Operating budget process january 20 2010
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Operating Budget Process January 20, 2010. Budget Planning and Development. AGENDA. 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

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Operating Budget Process January 20, 2010

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Operating budget process january 20 2010

Operating Budget ProcessJanuary 20, 2010

Budget Planning and Development


Agenda

AGENDA

  • 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 dates

Budget Calendar - Key Dates


Revenue budgets sources of funds

Revenue 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


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 )

5


Operating budget process january 20 2010

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 reductionsException: Budgets funded by fees


Operating budget process january 20 2010

$32.1 Mil

$9.8 Mil

7


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)

8


Expense budgets merit salary increases

Expense 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

9


Special instructions for non e g budgets

Special 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

10


What s new

What’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

11


Bud mockups

BUD Mockups

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


Bud mockups document review bdl cover sheet

BUD mockups: Document Review (BDL, Cover Sheet)

Previous - BDL

Current - BUD

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


Bud mockups account summary bdl section 1

BUD mockups: Account Summary (BDL, Section 1)

Previous - BDL

Current - BUD

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


Bud mockups adjust base pay bdl salary sections 2 4

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

14-1234-00

jd1234

John Doe

mj0012

Mary Jane

tj5678

Thomas Jefferson


Bud mockups adjust base pay bdl salary sections 2 41

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

Current - BUD

Collapsed View

Expanded View

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


Bud mockups general budget group information bdl section 7

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

Previous - BDL

Current - BUD

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


Bud mockups reconciliation bdl section 8

BUD mockups: Reconciliation (BDL, Section 8)

Previous - BDL

Current - BUD

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

Drill down will be available


Training classes

Training Classes

Budget Overview and BUD Preparation

Downtown Campus - FS 2.518

Tuesday, February 23rd2:00 – 4:00 p.m.

1604 Campus - TBA

Wednesday, February 24th9:00 – 11:00 a.m.

Thursday, February 25th 2:00 – 4:00 p.m.

Hands-On BUD Preparation

1604 Campus - HSS 2.02.02

Tuesday, March 2nd1:00 – 3:00 p.m.

Thursday, March 4th 9:00 – 11:00 a.m.

Downtown Campus– TBA

Wednesday, March 3rd 9:00 – 11:00 a.m.


Budget office staff

Budget 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]


Questions

Questions?


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