Kickoff for FY 2014 Budget. May 7, 2013 Office of Budget & Planning

Transcription

1 Kickoff for FY 2014 Budget May 7, 2013 Office of Budget & Planning

2 Agenda Welcome & Introduction of Budget Office Staff Recognition of BITeam Wrap-up of FY 2013 Budget Discussion of Legislative Session BJ Crain Discussion of Strategic Budget Reallocation Deborah Wright Phase 1 Dates & Access Beginner s FAMIS Budget Module Training Phase 2 Dates & Access BPP Prep Template Training & Phase 2 Changes Important Budget Reminders FY 2014 Rates Discussion Topics 2

3 Wrap-up of FY 2013 Budget Last met on April 23, % internally-funded merit Centrally-funded one-time merit Consolidation of some mandatory fees Outsourcing 3

4 Discussion of Current Legislative Topics & Other News at Texas A&M BJ Crain Vice President for Finance & Chief Financial Officer Discussion of Council on Strategic Budgeting Deborah Wright Associate Vice President for Finance 4

5 COUNCIL FOR STRATEGIC BUDGETING Formed in September 2012 Recommendations to the President Three Sub-Councils Strategic Reallocation Sub-Council Tuition and Fee Sub-Council Student Fee Advisory Board Sub-Council 5

6 COUNCIL FOR STRATEGIC BUDGETING Support university s core missions Teaching Scholarship & Research Engagement Support goals contained in Vision

7 BUDGET REALLOCATION SUB-COUNCIL Focus resources for strategic needs Guided by University s Strategic Plan - Actions 2015: Education First Precept 1: Fulfill our flagship mission Precept 2: Practice intelligent stewardship of resources entrusted to Texas A&M 7

8 Phase I Dates and Access Phase 1 FAMIS lump sum budget entry Friday, May 31 - FAMIS Budget Module opens Friday, June 14 Phase 1 ends; all lump sum budgets entered Returning FAMIS Budget Module users will have access New users must request access: FAMIS Budget Module Access Form FD Contact Training & FAMIS Security at or fmo-fts@tamu.edu with access questions. Must also submit FD-805 if you have moved departments 8

9 FAMIS Budget Module Training Beginner Training will be available on these dates: Tuesday, May 21: 8:30 11:30am Wednesday, May 22: 8:30 11:30am Thursday, May 23: 1:30 4:30pm All training will take place in the Finance Training Room on the second floor of the GSC Registration links will be ed shortly Training materials will be available online Call us if you need refresher points 9

10 Phase II Dates and Access Phase II BPP Prep entry and FAMIS budget reconciliation Friday, July 5 - BPP opens for manual entry; BPP Feed Template upload begins Tuesday, July 8 - Prep Salary Report distribution begins Friday, July 19 - Last day to submit BPP Feed Template Thursday, July 25 - BPP manual corrections due by 5 pm; BPP locked Friday, July 26 - FAMIS Budget Module locked at 4:30 pm Existing BPP Users: An requesting prep budget access should be sent to payroll@tamu.edu to the attention of Danny Grimes or Laura Quirino. Note Prep Budget Access in the subject line of the . New BPP Users: BPP Statement of Responsibility With questions, please contact Danny Grimes at or d-grimes@tamu.edu 10

11 Phase II Template Training BPP Template Training: Monday, May 20: 2:00-4:30pm Wednesday, May 22: 2:00-4:30pm Wednesday, June 26: 2:00-4:30pm All training will take place in the Finance Training Room on the second floor of the GSC Registration links will be ed shortly 11

12 Phase II Data and Changes Phase II Template Data Phase II templates will be distributed on or before June 28 th Earlier templates based on May 31 st data may be requested beginning June 4 th Phase II Changes Deadline for requesting BPP access for manual entry will be Wednesday, June 26 BPP templates will be uploaded one time One-time error upload Any further changes will need to be made manually in BPP 12

13 FAMIS Budget Reminders Budget all accounts where salaries and expenses will be paid All salaries sourced in Phase 2 must have a lump-sum budget in Phase 1 Budget the same account, or include on another similar-type account and allocated during Phase 2 Salaries sourced on beginning or carry-over balances - balance must be budgeted in Phase 1 Initial load of prep salaries into FAMIS when Phase 1 opens; will not be updated Beginning Balance, Revenues & Expenses must reconcile between Phase 1 and Phase 2 Budget restricted accounts (4xxxxx 6xxxxx) Estimates Will not feed to accounting Judge for materiality 13

14 FAMIS Budget Reminders Utilizing carry-forward balances on many-to-one accounts to source salaries Account must not receive or give out an allocation Must notify the Budget Office to set the account not to feed to accounting To budget new positions for which you have not received approval, budget a lump sum amount in Unallocated Salaries Not a guarantee date this year First come, first serve Budget appropriately in categories where actual expenses are charged Wages will once again be encumbered when loaded to FAMIS Keep adequate documentation of budget approvals in your area for audit purposes Increased scrutiny on budgets & operations Use of student fee funds Your budget could become a public record 14

15 FY 2014 Rates Several decisions are affected by the Current Legislative which will not end until May 27th (assuming no special session) Merit program Group Insurance Rates Details are currently being finalized concerning the Auxiliary Assessment Guidance will be provided as soon as we know definite answers and will be included in the Budget Guidelines published prior to Phase 1 15

16 FY 2014 Rates Working hours 2,080 Auxiliary Retiree GIP - $1,500/FTE ACAP rates Faculty:.0075 Staff:.0062 Concur - $7.58 per expense report (no change from current) CIS Rates can be found here: 16

17 Budget Tools Budget Workpaper (Form 908) Budget Guidelines (published before Phase 1) Salary Guidelines (published before Phase 2) Prep Salary Report with Estimated Benefits Budget to Actual Reports Other ad hoc reports on request 17

18 Contact Us Hotline: Website: Tracy Foster Mark Herzog Shelly Janac John O Neill atm98john@tamu.edu Katy Oliphint katy.oliphint@tamu.edu Deborah Wright deb-wright@tamu.edu Make sure you are subscribed to the Budget Listserv 18

19 Thanks for Coming & Happy Budgeting! 19