SNRAS-AFES / CES Operations BudgetFISCAL YEAR 2011

April 2010

Operations BudgetFISCAL YEAR 2011

General Budget Information FY 2011 Budget Process FY 2011 Timeline Overview/Instructions (Parts) Question and Answer Session

REGENTS’ POLICYPART V – FINANCE AND BUSINESS MANAGEMENT

Chapter 05.01 - Budget Development and Maintenance

P05.01.010. Budget Policy.B. “All administrative units within the university system shall operate strictly within the fiscal

limits established by their respective annually adopted budgets and approved amendments, in accordance with procedure established by the chief finance officer.”

F. “Deficit spending, that is, action designed to create or resulting in the creation of a fiscal position where actual expenditures are in excess of available revenues, is prohibited by any administrative unit.”

P05.01.020. Deficit Spending and Professional Responsibility.Deficit spending or other violation of this section by persons with budget control constitutes just cause for termination or such other disciplinary action as determined appropriate by the president.

Legislative Appropriations Budgets (Personnel, Capital and Operational Support)

Tuition & Fees, Grants (Federal Formula, Earmarks & Direct) and Other Revenues Budget (Personnel and Operations Support)

1. Legislative appropriations for UA and distributed to MAU’s and further to units (SNRAS-AFES/CES) within each MAU.

2. Operations Budget which is based on projected revenues is broken for our purposes into the following categories.

Personnel Travel Contractual Services Supplies Equipment Other

1. Legislative Appropriations$ General Funds$ Capital Improvement Funds

2. Tuition & Fees & Indirect Costs Recovery$ Tuition & Fees$ Indirect Costs Recovery

3. Grants, Contracts, and Other Income$ Federal Programs (Formula, Earmarks & Direct)$ Contracts and Local Grants (State & Local Govt.)$ Gifts and Contributions (Endowment, Donors, etc.)$ Others (Dept. Sales,Program Income, Rental, etc.)

A financial plan (tool) on how to allocate an organization’s resources based on its strategic priorities.

A budget is a mechanism to assist managers in earmarking resources to be used in accomplishing goals and objectives.

Is it consistent with the goals and objectives of the organization? (Unit Priorities/goals and objectives)

Does it reflect goal setting and facilitate accurate measurement? (Short/Long Term)

Does it indicate careful planning and follow strategies to achieve objectives?

Does it delineate operating plans for all important functions? Does it give the various components of the organization the

resources needed to meet goals and objectives? Is the budget realistic, accurate, and internally consistent? Does it plan for the best achievable results?

Committee Composition:

Unit Dean or Vice-Provost Executive Officer Associate Deans, Asst. Director & Program/Department Chairs

Responsibilities: Establish Unit Priorities for FY 2011 Review budget submissions, conduct hearings and recommend

budgets

Basis for Unit Priorities1. Strategic Master Plan / Unit Strategic Plans / Annual Unit Plans2. SNRAS-CES Joint Plan of Work

1. Budget Call Unit Priorities Established Instructions for Preparing the Budget Timetable for Submission of Requests Contact information of staff who can provide assistance

2. Budget Workshop3. Department Budget Preparations4. Compilation of Submissions5. Budget Committee - review, revise, and recommend6. Budget Hearings (as warranted or requested)7. Budget Committee Final Recommendation to Dean or Vice-Provost8. Approved Budget distributed to Departments

1. Recommendations for Unit Priorities (UP’s) for FY11 are reviewed and established – 03/31/2010

2. Budget call memo is distributed – 04/1/20103. Budget workshops held - April, 20104. Department budgets are prepared – 4/01 - 04/30, 20105. Department budgets submitted to Executive Officer - 04/30/20106. Budget submissions compiled for Budget Committee - 04/30 –

5/21, 20107. Budget Committee reviews & budget hearings – 5/27-28, 20108. Budget Committee recommendations submitted to Dean or Vice-

provost – 06/07/20109. 2011 Departmental Budgets finalized and distributed – June 2010

Department DescriptionResponsibilitiesProgramsStatisticsOther Helpful Information

Detailed information and justification supporting requests under budget categories:

Personnel (1001)Travel (2001)Contractual Services (3001)Supplies (4001)Equipment (5001)

Travel (2001)Administrative Travel (In-state)

1 pax - 2 trips x $250/Roundtrip (Airfare)1 pax - 2 days x 2 trips x $100/day (Per diem)1 pax - 2 trips x 2 days x $60/day (Ground Transportation)

Associate Dean will conduct site-visits to Achorage twice a year to assess program needs.

Supplies (3001)Office Supplies

3cs Copier Paper @ $35/case1cs Colored Paper @ $45/caseGeneral Office Supplies (staples, glue, pens, pencils, and tapes) $500

These supplies are needed for fliers, brochures, publications, photocopying, reporting, etc. for program activities.

Ask yourselves some budget planning questions.

Part I – Describe, promote, your department.

Part II – S/link with Unit Priorities. Part II – Itemized expenses, clear

justifications. Seek assistance if needed.

Questions/Assistance:

Raaj Kurapati - Executive Officer CES/SNRAS-AFES - Ext. 7935 – rkurapati@uaf.edu

CES Fiscal Officer - Cathy Birklid, Ext. 6353 – cathy.birklid@alaska.edu

SNRAS/AFES Fiscal Officer - Jason Theis, Ext. 7305 – jwtheis@alaska.edu