CAS 09/10Budget Targets

ATC MEETING4/14/09

2-6978 Loreen Brandes

2-1887 Tracey Braile

2-6953 Espie Fallon

2-1325 Lorraine Lelong

CAS Budget Staff

•Departmental lines & expenses evaluated over the last 3 years

•Expense build up with no negatives for temporary savings ($78.1 M)

•Available funds distributed to departments – your “piece of the pie” ($66.9

M)

HOW were targets calculated?

49 Individual units have each received their own budget

target

Each “pie” section

represents the total expenses

for a unit including PSR, PST, and OTPS

Distribution of Costs – CAS 09/10 Projection (Current as of 4/13/09)

SIB3%

OTPS2%

TA/GA12%

TT Faculty59%

NTT Faculty10%

Staff14%

Previously, the College consolidated the net deficit centrally. This was paid via our IDC share for 06/07 and 07/08 resulting in a College IDC deficit at the start of each AY.

State budget reduction: CAS received a $4.8M budget cut.

The College is 98 % payroll.

History

PSR: Personal Service Regular

This object code covers all regular personnel on State lines. The assigning and

budgeting of lines, as part of the recruitment-hiring process, is an entire subject in its

own right. Therefore, this guide will address only those aspects of this category that

pertain to the reporting of payroll information.

PST: Personal Service Temporary

This group is divided into two major subgroups. The first, 2000, covers all personnel

hired on temporary lines paid by the State. It does not include personnel hired from

such agencies as Manpower, Career Temps, etc., nor does it cover fees paid to

consultants. Both these items are reported under Contractual Services.

The second group is 2600, Students. This covers all students hired through the

Work/Study Program, as well as Graduate Assistants and Graduate Students.

Definitions

OTPS: Other Than Personal Services

Supplies & Expense, Travel, Contractual Services, Telephone, Library, Equipment

CBM: Campus Budget Module of PeopleSoft

The CBM is the computer / online application where we enter budgeted amounts into

PeopleSoft for the coming year, usually completed in April / May of the previous

academic year.

CBM entries are transmitted to Albany and return to the campus as allocation for the

following fiscal year. Therefore, any subsequent changes, revisions, updates will

require journal entries.

Definitions (continued)

Your first line of defense against unnecessary deficit …

Find PAYROLL ERRORS, request correction!

Tracking Payroll

Provided courtesy of Accounting SMRT Training

SMRT SYSTEM (AES) SUMMARY SCREEN

SMRT SYSTEM (AES) PAYROLL SCREEN

Provided courtesy of Accounting SMRT Training

(Each department has received at this meeting a printout of their departmental

SMRT payroll screen as of 4/13/09. Please refer to the handout for details.)

Your second line of defense against unnecessary deficit …

Verify expenses!

Tracking Expenses

SMRT SYSTEM (AES) ACCOUNT DETAIL

Provided courtesy of Accounting SMRT Training

Requests to roll-over OTPS must be submitted by May 1, 2009. We will not be able to honor subsequent requests.

The OTPS roll-over is only valid for 08/09 and includes all OTPS.

Requests for payroll corrections and journal transfers will be forwarded to the Office of the Provost not more frequently than once per month. Payroll corrections can take 3 to 4 months to process, all will be completed by year end.

Authorization from the Dean for a department to spend does not automatically imply additional funding.

Important Information / Reminders

Always request email verification of additional funding from all sources. We will require a copy of each and every additional commitment you receive prior to taking action.

Payroll sanctions for 08/09 will be the responsibility of the relevant department. Payroll sanctions for future periods will remain on the State operating account.

An immediate hotline to HR is required for any reduction in FTE or termination of employment, please copy Tracey Braile and Lois Carter of our office on your email. The hotline must be followed by filing of the appropriate appointment form.

Information (continued)

Stony Brook Accounting Department – State Accountshttp://ws.cc.stonybrook.edu/accounting/help/state_accounts.shtml

SMRT TRAINING: (Next available 5/13/09)http://naples.cc.stonybrook.edu/training/hrclasses.nsf/wc0017

Links