The University of Memphis The Office of Financial Planning
Overview • The University Budget Process • University Budget Policy & Administration • Office of Financial Planning • Budget Processes & Services • On-Line Screens • Budget Forms & Procedures
The University BudgetState Funding University FundingRequest THEC Formula Recommendation Governor’s Budget Legislative Appropriation TBR Approval of Proposed Budget University Budget
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%).
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.
Budget Units: Colleges & Schools • Arts & Sciences • Audiology • Business & Economics • Communication & Fine Arts • Education • Engineering • Law • Nursing • University College
Other Academic Divisions • Academic Affairs • Enrollment Service • Extended Programs • Library • International Programs • Research & Graduate School
Administrative & Non-Academic Divisions/Units • Business & Finance • Physical Plant & Planning • Information Systems • Marketing & Advancement • Student Affairs • Presidents Units • Intercollegiate Athletics
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
University Budget Administration Annual Budget Guidelines General Operating Policies, Procedure 2D:01:02A.
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.
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.
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
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)
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
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
FRS Screen 662 • Month: 07 = July
FRS Screen 663 • Month: 07 = July
Monthly Statements can be found in e-Print • FBM090 - Account Statement • FBM091 - Rept. of Transactions • EB529 - HRS Position Control • FB1204 - Dean/Director’s Report
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
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
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
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)
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
Salary Lapse • EB_529 Position Control • By Account • Monthly HRS Report • On • E~Print
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.
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
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
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
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.
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]
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