planning, budget & analysis self-supporting budget training workshop page 1

Planning, Budget & Analysis

Self-Supporting Budget Training Workshop

What’s New

Account Purpose Why do you have this account? (e.g. F&A

distribution to support lab research).Revenue Detail

The detail behind the different revenue sources? (e.g. $231/student x 18000 students = $4,158,000).

Overview & Quick Reference

What is a budget?

Why do we budget?

When do we need to budget?

Who prepares the budget?

How is a budget built?

What is a budget?

A Budget is a list of planned revenue and expenditures used as a tool for assessing performance and providing for internal management controls.

Why do we budget?

Budgets create a structure for both planning operations (hiring, major equipment purchases, moves, etc.) for the coming year and assessing actual performance throughout the year.

When do we need to budget?

There are three primary ‘budget triggers’:Board of Regent Requirements

Position Control Requirements

Fund (the first four digits of the account number) Requirements

Board of Regents requirements

Each fiscal year all self-supporting budgets with total budgeted expenditures greater than $25,000 must be approved by the Board of Regents.

For budgeting purposes, ‘total budgeted expenditures’ excludes expense objects 39 (recharge), VT (voluntary transfers out) and 79 (reserves). All other expense objects (10,11,12...25,30 and so on) are included in the $25,000. In other words, if the amount on is over $25,000, the budget will be submitted to the Board of Regents.

Form 1, Part 2, line 19

Self-Supporting Budget Request

Back

Position Control requirements

A budget must be in the system before any wages or salaries can be paid from expense object codes:

10 (Letter of Appointment with or without benefits) 11 (Professional) 12 (Graduate) 14 (Classified) 15 (Student Wages/Temporary Labor). Remember fringe (obj. 16) must be budgeted

Fund requirements

The following funds require that a budget be in place before any expenditure activity can be processed: 1201, 1202, 1204, 1206, 1208,1210, 1211,1212, 1213,1300,1317,1318, 1319, 1407, 1504, 1505, 1506, 1700,1701, 1702, 1703, 1704, 1705, 1708, 1709, 1711, 1712 Once an account is part of a budget required fund, it remains in that fund, even if activity decreases below $25,000 per year.

Fund requirements Continued…

The Controller’s Office can only change an account to a budget required fund as part of the ‘fiscal year opening’ procedures. You may request that an account be moved to a ‘budget required’ fund if you find expenditures or encumbrances are frequently occurring before revenues are received. The Budget Office may request that an account be changed to a ‘budget required’ fund if both current year actual expenditures and projected expenditures are > $25,000 or if the trend over the past few years indicates the account will be reportable to the Board of RegentsPlease remember to change the account numbers on all employment documents and in the comprehensive position lists (via CBE) if the fund is changed to a ‘budget required fund’.

Who prepares the budget?

Preparing an effective budget requires a joint effort between the people responsible for managing the fiscal operations (tracking purchases, making deposits, processing PAFs and budget revisions) and those who understand and manage the non-financial activities giving rise to the account. These non-financial activities include generating the revenues, managing projects, determining when renovations, relocations or equipment replacements will occur.

Steps to building a budget

Download budget form

from PBA website

Review and print the budget

Complete budget request

form

Gather financial reference reports

Gather position data

Forward original to the

appropriate office for review,

typically the Dean’s or

Budget offices

Getting to the PBA websiteWWW.UNR.EDU/BUDGET

Fiscal Year 2016 Long Form for Accounts > $25,000

Download Selfs Long Form

Selfs16long(2).xlsx

Saving FormClick on Enable Editing. Then save form to your directory.

Gather position data

PLEASE NOTE..SOME PEOPLE DO NOT HAVE

ACCESS TO THIS APPLICATION

Getting Position data

Getting Position data

Comprehensive Position listing

Getting Position data continued…

3. Get Report

2. Your Account

1. Curr Yr


CPL DATA


Open and Print the CPL

FY POSNO FAO_ACCOUNT VPRES DEAN DEPT FULL_NAME JOB_TITLE EARN_CD CONT_TYPE RANK_GRADE_STEP ADDL_DUTIES CL_MERIT_DT EPR ANNUAL_FTE SALARY FRINGE UPLOAD NOTE EMP_TYPE TENURE_STATUS

2015 41… YOUR ACCT # VP DEAN YOUR DEPT EMPLOYEE NAME EMPLOYEE TITLE CODE GRADE/STEP MERIT DATE EPR? 1 38483.58 13834.55 NO EMPL TYPE

2015 42… YOUR ACCT # VP DEAN YOUR DEPT EMPLOYEE NAME EMPLOYEE TITLE CODE GRADE/STEP MERIT DATE EPR? 1 34019.61 14367.24 NO EMPL TYPE

Getting Financial Reference Reports

Getting Financial Reference Reports

Organizational Summary by Object

1. Most Current Period

2. Your Account Number

3. Get Report

Getting Current Year Account Activity

Print this report

Getting Operating Detail

Organizational Summary by Object and Sub-Object

Getting Operating Detail

3. Get Report

1. Current FY

2. Your Account

Current year operating detail

Print this report

Self-Supporting Budget Request Form 1 – Part 1

Forecasting Methods

Self-Supporting Budget Request Form 2

Forecasting Methods

• Straight three year average:• ($200,000(YR1) + $220,000(YR2) + $215,000(YR3)) / 3 = $211,667

• Three year weighted average:• ($200,000(YR1) x .5) + ($220,000(YR2) x .3) + ($215,000(YR3) x .2) =

$209,000• Current YTD plus previous year actual:

• $150,000(Current year to date as of end of February) + $45,000(Previous year actual March-June) = $195,000

• Current YTD annualized:• $150,000 YTD at end of February / 8 months x 12 months = $225,000

• Current YTD:• Sometimes, revenue/expense occurs in a very compressed time frame

so current YTD is a reasonable amount.

These are just a few forecasting methods. You may develop one that works well for your particular budget.

BACK

Self-Supporting Budget Request Form 1 – Part 2

Self-Supporting Budget Request Form 1-Part 2


Your Best

Guesstimate

Auto P

opulates

Self-Supporting Budget Request Form 3A

Your Best

Guesstimate

Auto

Popul

ates


Auto Populates

Notes Page

Difference of 25% or > Form 4 – Explanation

Same reference letter as in Form 4


Sign, date and send the forms to your Dean’s Office when completed.

Total Revenue must equal Total Expenditures

Self-Supporting Budget Request 1311 Funds

ONLY revenue source for fund 1311.

This represents the total funds available to budget.

These columns are not meaningful in a 1311(Foundation) account.

This amount must be equal to or less than the Current Appropriation.

= A – (B + C)

A B C

Self-Supporting Budget Request Recharge

This is the budget submitted to PBA by the original due date.

At the start of each August, PBA makes automatic budget revisions to all budgeted accounts to make the budgeted balance forward equal to the current appropriation.

Recharge Accounts: Recharge accounts are used to account for services charged by one department to another department. We put the reimbursement amounts in an expense object (39) so we don’t double count revenue in our financial statements. Each recharge account may carry two months of operating cash without having to adjust recharge rates or justify them to the Controller. For this account, this limitation would be calculated as follows: The sum of A(expenses in objects 10-30)/12 mos x 2 mos.=$62,479. This means that up to $62,479 may be budgeted in reserves(object 79) in addition to any “prepaid” amounts relating to ongoing operations.

A


We at PBA are here to assist you should you have difficulty completing these forms. However, it is important that each of you complete a budget request form on your own. If you continue to have difficulty, feel free to contact your budget officer for assistance:

Vince Johnson 682-8807 Dane Apalategui 682-8808 Christy Sireika 682-8815 Peggy Bohn 682-8814

Budget Calendar

April 15, 2015 – Merit information due in the Contract and Budget Entry(CBE) system.May 1, 2015 - Signed hard-copy self-supporting budget forms due in Planning, Budget & Analysis, mail stop 0118.May 15, 2015- Budget Account Lines are frozen in the Contract and Budget Entry system.

Le Fin

This concludes our This concludes our presentation. If you have any presentation. If you have any questions or need additional questions or need additional assistance, please call your assistance, please call your

budget officer. Thank you and budget officer. Thank you and Happy Budgeting.Happy Budgeting.

planning, budget & analysis self-supporting budget training workshop page 1

Documents

budget office

effective budget

primary budget triggers

fund requirements

budgeted page

board of regents requirements

account numbers

fiscal year