Budget Process Guide FY2016-17 Process... · exceed the base budget total in the Budget FY16 column 6. Compare the increases/decreases from the FY16 budget 7. Explain changes/adjustments

Budget Process Guide FY2016-17

Transition Departments will submit budget requests on Excel

worksheets – operating budget and salary/position roster

The look of the operating budget worksheet is a screen in the Hyperion budget system

The budget office will enter data into Hyperion Budget System for the FY2016-17 budget

A small group of Admins will be trained in Hyperion position management

FY2017-18 budget process will be completed in Hyperion by all departments

2

indicates documents on Budgets, Planning & Analysis web page

Contents Budget Process Calendar 4 Key Dates 5 Base Budget Worksheet 6

o Instructions 7 o Education & General (E&G) 8 o Designated 9 o Restricted 10 o Auxiliary 11

Transfer Worksheet o Instructions 12 o Worksheet 13

Salary/Position Roster o Instructions 14 o Worksheet 15

Check List 16 Resources 17 Evaluation & Questions 18 3

Calendar PR

OCE

SS

DATE ACTION BY WHOM February 17 (2:00pm-3:30pm) February 19 (1:30pm-3:00pm)

Budget Process overview session with University Admins/Staff Budget Office

February 22 Instructions and worksheets emailed to departments Budget Office

February 22 - March 11 Departments update budget worksheets Departments

REVI

EW

March 14 Departments submit budgets to President, Vice Presidents and Provost (no later than March 14th)

Departments

March 14 - March 25 President, Vice Presidents and Provost review and approve department budgets

President, Vice Presidents and Provost

March 28 Approved budgets submitted to budget office (no later than March 28th) Departments

Fina

l August 22 - August 31 Budget loaded into UT Share Budget Office

September 1 Budget available in UT Share

4

Key Dates

Submit budgets to management for approval Submit approved budgets to budget office

5

March 14th

March 28th

Base Budget

Current Year Funds Estimated Income Expenses Transfers

New Fiscal Year Funds Remain within current

year funds Estimated Income Expenses Transfers

6

Base Budget Worksheet

Instructions 1. Enter the department proposed

budget 2. Make sure the salary totals agree

with the Salary/Position Roster by position classification (AP, CL, FAC)

3. Enter estimated income 4. Enter Transfer In and Transfer Out 5. Department Total Entered cannot

exceed the base budget total in the Budget FY16 column

6. Compare the increases/decreases from the FY16 budget

7. Explain changes/adjustments to the FY17 budget in a separate file to be submitted with the budget worksheet

The worksheet is locked except for the column in

yellow.

This is so the worksheet can be uploaded into the Hyperion software system

after they are returned back to budgets

Budget must balance (revenue/transfers =

expenses) No Ending Balances

7 FY2015 Actual data is included for your information


Education & General (E&G)

8

$899,476 = Department Total Entered

CC Number CC Description Hyperion GL Actuals Budget Budget Budget Office Proposed Budget Department Proposed Budget FY15 FY15 FY16 FY17 Inc/(Dec) % Inc/(Dec) FY17 Inc/(Dec) % Inc/(Dec)

20000X Sample Worksheet 51101 SW Admin Prof 581,901 703,830 637,465 637,465 0 0% 630,000 (7,465) -1% 20000X Sample Worksheet 51201 SW Classified 94,893 90,700 96,661 96,661 0 0% 96,660 (1) 0% 20000X Sample Worksheet 51210 SW Classified Temp 0 120,608 120,608 120,608 0 0% 120,608 0 0% 20000X Sample Worksheet 50205 SW Non Tenure Track 0 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 54407 Communication Device 100 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 67106 Official Occasion -104 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 67620 Miscellaneous Expenses 0 44,742 44,742 44,742 0 0% 52,208 7,466 17% 20000X Sample Worksheet 62101 Trvl In St Public Trans -44 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 62201 Trvl Out St Public Trans 151 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 54402 Longevity Pay 9,728 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57101 Prem Share Active Suppl 49,117 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57105 Prem Share 90-Day Wait Period 1,582 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57302 OASI Employer Match 43,324 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57501 Teacher Retirement Match 26,853 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57502 Optional Retirement Match 16,808 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57503 Optional Retirement Supplement 4,838 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57504 Teacher Retirement 90-Day Wait 328 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57603 VSL Assessment 6,866 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57701 Workers Compensation 772 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet 57702 Unemployment Compensation 357 0 0 0 0 #DIV/0! 0 #DIV/0! 20000X Sample Worksheet FTE Admin and Professional 0 0 4 4 0 0% 4 0 0% 20000X Sample Worksheet FTE Classified 0 0 2 2 0 0% 2 0 0%


Designated

9

$1,043,000 = Department Total Entered


31000X Sample Worksheet 70400 Tran IntraFund In 0 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet TRNSFR In Designated Tuition 508,132 496,000 521,500 521,500 0 0% 521,500 0 0% 31000X Sample Worksheet 51101 SW Admin Prof 260,962 261,000 274,050 274,050 0 0% 275,000 950 0% 31000X Sample Worksheet 50205 SW Non Tenure Track 200,000 200,000 210,000 210,000 0 0% 210,000 0 0% 31000X Sample Worksheet 63002 Postal Services 13 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 54402 Longevity Pay 52 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 57101 Prem Share Active Suppl 8,335 35,000 37,450 37,450 0 0% 36,500 (950) -3% 31000X Sample Worksheet 57302 OASI Employer Match 12,932 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 57502 Optional Retirement Match 14,312 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 57503 Optional Retirement Supplement 4,120 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 57603 VSL Assessment 4,610 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 57701 Workers Compensation 521 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 57702 Unemployment Compensation 45 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet 71400 Tran IntraFund Out 2,230 0 0 0 0 #DIV/0! 0 #DIV/0! 31000X Sample Worksheet FTE Admin and Professional 0 0 5 5 0 0% 5 0 0%


Restricted

10

$100,000 =Department Entered Total


55000X Sample Worksheet 45100 Gifts for Operations 0 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 70400 Tran IntraFund In -51,000 50,000 50,000 50,000 0 0% 50,000 0 0% 55000X Sample Worksheet 60303 Advertising Services 5,500 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 63001 Consumable Non-Office Supplies 1,100 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 63003 Office/Computer Supplies 0 35,000 50,000 50,000 0 0% 50,000 0 0% 55000X Sample Worksheet 63004 Food for Research 8,718 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 64031 Rental Furn_Equip 1,120 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 67106 Official Occasion 56,516 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 67107 Official Occasion Student 106 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 67113 Co Sponsorships 1,750 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 67645 Registration Fees Empl 850 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 62106 Trvl In St Meals_Lodging 96 0 0 0 0 #DIV/0! 0 #DIV/0! 55000X Sample Worksheet 71400 Tran IntraFund Out 15,000 15,000 0 0 0 #DIV/0! 0 #DIV/0!


Auxiliary

11

$2,001,002 =Department Entered Total


47000X Sample Worksheet 70320 Tran IntraUnit In -57,165 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 70400 Tran IntraFund In -1,000,501 1,000,501 1,000,501 1,000,501 0 0% 1,000,501 0 0% 47000X Sample Worksheet 60104 Other Professional Services 36,600 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 63001 Consumable Non-Office Supplies 2,510 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 63003 Office/Computer Supplies 1,100 905,301 905,301 905,301 0 0% 910,501 5,200 1% 47000X Sample Worksheet 63004 Food for Research 41 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 63103 Furnishings & Equip Ed 1,040 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 63163 Computer Equip Controlled 1,062 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 63201 Magazines Subscriptions 931 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 67106 Official Occasion 5,141 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 67108 Flowers 2,229 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 67645 Registration Fees Empl 964 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 62101 Trvl In St Public Trans 6,652 42,000 42,000 42,000 0 0% 45,000 3,000 7% 47000X Sample Worksheet 62105 Trvl In St Incidental 204 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 62106 Trvl In St Meals_Lodging 2,032 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 62109 Trvl In St Parking 639 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 62201 Trvl Out St Public Trans 4,251 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 64601 Scholarship Fellow Citizen 257,630 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 71320 Tran IntraUnit Out 83,867 0 0 0 0 #DIV/0! 0 #DIV/0! 47000X Sample Worksheet 71400 Tran IntraFund Out 7,200 53,200 53,200 53,200 0 0% 45,000 (8,200) -15%

Transfer Worksheet

Instructions 1. Complete one transfer worksheet

for each cost center that has transfers in and/or out

2. Enter the “In” and “Out” for each transfer

3. Record the “Total Transfer In” on the Base Budget Worksheet

4. Record the “Total Transfer Out” on the Base Budget Worksheet

5. All transfers must agree with the Transfer Worksheet and Budget Worksheet on the other cost centers

6. Communicate transfer information to other departments so the amounts agree across cost centers

The worksheet is not locked. If necessary, you

can add more rows.

~~Questions~~ Call or email your Budgets,

Planning & Analysis Resource

12

Transfer Worksheet

All Fund Groups

13

Department # Cost Center #

CC Number CC Description Hyperion GL Transfer In $ Transfer Out $ Transfer Description

470000 Sample Worksheet TRNSFR in Designated Tuition 521,500.00 Transfer from Designated Tuition 470000 Sample Worksheet 70400 Tran IntraFund In 100,000.00 Transfer from Cost Center 350000 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In 470000 Sample Worksheet 70400 Tran IntraFund In

470000 Sample Worksheet 71400 Tran IntraFund Out (1,500.00) Transfer to Cost Center 47000A

470000 Sample Worksheet 71400 Tran IntraFund Out (3,000.00) Transfer to Cost Center 47000B

470000 Sample Worksheet 71400 Tran IntraFund Out (2,500.00) Transfer to Cost Center 47000C 470000 Sample Worksheet 71400 Tran IntraFund Out 470000 Sample Worksheet 71400 Tran IntraFund Out 470000 Sample Worksheet 71400 Tran IntraFund Out 470000 Sample Worksheet 71400 Tran IntraFund Out 470000 Sample Worksheet 71400 Tran IntraFund Out 470000 Sample Worksheet 71400 Tran IntraFund Out 470000 Sample Worksheet 71400 Tran IntraFund Out

Total 621,500.00 (7,000.00)

Salary/Position Roster

Instructions 1. Review current position data 2. Document all changes in the

“Notes” section 3. Add new/missing positions to the

bottom of the list and include a Note

4. Position moves need to be documented in the Notes section including where the position moved to

5. Complete reconciliation of all positions and total salaries

6. Add salary totals by Employee Class (AP, CL, FAC) on the Base Budget Worksheet under the Hyperion GL account

7. Changes noted on the roster are not automatically updated in UT Share

Position data pull – February 16th

~~Questions~~ Call or email your Budgets,

Planning & Analysis Resource

14

Salary/Position Roster

15

Empl ID Name Position Position Descr Job Code

Empl Class FTE Pay

Group Permanent Bdgt Amt Annual Rt Cost

Center Dept ID Distrb %

1000000000 Sample Employee 10000000 AVP 10000 AP 1.000000 MON 104000.00 104000.000 200000 100000 100.000

1000000000 Sample Employee 10000000 Administrative Assistant I 10000 CL 1.000000 MNF 47189.00 47189.000 200000 100000 100.000

1000000000 Sample Employee 10000000 Executive Assistant 10000 AP 1.000000 MON 83381.00 83381.000 200000 100000 100.000

1000000000 Sample Employee 10000000 Administrative Associate 10000 CL 1.000000 MON 75000.00 75000.000 200000 100000 100.000

1000000000 Sample Employee 10000000 Director 10000 AP 1.000000 MON 189139.00 189139.000 200000 100000 100.000



Check List

Complete & Reconcile Contact & Submit Complete Base Budget

Worksheet for all cost centers

Complete Transfer Worksheet for all transfers

Reconcile and update Salary/Position Roster

Record any notes regarding changes made

Contact your Budgets, Planning and Analysis Resource with questions

Submit approved Base Budget Worksheet, Transfer Worksheet, Salary/Position Roster and any notes to [email protected] no later than March 28th

16

mailto:[email protected]

Betty Scammell Email: [email protected] Phone: 2-6033 Academic Analytics & Operations Business Affairs Campus Operations Information Technology

Debbie Pennington Email: [email protected] Phone: 2-3891 Business Engineering Liberal Arts Science

17

Crystal Garner Email: [email protected] Phone: 2-7235 Architecture, Planning & Public Affairs Communications Development & Alumni Relations Education Research Administration/UTARI Student Affairs

Patty Parrott Email: [email protected] Phone: 2-9497 Faculty Affairs Global Education Outreach & Extended Studies Honors College Human Resources Library Nursing & Health Innovation Social Work UTA Fort Worth Center

Ginnie Cary Email: [email protected] Phone: 2-0929 Academic Affairs/Provost Athletics President University College University Compliance & Legal Affairs

All documents including this Guide are located at https://www.uta.edu/business-affairs/budgeting/






Evaluation Please provide feedback

~~Questions~~

18

Budget Process Guide FY2016-17 Process... · exceed the base budget total in the Budget FY16 column 6. Compare the increases/decreases from the FY16 budget 7. Explain changes/adjustments

Documents