Budget Year 2011Beginning of the Year Roll Over (1 of 2) • Budget 2011 (FY 10-11) will load into DEFINE from the Budget System on or before Tuesday, August 24th • Original Budgets are based on final BUD documents processed • Budgets include permanent increases recommended by Strategic Resources Planning Council and approved by CMO • Position detail in the BUD documents will NOT load (for information only) • HRMS Fiscal Year Cross Over will occur on weekend prior to Aug 24th • Positions and assignments will load from HRMS automatically based on positions and assignments that are “expected to continue” into the new fiscal year • HRMS load will utilize employees current rate of pay unless a modify document has been processed to reflect increases effective 9/1 (i.e. new Faculty Promotion & Tenure) • DEFINE Funds Checker is turned off for the HRMS Crossover process allowing appointments to be created without regards to sufficient funds. • Therefore, departments will need to review September month end reports and address negative balances as a result of the HRMS Crossover process.
HRMS does not use the Default Account automatically if there are insufficient funds. This holds true for the HRMS Fiscal Year Crossover process. Rather, the default account is utilized by HRMS in situations where there is no funding or only partial funding defined on the position during any portion of the monthly PAID assignment (i.e. salary expense and encumbrances). Budget Year 2011Beginning of the Year Roll Over (2 of 2)
Encumbrance balances in Default Accounts must be funded prior to payroll processing. Default account balances MUSTbe ZERO by July 31st 2010 and remain zero for the remainder of FY 2010. Budget Office provides oversight working closely with Divisional Financial Officers and Default Account Owners on a monthly basis.For more information, refer to established guidelines:http://www.utsa.edu/financialaffairs/opguidelines/3.4.1.html REMINDER: Year End Deadline for Clearing Default Account Encumbrances
Lapse Guidelines Educational & General Funds (14 Accounts) Most E & G accounts lapse at fiscal year end and balances allocated: 50% to appropriate VP’s Reserve account 50% for Central Reserves Any account deficits remaining will be cleared during lapse process E&G balances not subject to lapse and will carry forward include: E&G Reserve accounts (although these balances will be moved to 19 accounts) GIT accounts (balances will be moved to corresponding 19 accounts) Lab Fee accounts (materiality will be subject to review) Special Item Appropriations and Research Development funds (to the amount awarded in the GAA) – must be fully expended at the end of the biennium.
Lapse Guidelines Designated Funds (19 Accounts) M & O 19-7 accounts lapse at fiscal year end and balances allocated: 50% to appropriate VP’s Reserve account 50% for Central Reserves Any account deficits remaining will be cleared during lapse process Designated 19-Accounts not subject to lapse and will carry forward include: 19-accounts sourced from fees and certain central accounts including reserves (list available from Financial Affairs) Facilities & Administration (F & A) 19-8 accounts Official Occasions accounts
Lapse Guidelines Service Centers (18 Accounts) Not subject to lapse (carry forward 100%) Any Surplus/Deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs or Asst. VP Financial Affairs/University Controller. Subject to Service Center Policy for compliance with OMB Circular A-21. Contact Carol Hollingsworth with questions at x4229
Lapse Guidelines Other Fund Groups Year-end balances in the following funds are not subject to lapse and will carry forward: Grant and Contracts (26 Accounts) Auxiliary Enterprise (29 Accounts) Gift/Restricted Funds (30 Accounts) Plant Funds (36 Accounts)