Budget & Revenue Management

Summer budgeting begins once the initial course build is complete and follows a structured sequence to ensure timely and accurate planning, approvals, and payroll processing.  The following represents that sequence:

  1. Initial Course Build Complete
    Departments finalize course information in Banner, including CRNs, assigned or placeholder faculty, scheduled dates, number of credits, and maximum enrollment. Once complete, a preliminary summer course offerings on the Summer University website.
  2. PACE Finance Drafts Initial Budget: PACE Finance prepares the first draft of the summer instructional expense budget for each academic unit, based on the current course build.
  3. Budgets Sent to Dean’s Offices for Review: Preliminary budgets are distributed to the academic Dean’s offices for review and input. Units confirm or update faculty assignments, appointment status, pay types, pay rates, and all other course-related details.
  4. Approved Budgets Returned to PACE: Dean’s offices review and approve the final budget for their unit and return it to PACE for processing.
  5. Budgets Sent to HR Faculty Services: PACE submits the Dean-approved payroll budgets to Faculty Services for review and validation.
  6. Faculty Identification Finalized: Departments must replace any “Staff” placeholders in Banner with identified faculty prior to the contracting process. Summer registration typically opens around this time.
  7. HR Faculty Services Review Completed: Faculty Services reviews all submitted budgets and confirms readiness for contract generation.
  8. Faculty Hiring Process Initiate: PACE processes new summer faculty hires following Faculty Services’ review.
  9. Contract Preparation and Distribution: PACE prepares and issues faculty contracts within a standard 45-day notice period.
  10. Payroll Paperwork Submitted: PACE submits payroll paperwork for all new and returning faculty to UVM Payroll.
    Beginning five weeks prior to course start date PACE begins reviewing course enrollments for pre-approved Teaching Assistant (TA) hiring.
  11. TA Payroll Finalized: PACE submits all payroll paperwork for TAs in time for NetID activation and pay setup.
  12. Faculty and TA Activation: Once hiring is complete, all new and returning faculty and TAs receive active NetIDs, providing access to the learning management system (LMS) prior to the start of classes. Approved new faculty should be hired no later than 30 days prior to the first day of class and TAs no later than two weeks prior to—starting the hiring process 90 days in advance helps us meet this important deadline.
  13. First Day of Classes: Summer instruction begins.

Instructional Expense Tracking

Summer expenses processed by PACE post to a dedicated chartstring that each academic unit provides. PACE oversees expense tracking within unit approved budgets through bi-weekly reconciliation and provides a report of course expenses at the close of summer.

Go/No-Go Decisions Based on Enrollment and Net Tuition

PACE distributes weekly enrollment reports throughout the registration period to inform decisions about course viability. Academic units and PACE collaboratively review these reports to determine whether courses should proceed, consolidate, or be canceled based on enrollment thresholds, instructional costs, and projected net tuition revenue.

Enrollment Analytics & Weekly Enrollment Updates

During registration, PACE and OIRA update a dashboard of weekly enrollments for monitoring trends and identifying courses needing outreach or review.