Self Service Budget Development

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1 Self Service Budget Development Office of Planning and Budget Office of Planning and Budget 2/4/2019

Self Service Budget Development Office of Planning and Budget University of North Florida Office of Planning and Budget 1 UNF Drive, 53/2330, Jacksonville, FL 32224 904.620.2502 Fax 904.620.2505 Banner.

2 Self Service Budget Development Office of Planning and Budget University of North Florida Office of Planning and Budget 1 UNF Drive, 53/2330, Jacksonville, FL Fax Banner.budget@unf.edu and Center for Professional Development & Training 1 UNF Drive, 1/1301, Jacksonville, FL Fax training@unf.edu This guide is designed to be used in conjunction with attendance in training classes provided by the Office of Planning and Budget and in collaboration with CPDT Office of Planning and Budget ii 2/4/2019

3 Table of Contents Objectives... iv Intended Audience... iv Prerequisites... iv Icon Key... iv Understanding University Funding Sources and the Budget Cycle/Process... 1 Accessing Self Service Budget Development... 6 Creating Budget Development Queries... 8 Inputting Budgets CLASS EXERCISES Obtain, Print and Download Reports Processing Organization Locks Divisional Budget Officers & Technical Support Staff Office of Planning and Budget Staff Campus Master Calendar Index Office of Planning and Budget iii 2/4/2019

4 Objectives Participants will be able to: 1. Understand the University funding sources, categories of funding, and the Budget Cycle 2. Access Self Service Budget Development (SSBD) 3. Create Budget Development Queries 4. Input budgets into Self-Service Budget Development 5. Obtain, print and download reports to Excel 6. Process organizational locks 7. Obtain Non-E&G information to be used during the University s budget cycle and submit Budget Workbook Intended Audience Self Service Development is intended for those who develop, input and review budget data submitted by their department/division during the University s budget development period. SSBD will not be used for Construction, Concession, Grants & Contracts, or Grants & Donation Funds. Prerequisites The following prerequisites are required for this class: Finance Self-Service Introductory knowledge of Excel Icon Key : Important Info Need to know information Nifty Note Nice to know information. Office of Planning and Budget iv 2/4/2019

Chapter One Understanding University Funding Sources and the Budget Cycle/Process Funding Sources Major Categories of Operating Budget Education and General Fund (E&G): Funds appropriated by the

5 Chapter One Understanding University Funding Sources and the Budget Cycle/Process Funding Sources Major Categories of Operating Budget Education and General Fund (E&G): Funds appropriated by the State Legislature to carry out and support the primary mission of the University education, research, and public service. State funding for higher education comes from three sources: General Revenue (GR) fund comes primarily from sales tax receipts and receipts from other state taxes such as corporate income tax, estate tax and beverage taxes and licenses. Fund General Revenue (GR) Fund Carry Forward (CF). Any unexpended E&G funds of the current-year approved operating budget may be carried forward in accordance with Florida Statutes. Office of Planning and Budget 1 2/4/2019

6 Chapter One Understanding University Funding Sources Educational Enhancement Trust Fund (Lottery) According to Florida Statute: At Least 50% of monies paid for lottery tickets is returned to public in the form of prizes At least 39% of monies paid for lottery tickets is deposited to Educational Enhancement Trust Fund Remaining dollars pay operating expenses of Lottery Department Student Tuition & Fees (Incidental Revenue) Non-E&G - Funds not appropriated by State Legislature, but approved by the University Board of Trustees (UBOT) to support the mission of the University. Examples are listed below: Auxiliary Funds Unrestricted current funds from self-supporting entities supported primarily by fees and/or charges directly related to the cost of goods and services provided. Auxiliary Funds are activities for the benefit of students, the general public, faculty and staff. They include activities such as Housing, Bookstore, Aquatic Center, Food Services, Printing & Duplicating, Continuing Education, Athletics, etc. Auxiliary activities (with a few exceptions such as Instructional Labs) are subject to the University's overhead assessment. Local Funds Unrestricted current funds containing operating resources for Student Activity, Intercollegiate Athletics, Concessions, and Student Financial Aid & Scholarships. Contracts & Grants Restricted funds containing activities in support of research, public service, and training. These activities are funded with awards from federal, state, local and private entities. Grants & Donations (Foundation) Unrestricted Foundation funds may be used for any legal and reasonable purpose in support of the University. Concession Discretionary fund under the University President which is funded by vending revenue and used for the benefit of the University. These funds may be used for expenses such as food, entertainment, awards, etc. that cannot be charged to the E&G budgets. Office of Planning and Budget 2 2/4/2019

7 Chapter One Understanding University Funding Sources Other Funds Agency Funds Funds held or generated for reimbursement of specific expenditures for activities such as Study Abroad Programs, field trips, and other flow through activities. These funds are held for others for which the University acts as custodian or fiscal agent on behalf of the payer. Agency activities are not subject to the University overhead assessment. Public Education Capital Outlay (PECO) Funds from the state for construction of educational buildings and maintenance funds for PECO funded buildings. Capital Improvement Trust Fund (CITF) Fee paid by students to fund non-educational buildings and grants paid to Child Development Research Centers to subsidize on campus child care. Rules governing expenditures by fund at UNF are based on Florida State Statute, Internal Revenue Code, Florida Board of Governors policies, UNF Board of Trustees directives and UNF policies. A list of allowable expenditures is on the Controller s Office and Purchasing website. State Budget Timeline The following is Budget Timeline: May 2018 BOG staff prepares Budget Guidelines for LBR (Legislative Budget Request) June 2018 Receive LBR instructions from BOG September 2018 UNF submits LBR Revision to SUS November 2018 Governor s Office prepares consolidated Budget Request Document February 2019 UNF begins Budget Development for March 2019 Legislative Session begins. Review Budget May 2019 Legislative Session ends, Budget Released to UNF President. UNF E&G and Non E&G Budget Finalized June 2019 President recommends UNF Operating & Capital Budget for UBOT approval. UNF submits Expenditure Plan to BOG. UNF Receives E&G and PECO Allocation. August 2019 UNF Operating Budget Details Submitted to BOG Office of Planning and Budget 3 2/4/2019

8 Chapter One Understanding University Funding Sources Office of Planning and Budget 4 2/4/2019

9 Chapter One Understanding University Funding Sources UNF Funding Sources E&G General Revenue Lottery Student Tuition & Fees Auxiliary Housing Bookstore Parking Telecommunicati ons Continuing Education Printing University Center Instructional Labs Contracts & Grants Sponsored Research Grants & Donations Local Funds Athletics Student Government Student Health Services UNF Preschool Financial Aid/Scholarships PECO CITF Capital Other Major Gifts Foundation Office of Planning and Budget 5 2/4/2019

Chapter Two Accessing Self Service Budget Development For training purposes, you will access FSS via the following URL: Banner System Links SSO Manager Login Additionally, you will login with userid

edu. Your current network user id (N number) and password will be required to gain access in production and input your Fiscal Year 2020 budget. To access Self Service Budget Development: 1.

10 Chapter Two Accessing Self Service Budget Development For training purposes, you will access FSS via the following URL: Banner System Links SSO Manager Login Additionally, you will login with userid BTrain01; BTrain02; etc. PIN will be provided in class Access SSBD through Finance Self Service. Finance Self Service is a web based program accessed through the online portal at Your current network user id (N number) and password will be required to gain access in production and input your Fiscal Year 2020 budget. To access Self Service Budget Development: 1. SSBD will become available in production in March A. Open Google Chrome, go to MyWings on UNF website B. Log in using your N number and password. 2. A. During our training session, use Pre-Production environment. On desktop, select CPDT icon. Select Training Environments. Select Banner System Links. Select Self Service SSO Manager Login, Pre-Production. B. During training in Pre-Production environment, log in with User ID: BTrain01; BTrain02; etc. PIN is provided in class. 3. Click on Finance Information tab to go to Finance Self-Service. For production purposes, you will login to SSBD through my Wings, access Finance Self- Service with your normal N# ID and password. Office of Planning and Budget 6 2/4/2019

11 Chapter Two Accessing Self Service Budget Development 4. Select Budget Development You are now in Self Service Budget Development and ready to input your budget. Office of Planning and Budget 7 2/4/2019

Chapter Three Creating Budget Development Queries The Budget Development query will produce the same budget information provided in the Finance Self-Service budget queries.

12 Chapter Three Creating Budget Development Queries The Budget Development query will produce the same budget information provided in the Finance Self-Service budget queries. Text from previous years can be copied from the query. A Budget Development Query shows an overview of what you currently have in the system. It s a great place to review as a starting point to see what needs to be adjusted and a great place to review after you ve input your changes to verify your final submission. To complete a budget status by account query: 1. Login to SSBD (see Chapter 2). 2. Click Create Budget Development Query link. Office of Planning and Budget 8 2/4/2019

Clicking on Retrieve Query will pull any existing query you have saved. 4.

13 Chapter Three Creating Budget Development Queries 3. Click Create Query button. Clicking on Retrieve Query will pull any existing query you have saved. 4. Check ONLY the Adopted Budget and Permanent Budget Adjustment (do this for all Budget Phases). Then click Continue. Office of Planning and Budget 9 2/4/2019

14 Chapter Three Creating Budget Development Queries 5. Enter the appropriate information for the query you are creating. Chart of Accounts Budget ID Index Budget Phase Budget Duration Code Display Fin Mgr from: U FY20 BASE OR NONEG Permanent for BASE and NONEG None When you input Index and click Submit, the form populates Fund, Organization and Program. This form can also be used to view budget by organizational hierarchy. 6. Select the accounts you want included in the query. Click Submit button twice at bottom of page when ready. E&G NON E&G Labor Account Revenue Expenses Labor Accounts Expenses Transfers Office of Planning and Budget 10 2/4/2019

15 Chapter Three Creating Budget Development Queries Sample of Query Results: Click on any item in blue or purple to drill down for more information. Office of Planning and Budget 11 2/4/2019

16 Chapter Four Inputting Budgets Input proposed budgets into SSBD for departmental and divisional review and approval for E&G (Fund ), Non-E&G, local and auxiliary funds (140000, 16xxxx, 41xxxx, 15xxxx and 3xxxxx). SSBD will not be used for Construction, Concession, Grants & Contracts or Grants & Donation funds. Salary budgets for current E&G positions (Cost to Continue) are calculated and posted by Budget Office. Salary budgets for current Non-E&G salary budgets are input to SSBD. New Non- E&G positions are discussed in Chapter 7. Phase: a. BASE (Recurring Base) Realignment redirection of current year E&G recurring expenditure base, including OPS. All divisions are required to justify their base allocation. b. NONEG (Non-E&G) Request for non-e&g budget for local and auxiliary funds. This request will include revenue, salaries, expenditures, and transfers. Budget Duration: a. Temporary Budget Nonrecurring current year allocation posted as BD03 or BD04 (budget that will not roll to the next fiscal year). We are not using Temporary Budget this fiscal year. b. Permanent Budget For E&G: original recurring expenditure base plus incremental recurring current year allocation posted as a BD01 or BD02. For Non-E&G: original budget approved by Auxiliary Oversight Committee plus any permanent amendments approved through the oversight process. Office of Planning and Budget 12 2/4/2019

17 Chapter Four Inputting Budgets To Input Budgets into SSBD: 1. Login to SSBD (See Chapter 2). 2. Click on Create Budget Worksheet. 3. Click on Create Query. 4. Select Adopted Budget and Permanent Budget Adjustment, then click Continue. Office of Planning and Budget 13 2/4/2019

18 Chapter Four Inputting Budgets 5. Enter your selections for Budget Development Worksheet. 6. Enter the following information. Chart of Accounts Budget ID Index Budget Phase Budget Duration Code Display Fin Mgr from: U FY20 BASE OR NONEG Permanent None 7. Confirm the following items are also included, then click Submit. E&G NON E&G Labor Accounts Revenue Expenses Labor Accounts Expenses Transfers Office of Planning and Budget 14 2/4/2019

19 Chapter Four Inputting Budgets 8. Verify worksheet parameters are correct before moving forward. 9. Click Jump to Bottom link to view Summary Totals. 10. Verify Summary Totals are correct before moving on to the next step. 11. Input budget data in Change Value field for each desired account code. Office of Planning and Budget 15 2/4/2019

Chapter Four Inputting Budgets 12. Click on the Account Type/Code link for each change value inputted. 13. Budget Development Text shows rationale or comments for each budget line.

20 Chapter Four Inputting Budgets 12. Click on the Account Type/Code link for each change value inputted. 13. Budget Development Text shows rationale or comments for each budget line. Your unique descriptions or justifications for budget lines are helpful for you and for higher level review. SSBD text field is populated with last year s comments. Review and update the text field for each budget line. Check spelling and content. Text is an important component of SSBD reports. 14. Click Save button. 15. Click on [Exit budget text page] link when finished inputting & saving all explanatory text. Office of Planning and Budget 16 2/4/2019

21 Chapter Four Inputting Budgets 16. Click on Calculate button. 17. Click Post button to update Proposed Budget Columns on worksheet and in summary. You must click Post to save 18. Confirm that account totals have been updated in New Budget Column. Office of Planning and Budget 17 2/4/2019

22 Chapter Four Inputting Budgets 19. Review Summary Totals again at the bottom of screen for accuracy. 20. Click Budget Development to return to prior menu. Office of Planning and Budget 18 2/4/2019

23 Chapter Four Inputting Budgets CLASS EXERCISES Exercise 1 Realign current year BASE: Account Code Change Value Justification Decreased workload for OPS employee in FY Additional professional development Exercise 2 - Requests NONEG: Account Code Change Value Justification Expect higher revenue FY Eliminating 1 telephone desk set Additional OPS needed to cover increased workflow in FY Additional printed material needed Office of Planning and Budget 19 2/4/2019

Chapter Four Inputting Budgets TIPS: Adding/Inserting New Account Codes 1. To add a new account code, scroll down beneath the worksheet to the table for adding New Rows. 2.

24 Chapter Four Inputting Budgets TIPS: Adding/Inserting New Account Codes 1. To add a new account code, scroll down beneath the worksheet to the table for adding New Rows. 2. Enter the new account number and the proposed budget amount. 3. Click Post to insert the new account and budgeted amount into the budget worksheet. Result: Office of Planning and Budget 20 2/4/2019

Chapter Four Inputting Budgets What if you don t know the account number you want to

Maximum Rows to Return = 25 (expect a lot of results) Execute Query Query displays a

25 Chapter Four Inputting Budgets What if you don t know the account number you want to add? Click link for Account/Program Code lookup Example: Find account code that has Supply or Supplies in name. Chart of Accounts = U Type = Account Title Criteria = %Suppl% (case sensitive) Maximum Rows to Return = 25 (expect a lot of results) Execute Query Query displays a list of account codes with names that have Suppl in the title. Helps to find what you are looking for. Office of Planning and Budget 21 2/4/2019

Chapter Four Inputting Budgets Removing/Deleting Account Codes To remove an account code that is no longer needed in your budget, simply adjust the new budget to zero.

1. In the Change Value column, subtract the amount of the proposed budget. 2. Press Calculate at the bottom of the screen. 3. Verify that the New Budget for that account code is now zero. 4.

26 Chapter Four Inputting Budgets Removing/Deleting Account Codes To remove an account code that is no longer needed in your budget, simply adjust the new budget to zero. Example: If you currently have $2,500 proposed budget for Cell Phone Allowances, but your department will not be using cell phones next year, you can remove the budget amount from that account code. 1. In the Change Value column, subtract the amount of the proposed budget. 2. Press Calculate at the bottom of the screen. 3. Verify that the New Budget for that account code is now zero. 4. Click Post at the bottom of the screen to save your changes. Delete Record Column There is a column called Delete Record with check boxes for each account. Code. Please DO NOT use this feature. Deleting rows this way can throw off the balances in the historical data for the University Budget. Office of Planning and Budget 22 2/4/2019

27 Chapter Four Inputting Budgets Troubleshooting: 1. If an account code does not display on the Budget Development Report, please verify the Budget Duration Code. The report will not pick up multiple durations for one account code. Example for index Base, if there are entries in both Permanent and Temporary Budget Duration Codes, SSBD will display either the Permanent or Temporary Duration but not both. This is often the situation when we get a call that SSBD report does not display data. For , use Permanent Budget only. Phase BASE INCNON (not used ) NONEG Budget Duration Permanent Temporary Permanent To correct, remove and delete data for temporary duration code. For , use permanent budget for Base and NON-EG phases. Office of Planning and Budget 23 2/4/2019

Chapter Five Obtain, Print and Download Reports Reports of the proposed budgets can be obtained, printed and downloaded from SSBD for departmental and divisional review and approval for E&G (Fund

28 Chapter Five Obtain, Print and Download Reports Reports of the proposed budgets can be obtained, printed and downloaded from SSBD for departmental and divisional review and approval for E&G (Fund ) and Non-E&G local and auxiliary funds (140000, 16xxxx, 41xxxx, 15xxxx, and 3xxxxx). To access proposed budget report: 1. Login to SSBD (See Chapter 2). 2. Click on Budget Development Report link from Finance Budget Development menu. Office of Planning and Budget 24 2/4/2019

29 Chapter Five Obtain, Print and Download Reports Options: A. Departmental report for one index: 1. Enter Index number and then click Index button to populate Fund and Org. Detail format provides subtotal and grand total. Summary format provides grand total only. 2 Verify Fund and Org, 3. Verify Fiscal Year Select Phase (All, BASE, INCREC, INCNON AND NONEG) 5. Select Format (see Nifty Note) 6. Select Report Type. (see Nifty Note) Report Type: Select to view your report with or without prior year operating ledger information. Office of Planning and Budget 25 2/4/2019

Chapter Five Obtain, Print and Download Reports Current and previous fiscal year expenditures include encumbrances, not reservations. 7. Click Create Report 8. Confirm report displays correctly.

30 Chapter Five Obtain, Print and Download Reports Current and previous fiscal year expenditures include encumbrances, not reservations. 7. Click Create Report 8. Confirm report displays correctly. (See Nifty Note) Report Type: Select to view your report with or without prior year operating ledger information. Explanatory text justifications display on the Budget Development Report per Account. Detail format provides subtotal and grand total. Summary format provides grand total only. Report Type: Select to view your report with or without prior year operating ledger information. The report runs faster without prior year operating ledger information. B. Organization report for E&G and Non-E&G fund: 1. Enter the organization. 2. Verify Fiscal Year Select Phase. 4. Select Format. (See Nifty Note) 5. Select Report. (See Nifty Note) 6. Click on Create Report. C. Organization report by fund for department or division: 1. Enter a portion of the organization (Example: Enter 6 for entire AA, 61 for COAS, 6120 for Biology). 2. Verify Fiscal Year Select Phase. 4. Select Format Note: Summary is the best Option. Click Create Report. 5. Select Report Type. (See Nifty Note) 6. Select Report. (see Nifty Note) 7. Review the chosen report. a. Click Return to go back to the parameters page to generate a new report. Office of Planning and Budget 26 2/4/2019

31 Chapter Five Obtain, Print and Download Reports b. Click Tools icon and select Print to print the report. c. Download report to Excel spreadsheet by clicking Download button. d. Choose Open from the Windows Internet Explorer window. Office of Planning and Budget 27 2/4/2019

32 Chapter Five Obtain, Print and Download Reports e. Excel will open and display all available columns. f. You can then format and perform calculations on the worksheets data in Excel as needed. Office of Planning and Budget 28 2/4/2019

Chapter Six Processing Organization Locks Organization locks are settings based on the organizational hierarchy that allow authorized users to prevent editing after budget submission deadlines.

33 Chapter Six Processing Organization Locks Organization locks are settings based on the organizational hierarchy that allow authorized users to prevent editing after budget submission deadlines. Locking and unlocking organizations in a hierarchical unit-to-unit method enables college, divisional, and university budget officers to manage entry, approval and reconciliation of proposed budget amounts. To process organization locks: 1. Access Self Service Budget Development (see chapter 2). 2. Click on Maintain Organization Lock. 3. Enter the following information: Chart of Account Budget Budget Phase Current Status Organization U FY20 BASE OR NONEG All, Locked, Unlocked (Example: Enter for entire AA, for COAS, for Biology) Office of Planning and Budget 29 2/4/2019

The E&G phases can be locked/unlocked individually or as a group and up to 3 phases at a time

34 Chapter Six Processing Organization Locks 4. Click Submit when finished inputting all information from step 3. The E&G phases can be locked/unlocked individually or as a group and up to 3 phases at a time (Base, INCNON). Non-E&G phases cannot be unlocked with E & G phases. 5. Verify all parameters. Click on Organization to expand. Office of Planning and Budget 30 2/4/2019

Chapter Six Processing Organization Locks 6.

organization you want to lock/unlock. 7.

to change. 8. Click Review when done. 9.

35 Chapter Six Processing Organization Locks 6. Click on each desired Organization Title link (in blue) to select organization you want to lock/unlock. 7. Check the Change Status check boxes the organization(s) that you want to change. 8. Click Review when done. 9. Verify Current Status column has changed. 10. Click Update button. All applied lock changes will have a check. Office of Planning and Budget 31 2/4/2019

The organizational locks will show as Locked under Current Status.

36 Chapter Six Processing Organization Locks 11. Click Return to Parameters. 12. The organizational locks will show as Locked under Current Status. 13. Click on Submit button again and repeat steps 2-4 to verify the status change. Office of Planning and Budget 32 2/4/2019

37 Appendix A Divisional Budget Officers & Technical Support Staff Academic Affairs Anne Hoover Jenny Johnson Administration and Finance Vince Smyth Tracy Geake President s Office Valerie Reynolds Student Affairs Christine Malek-Richard University Development / Alumni Engagement Olga Igolnikov x2711 x2263 x2287 x2136 x2571 x3983 x5250 Office of Planning and Budget 33 2/4/2019

38 Appendix B Office of Planning and Budget Staff Devany Groves, Chief Budget Officer dgroves@unf.edu ext Jennifer Nabors, Assistant Director University Budgets jennifer.nabors@unf.edu ext Erin Byrd, Coordinator University Budgets erin.byrd@unf.edu ext Michael McGuire, Financial Analyst m.mcguire@unf.edu ext Cindy Hoffer, Office Manager c.hoffer@unf.edu ext Office of Planning and Budget 34 2/4/2019

39 Appendix C Campus Master Calendar FY20 Budget Cycle Campus Calendar Office of Planning and Budget 35 2/4/2019

40 Index Index Access Self Service Budget Development, 6 Auxiliary Funds, 2 Budget Duration, 12 Budget Office Staff, 34, 35 Contracts & Grants, 2 Creating Budget Development Queries, 8 Divisional Budget Officers & Technical Support Staff, 33 E&G (Educational & General), 1 Icon Key, iv Inputting Budgets, 12 Intended Audience, iv Local Funds, 2 Non E&G, 2 Objectives:, iv Obtain, Print and Download Reports, 24 Phase, 12 Pre Requisites, iv Processing Organization Locks, 29 Sample of Query Results:, 11 Office of Planning and Budget 36 2/4/2019

Self Service Budget Development

Self Service Budget Development 2018-19 Office of Planning and Budget Office of Planning and Budget 1/16/2018 Self Service Budget Development Office of Planning and Budget University of North Florida Office