UAP 7000 CATEGORIZATION OF RESERVES. Committed Category Type Definitions

Transcription

1 UAP 7000 CATEGORIZATION OF RESERVES Categry and Categry Type Definitins Date Issued/Revised: 7/25/2018 General Descriptin: The categry types belw define in detail the categries available t select while cmpleting the Categrizatin f Reserves wrksheet as required by the University Administrative Plicies and Prcedures Manual, Plicy 7000 (UAP7000). Respnsible Manager: Office f Planning, Budget and Analysis (OPBA) HSC Budget Office Related: Budget Office SOP CAR Navigatin CATEGORY: COMMITTED Include reserves in this categry if a frmal, written cmmitment has been made fr the funds. Examples include signed ffer letters fr start-up funds, dcumented cst share requirements, direct state apprpriatins fr a special prject, institutinal bnd debt service payments, etc. Cmmitted Categry Type Cdes Cmmitted Categry Type Descriptins Cmmitted Categry Type Definitins AP State Apprpriatins State Apprpriatins at UNM are funds received frm the State fr specific purpses. This funding cmes with a variety f guidelines, and is subject t laws that cntrl hw it is spent. Nt all State Apprpriatins funding has the same type f guidelines. Instructin and General (I&G) Apprpriatins are fr educatin and the supprt f educatin. Other State Apprpriatins are fr ther specific prjects and may have different guidelines. As a general rule, State Apprpriatins are cnsidered Unrestricted funds. This means the apprpriatin is nt set up in the accunting system with a Fiscal Mnitr. Even thugh the apprpriatins are cnsidered unrestricted fr accunting purpses, there are restrictins placed n the usage f the funds. State Apprpriatins are Budgeted under Accunt Cde 0720 r 0740 fr Special Apprpriatins. As a general rule, the sectin f the General Apprpriatin Act where yur apprpriatin resides dictates if yur apprpriatin is recurring r nn-recurring. If yur apprpriatin is nn-recurring, yu may have nly ne year in which t spend the funds. Yur Budget Office can assist yu in determining the length f time yu have t spend yur nn-recurring apprpriatin. AW RAC/TAC Awards Research Allcatin Cmmittee and Teaching Allcatin Cmmittee Awards are distributed based n an established agreement between the respective cmmittees and the recipient. Each RAC/TAC award is budgeted and expended thrugh a unique index tied t the awarded faculty member and balances are cmmitted based n the agreement.

2 Categry and Categry Type Definitins CA Capital Prjects/Equipment Capital Prjects Include any new cnstructin, expansin, renvatin, remdel r replacement f a facility r building. Materials attached t the facility r building Flring Heating, Ventilatin, Air Cnditining systems Landscaping Fire Sprinklers Building External Renewal Stucc etc. Rfing Material Csts assciated with Capital Prjects may cnsist f land, engineering, architectural planning and cntract services. Capital expenditures, such as labs, that are part f a Faculty Start-up, Faculty Retentin r Chair Package shuld be categrized within the respective categries and nt in the Capital Prjects/Equipment Categry. Equipment Definitin The cst is greater than $5,000. The prperty is mveable. The useful life is greater than ne year. The equipment is capitalized n UNM Financial Statements and is depreciated. Cmputers are treated as inventried prperty (Equipment) regardless f cst. Equipment that is purchased as part f a Faculty Start-up, Faculty Retentin r Chair Package shuld be categrized within the respective categries and nt in the Capital Prjects/Equipment Categry. CH Chair Packages Hiring agreement entered int between the University and a Chair f an Academic Department. New Faculty Lines (Visiting r Bridge Funding) Supplemental Administrative Cmpnent (SAC) Space Remdel Pst Dc Summer Salary/Fringe Supprt Mving Expenses CS Cst Share Cst Share is the participatin in the csts f a spnsred prject by the University using nn-federal (unrestricted) funding surces. Cst sharing, if existing, is nrmally mandatry and included as a cnditin f the award. If Cst sharing is included in the prpsal, the University is cmmitted even when nt required by the spnsr. Csts incurred by the University must cincide with the budget perid f the spnsr award. DC Deferred Cmp Nn HSC Main and Branch Campuses nly Funds are transferred t the deferred cmp clearing index n behalf f a cntract emplyee. Payment will be made at a future date, subject t fulfillment f cntract requirements. 2

3 Categry and Categry Type Definitins DD Dnr Designated Private supprt whereby the dnr designates hw funds will be spent. Endwments Permanent Endwments Term Endwments Quasi Endwments Nn-Endwments DS Debt Service Balances designated t pay principal and interest n an apprved UNM Institutinal Bnd Issue. FE Curse Fees Curse fees are intended t help defray csts specifically assciated with certain curses and are nt intended t replace general perating csts, which are paid frm tuitin. All students wh pay curse fees must benefit frm the fees cllected. Curse fees include class fees and curriculum fees. Cst f activities related t a curse (e.g., field trip, tickets t ff-campus lecture r event) Private instructin and mdels (e.g., guest speakers, mdels, tutrs) An bject r prduct f value retained by the student (e.g., artwrk, safety gear) Expendable class csts (e.g., specialized equipment r materials, risk management, labratry supplies, r expendable prducts) Expendable curricular csts (e.g., cmputer hardware and sftware, netwrking cmpnents, cameras, prjectrs and recrders, maintenance fees, sund equipment, musical instruments, labratry equipment) Persnnel csts assciated with curriculum supprt (e.g., technical staff supprt, training curse develpment, etc.) Grss anatmy prgram supprt Student prgress assessments, clinical r practical skills assessments, and standardized patient csts Supplemental instructin prgrams Supprt f prgram research requirements and travel t present research Medical educatin cmputer supprt including prvisin f tutrial and standardized patient cmputer interface (HSC nly) Develp, install, and maintain technlgy capabilities in lecture halls & classrms FI PD FOM FIBCI Incentive Pay/Travel/Equipment HSC nly Travel/Prfessinal Develpment Supplemental incme fr Faculty and sme Nn-Faculty. Funding cmes frm patient billings thrugh UNMMG. Each department has its wn arrangement fr distributin t Faculty. In lieu f incentive pay, distributin is used fr items such as travel r equipment. If equipment is purchased, it must remain with the University. Includes any expenses fr in and ut f state travel/freign travel, cnferences, meals, recruitment cst, mving expense and training that include a dcumented cmmitment such as an apprved Purchase Order and/r a signed cntract. If these types f csts are related t Faculty Start-up, they shuld be categrized under ST - Faculty Startup. 3

4 Categry and Categry Type Definitins SC Prfessinal Service Cntracts Cnsultant fees related t an apprved Purchase Order and/r signed cntract. Prfessinal and technical services related t an apprved Purchase Order and/r signed cntract. Other cntract services dcumented by an apprved Purchase Order and/r signed cntract. SS Schlarships Typically merit based awards made t students t assist them in the financial cst f their educatin. After schlarship funds have been awarded, a cntractual agreement exists between the University and the student. ST Faculty Startup Hiring package agreement entered int between the University and a Faculty member. Salary (Bridge Funding and Summer Salary) Pst Dc Mving Expenses ZZ Other Any cmmitted funds that d nt fit int the categries listed abve. CATEGORY: DEDICATED Include reserves in this categry that have a clear, fcused purpse with a dcumented descriptin and identify the entity/individual making the dedicatin. Examples include an F&A reserve that has been dedicated by a dean t fund a lab renvatin, a nn-endwed gift amunt that has been dedicated by a chair fr faculty travel, student paid curse fees that are being accumulated and dedicated by a dean t fund the purchase f equipment, etc. Dedicated Categry Type Cdes Dedicated Categry Type Descriptins Dedicated Categry Type Definitins BR Bridge Funding Funds set aside t sustain research prgrams thrugh a funding gap perid giving investigatrs an pprtunity t regain external grant funding. Bridge funding supprts research related csts including the fllwing: Faculty, GA/TA/RA/PA, Pst Dc salaries and fringe benefits Supplies CA Capital Prjects/Equipment Capital Prjects Include any new cnstructin, expansin, renvatin, remdel r replacement f a facility r building. Materials attached t the facility r building Flring Heating, Ventilatin, Air Cnditining systems Landscaping Fire Sprinklers Building External Renewal - Stucc etc. Rfing Material 4

5 Categry and Categry Type Definitins CA cntinued Capital Prjects/Equipment Csts assciated with Capital Prjects may cnsist f land, engineering, architectural planning and cntract services. Capital expenditures, such as Labs, that are part f a Faculty Start-up, Faculty Retentin r Chair Package shuld be categrized within the respective categries and nt in the Capital Prjects/Equipment Categry. Equipment Definitin The cst is greater than $5,000. The prperty is mveable. The useful life is greater than ne year. The equipment is capitalized n UNM Financial Statements and is depreciated. Cmputers are treated as inventried prperty (Equipment) regardless f cst. Equipment that is purchased as part f a Faculty Start-up, Faculty Retentin r Chair Package shuld be categrized within the respective categries and nt in the Capital Prjects/Equipment Categry. CH Chair Packages The Hiring prcess fr a Chair has nt been cmpleted and an ffer letter is pending; therefre, a cntract des nt exist between the University and an emplyee. New Faculty Lines (Visiting r Bridge Funding) Supplemental Administrative Cmpnent (SAC) Space Remdel Pst Dc Summary Salary/Fringe Supprt Mving Expenses CS Cst Share Cst Share is the participatin in the csts f a spnsred prject by the University using nn-federal (unrestricted) funding surces. Cst sharing, if existing, is nrmally mandatry and included as a cnditin f the award. If Cst sharing is included in the prpsal, the University is cmmitted even when nt required by the spnsr. Csts incurred by the University must cincide with the budget perid f the spnsr award. DR1 DR2 Deficit Reductin/Anther Funding Surce - Index Deficit Reductin/Reduce Current Year Budget Plan f actin t clear existing deficit. Anther funding surce - mnies t be received via 1903 r transfer JV entry in Banner Plan f actin t clear existing deficit. Reductin f current year budget DS Debt Service Balances designated t pay principal and interest n a UNM Institutinal Bnd Issue yet t be apprved. EX Apply t Existing Deficit Psitive balance t be mved t anther index with an existing in Anther Index deficit via 1903 r transfer JV entry in Banner. 5

6 Categry and Categry Type Definitins OP General Operating Includes any expenses fr materials and services necessary fr day-t-day ffice peratins. Examples include Printer Paper Telephne Lines Pens Binders PD Travel/Prfessinal Develpment Includes any expenses fr in and ut f state travel/freign travel, cnferences, meals, recruitment cst, mving expense and training. If these types f csts are related t Faculty Start-up, they shuld be categrized under ST - Faculty Startup. PI Part-time Instructin Csts incurred by Schls/Clleges t cver the cst f instructin. Curses ffered during all terms (Summer/Fall/Spring) Faculty Overlads T/TT Summer Instructin Adjunct Prfessrs Teaching Assistants PS Prfessinal Service Cntracts Cnsultant fees Prfessinal and technical services Cntract services RC Rescissin Set Aside Balances funding a State r internal rescissin f I&G allcatins. SF Seed Funding Funding set aside t cver csts assciated with new prgrams/initiatives, e.g., funding prvided by Extended University t start new n-line prgrams/curses. SS Schlarships Typically merit based awards made t students t assist them in the financial cst f their educatin. A cntractual agreement des nt exist between the University and the student until the award has been made. ST Faculty Startup The hiring prcess fr a new Faculty member has nt been cmpleted and an ffer letter is pending; therefre, a cntract des nt exist between the University and an emplyee. Salary (Bridge Funding and Summer Salary) Pst Dc Mving Expenses ZZ Other Any dedicated funds that d nt fit int the categries listed abve CATEGORY: DISCRETIONARY Include reserves in this categry that remain after accunting fr all Cmmitted and Dedicated funds. * * * E N D * * * 6