Presentation Transcript

1. CAHSS Budget Presentation Audience: Department chairs and coordinators Content: College budgetary reporting Overview: Budget projections are submitted using a “MBU Rev-Exp” spreadsheet A review of the MBU spreadsheet follows December 8, 2011 CAHSS budget presentation to department chairs & coordinators by Gina Pierce, Budget Analyst
2. MBU Rev-Exp Spreadsheet : What it is Why we complete it Where the data comes from What it contains How often we update it
3. Keeping it simple….Brief Summary A spreadsheet designed for OAA use, required by the provost To allow for consistent reporting by all Major Business Units (MBU) OAA uses it to track and project budget & expenditures; it is a ‘thermometer’ of our budget position What is it? Why complete it? Who uses it?
4. Brief Summary continued… Revenue (Budget) and Expense projections reported in various broad categories First draft is reported in January of the prior academic year. Updated in October, March, May, with final after the year closes. What it contains: How often updated:
5. Format of the Spreadsheet Total Salaries Benefits OE Communications Travel Library Acquisition Contract Services Info Tech Costs Equipment Misc OE Total OE Total Consists of column headings for: Salaries Perm faculty & DC FERP Lecturers TA’s GA’s Staff MPP’s Student Assistants Work Study
6. Page 1…Spreadsheet Revenue Categories Original Budget Allocations Roll Forward Budget Reductions Salary & Benefit Increases Encumbrance Budgets Readjustment of Allocations Reimbursements Augmentations R/RS Revenue Vacant Position Transfers
7. Page 2…Spreadsheet Expense Categories Major categories: Department/Program Expenses R/RS Expenses Contingencies Cost Recovery Last row contains the balances of all categories (revenue – expense)
8. Step-by-step reviewRevenue Original Budget Allocation Information is distributed from the budget office to the director of academic resources, who forwards to the divisional budget analysts Divided into various salary, benefits, and OE categories Includes changes to position inventory, benefits, shifts in departments This is our base budget allocation
9. Step-by-step reviewRevenue Roll Forward: Distributed from the University Budget Office Excess budget approved by the provost or overspent budget balances are ‘rolled’ into the next academic year NOTE: Excess budget is often scooped and not guaranteed to roll Overspending results in offset against next academic year’s budget
10. Step-by-step reviewRevenue Budget Reductions If budget reduction to base were required, this line would show which categories were affected by the reduction Types of reductions: Reduction to base budget. This line is for reductions that have not yet been applied to base budget but are expected. Examples for 2011/12: reduction for TFD’s Graduate program phase out and reduction due to ITS reorganization.
11. Step-by-step reviewRevenue Salary & Benefit Increases: Examples: Funding for faculty promotions FERP settlement pay-outs
12. Step-by-step reviewRevenue Encumbrance Budget: Distributed from the University Budget Office Encumbrances are unfilled orders – i.e.: a purchase requisition was placed in the prior year and not yet expensed. The encumbrances move the budget forward; they will count against prior years budget when they post
13. Step-by-step reviewRevenue Readjustment of Allocations This line is used to move budget between categories so there is enough budget to cover projected expenses by category. Examples: Move funds from faculty funding to cover chair stipend costs (moves from faculty to staff) Move Supplies & Services budget to cover communications, student assistant, equipment (computer refresh), travel
14. Step-by-step reviewRevenue Reimbursements Specific types of expected revenue listed in this section. Information comes from the OAA, other college offices, and department coordinators (the assigned time information) Categories include: Faculty Governance Sabbaticals CMC Release Time CFA Representation; Statewide Senate representation Other Colleges reimbursement for use of our faculty
15. Step-by-step reviewRevenue Augmentations Funding from the president or provost that is given on a one-time basis to supplement the base budget Examples: TFD Graduate program. In 2011/12 a reduction to base budget of $134,000 was taken due to program reduction. To help with the program phase-out year, a $134,000 augment from the provost was provided. First Street Gallery receives a $24,000 augment to its base budget.
16. Step-by-step reviewRevenue R/RS Revenue This section shows projected revenue fee programs; various R and RS program codes In mid-year updates we use it to show: GWPE: projected earnings above base budget MSF: projected revenue above base budget In the year-end budget update, actual R/RS Revenue is reflected in this section (since actual revenue is known at year-end)
17. Step-by-step reviewRevenue Vacant Position Transfers Changes to positions that are not accurately reflected in the position inventory. Examples: New faculty: OAA funds difference between vacant rate salary & benefit funding and new faculty rate New FERP Faculty: Half of the faculty’s position funding moves to vacant rate; OAA scoops difference between the half-time faculty rate and vacant rate.
18. Step-by-step reviewRevenue Cost Recovery This line is used to show revenue from grants and contracts Information about grants and contracts should come to the College office For 2011/12, cost recovery from two grants are reflected in this section
19. Step-by-step reviewExpense Department/Program Expenses This information is compiled in the college office from various sources Salary & Benefit projections: scheduling worksheets, position inventory data, & other material are referenced when projecting per department expenses Departmental OE expense projection includes encumbrance & roll forward budgets and is based on several factors, including: Current budget allocation Historical costs Projected costs
20. Step-by-step reviewExpense R/RS Expenses This information comes from the college office During yearly updates, this section projects mainly: GWPE (RS002) expenditures MSF Fee expenditures (RS064) Expenditures equal to all other R/RS balances During year-end updates, this sections includes ALL R/RS codes and the expenditures equal account balances. Since R/RS balances will roll, for the purposes of this report they are considered expended so that their balance will not affect our bottom line projection.
21. Step-by-step reviewExpense Contingencies We use this section to report: Reserve budget:$80,000 To help curb historical deficit spending Sick Leave Replacement budget: $75,000 As funds are committed, the cost is reflected in the department expenses Dean’s Discretionary budget: $30,000 As funds are committed, the cost is reflected in the department expenses
22. Step-by-step reviewExpense Cost Recovery This line is used to show revenue from grants and contracts as abatements (negative expenses) When a grant is billed, the revenue is posted as an abatement to offset the cost of the faculty This section is not used in this spreadsheet.
23. Step-by-step reviewBalance The final row on the spreadsheet is “balance” This row subtracts projected expenses from projected revenue per category The far right column, “Total,” reflects any projected excess or deficit as a result of the proposed budget NOTE that benefit costs are not the college’s responsibility to cover; therefore any excess or deficit in the benefit category should be removed from the total.
24. Ending Summary Budget Reporting Is required by the Provost Uses MBU spreadsheet which allows for consistent reporting by divisions Is used as a ‘thermometer’ of our budget position Reports revenue & expenditures by category Is updated about 4 times per year