STATE FUNDS. Sandra Perez, Assistant Budget Director
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1 STATE FUNDS Sandra Perez, Assistant Budget Director
2 WELCOME to BFS Mini Tune-ups OBJECTIVE: Online meetings to provide campus staff with a high level perspective and information on both topics of interest and new/upcoming initiatives and policy updates. PRINCIPLES: Sessions are conducted via Zoom and will last no longer than 30 minutes Participants will be muted during the session Chat questions can be submitted but priority will be given to questions submitted ahead of time at The Mini Tune-up website will be updated with session details and information
3 STATE FUNDS CATEGORIES CORE: Temporary and Permanent State Funding for Core Mission and Support Activities. NON-CORE: State Funding to Augment and Complement UC s Core Activities, such as: Instructional Support Specific State Research Programs Extramural Research
4 STATE CORE FUNDS
5 STATE CORE FUNDS USES (1) STATE GENERAL FUND OPERATING FUND [19900]: Permanent and temporary funding for UC s CORE mission and support activities. These include: Faculty Salaries and Benefits Academic and Administrative Support Student Services Operation & Maintenance of Plant Financial Aid Exception: Special Research Designated Allocations [AIDS & CAL-ISI Programs] Core Funds Free Benefits
6 STATE CORE FUNDS USES (2) STATE GENERAL FUND SUBSIDIARIES [199xx]: Designated Funds for Specific Programs & Initiatives: Specific Programs [e.g. SAPEP(19924), Dream Loan(19973), UG Financial Aid (19969)] State Initiatives [e.g. Subject Matter Projects(19970), On-line Education(19921)] Special Legislation [e.g. AB2664: Innovation & Entrepreneurship Grants (19954)] UCOP Special Allocations [e.g. Improve Graduation Rates for Disadvantaged Students (19912)] Proposal-driven [e.g. Faculty Diversity Best Practices (19958); Support for Low-Income/LCFF (19955)] ** May Include Special Accounting or Reporting Requirements **
7 STATE NON-CORE FUNDS STATE SPECIAL FUNDS LOTTERY FUNDS: [18082, 18083, 18085, 18086] RESEARCH PROGRAMS & INITIATIVES: [Other 18xxx] EXTRAMURAL FUNDS STATE FUNDED CONTRACTS & GRANTS [ ] PLANT FUNDS [ ]
8 STATE NON-CORE FUNDS USES SPECIAL STATE FUNDS [LOTTERY]: California State Lottery Act of 1984 states that all funds allocated from the California State Lottery Education Fund shall be used exclusively for the education of pupils and students and no funds shall be spent for acquisition of real property, construction of facilities, financing of research, or any other non-instructional purpose. University of California Mandatory Uses: Instructional Computing [18083] Instructional Equipment [18082] Instructional Support [18086] Library Support [18086] Science and Math Initiative/Cal Teach [18082]
9 STATE NON-CORE FUNDS USES SPECIAL STATE RESEARCH INITIATIVES: UCSB Does Not Currently Receive This Type of Funding EXTRAMURAL FUNDS [State Funded Contracts & Grants]: Please consult with BFS Extramural Fund Accounting Unit [ ] & Website PLANT FUNDS [State funded Projects]: Please consult with BFS Plant Accountant [Lynn Tran at ] OR Capital Development [Mark Nocciolo at ]
10 STATE GENERAL FUNDS RESTRICTIONS (1) STATE GENERAL FUNDS: No Auxiliaries and Intercollegiate Activities Expenditures [State Budget Act] No Alcoholic Beverages & Tobacco Expenditures [BFB BUS-79] Project Funding: ONLY Per CIP & Deferred Maintenance Plans Approved by State Department of Finance Entertainment & Travel [except per policy approval [BFB BUS-79] Travel Ban per AB Gifts to non-university individuals & organizations [except to a student for academic achievement [BFB G-42] Student Services Support Activities (Function 68): [OP Funding Streams Technical Instructions]; Exceptions: Designated Funds & [State Budget Act]
11 STATE FUNDS RESTRICTIONS (2) LOTTERY FUNDS: No Funds Shall Be Used for Acquisition of Real Property, Construction of Facilities, Financing of Research or Other Non-Instructional Purpose. EXTRAMURAL FUNDS: Per Contract & Grant Guidelines. Please consult with BFS Extramural Fund Accounting Unit [Tyler Clark ] PLANT FUNDS: Per Approved Project Plans. Please consult with BFS Plant Fund Accounting Unit [Lynn Tran ] OR Capital Development [Mark Nocciolo at ]
12 Questions & Answers Q: Which fund numbers denote state funds? E.G., 'everyone knows' that 19xxx funds are state funds. A: Not all 199xx are State Funds, some are UC Generals Funds. Slide 3 has the list of State General Funds. Q: Do 18xxx funds have the same restrictions? A: In general, yes. However, 18xxx funds are considered Restricted Funds which have additional restrictions. Some are contracts & grants which have specific grantor guidelines, other 18xxx are specifically for research, while Lottery funds are for instructional and instructional support functions only. Q: What about summer funds (20293)? A: is not a State fund, it is considered Tuition.
13 Questions & Answers Q: Assuming there is a business purpose for a spouse to attend an event, can expenses for the spouse be included on state funds? A: For all travel guidelines, please refer to BFB G-28 & BFB BUS-79. Per G-28, it is advised to use non-state and non-federal funds for expenses related to spouses and domestic partners, if allowed and available.
14 Questions & Answers Q: Are we allowed to use State Fund (Carry Forward) for a retirement gift and/or retirement party? A: Gifts: Please refer to BFB G-42 for guidance on gifts. Per BFB G-42, Expenditures for gifts may not be charged to State funds except for a gift awarded to a student for an academic achievement. Retirement party: Please refer to BFB BUS-79 entertainment related expenses. Per BUS-79, The University may pay for or reimburse costs for meals or light refreshments associated with official employee morale-building and appreciation activities that serve a University business purpose. Examples of such occasions include a gathering to honor a departing employee who is retiring or who is separating from employment with the University after at least 5 years of service. However, morale-building activities require additional approval and expenses which require additional approval.. may not be charged to State funds.
15 Questions & Answers Q: We are required to obtain our Dean's prior approval for foreign travel charged to state funds. What is the rationale for this? A: This is a departmental requirement. You should check with your Control Point.
16 Questions & Answers Q: You may already address this in your presentation, but if not: could you briefly compare/contrast the different types of state funds and different restrictions that may apply to each (07427 vs vs. 18xxx Lottery funds etc) A: and 18xxx funds are addressed as part of this training on State Funds is Opportunity Fund which is one of several Indirect Cost Recovery [ICR] funds.
17 Questions & Answers Q: If faculty receive startup funds in for grad student or postdoc salary support, are the benefits centrally covered? A: It depends on the grad student/postdoc classification and type of benefits. e.g. Fee Remissions for Research Assistants are not centrally funded.
18 Questions & Answers Q: Furniture Services is crediting us for the sale of some surplus computing equipment. They indicated they have to use the Regent's salvage fund for all surplus transactions. What are the allowable uses of these funds? Do they have to be expended within a particular time frame? A: Due to our time constraint, only State Funds are being addresses in this Mini-Tune-Up.
19 Questions & Answers Q: Furniture Services is crediting us for the sale of some surplus computing equipment. They indicated they have to use the Regent's salvage fund for all surplus transactions. What are the allowable uses of these funds? Do they have to be expended within a particular time frame? A: Due to our time constraint, only State Funds are being addresses in this Mini-Tune-Up.
20 Questions & Answers Q: What is the difference between state and federal funds? A: These are different granting agencies with different revenue sources. We get state funds from the State of California and federal funds from the US government. Our state funds are for our core mission activities, instructional support, and specific contracts & grants. Federal funds are mostly for financial aid, and contracts & grants.
21 Questions & Answers Q: Can funds be used to pay honoraria? A: NO, per section of policy APM666 [Additional Compensation: Honoraria], Compensation may not be made from State funds, but is permitted from gifts, endowments, contract and grants with specifically budgeted provisions for such honoraria, Chancellor s discretionary funds, or similar sources.
22 Presenter Contact Information: Sandra Perez, Assistant Budget Director
23 CLOSING - BFS Mini Tune-ups NEXT STEPS: Visit the Mini Tune-ups website to: View our session blog updates Sign up for future sessions and submit questions Submit suggestions for future topics
24 Thank You! WRAP UP
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