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Budget Process Overview. Mary Simon Budget Planning and Development. AGENDA. Opening Remarks Budget Calendar Status Quo Budgets Budget Overview Sources of Funds Transfers in from Designated to E&G Status Quo Budgets NACUBO Classifications Merit Salary Increases

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budget process overview

Budget ProcessOverview

Mary Simon

Budget Planning and Development

  • Opening Remarks
  • Budget Calendar
  • Status Quo Budgets
  • Budget Overview
    • Sources of Funds
    • Transfers in from Designated to E&G
    • Status Quo Budgets
    • NACUBO Classifications
    • Merit Salary Increases
    • Special Instructions for Non-E&G Budgets
    • Appropriation Codes
    • Budget/BDL Training Dates
  • Q&A
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: budget.office@utsa.edu


Budget Calendar - External Dates

  • State of Texas Legislature meets every two years to adopt a biennial budget. 81st Legislature currently in session to enact a two-year state budget to be effective FY 2009-10.
  • Deadlines to UT System
    • May 2009 - State budget authorized upon passage of state appropriations bill. Board of Regents approves budget policies and guidelines.
    • June 2009 - Draft Budget Due to UT System
    • July 2009 - Final Budget Due to UT System
    • Aug 2009 - Board of Regents approves UT Budgets
    • Sept 2009 - New Fiscal year begins (9/1/09– 8/31/10)
budget calendar internal dates
Budget Calendar - Internal Dates

* Rescheduled from Friday, March 27th to Monday, March 30th

budget overview sources of funds utsa operating budget
Budget OverviewSources of Funds UTSA Operating Budget

State Funds

State Appropriations: Formula Funding, Special Items, Benefits

THECB Transfers:TX Grant, Work-study, etc.

Statutory Tuition, Certain Lab Fees

Designated Funds

Designated Tuition, Mandatory, Course & Incidental Fees

Indirect Cost Recovery:Facilities & Admin Overhead

Auxiliary Funds

Housing, Parking, Athletics, Bookstore, Rec Wellness, Univ Center, Food Srvs

Restricted Funds:Gifts (30-accts)

Sponsored Programs - Grants/Contracts (26-accts)

Federal Financial Aid (26-accts)

Service Areas: Chargeback to other funds for services (18-accts)

Capital Funds (36- accts)

State Funds


Also referred to as

E&G: Educational & General budgets

Designated Funds


Also referred to as Local funds


Must be 100% Self-Support;

no subsidies from other funds


$30.6 Mil

$8.0 Mil


status quo budgets e g 14 accts 19 accounts funded with designated tuitions i e 19 7
Status Quo BudgetsE&G (14 accts) + 19 accounts funded with Designated Tuitions (i.e. 19-7)
  • Status Quo BudgetsBDL process begins before new funds for FY 2009-10 are known. The new University Strategic Resource Planning Council will make recommendations of the allocation of new state & local funds in May/June time frame. Therefore, the BDL process assumes no new money, i.e. ‘status quo’ budgets.
  • Allocation of new funds will be updated by the Budget Office in coordination with affected areas following Council decisions in May and close of the Legislative session.
  • Exception: Budgets funded by fees
budget overview revenue projections for fee funded budget groups
Budget Overview – Revenue Projections for Fee Funded Budget Groups
  • Methodology:
  • Revenues based on enrollment (SCH or student headcount) using the following assumptions:
    • Projections FY 2009-10 based on flat enrollment maintaining current levels of Fall 2008 and Spring 2009
    • Summer as our trailing semester projecting Summer 2010 equal to Summer 2008
  • Senior Budget Director will provide to fee administrators fee projections by March 2nd
  • Any deviations to these projections will need to be discussed and approved by the Budget Director prior to completion of BDL, April 21st


budget overview nacubo classifications
Budget Overview – NACUBO Classifications

All budgeted expenditures are classified according to functional purpose:

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)


budget overview merit salary increases
Budget OverviewMerit 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 once authorized.

Merit salary pay 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: Compensation reserves for merit may be established; however, rate is unknown at this time.


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 (new)

Use sub-account 14 with appropriation code (2F)

Longevity Pay

Budget Office will provide data by end of March

Use appropriation sub account with appropriation code (3D)

Debt Service

Budget Office will provide preliminary data by March 2nd

Use appropriation code (E2)

Identify transfer to as XX-XXXX-XXXX


new appropriation codes sub accounts
New Appropriation Codes / Sub-Accounts

New Appropriation Code for Various Revenues

Estimated Income – Auxiliary Enterprises (IA)

Estimated Income – Educ. Activities and Net Sales/Svcs (IE)

Estimated Income – Gifts in Support of Operations (IO)

Estimated Income – Tuition & Fees (IT)

Estimated Income (I1)** Refer to attachment for most commonly used appropriation codes**

New sub-accounts for “holding” salary reserves:

Sub-account 08 – Reserve “Faculty Temporary Funding” (2C)

Sub-account 11 – Reserve “Staff Temporary Funding” (2M/2D)

No expenditures against the sub-account

All budgets must balance – Revenues & Expenses

No unallocated amounts (i.e. do not use appropriation code 9R nor sub account -99)


bdl training
BDL Training

Budget Overview and BDL Preparation

1604 Campus - JPL 4.3.08 (Assembly Room)

Monday, March 23rd9:00 – 11:00 a.m.

Tuesday, March 24th 1:00 – 3:00 p.m.

1604 Campus – BB 3.04.06 (Business Building)

Friday, March 27th 1:00 – 3:00 p.m.

Downtown Campus - BV 2.134E (Library Classroom)

Thursday, March 26th 9:00 – 11:00 a.m.

Hands On BDL Preparation

1604 Campus - HSS 2.02.02

Wednesday, April 1st9:00 – 12:00 noon

Monday, April 6th 9:00 – 12:00 noon

Tuesday, April 7th 1:00 – 4:00 p.m.

Downtown Campus– BV 2.134E (Library Classroom)

Thursday, Apr 2nd 9:00 – 12:00 noon

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