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The University of Memphis
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  1. The University of Memphis The Office of Financial Planning

  2. Overview • The University Budget Process • University Budget Policy & Administration • Office of Financial Planning • Budget Processes & Services • On-Line Screens • Budget Forms & Procedures

  3. The University BudgetState Funding University FundingRequest THEC Formula Recommendation Governor’s Budget Legislative Appropriation TBR Approval of Proposed Budget University Budget

  4. University Budget Process • Budget Planning linked to the University’s mission, & based on the latest forecasts for state funding, enrollment, & fee revenues. • State Appropriation Request for operating funds submitted to THEC(Tennessee Higher Education Commission). • Budget requests by Units under pre-established planning assumptions(Typically budgets of 97%, 100%, and 105%).

  5. University Budget Process • Budget hearings held for all major budget units. • Budget allocations finalized through the University’s Budget Advisory Committee. • Submission of July & October budgets for approval by TBR (Tennessee Board of Regents). • Approved budget loaded to FRS.

  6. Budget Units: Colleges & Schools • Arts & Sciences • Audiology • Business & Economics • Communication & Fine Arts • Education • Engineering • Law • Nursing • University College

  7. Other Academic Divisions • Academic Affairs • Enrollment Service • Extended Programs • Library • International Programs • Research & Graduate School

  8. Administrative & Non-Academic Divisions/Units • Business & Finance • Physical Plant & Planning • Information Systems • Marketing & Advancement • Student Affairs • Presidents Units • Intercollegiate Athletics

  9. University Budget ProcessSummary of the Cycle Forecasts: Funding, Fees, & Enrollment Request for State Funds Assumptions: Reductions &/or Allocations October Revised Budget Planning: Goals & Objectives Budget Hearings & Decisions Approved July Budget Budget Development & Revisions Proposed Budget to TBR

  10. University Budget Administration Annual Budget Guidelines General Operating Policies, Procedure 2D:01:02A.

  11. University Budget AdministrationGeneral • Departmental expenditures are to be made in accord with the approved budget. • Budget is administered through accounts & object classifications. • Designated department officials administer account budgets, correct overages, & initiate revisions to the current approved budget.

  12. University Budget AdministrationBudget Revision Approvals* • Department Heads: Shifts between operating objects. • Dean/Directors: Transfers between depts, major objects, or group salaries. • Provost/Vice Presidents: Base budget changes, transfers between units, salary changes, salary lapse exceptions. • President: New activities, positions that increase the count, salary exceptions, commitments for new future funding. * See policy for complete description.

  13. Office of Financial Planning Sharon Hayes Director 678-2117 3538 Deborah Keeney 2118 Deborah Becker Associate Director Senior Budget Analyst Budget Questions, Salary Lapsing Auxiliaries, Carryforwards Special Budget Issues Research & Analysis Marcia Arruda Marilyn Cleaves 3903 3904 Budget Analyst lll Budget Analyst I Online BR Approvals, Online BR's Salary & Budget Revisions Online BR's, Online BR Approvals Salary & Budget Revisions Susan Hance 2117 Office Associate BR Status / Org Charts, New Positions Timekeeping Location

  14. Office of Financial Planning • Budget Reporting to Departments • Position Control • Salary Lapse • Research Splits • Budget Revisions • Carryforwards • Revenues • Base Budgets • Online Inquiry (FRS & HRS Screens are available)

  15. Office of Financial Planning • Budget Development & Preparation • Base Budget (July) • Current Budget (Revised & Estimated) • TBR Personnel Budget • FRS Budget Revisions • Balanced entries online via DAS • Other revisions - forms entered by FP

  16. FRS SCREENS • 022 BASE BUDGET • 019 Current YR Budget • 625 Transaction Inquiry • 626 List Budget Transactions • 029 List SL Actual Data • 662 Monthly SL Account Summary • 663 Monthly SL Actual Data

  17. FRS 022 Base Budget

  18. FRS 019 Current Year

  19. Screen 625 Budget Transactions use 021

  20. List of Budget Transactions

  21. FRS Screen 029

  22. FRS Screen 662 • Month: 07 = July

  23. FRS Screen 663 • Month: 07 = July

  24. Monthly Statements can be found in e-Print • FBM090 - Account Statement • FBM091 - Rept. of Transactions • EB529 - HRS Position Control • FB1204 - Dean/Director’s Report

  25. FBM090

  26. FBM090

  27. Office of Financial Planning • Position Control-Funding & Count • TBR-authorized count by classification • Monitor position budgets • TBR approval required for increase in count • Salary Increase Programs

  28. Office of Financial Planning • HRS Budget Revisions • Revision of a position • Position create/delete • Paper forms - entered by FP • Budget & Position Analysis & Reconciliation • FRS & HRS System Reports • Ad Hoc Reports

  29. HRS SCREENS • APB-Account Position Budget • L64 - Lists positions by account • LDA - Actual Expense by Account • LDE- Actual Exp by Individual • U63 - Funding by Position • LDT – Labor Distribution

  30. L64 - Position by Account

  31. APBAccount Position Budget

  32. LDA - Actual Expenses

  33. LDE - Individual Actual Expense

  34. LDT – Labor Distribution

  35. U63 Funding Balances Re Revised Funds: 22,757.00 Obligations (14,952.65) Actual ( 504.15) (15,406.80) Total FY02-03 Salary Salary Lapse ( 6,471.46) To be Lapsed ( 878.74) ( 7,350.20) Total Salary Lapse ---------------- --------------------- Totals 22,757.00 (22,757.00) Salary Lapse ( 6,471.46) To be Lapsed ( 878.74) ( 7,350.20) Total Salary Lapse ___________ ___________ Totals 22,757.00 (22,757.00)

  36. Office of Financial Planning • Salary Lapsing • Carryforward of Year-End Balances • Follow-up on deficit accounts • Salary Turnover • Appropriation Request • Submission to THEC • Formula Analysis

  37. Salary Lapse • EB_529 Position Control • By Account • Monthly HRS Report • On • E~Print

  38. EB_529 Position Control by Account

  39. EB_529 Total Page for Account

  40. University Budget AdministrationCarryforwards • Carryforward of year-end balances: • At this time year-end policy has not been approved • Carryforward of negative year-end balances: • At this time year-end policy has not been approved • No carryforward of salary objects.

  41. Salary Turnover • Base salary adjustments now managed per division level discretion • Current year adjustments handled centrally to the extent current salary lapse is available • Out-of-Cycle approvals • Salary increases sent to TBR with budget cycle

  42. University Budget AdministrationOther • Expenditures are charged to the correct account without regard to available balances; if necessary, a revision to transfer funds should be processed. • Under Board policy the number of positions is controlled by category • academic, administrative, professional, support

  43. Budget Forms & Procedures • FRS Budget Revision (form) • Submitted by Units after appropriate approvals; typically used for new activities, budget reductions and all HRS revisions. • Online FRS Revision (via DAS) • Electronically submitted; typically used for transfers between accounts and/or shifts between objects. • Base or Current • Must be balanced

  44. HRS Budget Forms & Procedures . . . • Request for a Position Revision • Used for changes to positions budgeted in HRS including new or deleted positions, salary increases, position splits, and salary lapses. • New Position Create • Required for any new position. • A position must be established (a number is assigned), funded, and approved before an employee can be hired or placed on the payroll. • Academic Staffing • Used to Lapse Instruction Positions and fund Limited Instruction Positions.

  45. Financial Planning Forms http://bf.memphis.edu/forms/finance Budget Revision: Short Form [Web] [PDF] [Excel] Budget Revision: Long Form [Web] [PDF] [Excel] FY05 Budget Proposal Form [Excel] Form FP-02: New Position Detail [Web] [PDF] Request for Position Redistribution [Excel] Request for Position Revision [Web] [PDF] [Excel] U of M Academic Staffing: Lapse Full Positions [Excel] U of M Academic Staffing: Fund Limited Positions [Excel]

  46. University Benefits • If the Benefit flag on 006 Screen in FRS =N • Salary Benefits object code 2XXX • GA Fee Waivors object code 4762 • Longevity object code 1180 object code 1280 object code 1380

  47. Questions ?