Operating Budget Process January 20, 2010
description
Transcript of Operating Budget Process January 20, 2010
Operating Budget ProcessJanuary 20, 2010
Operating Budget ProcessJanuary 20, 2010
Budget Planning and Development
AGENDAAGENDA Budget Calendar
Revenue Budgets Sources of Funds Projections & Assumptions
Expense Budgets Status Quo 14 and 19-7 Accounts Transfers from Designated to E&G Accounts NACUBO Operating Expense Classifications Merit Process Special Budget Instructions for Non-E&G Budgets
What’s New Budget Update Document (BUD) preview
Training Classes
Q&A
Budget Calendar
Revenue Budgets Sources of Funds Projections & Assumptions
Expense Budgets Status Quo 14 and 19-7 Accounts Transfers from Designated to E&G Accounts NACUBO Operating Expense Classifications Merit Process Special Budget Instructions for Non-E&G Budgets
What’s New Budget Update Document (BUD) preview
Training Classes
Q&A
Budget Calendar - Key DatesBudget Calendar - Key DatesJan 21 - 28 Central Budget Office performs testing of UT Austin’s Budget Update Document (BUD)
Feb 5 Board of Regents Budget Policies and Guidelines
Feb 10 Draft Revenue Projections and Debt Service Budgets to Fee Funded areas
Feb 15 – 25
Pre-planning efforts depend on UT Austin’s clean up scheduled for February. We plan to validate permanent positions, review funding available in salary accounts and request permanent transfers to cover overages; otherwise updates will be made by departments.
Feb 23 – 25 Budget Training – Overview and new BUD Document
March 2 - 4 Budget Training – Hands on training available
March 2 FY11 Budget BUD Document Preparation Begins (System opens to departments)
March Strategic Resource Planning Council reviews FY11 Revenue projections; Resources and Requirements; and, Campus Budget Process
TBA (by Areas) Internal Department Deadlines for Budget Document review and approval
March 25 FY11 Budget Documents are due to Budget Office (System closes to departments)
March 31– April 9 UT System Budget Goals & Priorities Hearing
April Budget Office updates system for any budget changes
May 5 Draft FY11 Operating Budget due to UT System
June 1 Final FY11 Operating Budgets due to UT System
August 12 FY11 Operating Budgets approved by Board of Regents
Revenue Budgets - Sources of FundsRevenue Budgets - Sources of Funds State Funds (E&G budgets)
State Appropriations: Formula Funding, Special Items, Benefits THECB Transfers: TX Grant, Work-study, etc. Statutory Tuition, Certain Fees
Designated Funds (Institutional or Local Funds) Designated Tuition, Mandatory, Course & Incidental Fees Indirect Cost Recovery: Facilities & Admin Overhead
Auxiliary Enterprise Funds (100% Self-Supporting Operation) Housing, Parking, Athletics, Bookstore, University Center, Food Services
Service Center/Recharge(New budget form pending to formalize budget requirements and approval of recommended budgets) Chargeback to other funds for services (18-accts)
Restricted Funds(Centralized budgets prepared – no departmental entry required) Gifts (30-accts) Sponsored Programs - Grants/Contracts (26-accts) Federal Financial Aid (26-accts)
Plant Funds (36- accts) Deferred Maintenance Repair & Renovations
State Funds (E&G budgets) State Appropriations: Formula Funding, Special Items, Benefits THECB Transfers: TX Grant, Work-study, etc. Statutory Tuition, Certain Fees
Designated Funds (Institutional or Local Funds) Designated Tuition, Mandatory, Course & Incidental Fees Indirect Cost Recovery: Facilities & Admin Overhead
Auxiliary Enterprise Funds (100% Self-Supporting Operation) Housing, Parking, Athletics, Bookstore, University Center, Food Services
Service Center/Recharge(New budget form pending to formalize budget requirements and approval of recommended budgets) Chargeback to other funds for services (18-accts)
Restricted Funds(Centralized budgets prepared – no departmental entry required) Gifts (30-accts) Sponsored Programs - Grants/Contracts (26-accts) Federal Financial Aid (26-accts)
Plant Funds (36- accts) Deferred Maintenance Repair & Renovations
5
Revenue Budgets – Projections & Assumptions Revenue Budgets – Projections & Assumptions
Methodology:• Revenues projections are based on enrollment (paying SCH and/or
student headcount) Budget Projections FY11 are currently under review. Senior Budget
Director will provide revenue projections to fee administrators by February 10th
Any deviations to these projections will need to be discussed and approved by the Budget Director prior to departmental completion of BUD documents (March 25th )
Expense Budgets - Status Quo Budgets E&G (14 accts) + 19 accounts funded with Designated Tuitions (i.e. 19-7)
Expense Budgets - Status Quo Budgets E&G (14 accts) + 19 accounts funded with Designated Tuitions (i.e. 19-7)
Status Quo Base Budgets Departmental Operating budget preparation assumes no new money,
i.e. ‘same base budgets’ BUD process begins before budget planning is complete University Strategic Resource Planning Council will make budget
recommendations in March
Budget Office will update budgets for new funds awarded and any possible required reductions
Exception: Budgets funded by fees
Status Quo Base Budgets Departmental Operating budget preparation assumes no new money,
i.e. ‘same base budgets’ BUD process begins before budget planning is complete University Strategic Resource Planning Council will make budget
recommendations in March
Budget Office will update budgets for new funds awarded and any possible required reductions
Exception: Budgets funded by fees
7
Base Budget Allocations / Establishing & Reconciling the Transfers-In from Designated Funds to E&G Budgets
Des
igna
ted
Fun
ds
(1
9-A
ccts
)
Des
igna
ted
Fun
ds
(1
9-A
ccts
)
Cle
arin
g A
ccou
nts
Cle
arin
g A
ccou
nts
Aux
iliar
y F
unds
(29-
Acc
ts)
Aux
iliar
y F
unds
(29-
Acc
ts)
E&
G F
unds
(1
4-A
ccts
)
E&
G F
unds
(1
4-A
ccts
)
14-Accounts
E&G Transfer Control
19-0235-06
E&G M&O Clearing19-0230-97
Auxiliary Enterprise Accts
One Way Only
F&A Indirect Cost Recovery 19-8001-
01
Designated Tuition 19-0232-01 Misc Other Income
Generating Accts19-7 M&O Accounts
Misc 19-Accts (Not Fee Accounts)
One Way Only
All such transfers to fund the E&G budget must be authorized by Budget – no exceptions.
When a permanent transfer is authorized between 19-7 accounts, that change should be directly reflected in the BDL E&G M&O Clearing (acct 19-0230-97) vs. showing the transfer to another 19-7 acct.
$32.1 Mil
$9.8 Mil
8
Expense Budgets - NACUBO Classifications
Expense Budgets - NACUBO Classifications
Expenditures are classified according to functional purpose and expanded NACUBO definitions are available on the Budget Website http://www.utsa.edu/financialaffairs/budget
A NACUBO classification account review is currently underway with target completion by the end of February
Instruction (02) Research (06) Public Service (12) Academic Support (14) Student Services (16) Institutional Support (20) Operation and Maintenance of Plant (22) and Scholarships and Fellowships (48)
Expenditures are classified according to functional purpose and expanded NACUBO definitions are available on the Budget Website http://www.utsa.edu/financialaffairs/budget
A NACUBO classification account review is currently underway with target completion by the end of February
Instruction (02) Research (06) Public Service (12) Academic Support (14) Student Services (16) Institutional Support (20) Operation and Maintenance of Plant (22) and Scholarships and Fellowships (48)
9
Expense Budgets – Merit Salary IncreasesExpense Budgets –
Merit Salary Increases
Unknown at this time whether funds will be available for merit increases.
If merit program takes place, Policy and process will be issued.
Individual salary increases will be entered by the Budget Office prior to September payroll.
Funding for 14-accounts will be allocated from central sources.
Non- E&G accounts… more information to be provided
Unknown at this time whether funds will be available for merit increases.
If merit program takes place, Policy and process will be issued.
Individual salary increases will be entered by the Budget Office prior to September payroll.
Funding for 14-accounts will be allocated from central sources.
Non- E&G accounts… more information to be provided
10
Special Instructions for Non-E&G BudgetsSpecial Instructions for Non-E&G Budgets
Fringe Benefit Rates Budget should be based on actual cost experience of employees
paid from non-E&G accounts. Fringe Benefits Calculation Tool
http://www.utsa.edu/financialaffairs/budget Use benefit sub-account with appropriation code (2F)
Longevity Pay Budget Office will provide data by end of February Use salary sub-account with appropriation code (3D)
Debt Service Preliminary data will be provided by February 10th Use debt sub-account with appropriation code (E2) Identify transfer to as XX-XXXX-XXXX
Fringe Benefit Rates Budget should be based on actual cost experience of employees
paid from non-E&G accounts. Fringe Benefits Calculation Tool
http://www.utsa.edu/financialaffairs/budget Use benefit sub-account with appropriation code (2F)
Longevity Pay Budget Office will provide data by end of February Use salary sub-account with appropriation code (3D)
Debt Service Preliminary data will be provided by February 10th Use debt sub-account with appropriation code (E2) Identify transfer to as XX-XXXX-XXXX
11
What’s NewWhat’s New Budget Document Update (BUD)
Permanently budgeted positions will be loaded to BUD similar to prior year Adjustments to permanent budgeted positions after departmental processing
of BUD will be coordinated by Budget Office to the extent possible
Salary Update Document (SUD) - July/August timeframe More information will be forthcoming from HRMS SUD document loads with rate information for “non-budgeted” filled positions
(from HRMS) and “budgeted” filled positions (from BUD) HRMS creates appointments using incumbent rates loaded from SUD and
routed to departments for approval At final approval, SUD rates updates incumbent rates as of 9/1 in HRMS for
budgeted and non-budgeted positions
Reports requested from UT Austin for comparison of positions between BUD Documents and HRMS (expected to be available for Budget Office) Report of filled position salary rates between BUD and HRMS Report of salary changes due to equity/reclassifications, transfers or
terminations
Budget Document Update (BUD) Permanently budgeted positions will be loaded to BUD similar to prior year Adjustments to permanent budgeted positions after departmental processing
of BUD will be coordinated by Budget Office to the extent possible
Salary Update Document (SUD) - July/August timeframe More information will be forthcoming from HRMS SUD document loads with rate information for “non-budgeted” filled positions
(from HRMS) and “budgeted” filled positions (from BUD) HRMS creates appointments using incumbent rates loaded from SUD and
routed to departments for approval At final approval, SUD rates updates incumbent rates as of 9/1 in HRMS for
budgeted and non-budgeted positions
Reports requested from UT Austin for comparison of positions between BUD Documents and HRMS (expected to be available for Budget Office) Report of filled position salary rates between BUD and HRMS Report of salary changes due to equity/reclassifications, transfers or
terminations
BUD MockupsBUD MockupsBUD MockupsBUD Mockups
*BUD document in testing phase. Final view may change.
BUD mockups: Document Review BUD mockups: Document Review (BDL, Cover Sheet)(BDL, Cover Sheet)
BUD mockups: Document Review BUD mockups: Document Review (BDL, Cover Sheet)(BDL, Cover Sheet)
*BUD document in testing phase. Final view may change.
Previous - BDL Current - BUD
BUD mockups: Account Summary BUD mockups: Account Summary (BDL, Section 1)(BDL, Section 1)
BUD mockups: Account Summary BUD mockups: Account Summary (BDL, Section 1)(BDL, Section 1)
*BUD document in testing phase. Final view may change.
Previous - BDL Current - BUD
BUD mockups: Adjust Base Pay BUD mockups: Adjust Base Pay (BDL, SALARY – Sections 2-4)(BDL, SALARY – Sections 2-4)
BUD mockups: Adjust Base Pay BUD mockups: Adjust Base Pay (BDL, SALARY – Sections 2-4)(BDL, SALARY – Sections 2-4)
14-1234-00
jd1234John Doe
mj0012Mary Jane
tj5678Thomas Jefferson
BUD mockups: Adjust Base Pay BUD mockups: Adjust Base Pay (BDL, SALARY – Sections 2-4)(BDL, SALARY – Sections 2-4)
BUD mockups: Adjust Base Pay BUD mockups: Adjust Base Pay (BDL, SALARY – Sections 2-4)(BDL, SALARY – Sections 2-4)
*BUD document in testing phase. Final view may change.
Collapsed View
Expanded View
Current - BUD
BUD mockups: General Budget BUD mockups: General Budget Group Information (BDL, Section 7)Group Information (BDL, Section 7)
BUD mockups: General Budget BUD mockups: General Budget Group Information (BDL, Section 7)Group Information (BDL, Section 7)
*BUD document in testing phase. Final view may change.
Previous - BDL Current - BUD
BUD mockups: Reconciliation BUD mockups: Reconciliation (BDL, Section 8)(BDL, Section 8)
BUD mockups: Reconciliation BUD mockups: Reconciliation (BDL, Section 8)(BDL, Section 8)
*BUD document in testing phase. Final view may change.
Drill down will be available
Previous - BDL Current - BUD
Training Classes Training Classes Budget Overview and BUD Preparation
Downtown Campus - FS 2.518Tuesday, February 23rd 2:00 – 4:00 p.m.
1604 Campus - TBAWednesday, February 24th 9:00 – 11:00 a.m. Thursday, February 25th 2:00 – 4:00 p.m.
Hands-On BUD Preparation
1604 Campus - HSS 2.02.02Tuesday, March 2nd 1:00 – 3:00 p.m. Thursday, March 4th 9:00 – 11:00 a.m.
Downtown Campus– TBAWednesday, March 3rd 9:00 – 11:00 a.m.
Budget Overview and BUD Preparation
Downtown Campus - FS 2.518Tuesday, February 23rd 2:00 – 4:00 p.m.
1604 Campus - TBAWednesday, February 24th 9:00 – 11:00 a.m. Thursday, February 25th 2:00 – 4:00 p.m.
Hands-On BUD Preparation
1604 Campus - HSS 2.02.02Tuesday, March 2nd 1:00 – 3:00 p.m. Thursday, March 4th 9:00 – 11:00 a.m.
Downtown Campus– TBAWednesday, March 3rd 9:00 – 11:00 a.m.
Budget Office StaffBudget Office Staff
Mary Simon, Senior Director Ext 4344
Eva Burnett, Associate Director Ext 6631
Anita Polendo, Budget Analyst III Ext 6615
Eunice Chen, Budget Analyst III Ext 4230
Sharmin Momen, Budget Analyst II Ext 4345
Office Email: [email protected]
Mary Simon, Senior Director Ext 4344
Eva Burnett, Associate Director Ext 6631
Anita Polendo, Budget Analyst III Ext 6615
Eunice Chen, Budget Analyst III Ext 4230
Sharmin Momen, Budget Analyst II Ext 4345
Office Email: [email protected]
Questions?Questions?Questions?Questions?