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Budget Request Form (BRF)

The Budget Request Form (BRF) is to be used for submitting all Budget Requests not related to base operating budget. The BRF is in excel spreadsheet format, and encompasses the multiple forms from prior budget cycles including Request for New Resources, Furniture, Fixtures and Minor Building Renovations, and the Five Year Equipment Replacement Plan.

Select a link below for instructions on how to complete the BRF for each type of budget request. Examples of how to fill out the form are included in the excel form itself.

Request for New Resources

Furniture, Fixtures and Minor Building Renovations

Five Year Equipment Replacement Plan.


Requests for New Resources

(New Programs, New Positions, New Equipment or Facilities to Support a New Program or Position)

Please note that resources for RNR’s are very limited this year, therefore, budget managers making such requests must include a proposal for self-funding their RNR(s).

A BRF for a Request For New Resources is Required for:

  • New Critical Equipment, (not included on ERP).
  • FF&E for New Programs,
  • New Positions, etc.,

Instructions BRF as an RNR Request

Budget Request Form – complete all sections that apply to the request including:

  • If completing the BRF as a stand-alone Request for New Resources, select the appropriate purpose of form on Row 7 of the BRF.
  • Section 1. “Estimated Revenue: (complete only for New Resource Requests).”
  • Section 2. “Proposed Budgeted Expenditures: (New, one time and recurring, and reductions/reallocations. Fill in white cells only).”
  • Section 3. “Proposed Furniture, Fixtures and Equipment (New).”
  • Section 5. “Proposed Remodeling Projects:”
  • Use column A to enter a key number to indicate which line items are associated with the RNR. e.g. type a “R1” in this column for all lines associated with the RNR, a “R2” for secondary RNR’s etc.
  • You may insert rows as needed on the BRF form.
  • You may copy the entire worksheet/tab as needed on the BRF form.  This will facilitate multiple BRFs in a single excel file.

Section 1 Estimated Revenue:

New FTSE:

Please contact Sheila Jarrell (#2107) for assistance in developing/estimating new FTSE. Under Section 1, complete the following.

Example: Addition of 20 new FTSE the first fiscal year, increasing to 30, 60, 90, and 120 FTSE in the second and subsequent fiscal years.

Enter total expected first through fith year FTSE in columns G through O (img ref 5) corresponding to each fiscal year.  Under Column Q (img ref 6), "Comments/description", please briefly describe the program generating the new FTSE, and list explicit expected outcomes for which you will be accountable.

Tuition Revenue:

FTSE revenue calculation: 1 FTSE = (30 credit hours x $87 per credit hour = $2,610). Example: 5 FTSE = $13,050 (Note that FTSE revenue will auto calculate at $87 per credit hour upon entering the FTSE numbers, adjust for market-based tuition as necessary).

FTSE Revenue:

FTSE Revenue from State Aid will auto-calculate when FTSE numbers are entered.

Other Revenue:

Include (list) any additional revenue generated with the new program or activity ( grant funds or other external sources of revenue).

For each line item in Section 1 above, enter the (Column B, img ref 1). Request Type (New Request, Replacement, or Reduction), (Column C, img ref2). the Expense Type (Recurring or One Time), and (Column D, img ref 3). Requesting Department (listed by orgn code).

section 1


Section 2. Proposed Budgeted Expenditures:

All future years assume 3% inflation factor for expenditures, and are auto-calculated when the first year is entered.

Staffing Changes:

Full-time: Contact Human Resources to determine the proper range for all full-time positions. Include number of full time positions and total annual compensation; full-time benefits are auto-calculated at actual rates when number and total full time salary are entered. (img refs 4 & 5)

Part-time: Contact Human Resources to determine the proper hourly rate for all part-time positions. Include number of part time positions and total annual compensation; part-time benefits are auto-calculated at actual rates when number and total part time salary are entered. (img refs4 & 5)

Supplies:

Estimate annual supply needs. (img refs4 & 5)

Travel:

Estimate annual travel expenses. (img refs4 & 5)

Other Expenses:

List any other necessary expenses. (img refs4 & 5)

Under column Q (img ref 6), "Description and How it Supports Strategic Plan", please briefly describe the following: How does it support educational outcomes? How does it support the District’s Strategic Plan?


In Column T (img ref 7), for each of the above expenditure types, select the Type of Funding Requested:

  1. Operational Funding (0000): Select if you are requesting a new program, new position, and non-capital operating assistance (additional supplies, travel, etc.) to support your request for a new program or a new position.
  2. New Equipment or Facilities: Select if you are requesting new equipment or a remodel to an existing facility or the construction of a new facility to support your request for new resources (positions and/or programs).
  3. Workforce Development Funds: ARS 15-1472.B - Monies received pursuant to subsection A of this section shall be expended for workforce development and job training purposes. These expenditures may include:
    • Partnerships with businesses and educational institutions;
    • Additional faculty for improved and expanded classroom instruction and course offerings;
    • Technology, equipment and technology infrastructure for advanced teaching and learning in classrooms or laboratories;
    • Student services such as assessment, advisement and counseling for new and expanded job opportunities;
    • The purchase, lease or lease-purchase of real property, for new construction, remodeling or repair of buildings or facilities on real property.

For each line item in Section 2 above, enter the (Column B, img ref 1). Request Type (New Request, Replacement, or Reduction), (Column C, img ref2). the Expense Type (Recurring or One Time), and (Column D, img ref 3). Requesting Department (listed by orgn code).

Reductions/Reallocations:

List any Reductions/Reallocations that will be used to self-fund other initiatives.

section 2

Section 3. Proposed Furniture, Fixtures and Equipment (New)”

List furnishing and equipment needs - - - contact Facilities and/or Purchasing for assistance with cost estimates (attach additional sheet(s) as necessary).

Section 3

Section 5. Proposed Remodeling Projects:”

Contact ITS (cabling and other technology needs) and Facilities for assistance with cost estimates (attach additional sheet(s) as necessary).

Section 5


Furniture, fixtures, and minor building renovations Request

Budget Request Form – complete all sections that apply to the request including:

  • If completing the BRF as a stand-alone Request for New Resources, select the appropriate purpose of form on Row 7 of the BRF
  • Section 3. “Proposed Furniture, Fixtures and Equipment (New)”
  • Section 5. “Proposed Remodeling Projects:”
  • Use column A to enter a key number to indicate which line items are associated with the FFE. e.g. type a “F1” in this column for all lines associated with the FFE, a “F2” for secondary FFE’s etc.
  • You may insert rows as needed on the BRF form.

Use Sections 3 and 5 of the BRF form to request the replacement of existing furnishings and fixtures, request new furniture or fixtures for existing programs, and to request any minor building improvements/renovations to existing buildings.

  • The FF&E request process is separate from/different than Equipment Replacement Plan.
  • FF&E request is intended to identify infrastructure needs such as (examples):
    1. Replace or request new steel case furniture,
    2. Request or replace additional shelving,
    3. Request renovations to existing facilities/buildings.
  • The Budget Development Process will be your only opportunity (other than a request for new resources) to plan your furniture, fixture and minor building renovations needs for existing programs for the next fiscal year.
  • Please contact Facilities to assist you in developing cost estimates.

Please describe the nature of your request by answering the questions below.

  • For each request line of sections 3 an 5, in Column B (img ref 1) - enter the Request Type (New Request, Replacement, or Reduction), in Column C (img ref 2)- the Expense Type (Recurring or One Time), and column D (img ref 3) - Requesting Department (listed by orgn code, all in drop down boxes).
  • What is being requested? Be specific. Please give a detailed description of what is being requested under Column E “Remodel”, (img ref 4)
  • What is the amount of the request? Include the total cost of the request. Include the cost of material, labor, and any miscellaneous expense associated with the request. Enter this figure under Column G (img ref 5) “FY2015-16 Amount”
  • Under column Q (img ref 6), "Description and How it Supports Strategic Plan" and "Justification (cost vs benefit)", please briefly answer the following questions: What is the Nature of Request? Why is it needed? And lastly, please describe how the requested item(s)/change will support the District’s Strategic Initiatives?

Section 3

Section 5


Five-year Equipment Replacement Plan (ERP)

Strategic Initiative 2.5 requires the development of a district-wide, five-year program for the replacement of critical equipment. Critical equipment is defined as equipment with a cost of $1,000 or more per unit and a useful life of greater than one year, essential to the day-to-day operations of your existing programs or service areas.  The five year ERP will provide the District with the ability to establish long-range budget projections identifying the ongoing cost and potential resources to ensure the continued quality of our operations. The ERP will be updated annually concurrent with the development of the annual budget.

Use the ERP to identify the cost of the ongoing replacement of existing critical equipment and to plan for additional equipment needs for existing programs to maintain the effective delivery of services district-wide. The ERP projects spending for anticipated replacement of existing equipment (example: copiers, microscopes, IT equipment, ITV equipment, vehicles, etc.) at the same level of service you currently provide.

This will be your only opportunity (other than a request for new resources) to plan your critical equipment replacement needs for the upcoming fiscal year. Please contact ITS for all your technology needs and Repro for your copier needs. Both ITS and Repro will incorporate your needs into their five-year equipment plans.  For Upgraded replacement equipment, please verify with Facilities any needs/cost for upgraded electrical service, ventilation, physcial space requirements, etc. (these costs must be included in your request).

Instructions BRF as an ERP Request

Five Year Equipment Replacement Plan – Complete Section 4. “Proposed Equipment Replacement Expenditures (Plant Fund)” on the BRF. What is being requested (be specific)? Identify the proposed replacement equipment, the quantity of units needed, and the total estimated cost for each fiscal year.


  • If completing the BRF as a stand-alone Five Year Equipment Replacement request, select the appropriate purpose of form on Row 7 of the BRF.
  • You may insert rows as needed on the BRF form.
  • For each request line, in Column B (img ref 1) - enter the Request Type (Replacement for ERPs), in Column C (img ref 2) - the Expense Type (One Time for ERPs), and column D (img ref 3) - Requesting Department (listed by orgn code, all in drop down boxes).
  • Describe the equipment in column E “Equipment Item Description” (img ref 4).
  • The estimated cost should be in total by year for each line item (example: 2 Kilns @ $4,500 each = $9,000). Enter quantity and total dollar amount in columns F through O (img ref 5) corresponding to each fiscal year.
  • In addition, list the life expectancy of each equipment item in years, as well as the current age at the planned date of replacement of the equipment (columns R & S) (img ref 6). If the proposal is to replace equipment prior to the end of its life expectancy, attach separate justification/rationale.

section 4