grants and contracts3,165,1683,105,450
Gifts for other than capital purposes89,1021,320
Student organization agency receipts67,6653,913
Student organization agency disbursements(70,044)6,348
Other receipts (payments)500308,895
Net cash from noncapital financing activities16,197,96316,355,501
Cash flows from capital financing activities
Capital appropriations00
Purchases of capital assets(643,744)(1,785,997)
Proceeds from capital debt00
Principal paid on capital debt(765,191)89,525
Interest paid on capital debt(142,215)(176,533)
Net cash flows from capital financing activities(1,551,151)(1,873,005)
Cash flows from investing activities
Interest received on investments131,183464,128
Investment expenses(27,090)(22,556)
Proceeds from sale of investments2,266,9681,656,344
Purchases of investments(2,380,032)(2,125,407)
Net cash flows from investing activities(8,970)(27,491)
Net increase (decrease) in cash and cash equivalents6,052,9552,846,587
Cash and cash equivalents at beginning of year21,107,98423,842,721
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November 2013December 2012
Reconciliation of net operating gain (loss) to net cash from operating activities
Operating gain (loss)($9,729,027)($10,638,730)
Adjustments to reconcile operating income to net cash from operating activities
Depreciation expense1,856,9511,876,356
Gain (loss) on disposal of capital assets00
Bad debt expense00
Changes in assets and liabilities:
Receivables, net(614,898)328,668
Inventory and prepaid expenses(151,639)(30,765)
Accounts payable and accrued liabilities(278,744)(2,027,055)
Accrued compensated absences0(49,290)
Other liabilities339,897(217,055)
Deferred revenue(7,428)(850,547)
Net cash from operating activities($8,584,887)($11,608,418)
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Approved BudgetYTD Actual ActivityYTD Actual % of Budget% VarianceYTD ACTUAL BY FUND GROUP
Education and GeneralAuxiliaryLand Grant and Action Agenda
REVENUE
State appropriations23,537,40012,945,57255.00%-45.00%10,203,92502,741,647
Student tuition & mandatory fees21,650,04411,445,67452.87%-47.13%11,445,67400
Auxiliaries6,409,8563,458,48953.96%-46.04%03,458,4890
Other2,938,227703,91823.96%-76.04%703,91800
Total revenue54,535,52728,553,65352.36%-47.64%22,353,5173,458,4892,741,647
EXPENDITURES
Salaries / Wages / Benefits32,162,21211,309,23435.16%-64.84%9,630,024514,5241,164,685
Supplies and other2,208,498859,86438.93%-61.07%677,79763,982118,085
Travel1,087,275406,53637.39%-62.61%380,882025,654
Communications169,550142,24383.89%-16.11%138,6187142,912
Services8,989,7713,426,84338.12%-61.88%1,815,9851,387,097223,761
Interdepartmental209,06470.00%-100.00%52,620(84,259)31,646
Fixed Costs2,794,2011,207,47343.21%-56.79%823,527365,99017,957
Student Aid4,792,1422,966,24261.90%-38.10%2,873,78292,4600
Capital1,340,86742,3293.16%-96.84%14,295028,034
Total expenditures53,753,58120,360,77237.88%-62.12%16,407,5292,340,5081,612,734
Surplus (deficit) before transfers781,9468,192,8825,945,9881,117,9811,128,913
Mandatory & non mandatory transfers(781,946)0000
Surplus (deficit) before other activity08,192,8825,945,9881,117,9811,128,913
Other fund net activity0(912,243)
Surplus (deficit)07,280,639
Year to date - 41.67% of budget has expired
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To:Board of Regents\nFinance AdministrationDate:\nJanuary 24, 2014
From:Ms. Anita Lockridge, Vice President for\nFinance Administration
Subject:Human Resource Services Update
Reason for\nConsideration:Informational ItemEnclosures: No
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Initiator:Ms. Anita Lockridge, Vice President for Finance Administration
Board Action Date:January 24, 2014
Effective Date:January 24, 2014
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