Budget Presentation. Local Fund Budget Seminar January 2018

Transcription

1 Budget Presentation Local Fund Budget Seminar January 2018

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4 FY19 Local Fund Budget Discuss Budget Shell Hierarchy Review UAccess Analytics -Local Fund Budget Reports Review Budget Entry Process -Budget System Discuss budget assumptions for ERE & Administrative Service Charge

5 Budget Shell Hierarchy Group Code: -Summary of Budget Shell Codes F21 Budget Shell Code: -Summary of Accounts/Sub Account -Used to group related activities F211, F213, F214, F215 Account/Sub Account -Fiscal Officer and Budget Contact Person may or may not be the same -Not every account is budgeted through the Local Fund Budget Process (i.e. State, Cash, Locally Allocated) Various Accounts and Sub Accounts

6 Review Reports in UAccess Analytics

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8 Analytics Reports: Local Fund Budget

9 Analytics Reports: Local Fund Budget continued

10 Analytics Reports: Balance Sheet & Income Statement

11 Analytics Reports: Transfer History

12 Analytics Reports: FY19 Proposed Local Fund Budget

13 Analytics Reports: FY19 Proposed Local Fund Budget continued

14 Analytics Reports : FY19 Proposed Budgeted Transfers

15 Analytics Reports: Transfers Balance Available

16 Analytics Reports: Actual Transfers-Transactions

17 Analytics Reports: Budget Transfers-Transactions

18 Analytics Reports: RBC Analysis

19 Analytics Reports: Budget Shell Profile

20 Analytics Reports: Summary Object Code Roll Up

21 Review Budget Entry Process

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30 To review who has access to specific Budget Shells

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33 Budget Entry Process Step 1: Go to the Budget Office Website ( Click on the link "Budget System and Local Fund Budget

34 Budget Entry Process Step 2: Select the budget shell to enter FY18 Revised and FY19 Requested Budget

35 Budget Entry Process Step 3: Select Account/Sub Account to complete the FY18 Revised and FY19 Requested Budget. Review status columns to identify progress of completion

36 Budget Entry Process Step 4a: Enter in FY18 Revised and FY19 Requested Budget

37 Budget Entry Process Step 4a: Enter in FY18 Revised and FY19 Requested Budget

38 Budget Entry Process Step 4a: Enter in FY18 Revised and FY19 Requested Budget

39 Budget Entry Process Step 4b: Save as INCOMPLETE or COMPLETE

40 Budget Entry Process Step 4c: Examples of Account Status for user workflow Shell Account Status is for user input only, to help track workflow. Shell Account Status does not automatically route accounts to approvers Accounts roll up to Budget Shells so amounts entered for accounts will affect total Budget Shell If accounts are unedited then a $0 budget will roll to that budget shell If accounts are in Incomplete status, amounts entered will still roll to Budget Shell total Budget Office and Approvers will not review the status of accounts before approving a budget shell Example: FY 18 Revised Budget Acct #1 Unedited $0 Acct #2 Incomplete $2000 Acct #3 Complete $1000 Budget Shell A $3000

41 Budget Entry Process Step 5a: Select Transfer of Funds (TOF) for budget shell Complete Step 1 & 2 to navigate back to Budget Shell

42 Budget Entry Process Step 5b: Enter Transfers for all Account/ Sub Account within the budget shell provide a detailed description Click update at bottom of screen to update budget shell totals

43 Budget Entry Process Step 6a: -Review budget shells by viewing tab "Summary for Shell XXXX or Summary for Group XX -Complete the forms in tab "Forms for Shell XXXX" for FY18 and FY19 Budget Variances and Fund Balance Variances

44 Budget Entry Process Step 6b: Complete the five forms (2 forms for FY18 Revised, 2 forms for FY19 Request, 1 Fund Balance Form) As each form is completed, click the update link at the bottom of the form Fund Balance Provide a clear explanation for negative or large fund balances and significant decreases/increases in fund balance. Revenue and Expenditure any supplemental worksheets or schedules (if applicable).

45 Budget Entry Process Step 6b: Complete the five forms (2 forms for FY18 Revised, 2 forms for FY19 Request, 1 Fund Balance Form) As each form is completed, click the update link at the bottom of the form Transfers In/Out If further detail is needed to explain the transfers on the TOF for Shell XXXX worksheet.

46 Budget Entry Process Step 7a: Budget Shell Approver and Department Head a pdf copy of the budget shell(s) along with any attachments

47 Budget Entry Process Step 7b: Request Budget Shell Approver to review and "Log Out" each budget shell Budget Shell Approver will click on the link "Local Fund Budget and Logout Shell Budget Shell Approver will vary by department and college. Some departments and colleges may require specific routing to College Administrators.

48 Budget Entry Process Step 7c: Click on "Logout" button at bottom of budget shell screen. The budget shell will then move to the tab "Shell Status=BUDGET OFFICE"

49 Budget Entry Process: Tracking Shell Status

50 Vice President & College Routing Instructions If your unit reports to: VP/College Approver Approver SVP Health Sciences Anthony DeFrancesco SVP Research Sonia Vega Anh Le SVP Student Affairs & Enrollment Management Teresa Whetzel College of Engineering Kriss Pope College of Fine Arts Sharon Young College of Humanities Toni Alexander College of Medicine Pam Ray College of Public Health Linda Tumellie

51 Discuss FY19 budget assumptions for Employee Related Expenses (ERE) & Administrative Service Charge (ASC)

52 FY2019 Planning Assumptions ERE rates are not final ~0.5 percentage point savings for full-benefit ~1.5 percentage point savings for faculty ancillary ~2.5 percentage point savings for classified temporary no change for student employees ~1.1 percentage point increase for graduate assistants FY20 rates estimated at this time to be flat to 2% increase Administrative Service Charge no change Salary Adjustments suggest planning 1.5% to 2.0% pool based upon full benefits positions, multi-year planning should be cognizant of inflation and not losing ground plan for impacts of Arizona Minimum Wage Prop 206

53 Arizona Minimum Wage Initiative Proposition 206 January 2017 to $10.00 per hour State employees (includes university employees) technically are exempt Universities will adjust their minimums in order to remain competitive in the marketplace UA implementation delayed until July 2017 January 2018 to $10.50 per hour January 2019 to $11.00 per hour January 2020 to $12.00 per hour

54 Employee Related Expense (ERE) Employee Class FY18 FY19 Employee Full-Benefit Faculty Ancillary Classified Temporary Student Employee Graduate Assistants FY19 ERE rates have not been finalized and may result in changes to FY19 Budget after submission

55 Calculating Average ERE Rate FY18 Actuals FY18 Revised FY19 Requested Personal Services $150,000 $165,000 $170,000 ERE Actual Costs $50,156 $55,172 $59,330 Average ERE Rate 33.4% 33.4% 34.9% Average ERE Rate: Estimate FY18 Revised: Estimate FY19 Request: ERE / Personal Services Use Average ERE Rate Use Average FY18 Rates % Increase Estimating FY19 Budget by employee class using FY18 current rates may be beneficial if employee mix does not vary greatly.

56 Revenue Based Administrative Service Charge (ASC) Calculating Average ASC FY18 Actuals FY18 Revised FY19 Requested Total Sales (includes Internal & External Sales) $405,488 $600,000 $615,500 ASC Actual Costs (Object Code 7955) $7,605 % charged on Total Sales (ASC Costs/Total Sales) 1.88% External Sales Rate (1.88/9.5) 19.79% 19.79% 19.79% ASC % 9.5% 9.5% 9.5% ASC $$ (Total Sales X External Sales Rate X ASC Rate) $11,280 $11,572 Use current YTD sales and ASC to project FY18 Revised and FY19 Requested Budget FY18 Revenue Based ASC Rate is 9.5%, use FY18 Rate for FY19 Requested Budget Refer to FSO Policy 6.17 for detail of Administrative Service Charge (ASC)

57 Expenditure Based Administrative Service Charge (ASC) Calculating Average ASC FY18 Actuals FY18 Revised FY19 Requested Total Expenses (excludes transfers out, ASC Charge, Stdt Aid) $493,800 $550,000 $620,500 ASC Actual Costs (Object Code 7956) $4,870 % charged on Total Expenses (ASC Costs/Total Expenses) 0.986% 0.986% 0.986% ASC % 1.0% 1.0% 1.0% ASC $$ (Total Expenses X % charged on Total Expenses) $5,423 $6,118 Use current YTD Expenses (excluding transfers out, ASC Charge, Stdt Aid) and ASC to project FY18 Revised and FY19 Requested Budget FY18 Expense Based ASC Rate is 1.0%, use FY18 Rate for FY19 Requested Budget Refer to FSO Policy 6.17 for detail of Administrative Service Charge (ASC)

58 Budget Office Resources and Contacts Forms and Resources LFB Presentation LFB Access Form Quick Reference Guides Budget System Link to Enter Local Fund Budget data Mario Calderon Senior Analyst, Budget and Financial Veronica Chu Senior Analyst, Budget and Financial Carol Corry Budget Analyst Matt Kennedy Analyst, Budget and Financial

59 Completed and Received by the Budget Office by Friday, February 16, 2018 Questions? Comments?