operating budget process january 20, 2010 budget planning and development

Operating Budget ProcessJanuary 20, 2010

Operating Budget ProcessJanuary 20, 2010

Budget Planning and Development

AGENDAAGENDA Budget Calendar

Revenue Budgets Sources of Funds Projections & Assumptions

Expense Budgets Status Quo 14 and 19-7 Accounts Transfers from Designated to E&G Accounts NACUBO Operating Expense Classifications Merit Process Special Budget Instructions for Non-E&G Budgets

What’s New Budget Update Document (BUD) preview

Training Classes

Q&A

Budget Calendar

Revenue Budgets Sources of Funds Projections & Assumptions

Expense Budgets Status Quo 14 and 19-7 Accounts Transfers from Designated to E&G Accounts NACUBO Operating Expense Classifications Merit Process Special Budget Instructions for Non-E&G Budgets

What’s New Budget Update Document (BUD) preview

Training Classes

Q&A

Budget Calendar - Key DatesBudget Calendar - Key DatesJan 21 - 28 Central Budget Office performs testing of UT Austin’s Budget Update Document (BUD)

Feb 5 Board of Regents Budget Policies and Guidelines

Feb 10 Draft Revenue Projections and Debt Service Budgets to Fee Funded areas

Feb 15 – 25

Pre-planning efforts depend on UT Austin’s clean up scheduled for February. We plan to validate permanent positions, review funding available in salary accounts and request permanent transfers to cover overages; otherwise updates will be made by departments.

Feb 23 – 25 Budget Training – Overview and new BUD Document

March 2 - 4 Budget Training – Hands on training available

March 2 FY11 Budget BUD Document Preparation Begins (System opens to departments)

March Strategic Resource Planning Council reviews FY11 Revenue projections; Resources and Requirements; and, Campus Budget Process

TBA (by Areas) Internal Department Deadlines for Budget Document review and approval

March 25 FY11 Budget Documents are due to Budget Office (System closes to departments)

March 31– April 9 UT System Budget Goals & Priorities Hearing

April Budget Office updates system for any budget changes

May 5 Draft FY11 Operating Budget due to UT System

June 1 Final FY11 Operating Budgets due to UT System

August 12 FY11 Operating Budgets approved by Board of Regents

Revenue Budgets - Sources of FundsRevenue Budgets - Sources of Funds State Funds (E&G budgets)

State Appropriations: Formula Funding, Special Items, Benefits THECB Transfers: TX Grant, Work-study, etc. Statutory Tuition, Certain Fees

Designated Funds (Institutional or Local Funds) Designated Tuition, Mandatory, Course & Incidental Fees Indirect Cost Recovery: Facilities & Admin Overhead

Auxiliary Enterprise Funds (100% Self-Supporting Operation) Housing, Parking, Athletics, Bookstore, University Center, Food Services

Service Center/Recharge(New budget form pending to formalize budget requirements and approval of recommended budgets) Chargeback to other funds for services (18-accts)

Restricted Funds(Centralized budgets prepared – no departmental entry required) Gifts (30-accts) Sponsored Programs - Grants/Contracts (26-accts) Federal Financial Aid (26-accts)

Plant Funds (36- accts) Deferred Maintenance Repair & Renovations

State Funds (E&G budgets) State Appropriations: Formula Funding, Special Items, Benefits THECB Transfers: TX Grant, Work-study, etc. Statutory Tuition, Certain Fees

Designated Funds (Institutional or Local Funds) Designated Tuition, Mandatory, Course & Incidental Fees Indirect Cost Recovery: Facilities & Admin Overhead

Auxiliary Enterprise Funds (100% Self-Supporting Operation) Housing, Parking, Athletics, Bookstore, University Center, Food Services

Service Center/Recharge(New budget form pending to formalize budget requirements and approval of recommended budgets) Chargeback to other funds for services (18-accts)

Restricted Funds(Centralized budgets prepared – no departmental entry required) Gifts (30-accts) Sponsored Programs - Grants/Contracts (26-accts) Federal Financial Aid (26-accts)

Plant Funds (36- accts) Deferred Maintenance Repair & Renovations

5

Revenue Budgets – Projections & Assumptions Revenue Budgets – Projections & Assumptions

Methodology:• Revenues projections are based on enrollment (paying SCH and/or

student headcount) Budget Projections FY11 are currently under review. Senior Budget

Director will provide revenue projections to fee administrators by February 10th

Any deviations to these projections will need to be discussed and approved by the Budget Director prior to departmental completion of BUD documents (March 25th )

Expense Budgets - Status Quo Budgets E&G (14 accts) + 19 accounts funded with Designated Tuitions (i.e. 19-7)

Expense Budgets - Status Quo Budgets E&G (14 accts) + 19 accounts funded with Designated Tuitions (i.e. 19-7)

Status Quo Base Budgets Departmental Operating budget preparation assumes no new money,

i.e. ‘same base budgets’ BUD process begins before budget planning is complete University Strategic Resource Planning Council will make budget

recommendations in March

Budget Office will update budgets for new funds awarded and any possible required reductions

Exception: Budgets funded by fees

Status Quo Base Budgets Departmental Operating budget preparation assumes no new money,

i.e. ‘same base budgets’ BUD process begins before budget planning is complete University Strategic Resource Planning Council will make budget

recommendations in March

Budget Office will update budgets for new funds awarded and any possible required reductions

Exception: Budgets funded by fees

7

Base Budget Allocations / Establishing & Reconciling the Transfers-In from Designated Funds to E&G Budgets

Des

igna

ted

Fun

ds

(1

9-A

ccts

)

Des

igna

ted

Fun

ds

(1

9-A

ccts

)

Cle

arin

g A

ccou

nts

Cle

arin

g A

ccou

nts

Aux

iliar

y F

unds

(29-

Acc

ts)

Aux

iliar

y F

unds

(29-

Acc

ts)

E&

G F

unds

(1

4-A

ccts

)

E&

G F

unds

(1

4-A

ccts

)

14-Accounts

E&G Transfer Control

19-0235-06

E&G M&O Clearing19-0230-97

Auxiliary Enterprise Accts

One Way Only

F&A Indirect Cost Recovery 19-8001-

01

Designated Tuition 19-0232-01 Misc Other Income

Generating Accts19-7 M&O Accounts

Misc 19-Accts (Not Fee Accounts)

One Way Only

All such transfers to fund the E&G budget must be authorized by Budget – no exceptions.

When a permanent transfer is authorized between 19-7 accounts, that change should be directly reflected in the BDL E&G M&O Clearing (acct 19-0230-97) vs. showing the transfer to another 19-7 acct.

$32.1 Mil

$9.8 Mil

8

Expense Budgets - NACUBO Classifications

Expense Budgets - NACUBO Classifications

Expenditures are classified according to functional purpose and expanded NACUBO definitions are available on the Budget Website http://www.utsa.edu/financialaffairs/budget

A NACUBO classification account review is currently underway with target completion by the end of February

Instruction (02) Research (06) Public Service (12) Academic Support (14) Student Services (16) Institutional Support (20) Operation and Maintenance of Plant (22) and Scholarships and Fellowships (48)

Expenditures are classified according to functional purpose and expanded NACUBO definitions are available on the Budget Website http://www.utsa.edu/financialaffairs/budget

A NACUBO classification account review is currently underway with target completion by the end of February

Instruction (02) Research (06) Public Service (12) Academic Support (14) Student Services (16) Institutional Support (20) Operation and Maintenance of Plant (22) and Scholarships and Fellowships (48)

9

Expense Budgets – Merit Salary IncreasesExpense Budgets –

Merit Salary Increases

Unknown at this time whether funds will be available for merit increases.

If merit program takes place, Policy and process will be issued.

Individual salary increases will be entered by the Budget Office prior to September payroll.

Funding for 14-accounts will be allocated from central sources.

Non- E&G accounts… more information to be provided

Unknown at this time whether funds will be available for merit increases.

If merit program takes place, Policy and process will be issued.

Individual salary increases will be entered by the Budget Office prior to September payroll.

Funding for 14-accounts will be allocated from central sources.

Non- E&G accounts… more information to be provided

10

Special Instructions for Non-E&G BudgetsSpecial Instructions for Non-E&G Budgets

Fringe Benefit Rates Budget should be based on actual cost experience of employees

paid from non-E&G accounts. Fringe Benefits Calculation Tool

http://www.utsa.edu/financialaffairs/budget Use benefit sub-account with appropriation code (2F)

Longevity Pay Budget Office will provide data by end of February Use salary sub-account with appropriation code (3D)

Debt Service Preliminary data will be provided by February 10th Use debt sub-account with appropriation code (E2) Identify transfer to as XX-XXXX-XXXX

Fringe Benefit Rates Budget should be based on actual cost experience of employees

paid from non-E&G accounts. Fringe Benefits Calculation Tool

http://www.utsa.edu/financialaffairs/budget Use benefit sub-account with appropriation code (2F)

Longevity Pay Budget Office will provide data by end of February Use salary sub-account with appropriation code (3D)

Debt Service Preliminary data will be provided by February 10th Use debt sub-account with appropriation code (E2) Identify transfer to as XX-XXXX-XXXX

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What’s NewWhat’s New Budget Document Update (BUD)

Permanently budgeted positions will be loaded to BUD similar to prior year Adjustments to permanent budgeted positions after departmental processing

of BUD will be coordinated by Budget Office to the extent possible

Salary Update Document (SUD) - July/August timeframe More information will be forthcoming from HRMS SUD document loads with rate information for “non-budgeted” filled positions

(from HRMS) and “budgeted” filled positions (from BUD) HRMS creates appointments using incumbent rates loaded from SUD and

routed to departments for approval At final approval, SUD rates updates incumbent rates as of 9/1 in HRMS for

budgeted and non-budgeted positions

Reports requested from UT Austin for comparison of positions between BUD Documents and HRMS (expected to be available for Budget Office) Report of filled position salary rates between BUD and HRMS Report of salary changes due to equity/reclassifications, transfers or

terminations

Budget Document Update (BUD) Permanently budgeted positions will be loaded to BUD similar to prior year Adjustments to permanent budgeted positions after departmental processing

of BUD will be coordinated by Budget Office to the extent possible

Salary Update Document (SUD) - July/August timeframe More information will be forthcoming from HRMS SUD document loads with rate information for “non-budgeted” filled positions

(from HRMS) and “budgeted” filled positions (from BUD) HRMS creates appointments using incumbent rates loaded from SUD and

routed to departments for approval At final approval, SUD rates updates incumbent rates as of 9/1 in HRMS for

budgeted and non-budgeted positions

Reports requested from UT Austin for comparison of positions between BUD Documents and HRMS (expected to be available for Budget Office) Report of filled position salary rates between BUD and HRMS Report of salary changes due to equity/reclassifications, transfers or

terminations

BUD MockupsBUD MockupsBUD MockupsBUD Mockups

*BUD document in testing phase. Final view may change.

BUD mockups: Document Review BUD mockups: Document Review (BDL, Cover Sheet)(BDL, Cover Sheet)

BUD mockups: Document Review BUD mockups: Document Review (BDL, Cover Sheet)(BDL, Cover Sheet)


Previous - BDL Current - BUD

BUD mockups: Account Summary BUD mockups: Account Summary (BDL, Section 1)(BDL, Section 1)

BUD mockups: Account Summary BUD mockups: Account Summary (BDL, Section 1)(BDL, Section 1)



BUD mockups: Adjust Base Pay BUD mockups: Adjust Base Pay (BDL, SALARY – Sections 2-4)(BDL, SALARY – Sections 2-4)


14-1234-00

jd1234John Doe

mj0012Mary Jane

tj5678Thomas Jefferson




Collapsed View

Expanded View

Current - BUD

BUD mockups: General Budget BUD mockups: General Budget Group Information (BDL, Section 7)Group Information (BDL, Section 7)

BUD mockups: General Budget BUD mockups: General Budget Group Information (BDL, Section 7)Group Information (BDL, Section 7)



BUD mockups: Reconciliation BUD mockups: Reconciliation (BDL, Section 8)(BDL, Section 8)

BUD mockups: Reconciliation BUD mockups: Reconciliation (BDL, Section 8)(BDL, Section 8)


Drill down will be available


Training Classes Training Classes Budget Overview and BUD Preparation

Downtown Campus - FS 2.518Tuesday, February 23rd 2:00 – 4:00 p.m.

1604 Campus - TBAWednesday, February 24th 9:00 – 11:00 a.m. Thursday, February 25th 2:00 – 4:00 p.m.

Hands-On BUD Preparation

1604 Campus - HSS 2.02.02Tuesday, March 2nd 1:00 – 3:00 p.m. Thursday, March 4th 9:00 – 11:00 a.m.

Downtown Campus– TBAWednesday, March 3rd 9:00 – 11:00 a.m.

Budget Overview and BUD Preparation

Downtown Campus - FS 2.518Tuesday, February 23rd 2:00 – 4:00 p.m.

1604 Campus - TBAWednesday, February 24th 9:00 – 11:00 a.m. Thursday, February 25th 2:00 – 4:00 p.m.

Hands-On BUD Preparation

1604 Campus - HSS 2.02.02Tuesday, March 2nd 1:00 – 3:00 p.m. Thursday, March 4th 9:00 – 11:00 a.m.

Downtown Campus– TBAWednesday, March 3rd 9:00 – 11:00 a.m.

Budget Office StaffBudget Office Staff

Mary Simon, Senior Director Ext 4344

Eva Burnett, Associate Director Ext 6631

Anita Polendo, Budget Analyst III Ext 6615

Eunice Chen, Budget Analyst III Ext 4230

Sharmin Momen, Budget Analyst II Ext 4345

Office Email: [email protected]

Mary Simon, Senior Director Ext 4344

Eva Burnett, Associate Director Ext 6631

Anita Polendo, Budget Analyst III Ext 6615

Eunice Chen, Budget Analyst III Ext 4230

Sharmin Momen, Budget Analyst II Ext 4345

Office Email: [email protected]

Questions?Questions?Questions?Questions?