wednesday, april 5, 2006 uts auditorium first session – 9:00 - 10:00 second session – 10:30 -...
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Wednesday, April 5, 2006
UTS AuditoriumFirst Session – 9:00 - 10:00
Second Session – 10:30 - 11:30
Carryforward Estimates for “A” Funds
Surplus funds that are retained by the unit at the end of the fiscal year and included in the following year’s budget
What is Carryforward?
Surplus funds are generated when the SOURCES for a unit exceed the USES during the fiscal year
How Does a Unit Generate Carryforward?
Carryforward = MONEY
Carryforward is analogous to retained earnings in corporate income statements
Retained earnings are money available for use
So why have money?Transactions demandPrecautionary demandSpeculative demand
Object codes 31533 & 31534
What is My Unit’s Carryforward?
How Do I Calculate My Carryforward?
1. Start with the prior year’s carryforward amount (31533 & 31534)
2. Add final BUDGETS for remaining allocations (3’s)
3. Add ACTUAL revenues (4’s)
4. Add ACTUAL transfers from (81XXX)
5. Subtract ACTUAL transfers to (86XXX)
6. Subtract ACTUAL expenditures (5’s)
7. Add ACTUAL IITs (6’s)
8. Balance = New year’s carryforward amount
The balance should equal the YTD fund balance PLUS the allocation budgets (All the 3’s)
What Are My Unit’s Sources?
Tuition & Fees (Academic Units) 401XX
Other Revenue4XXXX
State Appropriations31500/31525/31526
NET of other 3’s Non-recurring - 363XX/368XX and 36400/36500
Permanent - 373XX/378XX and 37400/37500
NET of Transfers81XXX and 86XXXTax In and Tax Out81150/81160 and 86150/86160
Carryforward31533/31534
How Does Carryforward Occur?SOURCES exceed USES
Examples:Tuition and fee receipts are higher than budgetTransfers in more than anticipatedExpenditures are lower than budget
Salary lag
IIT’s are higher than expected
Planned project/initiative is implemented late
Expenditures move to grant funds
The reverse is true too – if USES exceed SOURCES, then a unit would have a NEGATIVE carryforward
Is Carryforward Recurring or Non-recurring?
This is the million dollar question!
By definition – carryforward is non-recurring!
BUT – if your unit’s regular actual expenditures are less than regular actual revenues – there is a recurring component to your carryforward
Under the DECENTRALIZED budget method we operate under, the Budget Office cannot tell you what your recurring carryforward is – the unit’s have to determine this given the many differences under which they operate
Do the other alphabet funds have carryforward?
Yes – it is the fund balance – booked by an OB to object 32000
Current Funds:B, C, D, E, R and S (some) – unrestrictedF, G, H, J, K, L and S (most) – restricted
Non-Current Funds:Loan, Endowment, Agency, Plant
What About the Other Funds?
Do the USC Senior, Regional and School of
Medicine campuses have “A” fund carryforward?
Yes – it is the campus fund balance
All campuses except for one have “A” fund
balance less than 10% of their “A” fund budget
What About the Other Campuses?
Is Carryforward Bad?
NO!
Having carryforward allows us to plan expenditures
Discourages end-of-year spending under a “use-it-or-lose it” mentality
BUT – too much carryforward MIGHT be bad
Why Would “Too Much” Carryforward Be Bad?
Public Perception – Tuition caps, reduced state allocation, reduced philanthropy
Financial Management Problem – Understating revenue, overstating expenditures
Misalignment of resources to needs
Inability to express commitments on carryforward dollars
What is “Too much” Carryforward?
There is not one answer for that because it is specific to each unit with carryforward
Every unit operates differently
Every unit has a different level of budget and mix of funds
Carryforward is a component of the University
budget and is reported to the Board of Trustees in
total during the budget development process
Estimating carryforward is one step towards
better budget forecasting for the next year and in
future years
Units at USC need to manage carryforward
So Why Are We Completing a Carryforward Estimate?
What is Carryforward Management?
At the unit level, the administration is looking for clearly defined and expected commitments of these funds
Better budget planning on the front end yields less variance which yields less unforecasted changes in carryforward balances
The percentage of carryforward to total “A” fund budget at January 31, 2006
USC Columbia – TOTAL – 11.59%
Academic Units – 12.68%
Service Units – 11.11%
Of the total amount of “A” fund carryforward
Academic Units have 61% of the total
Service Units have 39% of the total
What is Carolina’s “A” Fund Carryforward Position?
The difference in the unit projections and actual carryforward was just over $15M
- a swing of over 32%
How Well Did Units Estimate Carryforward Last Year?
The source of carryforward not well understood
The estimate was a new request – units unsure of its purpose and use
Are units deliberately understating revenue and overstating expenditures?
Why Were the Estimates Off Last Year?
General Ledger as of March 31, 2006General Ledger as of March 31, 2005FY2004/2005 General Ledger FINAL
Academic Units – Tuition report for Spring 2006 and Summer I 2005
Fall/Spring reviewDiscussion with dean and/or department head
What Do I Need to Complete This Template?
Do I have one-time expenditures before June 30?
Are there any year-end specific transfers that effect my unit?
Does any unit owe me revenue or transfers (3’s or 8’s) or do I need to complete any IIT’s?
Do I need to transfer funds to a “W” account?
For academic units, there will be an assessment of utility costs prior to June 30 to cover the utilities shortfall
Are there current commitments that will not be liquidated by June 30 that will be expended in the next year
Is Summer I expected to have the same enrollment as last year?
What Are Some Things to Consider?
What is the Impact of Summer I?
Unlike the academic year, the fiscal year encompasses the student terms beginning with Summer II, then Fall, then Spring, Maymester, and ends with Summer I
Summer School revenue is booked just prior to the close of the fiscal year, however, because this happens every year, it is a rolling process – the unit will always have five semesters worth of tuition each year
The budget is there from the beginning of the year
The adjustments from budget to actual for the summer terms are minor as the tuition receipts tend to follow the prior year collections, but include the tuition increase from the prior year
The booking of Summer I revenue and the payment of Summer I expenditures by June 30 adheres to the accounting principle of matching revenues to expenditures in the same period
The majority of expenditures associated with Summer I are expended by June 30 and during the post-close process
If payroll documents are submitted as requested, June 30 is the final pay date for faculty for Summer I
Carryforward is not calculated until after the fourth post-close of the accounting system to be sure that entries from the prior year are captured
What is the Impact of Summer I?
Summer I is treated now like all the academic terms in that under the budget methodology the net E&G revenue is allocated to the department
Prior to the implementation of VCM, academic units received all their Summer revenues – but did not receive Fall and Spring which went to the general fund
Summer should not be thought of as being different – in fact the treatment of the other terms changed to be more like Summer was previously handled
What is the Impact of Summer I?
March Carryforward removed from base line-item budget for all units
April All units estimate carryforward
Mid-April Carryforward estimate rolled up for senior administration
May Vice President’s budget hearings with President
June Carryforward estimate rolled up in Board of Trustees Budget Document
July As weekly post-close runs, carryforward estimate updated by Budget Office
Early August Carryforward workbooks sent to all units
Mid-August Carryforward BD’s due to Budget Office
Carryforward Calendar – FY2007 Budget Development
After FY2007 budget is approved and loaded, the Budget Office will complete a FY2006 variance analysis for each unit using the Fall and Spring Review template
Budget Office will develop training sessions for Business Managers to complete a three year budget projection
Three year projection is intended to tie to strategic planning – the Blueprint for Excellence
CFO, Provost, and VPRHS will review
So What Happens After This?