HIGHLIGHTS Workshop 1. ALL DEPARTMENTS Budget Year

Transcription

1 HIGHLIGHTS Workshop 1 ALL DEPARTMENTS Budget Year

2 Changes in Budget Process for FY17 FY17 Kicks Off with: 10/26/15 Release by HS of FY17 Support Proposal Material 11/02/15 Opening of DO Support tab in AFB to Enter FY17 Funding Request Stage 2: 12/01/15 Ability to Begin Updating FPM for FY17 Plan Faculty Salaries 12/01/15 Roll Out Approved Support Button in FPM for Continuing HS Support 12/04/15 Deadline for Submitting HS Support Requests 12/11/15 Deadline for Submitting DO Support Requests 12/18/15 Continuing DO Revenue Appears in FPM Under Approved Support Button 1

3 Changes in Budget Process for FY17 Stage 3: 1/22/16 AFB Rolled Out w/ Ability to Send from FPM to AFB 2/01/16 DO Completes Updates for Approved Support Requests 2/09/16 DO Updates for Approved HS Support Requests 2/26/16 Completion of Plan Faculty Entries in FPM 3/01/16 Submit & Lock AFB Budget Final Stages: 4/15/16 AFB Revisions Completed Between DO and Depts 4/29/16 Dean s APO Completes Work on Plan Faculty 5/13/16 Dean s APO & Fiscal Office Issue Budget Approval Letters 2

4 Items Impacting DGSOM in FY17 Dean s Office Funding Dept Support Request = Filling a Need in Dept DO Program Support = Payment for Service to DO &/or School Revenue For FY17, All Prior Approved Funding Continues Unchanged 11/2/15 12/11/15 Input FY17 Dept. Requests for Cont./Ext./Incr./New Entries by Dept. Determine Precise Funding Needed for FY17 Proposals Submitted Should be for Education & Research Missions Decisions on Ext./Incr./New Requests Available by 2/1/16 Depts. Do Not Enter DO Program Support Depts. Affected by DO s Internal Budget Process. It Kicks Off w/ Call Letter (e.g., MSTP, etc.) Issued Oct./Nov. 15 By 2/1/16, DO Inputs All Program Support (i.e., Dean s, ED&R, MSTP, etc.) Expense Dept. Enters Funding Lines in FPM for Plan Faculty FPM Not Feeding Into DO Support tab 3

5 DO Support Contact List Dean's Office Funding Request (Continuing/Ext./Incr./New) DO Type Dean's Office Contact AFB DO Support Entry FPM PF Funding Entry Dept Support Chair's Salary Support C. Her & S. Shaw Dept Dept Chair's Own Support C. Her Dept Dept Chair's Dept Support C. Her Dept Dept Chair's Other Support C. Her Dept Dept Faculty Recruitment C. Her Dept Dept Faculty Retention C. Her Dept Dept Faculty Recall C. Her/S. Shaw Dept Dept Faculty Other C. Her Dept Dept Teaching Support C. Her/S. Younkin Dept Dept Other C. Her Dept Dept Renovation C. Her Dept n/a DO Program Support Faculty Salary Deans' Compensation S. Shaw & H. Herrera DO DO(AP) Faculty Salary Stipend (Program Director & Other) S. Shaw & H. Herrera DO Dept with DO(AP) Instr. Faculty Salary Education Deans & Faculty S. Shaw & S. Younkin DO Dept with DO(AP) Instr. Faculty Salary ED&R/SAO Allocation S. Shaw & S. Younkin DO Dept Education Anatomy Teaching Program S. Younkin DO Dept with DO(AP) Instr. Education Student Lab Expense S. Younkin DO Dept Education Other S. Younkin DO Dept Research Core/Shared Resources R. Moreno DO Dept Research Themes R. Moreno DO Dept Research Other R. Moreno DO Dept Other Budget R. Moreno DO Dept 4

6 Items Impacting DGSOM in FY17 Health System Funding Revenue By 12/01/15, Cont. Funding Pre Populated, Except Items Expiring By 6/30/16 By 02/09/16, Complete Updates Approved by HS for New, Incr., or Ext. Expense Auto Populate HS Plan Faculty Funding Lines in FPM for FY17 Using FY16 Dept. Edits/Adds Any Needed HS Funding Lines in FPM FPM Not Feeding Into HS Support tab Contact DO if Use of HS Funding Differs From Description Input: If Ok with HS, BOOK will be Updated DO will Revise Record to Match Change in AFB Contact DO To Resolve Before Budget Submission on March 1 st You ll Be Kept Informed of All Developments 5

7 Overview of FY17 Changes to AFB/FPM No Linkage Between AFB & FPM for HS & DO Support: FPM DO & HS Funding Lines Create Expense Not Revenue in AFB DO & HS Support Only Created Under AFB Support Tabs New Report to Compare DO/HS Expense & Revenue Enhanced AFB Features Under DO/HS Support Tab Category Box Used to Define Support as Plan Faculty or Other New Pull Down List of Faculty to Identify Funding Tied to Plan Member New Checkbox to Identify Support Requests Incl. Benefits. Benefits Checkbox Appears Only Upon Selecting Plan Faculty Category Year End True Up Process: If DO Covers Benefits, Automatic Year End True Up If HS Covers Benefits, Must Request Year End True Up from Med. Ctr. 6

8 Overview of FY17 Changes to AFB/FPM New FPM Features December 1 Roll Out Approved Support Button Uses DO FP ID#/HS Rec# to Compare AFB Revenue to FPM Salary Displays Unused (Over Used) Funding Assigned Faculty Salary Ability to See FPM Funding Lines Created That Coincide w/ DO & HS Support BRUIN, JOE 7

9 Specific Changes to AFB for FY17 DO Support Unlocked 11/02/15 If Plan Faculty, Use Pull Down List If DO Funding Incl. Benefits, Check Plus Benefits Box for Plan Faculty BRUIN, JOE Benefits Calc. at 30% Record Initially Created as NO 8

10 Specific Changes to AFB for FY17 If DO Funding Excludes Benefits, Leave Plus Benefits Box Unchecked Lump Sum Support w/ NO Benefits BRUIN, JOE DO Completes Review & Approval by 2/1/16 9

11 Specific Changes to AFB for FY17 HS Locked HS Support Input by DO 12/01/15 Continuing HS Updated If Faculty, Using Pull Down List BRUIN, JOE If HS Funding Incl. Benefits, Check Plus Benefits Box for Plan Faculty Benefits = Rate in FPM Record Initially Created as NO 10

12 Specific Changes to AFB for FY17 If HS Funding Excludes Benefits, Leave Plus Benefits Box Unchecked Lump Sum Support w/ NO Benefits BRUIN, JOE HS Completes Review & Approval by 2/9/16 11

13 Specific Changes to AFB for FY17 DO Faculty Request w/ Sal. & Oth. Support Select Name Category Plan Faculty = FPM Sal. Category Other = Non Fac. Sal. Costs Post Budget, May Decide to Use Other Towards Plan Faculty Salary Accounts for Entire Commitment to Faculty Member DO to Fill In FP ID# BRUIN, JOE BRUIN, JOE 12

14 Specific Changes to AFB for FY17 If Unable to Find a Plan Faculty Name Under Faculty Drop Down List Assign to Category Other & Input Faculty Name in Desc Field 13

15 Specific Changes to AFB for FY17 DO/HS Support Expense Budgeted? Starts as No Recorded When 1 st Entered Changes to Yes Only If Use Dept Exp Button (Feature Available ) Yes (Embedded) 1/22/16 Earliest Entry Date If, DO/HS Plan Salary Rev & Exp. Tied to FP ID# or HS Rec# Otherwise, Manually Select and Click Update Button By Run AFB Report = DO/HS Support With No Budgeted Exp. Report BRUIN, JOE 14

16 New DO/HS Support Reports in AFB for FY17 One Additional Report Created for DO as Well as HS Support New Reports Available 1/22/16 with AFB Roll Out Each Report Conveys How Much FPM Plan Faculty Salary Expense Tied to DO and/or HS Support Falls Below or Exceeds the Funding Being Made Available DEPARTMENT OF SURGERY / GENERAL HEALTH SYSTEM SUPPORT LINKING FACULTY SALARY EXPENSE TO REVENUE FISCAL YEAR Fund Group: Compensation Plan Fund: Med Comp Plan 10/23/ :29:44 PM HS Rec Mis +E Faculty AFB FPM FPM Salary FPM (Over)/Un der Used Source Fund HS Type #. B Name Description Remark Revenue $ Expense $ $ Benefits $ Support CPL_ HSTrans 22 C BRUIN, JOE BRUIN, JOE SMH CMO 225, , ,040 49,086 (49,126) Grand Total 225, , ,040 49,086 (49,126) 15

17 Documents To Send Electronically 12/11/15 DO Support Requests Attach Explanation of New, Increase, or Extension Request Tied to Research or Education Missions 16

18 See The Documents Sent See Requests Sent Refer to Writeups Already Sent Section Open Docs Sent

19 Specific Changes to FPM for FY17 Added Approved Support Button Ties HS/DO Revenue Support Record # in AFB with Corresponding Expense Record # in FPM Ability to Know How Close Faculty Salary Budgeted Compares to Approved DO/HS Support BRUIN, JOE AFB FPM BRUIN, JOE BRUIN, JOE 18

20 Specific Changes to FPM for FY17 BRUIN, JOE Approved Support Button (Displays Only DO/HS Plan Faculty Support) FPM Sal. & Ben. Cols. Adds Together TNS Lines & Z Tied to DO/HS Rec# BRUIN, JOE 19

21 Specific Changes to FPM for FY17 Approved Budget Button Meaning of Columns DO/HS = Funding Entity Source = DO or HS FPM Code Ref No = FP ID#/HS Rec # Plus Benefits = If checked, Ben. Covered by DO/HS Total Support = Plan Faculty Revenue $ in AFB for Record # Salary = Sal. Net of 30% Ben. for DO or Sal. Net of FPM X Ben. Rate for HS Benefit = 30% of Sal. for DO & FPM X Ben. Rate for HS FPM Salary = Salary Entered in FPM Bruin, Joe FPM Benefits = Benefits Derived Based on X, Y, & Z Entered in FPM (Over) Under Used Support = (Over Spent) or Under Spent 20

22 Specific Changes to FPM for FY17 Approved Budget Button Origin of FP/HS Rec # s HS Supp. = DO Input AFB 12/01/15 Cont. 2/09/16 New, etc. DO Supp. = DO Input AFB 12/18/15 Cont. 2/01/16 New, etc. FPM Sal. & Ben = Dept. Updates DO/HS Funding Lines Using Revenue Record # s HS FY17 Lines Prepopulated from FY16 Lines Input 12/1/15 2/26/16 Bruin, Joe NOTE: DO/HS Revenue Only Appears w/ FP ID#/HS Record# & Category = Plan Faculty - For HS Records, Contact DO for Any Change Needed from Other to Plan Faculty 21

23 PLAN FACULTY FPM FY17 Appointment Initialized 12/1/15 HS Support Funding Lines Pre Populated for FY17 Using FY16 (This Does Not Apply to DO Support) NIH Cap $183,300 Effective 1/11/15 22

24 FPM Z Tab DATES IMPORTANT! CPL Fund Added Dean_01 & CPL_04, 05, & 07 DOS ZDN Monthly Rate times # Mos Example Quarterly Enter All Budget Year Z Amts In FPM BRUIN, JOE 23

25 Budget Tab Benefit Rates Adj. Start w/ FY14 15 Avg (Incl. Vac.) Updated for FY15 16 & FY16 17 No Negative %! Rate Adjusted X Add 1% Hlth Ben. Y Add 1% Hlth Ben. Unable to Send to Budget Until 1/22/16 PLAN FACULTY FPM 24

26 FPM to AFB Budget July 16 June 17 Plan Faculty X, Y, & Z Populated by Dept From FPM by Acct Owner, after 1/22/16 send to AFB any # of times Plan Faculty Benefits X, Y, Z From FPM 25

27 STATUS Reminders Red = Dept Green = Unlocked Red = Locked 26

28 Source Code List SOURCE CODES LIST FOR FACULTY SALARIES Code Description CPL Budget Grouping STATE_01 STATE_02 STATE_03 STATE_04 STATE_05 STATE_06 STATE_07 STATE_08 State Funds State Funds-199XX-Dept FTE State Funds-199XX-Dept Temp State Funds-199XX-NPI FTE State Funds-199XX-NPI Temp State Funds-199XX-Letters & Sciences Tem State Funds Other Schools, e.g. Publ Hlth State Funds Chancellor State Funds Geriatric Research Grouping Federal Contracts & Grants NIH_01 # Fed C& G-NIH/SAMHSA Sal Savings calc FCG_01 # Fed C&G-Other Agenices Sal Savings calc Grouping Private Sources PCG_01 # Private-Contracts & Grants Sal Savings calc CTR_01 # Clinical Trials Sal Savings calc GFT_01 # Private-Gifts Sal Savings calc END_01 # Endowments Sal Savings calc Grouping Local Government LCG_01 # Local Gov t-l.a. Co. Agmt-Harbor Sal Savings calc LCG_02 # Local Gov t-l.a. Co. Agmt-Ol Vw Sal Savings calc LCG_03 # Local Gov t Other Sal Savings calc SCG_01 # State Agmt Sal Savings calc Grouping Professional Fees CPL_01 Prof Fees-Dept Expense CPL_02 Prof Fees-Academic Enrichment Expense CPL_03 Prof Fees-Salary Savings-Fund Source Exchange Revenue, Expense CPL_04 * Prof Fees-Med Ctr -Westwood Hospital (name change) Revenue, Expense CPL_05 * Prof Fees-Med Ctr-Santa Monica Hospital (name change) Revenue, Expense CPL_06 Prof Fees-Community Physician/Specialty Care Network (3906) Revenue, Expense CPL_07 * Prof Fees-MedCtr-Neuropsychiatric Hospital (name change) Revenue, Expense # Use of these funds in Base X for a State FTE person calculates Salary Savings revenue in Comp Plan Funds. * Medical Center and Dean's Support Revenues are calculated for approved items only for any fund source. 27

29 Source Code List SOURCE CODES LIST FOR FACULTY SALARIES Code Description CPL Budget Grouping Dean Support & Sources DEAN_01 * Dean's Office Support (Comp Plan) Revenue, Expense DEAN_02 * Dean's Office--Student Fees (ED&R) Revenue, Expense DEAN_03 Dean's Office-State Funds-199XX-Fund Source Exchange Interfund Expense DEAN_04 * Dean's Office-State Funds-199XX-Use of Salary Savings Support DEAN_05 * Dean's Office-Indirect Cost Recovery Funds-ICR DEAN_06 * Dean's Office-Geffen Funds (Gifts) DEAN_07 * Dean's Office-Other Gifts & Endowments DEAN_08 * Dean's Office-Sales & Service DEAN_09 * Dean's Office-Contracts & Grants DEAN_10 * Dean's Office-Switzer Fund (Gifts) DEAN_11 * Dean's Office-Other UCLA Grouping ICR_01 SNS_01 OTH_01 Grouping DP_01 DP_02 DP_03 DP_04 DP_05 DP_06 DP_07 DP_08 DP_09 Other UCLA Indirect Cost Recovery-Opportunity & Overhead Sales & Service Funds Other UCLA Funds Direct Pay Direct Pay-Vet Admin-Wadsworth (West LA) Direct Pay-Vet Admin-Sepulveda Direct Pay-Vet Admin-Brentwood Direct Pay-L.A. Co. Harbor Direct Pay-L.A. Co. Ol Vw Direct Pay-L.A. Co. MLK Direct Pay-Other Affil Hosp Direct Pay- HHMI Direct Pay- Other # Use of these funds in Base X for a State FTE person calculates Salary Savings revenue in Comp Plan Funds. * Medical Center and Dean's Support Revenues are calculated for approved items only for any fund source. 28

30 Contact List BUDGET QUESTIONS NAME Guy Stocks Cathy Ryu PHONE FISCAL REVIEWERS Basic Science Departments/ORU s Constance Her Clinical Departments + Associated ORU s Cathy Ryu Saira Almeida Guy Stocks ACADEMIC SALARY REVIEWERS Stephanie Shaw Ricky Lee Heather Herrera AAMC Data & FPM Ricky Lee FPM Rita Moreno COMPUTER PROGRAM All Applications Elif Fanuscu Access Rights Rita Moreno Back-Up To Access Rights & Applications Neda Navab DEAN S FUNDING FTE/Temporary & Faculty Salary Support Stephanie Shaw Heather Herrera Education Office Allocation Sharon Younkin Research Office & Other DO Budget Allocation Rita Moreno Dept. Support & Other DO Funding Constance Her