Budget Process Guide FY

Transcription

1 Budget Process Guide FY

2 Budget Process Transition FY budget process is a transition from the Define BUD System to the Hyperion Budget System Departments will work on and submit budget requests on Excel spreadsheets budget and salary rosters The Budget Office will be entering department/cost center data into the new Hyperion Budget system FY budget process will be done in Hyperion by the departments. Training will be provided next year. 2 Please bare with us as we transition from one software system to another

3 Contents Budget Process Calendar 4 Key Dates 5 Original Base Budget 6 Education & General (E&G) Original Base Budget 7 Budget Office Proposed Budget 8 Department Proposed Budget 9 Designated, Auxiliary, Service & Restricted Original Base Budget 10 Budget Office Proposed Budget 11 Department Proposed Budget 12 Income, Expense & Transfers 13 Cost Center Salary Roster Salary Roster 16 Department Proposed vs. Budget Office Proposed Budget Check List 17 Budget Submission Check List Resources 20 Questions 21 3 The star represents the document is a handout at training and on the Budget Office web page

4 Budget Process Calendar DATE ACTION BY WHOM PROCESS April 13, 2015 New Budget Process overview session with University Admins/Staff Budget Office April 14, 2015 Instructions and worksheets ed to departments Budget Office April 14 - April 24, 2015 Departments update budget worksheets Departments April 27 - May 8, 2015 REVIEW April 27, 2015 Departments submit budgets to President, Vice Presidents and Provost (no later than April 27th) President, Vice Presidents and Provost review and approve department budgets Departments President, Vice Presidents and Provost FINALIZATION May 11, 2015 June 8, 2015 June 15 - June 19, 2015 Approved budgets submitted to budget office from President, Vice Presidents and Provost (no later than May 11th) Budget Hearing with UT System President, Vice Presidents and Provost budget review June 26, 2015 Draft Budget and Supplemental Reports submitted to UT System Budget Office President, Vice Presidents and Provost President, Vice Presidents and Provost President, Vice Presidents and Provost July 13, 2015 Final Budget and Supplemental Reports submitted to UT System Budget Office President, Vice Presidents and August 19 - August 20, 2015 Board of Regents Board Meeting Provost September 1, 2015 Budget available in UT Share 4

5 Key Dates Apr 13 th & 14 th Process Training April 13th Budget Worksheets and Salary Rosters ed to Cost Center Managers and Admins April 14th Apr 14th 24 th Cost Center Managers update budget worksheets and review salary rosters Apr 27 th Cost Center Managers submit requests to President, Vice Presidents and Provost (no later than April 27 th ) Apr 27th May 8 th President, Vice Presidents and Provost review and approve department budgets May 11 th Approved budgets submitted to Budget Office (no later than May 11 th ) 5 Aug- Sep Board of Regents meeting August 19 th - 20 th Budget available in UT Share September 1 st

6 Original Base Budget Original base budget is the current year (FY ) Estimated Income, Expenses and Transfers Base budget includes FY merit increases Cost Centers should plan to remain within the current original base budget amount for the new fiscal year Exceptions: Estimated Income - increases/decreases Transfers increases/decreases Merit & Fringe Benefits - increases 6

7 Original Base Budget Education & General (E&G) example Hyperion GL Account Description Dept Number Cost Center Account Original Base Budget EXPENSES Faculty Salaries A2000 $ Part Time Faculty A2000 $ Teaching Assistants A2000 $ Administrative & Professional Salaries (A&P) A1000 $ 505, Classified Personnel A1000 $ 80, Wages A1200 $ 120, Wages - Workstudy A1200 $ Wages - Research Assistants A1200 $ Maintenance & Operations (M&O) A4000 $ Travel A4000 $ Reserves A4000 $ 44, TOTAL BUDGETED EXPENSES $ 750, The Original Base Budget s and Expenses are the board approved budget Do not make any changes to the data

8 Budget Office Proposed Budget Education & General (E&G) example Hyperion GL Account Description Dept Number Cost Center Account Budget Office Proposed Budget Increase (Decrease) ( Orig Base Budget to Budget Office Proposed Budget) % Increase (% Decrease) ( Orig Base Budget to Budget Office Proposed Budget) EXPENSES Faculty Salaries A2000 $ - $ % Part Time Faculty A2000 $ - $ % Teaching Assistants A2000 $ - $ % Administrative & Professional Salaries (A&P) A1000 $ 520, $ 15, % Classified Personnel A1000 $ 80, $ % Wages A1200 $ 120, $ % Wages - Workstudy A1200 $ - $ % Wages - Research Assistants A1200 $ - $ % Maintenance & Operations (M&O) A4000 $ - $ % Travel A4000 $ - $ % Reserves A4000 $ 44, $ % TOTAL BUDGETED EXPENSES $ 765, $ 15, % 8 The Budget Office has entered the s and Proposed Budget based on our information. The majority of increases in salaries are merit increases.

9 Department Proposed Budget Education & General (E&G) example Hyperion GL Account Description Dept Number Cost Center Account Department Proposed Budget Increase (Decrease) ( Orig Base Budget to Department Proposed Budget) % Increase (% Decrease) ( Orig Base Budget to Department Proposed Budget) EXPENSES Faculty Salaries A2000 $ - $ % Part Time Faculty A2000 $ - $ % Teaching Assistants A2000 $ - $ % Administrative & Professional Salaries (A&P) A1000 $ - $ (505,000.00) % Classified Personnel A1000 $ - $ (80,000.00) % Wages A1200 $ - $ (120,608.00) % Wages - Workstudy A1200 $ - $ % Wages - Research Assistants A1200 $ - $ % Maintenance & Operations (M&O) A4000 $ - $ % Travel A4000 $ - $ % Reserves A4000 $ - $ (44,742.00) % $ - $ % TOTAL BUDGETED EXPENSES $ - $ (750,350.00) % 9 Departments will enter the proposed budget in the highlighted column. Update s in the column if necessary. Salary account dollars and s should agree with the salary roster.

10 Original Base Budget Designated, Auxiliary, Service and Restricted example Hyperion GL Account Description Dept Number Cost Center Account Original Base Budget INCOME Estimated Income-Tuition & Fees TOTRV $ 50, Estimated Income TOTRV $ 32, $ - TOTAL ESTIMATED INCOME $ 82, EXPENSES Administrative & Professional Salaries (A&P) A1000 $ 85, Classified Personnel A1000 $ 62, Longevity Pay A3000 $ Wages A1200 $ 1, Fringe Benefits (see benefit worksheet) A3000 $ 44, Maintenance & Operation (M&O) A4000 $ 5, $ - TOTAL BUDGETED EXPENSES $ 198, EXCESS INCOME AR EXPENSES $ (116,272.00) TRANSFERS Transfer From Designated Tuition RTRFS $ 116, Transfer To A7000 $ - $ - TOTAL TRANSFERS $ 116, BALANCE AR TRANSFERS (Must be zero) $ - ESTIMATED ENDING BALANCE (No Estimated Ending Balance - Budget All Funds) $ - 10 The Original Base Budget s, Income, Expenses and Transfers are the board approved budget Do not make any changes to the data

11 Budget Office Proposed Budget Designated, Auxiliary, Service and Restricted example Hyperion GL Account Description Dept Number Cost Center Account Budget Office Proposed Budget Increase (Decrease) ( Orig Base Budget to Budget Office Proposed Budget) % Increase (% Decrease) ( Orig Base Budget to Budget Office Proposed Budget) INCOME Estimated Income-Tuition & Fees TOTRV $ 50, $ % Estimated Income TOTRV $ 32, $ % $ - $ % TOTAL ESTIMATED INCOME $ 82, $ % EXPENSES Administrative & Professional Salaries (A&P) A1000 $ 87, $ 2, % Classified Personnel A1000 $ 64, $ 1, % Longevity Pay A3000 $ $ % Wages A1200 $ 1, $ % Fringe Benefits (see benefit worksheet) A3000 $ 46, $ 2, % Maintenance & Operation (M&O) A4000 $ 5, $ % $ - $ % TOTAL BUDGETED EXPENSES $ 205, $ 6, % EXCESS INCOME AR EXPENSES $ (122,916.00) $ (6,644.00) 5.71% TRANSFERS Transfer From Designated Tuition RTRFS $ 122, $ 6, % Transfer To A7000 $ - $ % $ - $ % TOTAL TRANSFERS $ 122, $ 6, % BALANCE AR TRANSFERS (Must be zero) $ - $ % ESTIMATED ENDING BALANCE (No Estimated Ending Balance - Budget All Funds) $ - $ % 11 The Budget Office has entered the s and Proposed Budget based on our information. The majority of increases in salaries are merit increases. Fringe benefits also increased.

12 Department Proposed Budget Designated, Auxiliary, Service and Restricted example Hyperion GL Account Description Dept Number Cost Center Account Department Proposed Budget Increase (Decrease) ( Orig Base Budget to Department Proposed Budget) % Increase (% Decrease) ( Orig Base Budget to Department Proposed Budget) INCOME Estimated Income-Tuition & Fees TOTRV $ - $ (50,000.00) % Estimated Income TOTRV $ - $ (32,500.00) % $ - $ % TOTAL ESTIMATED INCOME $ - $ (82,500.00) % EXPENSES Administrative & Professional Salaries (A&P) A1000 $ - $ (85,000.00) % Classified Personnel A1000 $ - $ (62,500.00) % Longevity Pay A3000 $ - $ (420.00) % Wages A1200 $ - $ (1,200.00) % Fringe Benefits (see benefit worksheet) A3000 $ - $ (44,376.00) % Maintenance & Operation (M&O) A4000 $ - $ (5,276.00) % $ - $ % TOTAL BUDGETED EXPENSES $ - $ (198,772.00) % EXCESS INCOME AR EXPENSES $ - $ 116, % TRANSFERS Transfer From Designated Tuition RTRFS $ - $ (116,272.00) % Transfer To A7000 $ - $ % $ - $ % TOTAL TRANSFERS $ - $ (116,272.00) % BALANCE AR TRANSFERS (Must be zero) $ - $ % ESTIMATED ENDING BALANCE (No Estimated Ending Balance - Budget All Funds) $ - $ % 12 Departments will enter the proposed budget in the highlighted column (Income, Expenses and Transfers) Update s in the column if necessary. Salary account dollars and s should agree with the salary roster.

13 Department Proposed Budget Income, Expense and Transfer Accounts INCOME Estimated Income-Tuition & Fees Estimated Income-Federal Sponsored Programs Estimated Income- Local & Private Sponsored Programs Estimated Income-State Sponsored Programs Estimated Income- Estimated Income-Auxiliary Enterprises Estimated Income-Educ Activities-Net Sales/Svcs Estimated Income-Revenues (Other Operating) Estimated Income-Gifts In Support of Operations Estimated Income-Revenue Non-Operating Estimated Income-Net Investments TRANSFERS Transfer From - Transfer To - EXPENSES Administrative & Professional Salaries (A&P) Reserve for A&P and Research Salaries Reserve for Classified Salaries Classified Personnel Salary Pool University Salary Supplement Longevity Pay Hazardous Duty Pay Wages Wages-Workstudy Wages-Research Assistants Faculty Salaries Part Time Faculty Teaching Assistants Fringe Benefits (see benefit worksheet) Travel Telecommunication Postage Other Operating Expenses Maintenance & Operation (M&O) Consumable Supplies Equipment Books, Periodicals & Binding Utilities Maintenance & Repairs Printing & Reproduction Fellowships & Scholarships Allotment, Unallocated & Reserves 13 Budgeting on the correct Income, Expense and Transfer lines is very important If the total budget has resided under M&O and needs to be spread to other expense categories make the changes on the Budget spreadsheet

14 Cost Center Salary Roster Budgeted Positions Review positions on the salary roster Data pulled from UT Share on March 27, 2015 Changes since that date will not show on the provided salary roster You will need to make changes, if any Make changes on the position and Note changes to the far right on the spreadsheet of the effected position Increases to the overall base budget for salaries can only be for Merit and Fringe Benefits Do not add positions that are not budgeted and/or approved by the Hiring Review Committee (HRC) 14 ANY position changes the budget office has noted or that you note must be changed on the appropriate HR form through UTA Flow

15 Cost Center Salary Roster Budgeted Positions FY2016 Merit increases You will not enter the merit increases until after Human Resources has approved and notified you Once you receive the approved budget back from the President, Vice President or Provost, merit dollars will need to be added to each position approved for a merit increase Add the total Administrative & Professional (A&P) and Classified (CL) New FY16 Allocated Salary totals to the Department Proposed Budget on the Budget spreadsheet Increase Fringe Benefits on the Budget spreadsheet (except E&G) Explain the difference in the Budget Office Proposed and the Department Proposed Budget, if any i.e., FY2016 merit increase total of $x,xxx and fringe benefit increase total of $x,xxx 15 ANY position changes the budget office has noted or that you note must be changed on the appropriate HR form through UTA Flow

16 Salary Roster Budgeted Positions example Empl Class Name Position ID Position Title Dist Pct Dept ID Cost Center Allocated Salary FY2016 Merit New FY2016 Allocated Salary AP JOHN DOE VICE PRESIDENT $ 152, $ 2, $ 155, AP JANE DOE DIRECTOR $ 102, $ 1, $ 104, AP SALLY SUE EXECUTIVE ASSOCIATE $ 97, $ $ 98, AP APRIL SHOWERS EXECUTIVE ASSOCIATE $ 92, $ $ 93, VACANT DIRECTOR $ 75, $ - $ 75, Subtotal $ 520, $ 5, $ 525, CL MAY FLOWERS Administrative Assistant $ 40, $ $ 40, CL SPRING FLOWER Administrative Assistant $ 40, $ $ 40, Subtotal $ 80, $ 1, $ 81, ANY position changes the budget office has noted or that you note must be changed on the appropriate HR form through UTA Flow

17 Department Proposed vs. Budget Office Proposed Budget CHECK LIST Department Proposed Budget Should equal Budget Office proposed If the totals do not agree explain at the bottom of the spreadsheet FY2016 Merit increase Fringe Benefit increase Any other increases or decreases in income, expenses or transfers Estimated Ending Balance No estimated ending balance will be budgeted. Put excess in M&O which is where the budget office has placed FY balances Salary Totals Make sure the salary totals on the salary roster are the amounts on the Department Proposed Budget Fringe Benefits Increase budget based on the estimated fringe benefit schedule 17 All documents referenced are located on the Budget Office web page

18 Review Salary Roster Note appropriate changes Add FY2016 Merit amounts Submit UTA Flow forms for corrections Review Budget Update Department Proposed Budget Spread M&O funds to appropriate expense categories if applicable Update salary and fringe benefit amounts from Salary Roster Note differences between the Budget Office Proposed and the Department Proposed Budget at the bottom of the Budget spreadsheet Estimated Ending Balance Budget Submission Check List Should be zero budget all funds 18

19 Budget Submission Check List Budget approval Submit budgets to President, Vice Presidents and Provost no later than April 27 th Budget submission Submit approved budgets to no later than May 11 th 19

20 Query UTZ_GL_Transactions This will provide data on how you are spending your dollars Budget Office Web Page Budget Submission Resources Process Guide Education & General Budget Worksheet example Designated, Auxiliary, Service, Restricted Budget Worksheet example Salary Roster example Budget Process Calendar Fringe Benefits Schedule 20

21 Budget Submission Questions Please submit questions to the Budget Office contact person listed on your Budget spreadsheet and Salary Roster Look for the blue box for your resource Prepared by: Name Phone: #2-xxxx Please call with questions 21