February 2016 FY17 Self Supporting Budgets Information & Updates Budget Office Contacts 2 AnalystExt. Angie Doran Summer Mudd Meliscia Gilbert Erin Messer Megan Gerke Analyst Responsibilities online: Self Supporting Budget Deadlines 3 Due to Budget Office: Recharge Accounts03/11/16 Accounts without Positions03/11/16 New Accounts for FY1703/11/16 Accounts with Positions03/25/16 Allow for Division Review Deadlines Accounts to Budget Sent to Division Budget Officers: List of Accounts, by Deadline List of Positions Currently Budgeted Date of Record for Classified Merit Update: New Accounts Budget FY16 & FY17 Closed or Transfers Accounts Conversions (Justification Required if One-time Exception) 4 Accounts to Budget 5 FundType of Account 2221Unrestricted 2305Restricted 2311Endowment 2457Auxiliary 2202ICA 2205TMC 2228Dental Faculty Practice Unbudgeted Accounts 6 FundType of Account 2220Unrestricted 2230Host Accounts 2300Restricted 2310Endowment CASH BASIS NEED ACTIVE OBJECT CODES Highlights Governors Recommended Budget: Classified Step Increases Funded FY17 No Professional Merit Funded FY17 2% Cost of Living Increase (COLA) 7 Budget Office Website 8 Budget Office Website-FY17 Budgets 9 Budget Office Website-Forms 10 Budget Office Website-Instructions 11 Budget Form Summary 12 Revenue Schedules: 13 Form R1:Revenue Summary Form R2:Revenue Detail Schedule o Show Calculations for each revenue type o Include Notes o Revenue Schedule Examples Online o Use Enrollment Projections Provided Enrollment Projections-Credit Hours Projected Credit HoursUnder GradGradLaw (FT) Law (PT) Dental FY16 Revised (1) : Annual (Fall + Spring) 547,00057,7007,5932,06716,200 Annual: % Change from FY16 Budgeted + 5%+ 9%- 4%- 6%+ 5% Summer56,40010,000 N/A 7005,100 Summer: % Change from CY15 Budgeted +7%+19%- 16%- 13% FY17 Budget: Annual (Fall + Spring) 547,00057,7007,7332,12016,200 Summer56,40010,000 N/A 7005, FY16 Projected Actual as of 1/22/16 2.FY17 Projections assume flat growth from FY16 Revised Except Law 3.Headcount Projections also available online Ending Cash Balance Projected FY16 Ending Cash Balance will be part of FY17 total Revenue Follow up on pending FY16 Revenue Transfers In Submit VT In IDRs to the Controllers Office Recharge Submit IDRs to the Controllers Office Gift Revenue Submit Transfer Requests to the Foundation Sales For FY16, cash must be processed by the Cashiers Office in June Note the Deadlines - Process Early 15 Revenue Validation PRIOR YEAR ACTUAL: Direct from Data Warehouse 16 Revenue Validation CURRENT YEAR PROJECTION: Year-to-Date Direct from Data Warehouse Remainder of Year Prorate based on YTD Prorate based on Historical Data Estimate using Trend Reports 17 Revenue Validation PROJECTIONS/BUDGET: Provide Revenue Schedule for each Revenue Source and Recharge Income Transfers In Provide Account Number and confirm corresponding VT Out Gift/Endowment Confirm Balances 18 Data Warehouse Trend Reports 19 Revenue by Source: Fiscal Quarters for FY15 & FY16 DW Path : Reports / Financial Reports / Account Revenue Trends by FY, FQ, or FM Indirect Cost Revenue: VT-IC 20 Distribution Account [IDCR-D] Revenue Source 77 Department/PI Accounts [IDCR] Revenue Source VT-IC Non-IDCR Transfers Post to VT Expense Schedules: 21 Form E1:Professional Positions Form E2:Classified Positions FormE3:Operations Form E4:VT-Transfers Out Expense Budget DATA WAREHOUSE REPORTS: Year-to-Date Expense & Encumbrances Posted Position Summary Budget Trend Reports & History Detail Employee Payroll Report 22 Position Budgets 23 The Position Budget is the Funding Plan for FY17 Start with all Positions currently budgeted on an account & line out on Budget Form Account for Position Transfers In and Out, Position Eliminations and New Positions Include Budget for any Stipend or Special Pay Form Changes: New Position Details 24 E1 & E2 Complete Additional Position Details in Tracking Section Position Budget Report 25 Base Allocation Position Annual Budget (not always the same as Employee base) Allocation Adjustment: (+) Stipend or Special Pay, (-) EPC Reduction Employee Payroll Report 26 Reconcile FY16 Projected Actual Calculation to DW Employee Payroll Report As of Payroll 01/31/16 (14 / 24): 10 Pay Periods Remaining FY17 Salary Instruction Highlights 27 Form E1: Professional Salaries Form E2: Classified Salaries Merit Eligible Date Range (07/01/16 06/30/17) Step 10 Merit Date: 07/01/17 FY17 Salary - Classified 28 FY17 BUDGET FY16 PROJECTED ACTUAL FY16 Salary Encumbrances 29 Encumbered (Per Contracts Processed): Professional Salaries & Fringe (thru 5/31/16) Classified Salaries & Fringe (thru 6/15/16) Graduate Salaries & Fringe (thru 5/31/16) Not Encumbered: Wages Classified Overtime Employment Contracts in Transition Pay Date Shift - Professional FY16 Encumbrances: Through May Payroll June Salary: Posts to FY17 FY17 Contract Changes: PAF Effective 6/1/16 Reassignments Effective 7/1/16: Account for June Salary in FY17 Budget Coordinate timing for Closed/New Accounts 30 Pay Date Shift - Classified FY16 Encumbrances: Through 6/25 Payroll 6/16-6/30/16 Salary paid 7/10: Posts to FY17 FY17 Contract Changes: Effective 6/16/16 Reassignments Effective 7/1/16: Account for 6/16 6/30 Salary in FY17 Budget Coordinate timing for Closed/New Accounts 31 Position Budgets & Employee Contracts 32 Positions are budgeted in the Position Control System by: Position Number Account Number(s) Base Salary Amount Stipend Amount Special Pay Amount When Preparing Contracts, verify these fields in the Data Warehouse Position Control Reports Other Compensation Budgets 33 Letter of Appointments with Benefits or Without LOA PN assigned by College or Division Classified Overtime Graduate Salaries Wages Budget Sufficient Funds in each category to Cover Projected Activity on the Account for FY17 Trend Analysis - EXPENSES 34 Position Budgets & Employee Contracts 35 Employee Contracts Specify What to Pay for FY17 Contracts are processed through HR Budget to cover Employee Compensation per Web Contract Records plus planned changes Vacant Positions budget at Search Base Salary FY17 Fringe Rates 36 Legislative Approved Rates Rate Calculations included in Budget Forms Fringe Rates Schedule included in Forms FY17 Fringe Rate Changes Fringe Benefit FY16 Actual FY17 Budget Change REGIA2.13%2.36%+0.23% HEALTH INSURANCE PREMIUM$8,421$8,391- $30 CLASSIFIED PERSONNEL ASSMT0.61%0.60%-0.01% 37 REGIA = Retired Employees Group Insurance Assessment Classified Personnel Assessment = Paid to Nevada Department of Personnel Form Changes: Grant Positions Temporary or short term funding for Grant Positions Supporting Schedules for Prof & Clas Salaries 38 Form E3: Operations - Encumbrances 39 Encumbered: POs with Open Orders to be paid FY16 POs Completed, but with Balances Blanket POs, with Balances that will be unused in FY16 Not Encumbered: New POs still to be submitted for FY16 Pcard Purchases Travel Reimbursements IDRs Internal Recharge (Recurring & One-Time) Admin Overhead 40 FY17 Rate: 3.5% of Revenue (excluding Gifts, VTs) Budget: Calculated automatically on Form E3 Expense Assessed Quarterly to Object Expense Posts Month after Quarter End Operations Balance should be Sufficient to cover this Commitment each Quarter Form Changes: Notes Combined N2 & Optional Notes Can insert backup DOC or PDF file Insert/Object/Create from File Check Display as Icon, Browse for file, Select & Insert. Click on Change Icon to rename. 41 Year End Processing 42 Controllers Office Year End Memo & Deadlines: UNLV OFFICIAL Expense Reassignment to State Funds IDRs Purchasing Pcard Cashier Deposits Accounts Payable Payroll State Budgets State Positions Cannot be Moved to a Self Supporting Account, & Vice Versa When Positions Cannot be Moved, the Employee can be moved to an Existing Position Or a New Position should be requested and funds allocated 43 Mid Year Budget Adjustments 44 Budget Adjustments: Moving allocation from one object code to another without increasing the total budget amountBudget Revisions: When projected revenue is higher than the budget and the additional revenue needs to be expended within the fiscal year Revision Form reported to Board of Regents: Finance & Business Concierge Office New Office opened December 24 th 2015 First point of contact for Policy and Procedures questions for Accounts Payable, Travel, Purchasing, PCard, Human Resources, Payroll, General Accounting, Budget, and Sponsored Programs Lead on training on new Workday system and transition from Finance and HR legacy systems Website: Tel: (702) (702) Workday Finance and HR Implementation of a new automated, integrated NSHE system for administrative, financial, and human resources activities Website:Project Timeframe: March 2015 October 2016 Current Status: Prototype 1 Unit Testing Go Live HR & Finance: Scheduled October Budget Workshop 47 FY17 Self Supporting Budget Forms Wednesday, February 10th 9:00 AM Thursday, February 11 th 2:00 PM CBC-C145 For New Account Managersto