Budget Office. Budget Office Staff Russ Williams – Assoc VP Budget, Planning & Analysis 1-7928 Cathy Holley – Director, Budget, Planning & Analysis 1-6053.

Budget Office

Budget Office Staff

• Russ Williams – Assoc VP Budget, Planning & Analysis 1-7928

• Cathy Holley – Director, Budget, Planning & Analysis 1-6053

• Tom Northcutt – Budget Team Leader 1-4115• Michelle DeLoach – Budget Analyst 1-2642• David Kernaghan – Budget Analyst 1-4114

Budget Office Daily Functions

• Review and approve EPAR’s (Electronic Personnel Action Request).

• Review and approve ER’s (Employment Request) AKA Critical Hire Form.

• Set up HR Account code tables.• Review and Process BTR’s (Budget Transfer

Request) AKA Budget Amendment.• Review and process Establish Budget Forms.

Budget Office Daily Functions (cont’d)

• Set up Non-Sponsored (Restricted) Project Budgets.

• Work with Financial Accounting to resolve budget checking errors for :– Payroll – P-Cards – Phones

• Work with departments to resolve budget checking errors (Requisitions, Check Requests).

EPAR’s (Electronic Personnel Action Request)

• What actions initiate an EPAR for Budget to approve:– Funding Distribution Change.– Ad Hoc Salary Change that has been approved by

HR (confirmation of funding).– EPAR training is provided by HR. Please send an

email to [email protected] to request training.

EPAR

PARNo Longer Used

Do not use this form, submit EPARInstead.

Review and Approve ER’s

• The budget office must verify funds are available (by funding source(s)) for an Employment Request prior to HR posting the position.

• The ER form is located on the HR website. http://gru.edu/hr/talent-acquistion-management/documents/gruemploymentrequest021513.pdf

• The Faculty ER form is located on the HR Website. http://www.georgiahealth.edu/faculty/office/Recruitment/GRU%20FER%20Revised.pdf

Employment Request form

Blue highlighted areas required for Budget Office approval.

Faculty Employment Request Form

Blue highlighted areas required for Budget Office approval.

Approval to Fill Critical VacancyNo Longer Used

Use Employment Request or Faculty Employment Request forms instead of this form.

Set up HR Account Code Tables• What is a HR Account Code Table? The HR account code table is a 22 digit

account code that is set up for each funding CFC (Chart Field Combination). The CFC’s are used in the Budget Table to establish the funding source to be used on Payroll for a particular position.

Example CFC: 3030001010000521100002Department Fund Account Sequence

BTR (Budget Transfer Request)• The BTR is located on the BPA website at http://www.gru.edu/finance/budget/ .

– Click on “Budget Forms”. – Click on “Budget Transfer Form”.

• This form can be used to move funds from one department to another.

• This form can be used to move funds to PS from NPS.

• This form can be used to move funds between Travel, Supplies(Operating) and Equipment.

BTR (cont’d)

• This form can be used to move Personal Services from one department to another.

• NOTE: State Appropriation and Tuition funds cannot be moved from Personal Services to Travel, Supplies or Equipment. Request to move these funds should be submitted to Russ Williams, Assoc. VP BPA.

BTR (cont’d)

• To amend your budget, please review the Instructions for Budget Transfer Form that are on our website.

• If you need any additional information or would like for someone to walk you through the form, please contact the Budget Office.

• Funds can only be moved within the same Fund and the same Class.

• The College/Department Financial Person must approve BTR.

Budget Transfer RequestIf you are transferring money to or from a current position please indicate the position number in the assigned block below. You will also need to put the effective time period that this transfer is for in the appropriate box.

Requesting Department:______________________________

Permanent or Temporary Transfer: Temp Date: 11/21/2006

Transfer From Transfer To

Account Fund Department Program Class Project Pos.#

Effective Time

Period Amount Account Fund Department Program Class Project Pos.#

Effective Time

Period Amount

1) 700000 10000 02120000 11100 11000       (5,000) 600000 10000 02120000 11100 11000       5,000

2)                                    

3)                                    

4)                                    

5)                                  

6)                                    

7)                                    

8)                                    

9)                                    

10)                                    

11)                                    

12)                                    

EXPLAIN WHY FUNDS ARE AVAILABLE       EXPLAIN WHAT FUNDS WILL BE USED FOR      

  (TOTAL) (5,000)   (TOTAL) 5,000

MOVE FUNDS FROM SUPPLY TO TRAVEL  

Requested by: Dean/Director Approval: Entered By:     cc:

  (name)   (name)         (date) (name)     (date)      

Budget Amendment FormNo Longer Used

Do not use this form, use the Budget Transfer Request form instead.

Establish Budget Form

• Establish Budget is to increase existing budget or establish a new budget.– Revenue must exceed budget or justification of

new revenue must be submitted.

• There must be an Expense line and a Revenue line.

• Fund and Class must be the same.

Establish Budget FormGeorgia Regents University

Establish Budget FormFY ________

Check one:

x Current Year Revenue/Expense

  Prior Year-Carry over Revenue/Expense

Permanent or Temporary Transfer: Temp  

Establish Revenue

Account Fund Dept. I.D. Program Class Amount

1)

2)  

3)            

4)            

5)            

6)              

7)              

EXPLANATION OF REVENUE  

          (TOTAL) 0

Establish Expense

Account Fund Dept. I.D. Program Class Project/Grant Amount

1)

2)

3)

4)

5)              

6)              

7)              

EXPLAIN HOW FUNDS WILL BE GENERATED  

          (TOTAL) 0

Name Date Name DateRequested by: Dean/Director Approval:

Date Date

Verification - Carry over   Budget Approval: (Fax 1-7355)    

    Entered By:  

Set up Non-Sponsored (Restricted) Budget

• A non-sponsored (Restricted) budget is a budget that requires a project id that is not a Research Grant ( Funds 20010 thru 20200).

• The Non-Sponsored Budget form is located at: https://portal.georgiahealth.edu/portal/page/portal/forms/Finance/Controller/ControllerFinancialAccounting/non_sponsored_proj.pdf

• Submit the form to the Financial department by email at [email protected] with a copy of the contract. Do not send to the Budget office.

• Financial department will forward to the Budget Office to establish the budget.

• If it is a Foundation account, approval from Foundation is required first.

Budget Checking Errors

• The budget office works closely with Financial Accounting to resolve budget checking errors for Payroll, P-Cards and Phones. These errors are sent to the departments and/or the Budget office.

• To resolve a budget checking error the following may be done by the department:– Submit a BTR to move funds to cover the error. – Submit a new CFC for the error.

BTR to cover Budget Checking Error

• When a BTR is submitted to cover a budget checking error, the department needs to ensure that the movement of funds will not cause other errors.

• If the error is a payroll error, the department needs to determine if an EPAR needs to be submitted to change the distribution.

• A department should not have the same budget checking error two months in a row.

Changes for Summerville Campus

• Personal Services Budget• Personal Services Fringes• Personal Services Encumbrances• Non Personal Services• F&A Funds (Indirect Funds)• Additional Pay• Original Budget

Personal Services Budget

• The budget for Personal Services is loaded as a lump sum (Approp Level).

• The budget for Personal Services will not show individual account codes (Org Level).

• Departments will need to track Part-time Faculty, Summer Faculty, Casual Labor, and Student Assistant Funds.

Personal Services Fringes

• Each department is responsible for fringes: FICA, FICA MED, Retirement, Health, and Life.

• Changes in the department fringe cost must be covered by the departments current operating budget.

• The budget office does not monitor the budgets to determine if additional fringes are needed.

• If a department determines additional fringes cannot be covered with current operating budget, then the department should contact the College/Department Financial person. (Current list included at end of slide, each area may update as needed).

Personal Services Encumbrances

• Personal Services cannot be encumbered at GRU.– Due to the tremendous volume of Sponsored

(Restricted) accounts, Personal Services Encumbrance is not available on the GRU System.

– Grants account for 20% of the Personal Services and have start and end dates that vary. There is an average of 914 grants each year.

Non Personal Services

• Postage and Phone are not Encumbered.• Budget office does not monitor NPS expenses.

The department will need to monitor and review to ensure charges are correct and funds are available to cover outstanding items.

• The last day to spend NPS funds is the last working day of May.

F&A Funds

• F&A funding is determined by Senior Leadership in April for the upcoming Fiscal Year.

• F&A funds are not automatically allocated to an area based on a prior year allocation.

Additional Pay• Monthly Employees:

– For faculty employees, the approval of the Provost is required.– For non-faculty employees, the approval of HR Class and

Compensation is required.– Once proper approval is received, an EPAR Additional Pay must be

submitted to Payroll.• Bi-Weekly Employees:

– An “Authorization For Extra Duty Employment” form must be completed and sent to HR Class and Compensation for approval. This replaces Additional Pay for bi-weekly employees.This must be done before the employee can perform the extra duty. No EPAR is needed for bi-weekly extra duty pay. https://portal.georgiahealth.edu/portal/page/portal/forms/Administration/HR/ClassificationAndCompensation/GHSU%20Extra%20Duty%20Form%203.1.11.pdf

Original Budget

• The Original Budget is built by the college/department in the March/April timeframe.

• Individual Training is in February for personnel that will be building the original budget. It is mandatory for new users to go through the training before given access to Budget Prep.

Reconciling your Budgets

• To reconcile your budget, please, review the“PeopleSoft 8.9 Reports and Inquires” PowerPoint presentation on Controller’s web page. http://www.georgiahealth.edu/finance/controller/finacctg/ps89_delivered_reports_karen_version.ppt

• Most of the reports used to reconcile the budget are taught in the monthly class given by the Controller’s office – Delivered Reports & Inquiry.

College/Department Financial Person Contacts List

• Colleges:– CAHSS: Tina Zimmerman– CAHS: Melissa Walker– CDM: Terrie English– CGS: Shayla Ricks– MCG: Kelly Callaway– CON: Allen Edmunds– IPPH: Barbara Wilcox– HCB: Crystal Vincent– COE: Tammie Vickery– CSM: Sherry Moore

College/Department Financial Person Contacts List

• Academic Support – Contact Bonnie Troiano to determine who is responsible for the budgets in their areas.

• Enrollment Management/Student Services - Contact Cecilia Bailey.

• Research Support - Contact Bonnie Troiano to determine who is responsible for the budgets in their areas.

• Communications and Marketing – David Brond• Advancement – Jennifer Russ

College/Department Financial Person Contacts List

• Controller’s – Jim Jones• Environmental Health and Safety – Risa Kitchens• Materials Management – Sharon Quick• ITSS – Lillian Samsunden• Human Resources – Diana Morris• Facilities Management - Aisha Lavin• Public Safety – Roxie Bush• Auxiliary – Scott Whitfield• Athletics – Gamellia Davis

Q & A