senior vp academic affairs fy 15 budget guidelines

8/12/2019 Senior VP Academic Affairs Fy 15 Budget Guidelines

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Colleges and Entities Reporting to the SVPAA

Budget Instructions

Fiscal Year 2014-2015

I. Overview

1. The following guidelines should be followed by colleges and entities reporting to the SVPAA. Thiswill help expedite the budget process. Please contact Sandy Hughes at 581-6455 or Cathy Anderson at581-6940 if you have any questions about the new process.

2. Budget data should be entered into the BPC budget system. Three (3) copies of the budget narrative andapplicable reports should be submitted to the Office of the Senior Vice President for Academic Affairs

(SVPAA) prior to the budget meeting. This will give us an opportunity to review the budget materialsprior to the meeting and let you know if there are any questions or additional information that might beneeded. The exact dates for your budget meeting and when your budget materials are due will be sent

to you in a separate email.

3. Each entity will present its budget to Senior Vice President Ruth Watkins. We will be piloting an effortto create a campus budget advisory committee. Several senior faculty and campus leaders will also take

part in your budget meeting. We will contact each college/entity to schedule a date and time for thepresentation.

4. Upon review, and after any necessary meetings, you will be notified in writing when your budget isapproved.

5. During FY15, you will be able to review budget variance reports to help you monitor your budgets.II. Items of Note

1. The following reports are required for each college/entity:a. Fund Summary (This is a report available in BPC which is the name of the budget system.)

b. Employee Detailc. Salary Justification, if applicabled. SVPAA Recurring Support Commitmentse. Departmental radar profiles from Academic Analytics. The basic productivity radar for each

department in your college will be helpful.

2. We are requesting that you submit [in BPC] an all funds-all area budget this year so that we are ableto consider the overall fiscal needs and priorities of the University. Historically we have only required

budget submission to include information related to State Funds (fund 1001). The BPC system includedtools to assist in budgeting and reporting at the fund level and we have made every effort possible to

notify and train staff in this process. Please direct specific questions or concerns regarding fund levelbudgeting to Sandy Hughes in the budget office.

3. As in prior years, the following information will be available within BPC:a. Personnel Data as of January 15, 2014


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or two explaining how you expect grant funding for FY2015 to compare toFY2014.

Part D: Gifts/New Revenue Include a discussion about any anticipated philanthropy or new revenue thatyou are anticipating that will be material to your budget.

Part E: Salary Program Salary budget guidelines will be distributed in March after the Legislative

session ends. Include in this section of the budget narrative a brief

description of how the college/entity applied the guidelines.

Part F: Cash Reserves Include a discussion in this section of the projected cash balance at June 30for State Funds and provide an explanation of what the funds are reserved

for. Also, include in this section a discussion of the entitys cash reservesfor other funds. No explanation is required for fund groups with minimalchanges between FY2014 and 2015.

Part G: Support The required report SVPAA Recurring Support Funds, noted in section II.1. d., above should be included in this section. This report will list currentsupport funding agreements and new request should not include on this

report. Please verify the chartfields as well as the start and end dates ofthese commitments. Notify Sandy Hughes in the Budget Office prior to yourmeeting with the SVPAA of any corrections you believe are necessary tothe information on this report.

Please outline modest requests for new resources that you believe wouldfacilitate progress toward your goals, assist you in advancing campus

priorities within your college, and/or connect your efforts with those ofother colleges. It will be particularly informative if any requests that youmake indicate a parallel commitment of college and departmental resources,

and/or consider how initial investment of campus funds can be transitionedto college and departmental responsibilities over time.

Part H: One-time Expenses Describe any material one-time expenses you are anticipating for FY2015.Examples of one-time expenditures include the following: equipment and

remodeling/construction costs, recruitment expenses and other non-recurring expenses.

Note: You can budget these transactions in detail within the BPC system ifyou wish. Amounts designated as one-time for either revenues or expenseswill be shown separately from the operational section of the Fund Summary

Report.

Part I: FY16 & FY17 Impacts Include a discussion of issues that you are aware of that will materiallyimpact FYs 2016 and 2017 that have not been discussed in any other

section of the budget narrative.

Part J: Other Please feel free to include other information and exhibits that will helpexplain your budget.

senior vp academic affairs fy 15 budget guidelines

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