What should be considered in preparing annual budget planning?

While preparing annual budget planning, the following factors should be considered:

  1. Review of current commitments that need to be paid in the next year.
  2. Review of periodic contracts such as rental of photocopy machine and others.
  3. Activities/programs approved in the current year and need to be held in the following year.
  4. Official duty travel within the country and abroad is limited to only necessary travel with a minimal number of officers and economical travel methods.
  5. Activities/ programs that require compliance with standards/acts.
  6. Official events/ meetings/ conferences/ workshops that are managed every year by ensuring being done in a moderate manner.
  7. Membership in a professional body/agency that must be paid every year.
  8. Training needs, staff career development and other benefits for staff.
  9. Consumables for teaching, learning and administrative purposes.
  10. Utilities such as telecommunications, electricity, and water.
  11. Acquisition of assets must be made by hire purchase if it provides benefit to the University.
  12. License, system maintenance, database, server, and other related ICT expenses.
  13. Maintenance of university facilities or spaces that may affect the operation of the RCs/Department.
  14. Official expenditure on the needs of the Head of RCs such as entertainment, phone allowance, travel claims and others.
  15. Other official expenses of the RC/department
What is the difference between an Existing Policy, New Policy, and One-Off Policy?
NoComponentDefinition
1.Current Policy (CP)

It refers to all programs/activities carried out in the current year (except One-Off) that have been approved by the authorities.

Examples of EP are as follows:

  • Emoluments
  • Utility cost
  • Relevant costs for ongoing courses and programs
2. New Policy (NP)

New program/activity including addition or extension to the Existing Policy.

Examples of NPs are as follows:

  • Customer Expansion/increased number of students
  • Maintenance of new space
  • Additional new campuses
  • Expansion of the scope of work / Offering new courses / academic programs
3. One-off Policy (OO)

It is an extraordinary expense, unavoidable and an expense that is not recurring every year.

Examples of OO expenses are as follows:

  • Acquisition of equipment/assets/vehicles
  • Facility renovation/upgrade works
  • Cost of transfer from one campus to another
What is the budget cycle?

In preparation for the following year’s budget document, these activities are scheduled to take place:

MonthActivity
September/OctoberBudget preparation by Responsibility Centre (RC)
October/NovemberReview, analyse and budget recommendation by Bursar’s Office
NovemberBudget presentation at the University Committee.
DecemberBudget approval and distribution of annual allocation to RCs
  • Terakhir dikemaskini pada 2 May 2025.