University of Colorado Denver Anschutz Medical Campus Budget Office Procedures on Auxiliary Budget Process Auxiliary Budget Tips

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1 What are Auxiliary & Service Center s? How do I create a request? How do I set up a Central Information Warehouse (CIW) account? What is a Balanced Worksheet? How should I set up my budget? What are GAR and GIR and how do I determine if/how much I should budget for my Auxiliary Speedtype? How much should I budget for benefits? What does No Planned Activity mean? Why did I receive the Auxiliary budget reminder? I am no longer responsible in this way. Please remove my name from your list. How do I edit a budget that I ve already started working on? Which accounts should I use? How do I update my CIW user information? Who should I contact if I have additional questions or concerns? What are Auxiliary & Service Center s? In the Financial System, there are four fund groups associated with auxiliaries: 1) Fund 20 Auxiliary Enterprises is used to record the financial activity of sales to students, faculty and staff or to entities outside of the University community. The auxiliary activity is a government owned business that qualifies as an enterprise under TABOR (Taxpayers Bill of Rights). Currently the University of Colorado as a whole qualifies as a TABOR enterprise, but we continue to maintain the TABOR fund structure in the event the University as a whole ceases to qualify as a TABOR enterprise in the future. Typical activities include: Bookstore, Continuing Education, Graduate Medical Education, and laboratories providing standardized tests. Sales of goods and services are normally paid by cash, check or credit card. 2) Fund 26 Auxiliary Non-enterprises is used to record the receipt of royalty payments from patents and licensing fees and residual monies from closed clinical trials or fund 30 or fund 31 contracts that have been transferred in from the Restricted Fund and no longer have any restrictions on the funds. 3) Fund 28 Internal Service Operations is used to record financial activities of internal service centers. Service centers provide goods and services internally to various campus departments and sponsored projects. A departmental chartfield combination is charged when services are provided. Printing Services is an example of a service center. See UC Denver Fiscal Policy titled Service Centers for more detail. 4) Fund 29 Other Self-funded Operations is used to record self-supporting activity that does not fit into Funds 20, 26, and 28. Examples include non-continuing-education conferences or honoraria payments (when an employee performs the service as a representative of the UC Denver. Honoraria checks must be made payable to the University and not the individual).

2 How do I create a request? University of Colorado Denver Anschutz Medical Campus 1) The web site for the online form is Click on the Auxiliary Worksheet tab and then on the Auxiliary Web Form link. 2) Log in using your CIW username and password (see instructions on creating a CIW user account if this is your first time logging in). Please be sure that you include CIW at the end of your username; example: USER000034CIW. 3) Click Create Request. 4) You will see the following screen:

3 The user has the ability to start a speedtype by: a. entering the number if it is known b. searching by Org number i. This can be done by clicking in the link Speedtype Search ii. A new window will open asking for the Org Number (let s select 20029) iii. The screen that opens shows all the auxiliary speedtypes for that Org. See the next screen. iv. When selecting one of the speedtypes from the list, the number will automatically populate the speedtype box. v. If we hit the submit button, the application will run that speedtype against the CIW database and will download all past year budget and actuals into a worksheet through the date that you access the web form for the current fiscal year. vi. When this happens, the user has taken ownership of this speedtype and no one else may work on that speedtype. 1. If the user did not mean to take ownership of this speedtype, an administrator (see contacts below) would need to be contacted to free that speedtype. Under the Review Request option the user can look up the speedtypes that have been started by a user. 5) The worksheet will allow users to enter numbers for the next fiscal year and save the work in progress. a. Work in progress can be saved as many times as necessary until it is submitted. b. Once submitted the budget will no longer be available for edits, but can still be reviewed. 6) If a user needs to edit a budget after it was submitted, the user needs to contact an administrator who will remove the approval and open the budget again; however, it will be as it was never submitted. a. Administrator contacts: i. Julia Ingall, Julia.Ingall@ucdenver.edu, (303) ii. Adam Jimenez, Adam.Jimenez@ucdenver.edu, (303)

4 How do I set up a Central Information Warehouse (CIW) account? Please go to the CU System CIW sign up page: and fill out the CIW Access Request Form. What is a Balanced Worksheet? A balanced worksheet will have the Submit Approval button enabled and it will say Balanced in the Balance Status section. Once submitted no edits can be done by general users, only administrators can edit or remove the submission. Not-Balanced Worksheet: Because this budget is Not-Balanced it cannot be submitted, amounts need to be corrected in order to submit this budget. This message will be seen also for Service Centers if their unbalanced amount is greater than their 60 days reserve. The difference will be shown in the Amount Off box under the Not-Balanced message. Caution Worksheet: A Caution message can only be seen by Service Centers that are not balanced but the unbalanced amount is within their 60 days reserve. In this case the Caution warning will still enable the Submit Button. If the unbalance was outside the 60 days reserve range, then a Not-Balanced message will be shown and the user would not be able to submit this budget. Note: Service centers will see a message in red below the cash account. This message reminds them to enter their estimated cash balance at year end. In addition, encumbrances are not taken into account with the actual column. You would need to take into account the remaining salaries and benefits that will hit this speedtype when determining your budget. Looking at a current financial report of your speedtype will help you determine this. How should I set up my budget? Resources: ed revenues and other resources (cash, reserves, etc.) need to be entered with a negative sign. If cash needs to be used in order to balance the budget, then the estimated cash amount should to be entered with a positive sign. Service centers are required to enter their estimated cash balance at year end; this cash balance must be included in their next year s resources and reserve amount. Expenditures: In this section expenditures are budgeted with a positive sign. s can be budgeted at the pool level if there is no need for a detailed budget.

5 There are four general types of budgets: University of Colorado Denver Anschutz Medical Campus 1) Revenue, not using cash balance; operating expenses only Resources (Revenue and/or Cash Carryforward) 2015 Description Actuals Entry Misc-Rev -$7,200 -$9,360 -$, Cash $28,754 Expenditures Revenue = Expenditures The Revenue estimate budget must equal total related expenditures. Example: Rev. Estimate:- $9,360 Exp. Est: $9,360 Description Actuals 2015 Entry Operating Expense Gen $5,868 $7, Official Function $ Employee Travel-Instate $ Non-Employee Travel- Instate -$ General Admin Recharge $432 $ Other Allocations $900 $1,170 1,170 2) Revenue, using cash balance; operating expenses only (Expenditures > Revenue ) Resources (Revenue and/or Cash Carryforward) Description Actuals 2015 Entry Misc-Rev -$7,200 -$9,360 -$9, Cash $28,754 $300 Expenditures Description Actuals 2015 Entry Operating Expense Gen $5,868 $7, Official Function $ Employee Travel-Instate $ Non-Employee Travel- Instate -$ General Admin Recharge $432 $562 $562 Expenditure > Revenue If the expenditures budget is greater than the revenue budget, the budget difference should be added to cash as a positive amount to balance the budget (i.e. this should reduce any remaining cash balance, if applicable). Example: Rev. Estimate: - $9,360 Exp. Est: $9,660 Difference of $300 is added to cash Other Allocations $900 $1,170 $1,170

6 3) Revenue, not-using existing cash balance, operating expenses only (Revenue > Expenditures ) Resources (Revenue and/or Cash Carryforward) Description Actuals 2015 Entry Misc-Rev -$7,200 -$9,360 -$9, Cash $28,754 Description Expenditures Operating Expense Gen $5,868 Actuals Official Function $ Entry $3,628 + $4,000 Revenue > Expenditure If Revenue budget is greater than the projecting expenditures, the excess amount will need to be added to expenditures to balance. Example: Revenue Estimate: -$9,360 Expenditures Est: $5,360 Excess $4,000 is added to expenditures to balance Employee Travel-Instate $ Non-Employee Travel- Instate -$ General Admin Recharge $432 $562 $ Other Allocations $900 $1,170 $1,170 4) No revenue-using existing cash balance, operating expenses only Resources (Revenue and/or Cash Carryforward) Description Actuals Misc-Rev $0 $ Entry Cash $28,754 $9,660 Description Expenditures Actuals 2015 Entry Operating Expense Gen $5,868 $7, Official Function $ Employee Travel-Instate $ Non-Employee Travel- Instate -$276 Cash = Expenditures Cash Estimate must be less or equal to the YTD actual and must equal total related expenditures estimate budget. Example: Cash - Prior Year Actual: $28,754 Cash Estimate: -$9,360 Exp. Est.: $9, General Admin Recharge $432 $562 $ Other Allocations $900 $1,170 $1,170

7 What are GAR and GIR and how do I determine if/how much I should budget for my Auxiliary Speedtype? General Administrative Recharge (GAR) and General Infrastructure Recharge (GIR) are the auxiliary funds fair share of costs for the services such as the Procurement Service Center, Employee Services, Campus Human Resources, Finance,, Police, and Facilities Management. These charges are recorded in the financial system in account codes for GAR and for GIR, as applicable. GAR Denver campus: In general, recharge rate is allocated to all revenue for auxiliary fund speed types. Anschutz campus: Generally assessed to all expenses for all auxiliary fund speed types. Please contact Julia Ingall (Julia.Ingall@ucdenver.edu) or Adam Jimenez (Adam.Jimenez@ucdenver.edu) if you have any questions about calculating GAR for your speedtype. GIR Recharge rate is assessed based on total assignable square feet (ASF) that is determined for the auxiliary fund speedtypes in the space tracking system WebSpace. Each Auxiliary using 100ASF or more is reviewed for GIR. For specific questions on GAR or GIR calculations or allocation, please contact Nara Shagdar in the Finance Office at (303) or Nara.Shagdar@ucdenver.edu. How much should I budget for benefits? Benefits should be budgeted in all speedtypes that are expecting to pay salaries. Users can click on the Benefits Rates Worksheet link in their request:

8 Benefits Rates Worksheet: displays current benefits rates table. Benefits & Other Charges: displays a window with the suggested benefit rates and other charges or rates that apply to a specific speedtype, along with the accounts in which those charges should be budgeted. In the case of speedtypes that have exceptions, those exceptions will be listed only to those speedtypes. The following example shows the rates for benefits and other charges applicable to an Anschutz Medical Campus speedtype: What does No Planned Activity mean? If no activity is planned for the new fiscal year, the user needs to check this box. This box is also used to flag speed types that don t need a budget due to minimum expected activity or because the only resources to be expended are in the cash balance. Once a speed type is flagged as unused, it cannot be undone. Users can adjust the budget directly in Finance after July 1. When checking this option a message will appear asking a confirmation of the choice. Once the user confirms that s/he wants to flag this speedtype, a last warning will pop up asking a final confirmation. If the user authorizes this transaction the speedtype will be flagged and it will be removed from the pending list report. Why did I receive the Auxiliary budget reminder? s are automatically sent out to the individuals listed as Program Managers of an Auxiliary speed type. To change the role of Program Manager on an Auxiliary speed type, users should the

9 Finance Office at or contact Zac Gonzales at (303) Otherwise, we ask that the Program Manager forward the to the appropriate person. I am no longer responsible in this way. Please remove my name from your list. The Auxiliary budgets is sent out to all Program Managers listed in PeopleSoft for the given active auxiliary speed types. For the given speed type: you are listed as the Program Manager. If you need to change the Program Manager in PeopleSoft, or if the speed type needs to be inactivated, you should the Finance Office at finance.chartfields@ucdenver.edu or contact Zac Gonzales at (303) How do I edit a budget that I ve already started working on? 1. Log into the ABR website at 2. Click Edit Request. 3. Choose the speedtype that you would like to work on. Which accounts should I use? Unless your organization requires additional levels of detail, general budget accounts can be used. Examples: : Faculty Salary General : Officer/Exempt Salary General : Classified Salary General : Faculty Benefits General : Officer/Exempt Benefits General : Classified Benefits General : Operating Expense General : Travel Expense General How do I update my CIW user information? 2) The web site for the online form is 3) Click on the tab Auxiliary Worksheet and then in the Auxiliary Web Form link

10 4) You will see the following screen: University of Colorado Denver Anschutz Medical Campus 5) At this point, you can: a. log in using your CIW username and password b. request a new CIW account c. reset your password d. check CIW active status 6) If you do have a username and password, please input them into the Login box. After you do this, you will see the next screen.

11 This screen will pop up the first time a user logs into the application or when you click Your Profile. You will need to type in: your Full Name Department Telephone number address This will help us to identify who is creating the budget in case we need to contact you with any questions we have about your new budget. 7) After you have completed your profile, click the Save My Profile button. Who should I contact if I have additional questions or concerns? website: contact numbers: Julia Ingall Julia.Ingall@ucdenver.edu Adam Jimenez Adam.Jimenez@ucdenver.edu Lien Nguyen Lien.Nguyen@ucdenver.edu Marilyn Coming Marilyn.Coming@ucdenver.edu For CIW account questions, please contact UMS at (303)