HIGHLIGHTS – Workshop 1

ALL DEPARTMENTSBudget Year 2016‐2017

Changes in Budget Process for FY17

FY17 Kicks‐Off with:• 10/26/15 Release by HS of FY17 Support Proposal Material • 11/02/15 Opening of DO Support tab in AFB to Enter FY17 Funding Request 

Stage 2:• 12/01/15  Ability to Begin Updating FPM for FY17 Plan Faculty Salaries• 12/01/15 Roll‐Out “Approved Support” Button in FPM for Continuing HS 

Support• 12/04/15 Deadline for Submitting HS Support Requests• 12/11/15 Deadline for Submitting DO Support Requests • 12/18/15  Continuing DO Revenue Appears in FPM Under “Approved 

Support” Button

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Changes in Budget Process for FY17Stage 3:

• 1/22/16 AFB Rolled Out w/ Ability to Send from FPM to AFB• 2/01/16 DO Completes Updates for Approved Support Requests• 2/09/16 DO Updates for Approved HS Support Requests• 2/26/16 Completion of Plan Faculty Entries in FPM• 3/01/16 Submit & Lock AFB Budget

Final Stages:• 4/15/16 AFB Revisions Completed Between DO and Depts• 4/29/16 Dean’s APO Completes Work on Plan Faculty• 5/13/16 Dean’s APO & Fiscal Office Issue Budget Approval Letters

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Items Impacting DGSOM in FY17Dean’s Office Funding

‐Dept Support Request = Filling a Need in Dept‐ DO Program Support = Payment for Service to DO &/or School

Revenue• For FY17, All Prior Approved Funding Continues Unchanged• 11/2/15 – 12/11/15 Input FY17 Dept. Requests for Cont./Ext./Incr./New• Entries by Dept. Determine Precise Funding Needed for FY17 • Proposals Submitted Should be for Education & Research Missions• Decisions on Ext./Incr./New Requests Available by 2/1/16• Depts. Do Not Enter DO Program Support• Depts. Affected by DO’s Internal Budget Process.  It Kicks Off w/ Call 

Letter (e.g., MSTP, etc.) Issued Oct./Nov. ‘15 • By 2/1/16, DO Inputs All Program Support (i.e., Dean’s, ED&R, MSTP, etc.)  

Expense• Dept. Enters Funding Lines in FPM for Plan Faculty• FPM Not Feeding Into DO Support tab 

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DO Support Contact ListDean's Office Funding Request (Continuing/Ext./Incr./New) 

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DO Type  Dean's Office Contact AFB DO Support Entry FPM PF Funding Entry

Dept Support Chair's Salary Support C. Her & S. Shaw Dept  Dept

Chair's Own Support C. Her Dept  Dept

Chair's Dept Support C. Her Dept  Dept

Chair's Other Support C. Her Dept  Dept

Faculty Recruitment C. Her Dept  Dept

Faculty Retention C. Her Dept  Dept

Faculty Recall C. Her/S. Shaw Dept  Dept

Faculty Other C. Her Dept  Dept

Teaching Support C. Her/S. Younkin Dept  Dept

Other  C. Her Dept  Dept

Renovation  C. Her Dept  n/a

DO Program Support  Faculty Salary ‐ Deans' Compensation S. Shaw & H. Herrera DO DO(AP)

Faculty Salary ‐ Stipend (Program Director & Other) S. Shaw & H. Herrera DO Dept with DO(AP) Instr.

Faculty Salary ‐ Education Deans & Faculty S. Shaw & S. Younkin DO Dept with DO(AP) Instr.

Faculty Salary ‐ ED&R/SAO Allocation S. Shaw & S. Younkin DO Dept  

Education ‐ Anatomy Teaching Program S. Younkin DO Dept with DO(AP) Instr.

Education ‐ Student Lab Expense S. Younkin DO Dept

Education ‐ Other  S. Younkin DO Dept

Research ‐ Core/Shared Resources R. Moreno DO Dept

Research ‐ Themes R. Moreno DO Dept

Research ‐ Other R. Moreno DO Dept

Other Budget  R. Moreno DO Dept

Items Impacting DGSOM in FY17Health System FundingRevenue

• By 12/01/15, Cont. Funding Pre‐Populated, Except Items Expiring By 6/30/16  • By 02/09/16, Complete Updates Approved by HS for New, Incr., or Ext. 

Expense• Auto‐Populate HS Plan Faculty Funding Lines in FPM for FY17 Using FY16• Dept. Edits/Adds Any Needed HS Funding Lines in FPM• FPM Not Feeding Into HS Support tab

Contact DO if Use of HS Funding Differs From Description Input:  If Ok with HS, BOOK will be Updated DO will Revise Record to Match Change in AFB Contact DO To Resolve Before Budget Submission on March 1st

You’ll Be Kept Informed of All Developments5

Overview of FY17 Changes to AFB/FPM No Linkage Between AFB & FPM for HS & DO Support:• FPM DO & HS Funding Lines Create Expense Not Revenue in AFB• DO & HS Support Only Created Under AFB Support Tabs• New Report to Compare DO/HS Expense & Revenue

Enhanced AFB Features Under DO/HS Support Tab• Category Box Used to Define Support as “Plan Faculty” or “Other”• New Pull Down List of Faculty to Identify Funding Tied to Plan Member• New Checkbox to Identify Support Requests Incl. Benefits.• Benefits Checkbox Appears Only Upon Selecting “Plan Faculty” Category• Year‐End True‐Up Process:

‐ If DO Covers Benefits, Automatic Year‐End True‐Up‐ If HS Covers Benefits, Must Request Year‐End True‐Up from Med. Ctr.

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Overview of FY17 Changes to AFB/FPMNew FPM Features

• December 1 – Roll‐Out “Approved Support” Button• Uses DO FP ID#/HS Rec# to Compare AFB Revenue to FPM Salary• Displays Unused (Over Used) Funding Assigned Faculty Salary• Ability to See FPM Funding Lines Created That Coincide w/ DO & HS 

Support  

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BRUIN, JOE

Specific Changes to AFB for FY17 DO Support 

Unlocked 11/02/15

If Plan Faculty, Use Pull Down List

If DO Funding Incl. Benefits, Check  “Plus Benefits” Box for Plan Faculty

Benefits Calc. at 30%

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BRUIN, JOE

Record Initially Created as “NO”

Specific Changes to AFB for FY17

If DO Funding Excludes Benefits, Leave “Plus Benefits” Box Unchecked

Lump Sum  Support w/ NOBenefits

DO Completes Review & Approval by 2/1/16

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BRUIN, JOE

Specific Changes to AFB for FY17 HS Locked 

HS Support Input by DO

12/01/15 Continuing HS Updated

If Faculty, Using Pull Down List

If HS Funding Incl. Benefits, Check  “Plus Benefits” Box for Plan Faculty

Benefits = Rate in FPM 

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BRUIN, JOE

Record Initially Created as “NO”

Specific Changes to AFB for FY17

If HS Funding Excludes Benefits, Leave  “Plus Benefits” Box Unchecked

Lump Sum Support w/ NOBenefits

HS Completes Review & Approval by 2/9/16

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BRUIN, JOE

Specific Changes to AFB for FY17DO Faculty Request–w/Sal. & Oth. Support Select Name Category “Plan 

Faculty” = FPM Sal. Category “Other” = 

Non‐Fac. Sal. Costs  Post‐Budget, May 

Decide to Use Other Towards Plan Faculty Salary

Accounts for Entire Commitment to Faculty Member

DO to Fill In        FP ID#

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BRUIN, JOE

BRUIN, JOE

Specific Changes to AFB for FY17

If Unable to Find a Plan Faculty Name Under “Faculty” Drop‐Down List Assign to Category 

“Other” & Input Faculty Name in “Desc” Field

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Specific Changes to AFB for FY17DO/HS SupportExpense Budgeted ? Starts as “No” Recorded 

When 1st Entered Changes to “Yes” Only If Use 

“Dept Exp” Button (Feature Available 11‐2‐15)

“Yes (Embedded)‐ 1/22/16 Earliest Entry 

Date‐ If, DO/HS Plan Salary

Rev & Exp. Tied to FP ID# or HS Rec#

‐ Otherwise, Manually Select and Click “Update” Button

By 3‐1‐16 Run AFB Report = DO/HS Support With No Budgeted Exp. Report 

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BRUIN, JOE

New DO/HS Support Reports in AFB for FY17

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One Additional Report Created for DO as Well as HS Support    New Reports Available 

1/22/16 with AFB Roll‐Out Each Report Conveys How 

Much FPM Plan Faculty Salary Expense Tied to DO and/or HS Support Falls Below or Exceeds the Funding Being Made Available 

DEPARTMENT OF SURGERY / GENERAL

10/23/2015

HEALTH SYSTEM SUPPORT ‐ LINKING FACULTY SALARY EXPENSE TO REVENUE

2:29:44 PM

FISCAL YEAR 2016‐17

Fund Group: Compensation PlanFund: 62110 ‐Med Comp Plan

Source Fund HS Type

HS Rec#

Mis.

+EB

Faculty Name Description Remark

AFB Revenue $

FPM Expense $

FPM Salary $

FPM Benefits $

(Over)/Under Used Support

CPL_04 62110 HSTrans 22 C BRUIN, JOE BRUIN, JOE SMH CMO 225,000  274,126  225,040  49,086  (49,126)Grand Total 225,000  274,126  225,040  49,086  (49,126)

DO Support Requests

‐ Attach Explanation of New, Increase, or Extension Request Tied to Research or Education Missions  

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Documents To Send Electronically12/11/15

See The Documents SentSee Requests Sent  Refer to “Writeups

Already Sent” Section‐ Open Docs Sent

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2016-17

Specific Changes to FPM for FY17

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Added “Approved Support” Button Ties HS/DO Revenue 

Support Record # in AFB with Corresponding Expense Record # in FPM

Ability to Know How Close Faculty Salary Budgeted Compares to Approved DO/HS Support

AFB

FPM

BRUIN, JOEBRUIN, JOE

BRUIN, JOE

Specific Changes to FPM for FY17

Approved Support Button 

(Displays Only DO/HS Plan Faculty Support)

FPM Sal. & Ben. Cols. Adds Together TNS Lines & Z Tied to DO/HS Rec# 

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BRUIN, JOE

BRUIN, JOE

Specific Changes to FPM for FY17Approved Budget Button

Meaning of Columns DO/HS = Funding Entity Source = DO or HS FPM Code Ref No = FP ID#/HS Rec # Plus Benefits = If checked, Ben. 

Covered by DO/HS Total Support = Plan Faculty 

Revenue $ in AFB for Record # Salary = Sal. Net of 30% Ben. for 

DO or Sal. Net of FPM “X” Ben. Rate for HS

Benefit = 30% of Sal. for DO & FPM “X” Ben. Rate for HS

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FPM Salary = Salary Entered in FPM FPM Benefits = Benefits Derived Based on X, Y, & Z Entered in FPM (Over) Under Used Support = (Over Spent) or Under Spent 

Bruin, Joe

Specific Changes to FPM for FY17Approved Budget Button

Origin of FP/HS Rec #’s  HS Supp. = DO Input AFB

‐ 12/01/15 Cont.‐ 2/09/16 New, etc.

DO Supp. = DO Input AFB‐ 12/18/15 Cont.‐ 2/01/16 New, etc.

FPM Sal. & Ben = Dept.Updates DO/HS Funding Lines Using Revenue Record #’s

‐ HS FY17 Lines Prepopulated from FY16 Lines  

‐ Input 12/1/15 – 2/26/16             21

NOTE:DO/HS Revenue Only Appears w/ FP ID#/HS Record# & Category = Plan Faculty- For HS Records, Contact DO for Any Change Needed from “Other” to “Plan Faculty”

Bruin, Joe

PLAN FACULTY‐FPM

FY17 Appointment Initialized 12/1/15

HS Support Funding Lines Pre‐Populated for FY17 Using FY16 (This Does Not Apply to DO Support)

NIH Cap $183,300 Effective 1/11/15

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FPM – Z Tab DATES IMPORTANT! CPL Fund Added Dean_01 & CPL_04, 05, & 07 

DOS‐ZDN Monthly Rate

times # Mos Example Quarterly Enter All Budget Year “Z” Amts In FPM

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BRUIN, JOE

PLAN FACULTY ‐ FPM Budget Tab

Benefit Rates Adj. Start w/ FY14‐15 Avg(Incl. Vac.)

Updated for  FY15‐16 &    FY16‐17 

No Negative %!

Rate Adjusted “X” Add 1% Hlth Ben.  “Y” Add 1% Hlth Ben.

Unable to Send to Budget Until 1/22/16

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FPM to AFB‐BudgetJuly 16‐June 17

Plan Faculty X, Y, & Z Populated by Dept From FPM by Acct Owner, after 1/22/16 send to AFB any # of times

Plan Faculty Benefits –X, Y, Z‐From FPM

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STATUS Reminders

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Green = Unlocked

Red = Locked

Red = Dept

Source Code List

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SOURCE CODES LIST FOR FACULTY SALARIES

Code Description CPL Budget

Grouping State FundsSTATE_01 State Funds-199XX-Dept FTE STATE_02 State Funds-199XX-Dept Temp STATE_03 State Funds-199XX-NPI FTE STATE_04 State Funds-199XX-NPI Temp STATE_05 State Funds-199XX-Letters & Sciences TemSTATE_06 State Funds-19900-Other Schools, e.g. Publ HlthSTATE_07 State Funds-19900 ChancellorSTATE_08 State Funds 19910 Geriatric Research

Grouping Federal Contracts & GrantsNIH_01 # Fed C& G-NIH/SAMHSA Sal Savings calcFCG_01 # Fed C&G-Other Agenices Sal Savings calc

Grouping Private SourcesPCG_01 # Private-Contracts & Grants Sal Savings calcCTR_01 # Clinical Trials Sal Savings calcGFT_01 # Private-Gifts Sal Savings calcEND_01 # Endowments Sal Savings calc

Grouping Local GovernmentLCG_01 # Local Gov’t-L.A. Co. Agmt-Harbor Sal Savings calcLCG_02 # Local Gov’t-L.A. Co. Agmt-Ol Vw Sal Savings calcLCG_03 # Local Gov’t –Other Sal Savings calcSCG_01 # State Agmt Sal Savings calc

Grouping Professional FeesCPL_01 Prof Fees-Dept ExpenseCPL_02 Prof Fees-Academic Enrichment ExpenseCPL_03 Prof Fees-Salary Savings-Fund Source Exchange Revenue, ExpenseCPL_04 * Prof Fees-Med Ctr -Westwood Hospital (name change) Revenue, ExpenseCPL_05 * Prof Fees-Med Ctr-Santa Monica Hospital (name change) Revenue, ExpenseCPL_06 Prof Fees-Community Physician/Specialty Care Network (3906) Revenue, ExpenseCPL_07 * Prof Fees-MedCtr-Neuropsychiatric Hospital (name change) Revenue, Expense

# Use of these funds in Base X for a State FTE person calculates Salary Savings revenue in Comp Plan Funds.

* Medical Center and Dean's Support Revenues are calculated for approved items only for any fund source.

Source Code List

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SOURCE CODES LIST FOR FACULTY SALARIES

Code Description CPL Budget

Grouping Dean Support & SourcesDEAN_01 * Dean's Office Support (Comp Plan) Revenue, ExpenseDEAN_02 * Dean's Office--Student Fees-20226 (ED&R) Revenue, ExpenseDEAN_03 Dean's Office-State Funds-199XX-Fund Source Exchange Interfund ExpenseDEAN_04 * Dean's Office-State Funds-199XX-Use of Salary Savings SupportDEAN_05 * Dean's Office-Indirect Cost Recovery Funds-ICRDEAN_06 * Dean's Office-Geffen Funds (Gifts)DEAN_07 * Dean's Office-Other Gifts & EndowmentsDEAN_08 * Dean's Office-Sales & ServiceDEAN_09 * Dean's Office-Contracts & GrantsDEAN_10 * Dean's Office-Switzer Fund (Gifts)DEAN_11 * Dean's Office-Other UCLA

Grouping Other UCLAICR_01 Indirect Cost Recovery-Opportunity & OverheadSNS_01 Sales & Service FundsOTH_01 Other UCLA Funds

Grouping Direct PayDP_01 Direct Pay-Vet Admin-Wadsworth (West LA)DP_02 Direct Pay-Vet Admin-SepulvedaDP_03 Direct Pay-Vet Admin-Brentwood DP_04 Direct Pay-L.A. Co. Harbor DP_05 Direct Pay-L.A. Co. Ol VwDP_06 Direct Pay-L.A. Co. MLKDP_07 Direct Pay-Other Affil Hosp DP_08 Direct Pay- HHMIDP_09 Direct Pay- Other

# Use of these funds in Base X for a State FTE person calculates Salary Savings revenue in Comp Plan Funds.* Medical Center and Dean's Support Revenues are calculated for approved items only for any fund source.

Contact List

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NAME PHONEBUDGET QUESTIONS

Guy StocksCathy Ryu

5645645510

FISCAL REVIEWERSBasic Science Departments/ORU’s Constance Her 45052

Clinical Departments + Associated ORU’s Cathy Ryu 45510Saira Almeida 40772

Guy Stocks 56456

ACADEMIC SALARY REVIEWERSStephanie Shaw 48192

Ricky Lee 48197Heather Herrera 48195

AAMC Data & FPM Ricky Lee 48197FPM Rita Moreno 40272

COMPUTER PROGRAMAll Applications Elif Fanuscu 69547

Access Rights Rita Moreno 40272

Back-Up To Access Rights & Applications Neda Navab 40770

DEAN’S FUNDINGFTE/Temporary 19900 & Faculty Salary Support Stephanie Shaw 48192

Heather Herrera 48195

Education Office Allocation Sharon Younkin 41916

Research Office & Other DO Budget Allocation Rita Moreno 40272

Dept. Support & Other DO Funding Constance Her 45052