chairs’ budget workshop a presentation by your friends in the budget office august 10, 2005
TRANSCRIPT
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Chairs’ Budget WorkshopChairs’ Budget Workshop
A Presentation by Your Friends in the
Budget OfficeAugust 10, 2005
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WelcomeWelcome
Welcome Professional Administrators
• Deans
•Management Assistants
• Department ChairsDepartment Chairs
•Administrative Assistants
• Business Managers
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AgendaAgenda
Budget BasicsTypes of Budgets
Budget Codes
Reports
Forms
Personnel
Small Group Exercises3 Common Budget Scenarios
Wisdom from Veteran, Savvy Chairs
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What It’s All AboutWhat It’s All About
The Essential QuestionsWhat do I need to know to survive?
What departments am I responsible for?
What accounts?
How do I find the balances for these accounts?
What do I look for on the reports?
What do I do if something seems wrong or goes wrong?
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Budget Office StaffBudget Office Staff
• Chris Rosenbaum • Budget Director x1273
• Ross Borden • Assistant Director x1277
• Stephanie Sackerman • Systems Analyst x4488
• Barry Burbank • Senior Financial Analyst x2575
• Karen Wargo • Budget Analyst x5450
• Janet Hurd • Budget Analyst x1274
• Gay Barzee • Financial Technician x1273
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Budget Office WebsiteBudget Office Website
Website
http://finad.boisestate.edu/budget/
•A GREAT Resource!•Make it a Fave for Easy Access
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What is Budgeting?
A. Allocating money for particular purposes
B. A system for going broke methodically
C. A mathematical confirmation of your suspicions
D. Managing money for best effect
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What is Budgeting Really?What is Budgeting Really?
Strategic Planning
Assessment Budgeting
So…What is a Budget for?1. Today: Support your activities 2. Tomorrow: Make your plans reality
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Types of BudgetsTypes of Budgets
Types of Budgets1. Appropriated2. Local2. Auxiliary3. Grants
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Types of BudgetsTypes of Budgets
1. Appropriated• General Fund (tax) money from the
Legislature– Higher Ed gets 10.5% of $2.2 billion – BSU gets 31% of that ($69.9 million)
• ‘Cost of Instruction’ for Resident Students
• Certain Student Fees – General Education Fees– Adds another $39.0 million
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Types of BudgetsTypes of Budgets
2. Local• Generated Internally• Specific Services to Institutional Entities • Supported by User Charges
– E.g. lab fees cover lab costs, not for non-lab related items
• Could be purchased outside, but can provided more effectively internally– E.g. mailing services, duplicating services, motor
pools, and central stores
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Types of BudgetsTypes of Budgets
2. Auxiliary Enterprises• Fees related, maybe not equal to, Cost • Distinguishing Characteristics:
– Non-Academic– Expected to be self-supporting– Services focused on individuals & community, not depts of
institution
• Can get Student Fees or other support • Cannot get Appropriated $ for Operating Costs
– Can charge appropriated depts for services
• E.g. Intercollegiate Athletics, Student Health, Housing, Morrison Center, Select-A-Seat, etc
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Types of BudgetsTypes of Budgets
3. Grants• Funds received for a specific purpose from a specific
entity• Considered Short Term
– Can span multiple years
• Strictly controlled…“strings attached”• “Soft” Funding • University reimbursed for Overhead expenses• Pre-Award: Office of Research Administration• Post-Award: Sponsored Projects Accounting
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The Two Primary CodesThe Two Primary Codes
1. Department ID Codes– Unique identifier for every unit, academic &
non-academic– 3,000+ different Deptids– e.g. 129A100001 = Electrical Engineering
2. Account Codes– Categorizes Revenues & Expenses– 1,000+ different Account Codes– e.g. 410500 = Regular Employee Pay
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006 A 100001
The Deptid CodeThe Deptid Code
Anatomy of the Department ID
Chart of Accounts
Fund SourceA = Appropriated
L = LocalG = Grant
Section/Unit Identifier
There are over 100 active Biology DeptIDsA few Appropriated, many Grant, plenty of Locals
Format: 3-1-6 B i o l o g y
1 = Main Campus
2 = BSU West
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The DeptID CodeThe DeptID Code
Examples of DeptID Codes042A100001 Public Policy & Administration
042A100260 Public Policy & Admin Part-Time Faculty
042A100505 Public Policy & Admin Graduate Assistants
042G106003 Alaska Financial Capacity SRF
042G106018 EFC 10 “Base” Grant FY2004
042L101001 Public Affairs Program - Local
042L101011 City Managers & Administrators Training
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The DeptID CodeThe DeptID Code
What DeptID’s am responsible for?•DeptID’s not always sequential by Dept or College
•PeopleSoft contains no College or VP code.
•Ergo, cannot run a College only report
•A future PeopleSoft enhancement?
•Until then, refer to monthly Appropriated Budget Summary report sent by Budget Office to Deans
•Won’t show Grants
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Account CodesAccount Codes
• Categorizes Revenues & Expenses
• 6 digit, e.g. “503100”
• Expenses fall into 3 broad categories:
1. Personnel Costs (PC), begin with “4”
2. Operating/Other Expenses (OE), begins “5”
3. Capital Outlay (CO), begin with “6”
• There are hundreds of Account Codes (mostly revenue)
Account Codes
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The Account CodesThe Account Codes
Anatomy of an Account Code
•Begin with “5” so Operating/Other Expenses (4 = PC, 6 = CO)•“524” is a computer hard/software repair related expense
•Subcategories denoted by 4th digit
524000 Computer Hardware Repair& Maint
524100 Computer Software Repair & Maint
525000 Other Repair & Maint Services
525500 Freight
526000 Printing & Binding
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Account Rollup CodesAccount Rollup Codes
Budget Rollup Categories410000 Regular Salary
411000 Part-Time/Irregular Salary
412000 Student Salary
420000 Fringe Benefits
500000 Operating/Other Expenses
530000 Travel
600000 Capital Outlay
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One More Code…One More Code…
Program Code– Categorizes Expenditures/Activities
•Coded when DeptID created•for consistent reporting among
institutions– 10 different Activities
•…
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Program TypesProgram Types
Program 01: InstructionProgram 04: ResearchProgram 06: Public ServiceProgram 07: Library Program 08: Student ServicesProgram 09: Physical PlantProgram 10: Institutional SupportProgram 11: Academic SupportProgram 12: Aux. Enterprises (Athletics)Program 13: Scholarships
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The Big ThreeThe Big Three
1. Reports• Very quick, more in Hands On
2. Forms• What form to use when
3. Personnel• Types, Changes, Fringe, Forms
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ReportsReports
PeopleSoft FinancialsPrintable
1. Budget History
2. GL Detail
3. GL Summary
4. Budget Status
5. Chartfields
View Only
1. Budget Transaction Detail
2. Budget Overview
3. BSU Combo Data Values
From the Budget Office
• Appropriated Budget Summary – College level– Sent monthly– To Deans, Bus Mgrs,
Mgmt Assistants
From Human Resources
• Payroll Expense Distribution Report
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Reports: How to RunReports: How to Run
PeopleSoft FinancialsPrintable
1. Budget History
2. GL Detail
3. GL Summary
4. Budget Status
5. Chartfields
View Only
1. Budget Transaction Detail
2. Budget Overview
3. BSU Combo Data Values
Detailed & easy to follow instructions on the Budget Office website
http://finad.boisestate.edu/budget/
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ReportsReports
From the Budget Office
• Appropriated Budget Summary – College level– Sent monthly– To Deans, Bus Mgrs,
Mgmt Assistants
From Human Resources
• Payroll Expense Distribution Report
Generated by Budget or HR, delivered or available to you
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Reports: Which to UseReports: Which to Use
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Budget Action via FormsBudget Action via Forms
As You Manage Your Budgets, You May Need to:
1. Move Budget Around2. Redirect Savings 3. Request Additional Budget4. Create New / Delete Old Departments5. Change How Positions are Paid
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Budget FormsBudget Forms
1. Move Budget Around Budget Transfer
2. Redirect Savings
3. Request Additional Budget
4. Create New / Delete Old Departments
5. Change how positions are paid
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Budget FormsBudget Forms
Budget Transfer• Transfer budget from one
Account and/or DeptID to another or others
• Appropriated funds only• Requires Dean and Budget
Office approval• Permanent or One-Time
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Budget FormsBudget Forms
1. Move Budget Around Budget Transfer
2. Redirect Savings Request for Use of Institutional Salary
Savings
3. Request Additional Budget
4. Create New / Delete Old Departments
5. Change how positions are paid
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Budget FormsBudget Forms
Request for Use of Institutional Salary Savings
• “Institutional” refers to Reg Salary & Fringe… considered University, not the Dept, funds
• Requires Dean and Provost/VP approval
• Affects specific positions• Permanent or One-Time
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Budget FormsBudget Forms
1. Move Budget Around Budget Transfer
2. Redirect Savings Request for Use of Institutional Salary
Savings
3. Request Additional Budget Supplemental Funding Request
4. Create New/Delete Old Depts
5. Change how positions are paid
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Budget FormsBudget Forms
Supplemental Funding Request
• Request for additional funding• Meant to address
‘extraordinary’ challenges or opportunities
• Can you use your Carry- forward instead?
• Requires VP Finance approval
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Budget FormsBudget Forms
1. Move Budget Around Budget Transfer
2. Redirect Savings Request for Use of Institutional Salary
Savings
3. Request Additional Budget Supplemental Funding Request
4. Create New/Delete Old Depts DeptID Request/Maintenance
5. Change how positions are paid
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Budget FormsBudget Forms
DeptID Request/Maintenance• Establish, Change or Deactivate
DeptIDs• Sets up new Deptid on
PeopleSoft and other financial systems
• Must specify funding source• Accounts at Rollup Level
Appropriated: Budget OfficeLocal: Admin AccountingGrant: Office of Research Admin
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Budget FormsBudget Forms
1. Move Budget Budget Transfer
2. Redirect Savings Request for Use of Inst. Salary Savings
3. Ask to Additional Budget Supplemental Funding Request
4. Create New / Delete Old Departments Dept. ID Request/Maintenance
5. Change how positions are paid E-EAF or BPAR
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Forms: Which to UseForms: Which to Use
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PersonnelPersonnel
• Types of Employees• Adding/Changing Positions• Fringe Benefit Cost Calcs • Forms
1. Employee Action Form (E-EAF)2. Budget/Position Action Request
(BPAR)
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Types of EmployeesTypes of Employees
1. Faculty and Teaching Staff• Prof, Assoc Prof, Asst Prof, Instructor
• Adjuncts, Teachers
2. Administrative/Executive• President, VP, Dean, Director
• Associate/Assistant VP/Dean/Director
2. Managerial/Professional• Accountant, Personnel Manager, Counselor, Business
Manager, System Analyst, Coach, Lawyer, etc.
3. Classified• Support Staff• Must comply with State Merit System
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Benefit EligibilityBenefit Eligibility
What Employees are Benefit-Eligible?
• Those Who Work:– Half-time or More – For at least 5 consecutive months
• Faculty appointed semester-by-semester are not benefit-eligible
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Fringe BenefitsFringe Benefits
What are the Fringe Benefits?Cost Varies with Salary1. Workers’ Comp2. Unemployment
Insurance3. Social Security 4. Medicare5. Life Insurance6. Employer Retirement
Contribution
7. Retirement Sick Leave
8. State Div. Of Human Resources (classified only)
Fixed Cost per Position• Health Insurance
(Medical, Dental, Mental)
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Fringe Benefits CalcFringe Benefits Calc
How to Calculate Fringe Benefit Costs
• Simple formula• % varies by employee type
– Regular– Facilities, Trades, Custodial– Part-Time/Temp/Irregular– Student
http://finad.boisestate.edu/budget/
E.g. $40,000 x .2174 + $7,125 = $15,821(total benefits here are 39.6% of Annual Salary)
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Personnel FormsPersonnel Forms
1. Employee Action 2. Budget / Position Action Request
Used for All Personnel Actions, e.g. • Create or Delete Positions• Hire or Separate Employees• Change Hours (FTE), Pay, Funding
Source, Title, etc.
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Personnel FormsPersonnel Forms
Employee Action Form• For Faculty and Professional Employees
Only • Entirely electronic, on-line since April 2005
– Complete documentation on-line– Hard copy no longer accepted
• Needs to be filed for any Employee Action• Phase II may include Classified
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Personnel FormsPersonnel Forms
Budget/Position Action Request• Request a New Position• Change an Existing Position• Must specify Fund Source Details• New Money Needed?
– How much?
• Hard Copy only
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Budget LingoBudget LingoBudget. —All Funds budget. —Department. —Program. —Account. —Annual Budget Planning Process. —Types of Money. —Appropriated. —Local. —Budgeted Local. —Auxiliary. —Grant. —Accounts. —Expenditure Object. —Subobject. —Budget Rollup. —Regular Salary. —Irregular Salary. —Student Salary. —Fringe Benefits: —OE (Operating or Other Expenses). —Travel. —Capital Outlay. —Capital Project. —Encumbrance. —Faculty. Teaching Staff. —Official Faculty. —Executive/Administrative. —Managerial/Professional. —Classified. —Affirmative Action. —JDQ. —ADA. —B/PAR. —SBOE. —Central Funds. —E-EAF. —Backdate. —Payroll & Personnel Form. —Fringe Benefits. —Budget Transfer. —Request for Use of Institutional Salary Savings. —Supplemental Funding Request. —Department ID Request/Maintenance Form. —Letter of Appointment. —PeopleSoft. —Chartfield. —Controlled Budget Budgets. —Journal Entry. —Journal Number. —Allow Overdraft. —Budget History Report. —GL Detail Report. —GL Summary Report. —Budget Status Report. —Chartfields Report. —Budget Transaction Detail Report. —Budget Overview. —Combo Data Values. —Appropriated Budget Summary Report. —Budget Detail Report. —HR. —Expense Distribution Report. —Available Spending Authority. —Carryforward. —Encumbered. —Revenue. —Expense. —Net. —Fiscal Year. —Calendar Year. —Holdback. —Fund Balance. —Insufficient Funds. —Over Budget. —Object Code. —Original Budget. —Permanent Budget Transfer. —One-Time Budget Transfer. —Project. —Revenue Estimate. —Spending Authority Budget. —Remaining Budget. —Restricted Budget. —Unrestricted Budget. —FTE. —A-260. —A-505. —A-506. —A-507. —PCN. —Purchase Order. —STARS. —
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Budget LingoBudget Lingo
GLOSSARY
@ Budget Office website:http://finad.boisestate.edu/budget/
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Part II: ScenariosPart II: Scenarios
Common Situations & Strategies to bring this all together…
• Scenario 1: Reports • Scenario 2: Forms• Scenario 3: Personnel
Led by Karen Wargo, Budget Analyst
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WRAP UPWRAP UPA Presentation by Your Friends in the
Budget OfficeAugust 10, 2005
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The Bottom LineThe Bottom Line
Limited Resources
No One Has Enough Funding
Any Increases Will Be Rare and Not As Much As You’d Like
Do the Best You Can With What You Have
Requires Active & Creative Mgmt
You are Accountable
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The Process WorksThe Process Works
For Best & Fastest Results…
Follow the Process
Fill out the Correct Form Completely & Correctly
Otherwise, more work & delays for everyone
10,000+ transfers processed annually
Monitor Progress
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New Budget FormNew Budget Form
Request to Circumvent the Normal Process
• Much harder to complete than any other form
• Requires Budget Office approval
• Comes with a Parking Ticket• Available soon for your
convenience
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Wrap UpWrap Up
Other Resources
Common Question Resource Matrix…
Where do I go for an answer to…?
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Budget Office StaffBudget Office Staff• Chris Rosenbaum, Budget Director x1273
– Budget Development and Management
• Ross Borden, Assistant Director x1277– Appropriated Budget, STARS, Budget Database
• Stephanie Sackerman, Systems Analyst x4488– Budget Database, PeopleSoft Finance & HR, Reports
• Barry Burbank, Sr Financial Analyst x2575– Auxiliary Budgets, Capital Projects
• Karen Wargo, Budget Analyst x5450– Local Budgets
• Janet Hurd, Budget Analyst x1274– E-EAF
• Gay Barzee, Financial Technician x1273– Budget Transfers, Payroll & Personnel Change Forms
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The EndThe End
Thank You
Professional Professional AdministratorsAdministrators
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Chair’s Budget WorkshopChair’s Budget Workshop
A Presentation by Your Friends in the
Budget OfficeAugust 10, 2005