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FY2007 WEB-BASED BUDGET DEVELOPMENT PROCESS “A” FUNDS Developed and Presented by The Budget Office & eBusiness So PowerPoint Presentation
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FY2007 WEB-BASED BUDGET DEVELOPMENT PROCESS “A” FUNDS Developed and Presented by The Budget Office & eBusiness Solutions. Budget Office Objectives. 1) Provide convenient tool for submitting base budget changes 2) Eliminate use of Excel workbooks

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Developed and Presented by

The Budget Office


eBusiness Solutions

budget office objectives
Budget Office Objectives
  • 1)Provide convenient tool for submitting base budget changes
  • 2) Eliminate use of Excel workbooks
  • 3) Establish the FY07 base budget amount for each unique Department/Fund & object code combination
  • 4) Improve data control and processing:
      • Safeguard core data
      • Reduce consolidation errors
      • Better use time verifying budget information - not creating spreadsheets and pasting changes
  • 5) Allow sufficient time to compile the Board of Trustees Budget Document
  • 6) Enable an accurate and timely posting of FY2007 base budget to the general ledger
general information tuition fees
General Information – Tuition & Fees
  • Tuition & Fees
  • Request for changes was due March 6
  • Academic units – Tuition estimates
    • Tool to determine the average E & G tuition received per credit hour – you have to know how many credit hours your unit will generate
    • Three years of tuition data available by semester in DataWarehouse
    • Unless there is a known decrease in student enrollment, units can plan tuition budget that is AT LEAST the amount it is this year
    • If tuition does not look reasonable we will return it or increase it in consultation with the Provost/VPRHS offices
  • Failure to budget tuition at the expected level results in a significant
  • variance of budget to actual, increased carryforward, and causes the
  • recalculation of the tax to be inaccurate
  • University tuition increase
  • HEPI cap, HEPI + $250/semester
general information pay package
General Information – Pay Package
  • Pay Package & Retirement
  • Currently, the House Ways and Means Budget includes a 3% pay increase-across the board for all classified employees and ‘without uniformity’ for unclassified
  • The State only funds a portion of the pay increase and the difference will have to be covered by tuition revenue
  • The employer portion of the retirement contribution goes up .5% beginning July 1, 2006 and another .5% beginning July 1, 2007
  • There are no new funds allocated to cover this increase
general information
General Information
  • Service Units
  • Review unit description by March 31, email to follow by March 21
  • User Fee changes were due March 1
      • Requests for changes to the administration and to Administrative Council
  • All Units

One-time graduate assistant funds

      • The third and final installment of the graduate supplement funds was allocated in FY2006


      • The request for initiatives went out on February 1 and responses are due back to the Budget Office by April 14
      • Initiatives must be approved and ranked by the appropriate Vice President before being submitted to the Budget Office

E funds

      • A review of all E funds was completed in January and early February
      • Units with deficit balances were notified that these must be resolved by fiscal year end
      • Another review will take place in late May
budget development basics
Budget Development Basics
  • January 31, 2006 budget is the starting point
    • “Freeze” on permanent transfers was January 20
    • Units can still make non-recurring transfers – but any changes since February 1 are not reflected in the base FY2007 budget
  • Why this date ?
    • More than half-way through the fiscal year
    • Fall tuition is in, tuition reports provide ability to estimate for Spring
    • Allows time to complete budget adjustments and prepare the web-based system
    • Possible that this will be pushed later next year
non recurring budget changes
Non-Recurring Budget Changes
  • Budget Office Adjustments – NON-RECURRING
  • Examined all non-recurring budget transfer changes processed through January 2006
  • Removed non-recurring 3’s
  • Within responsibility - 36400/36500
  • Outside responsibility - 363XX/368XX
  • Carryforward 31533/31534
  • Removed 8XXXX transfers other than the tax codes

For the Evening Program under RCCE, put back in an ESTIMATE for transfers out 86100, and put back in the offsetting ESTIMATE for transfer in to the academic units who participate

  • To offset changes in resources, expenditure objects were changed
    • If the BD could be reversed back to the expenditures objects that were used, they were offset
    • If we could not tell what object was used, 50000 was offset
recurring permanent budget changes
Recurring (Permanent) Budget Changes
  • Budget Office Adjustments –RECURRING
  • Recurring 3’s:
  • Within responsibility - 37400/37500
  • Outside of responsibility - 373XX/378XX
  • Rolled up to tax
  • For service units, this increased the tax in 81150
  • For academic units, this created a tax in 81150
  • This is different from last year –
  • For the base budget development in FY2006 we rolled the taxes together and for academic units lowered their “tax out” 86160 by the amount of the permanent transfers
  • Also moved some state appropriations dollars around last year – attempt to avoid this year

Permanent Budget Changes– Impact on Tax

  • For the FY2007 base budget development - the Budget Office moved all permanent transfers to the tax
  • Object code 81160 – “tax in” for the academic initiatives – was not used to transfers funds to the units
  • Preference was to have these transfers come in via the 3’s to be able to see the source
  • Examples:
    • If an academic unit received permanent FEI funds, the source was 37302
    • If an academic or service unit received permanent tenure and promotion funds, the source was 37360
    • If an academic or service unit received a permanent transfer from any unit, the source was 373XX
    • If an academic or service unit sent a permanent transfer to any unit, the transfer was 378XX
    • Permanent transfers inside a responsibility- 37400/37500 worked the same way – the tax was shifted one department/fund to another
  • “Rolled-up” the tax codes
      • Tax in – 81150 and 81160 are combined
      • Tax out - 86150 and 86160 are combined
  • Academic Units
  • Tax out was recalculated based on new allocation factors
  • Base tax workbooks will go out later this week

$ 92,791,599

$ 13,896,498

$ 4,838,345



  • FY2006 Base 86150
  • FY2006 BOT Allocations – Increased 86150
  • FY2006 BOT Academic Allocations – 86160
  • FY2006 Total Tax
  • FY2007 Base 86150
units can
Units Can…
  • Change existing resource and expense budgets within current allocation

Units cannot use 31500 or tax codes 81150/ 81160/ 86150/86160

Units should not budget any pay package increase

Units may budget retirement increase of .5%

  • Enter unit dollar changes and comments at the object code level
  • Budget additional resources

Excluding the University tuition increase and carry forward

  • Drill down on Dept/Fund to see all changes processed by the Budget Office
  • Add object code for a new revenue or new expenditure budget
  • Establish new Dept/Fund accounts and budgets
  • *Must submit account memoranda by May 5, 2006
  • Make comments for Budget Office
  • Confirm that resources – expenses = zero at the Dept/Fund and responsibility unit level
object code 50000
Object Code 50000
  • Units may need to budget and/or reallocate amounts in 50000
  • This object code may be used but should be reserved for holding funds that do not have a specific use at the time the budget is developed
  • Example – excess carryforward
your work is complete when
Your Work is Complete When…
  • Unit budgets are changed and comments are provided, if necessary, at the object code level by May 5, 2006
  • Account memoranda are submitted for newly established Department/Fund accounts
  • Unit budgets do not have debit amounts in revenue object codes and credit amounts in expenditure object codes
  • All resources and expenditures are equal
  • You send your budget analyst an e-mail indicating you have completed your budget entry
web based budget development dates
Web-based Budget Development Dates
  • Web-based budget tool available for all units beginning Monday, March 20
  • Budget Office will email when the system is up
  • All units will have until Friday, May 5 to complete
  • When you are finished, please email your budget analyst

Template will go out Thursday, April 6, 2006

Due back in Budget Office by Friday, April 14, 2006

carryforward workshop
Carryforward Workshop
  • Wednesday, April 5, 2006
  • UTS Auditorium
  • First Session – 9:00 - 10:00
  • Second Session – 10:30 - 11:30
  • Register by emailing Ashley Grant
  • All are welcome