Academic Controller Council Meeting How Can We Be Better Stewards of Our Resources? January 14, 2009
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Academic Controller Council Meeting
How Can We Be Better Stewards of Our Resources?
January 14, 2009
Better Resource Stewardship: What are the issues?1. Annual vs. academic budgeting (Fall
semester comes last instead of first)2. Our returnable suggests unused resources3. Budget categories sometime constrain units4. Budget surpluses are sometimes used in
suboptimal ways5. We have not mastered the principal of
consecration
A Change to Appropriated BudgetsUnits will be encouraged to “turn in” un-
needed budgets by May 31 for reallocation.In exchange, units will immediately receive
back 50% of the amount turned-in as “flexible budget.”
These new, flexible funds will expire on December 31 of the year given.
This will not affect the Resource Planning process or existing carryovers (1%, equipment, access devices, etc.)
We will re-allocate the budget “turned-in.”
BYU Budget Modification Proposal Illustration 1: Unused Budget
Current
Original Budget $1,000,000
Revised Budget $1,000,000
Actual Expenditures $950,000
Difference $50,000
RE-CAP
Over-Expenditure Reduction
$0
1% Carry-Over $10,000
Returnable $40,000
BYU Budget Modification Proposal Illustration 1: Unused Budget
Current Proposed
Original Budget $1,000,000 $1,000,000
Voluntary Budget Reduction
NA ($20,000)
Flexible Budget Share NA $10,000
Revised Budget $1,000,000 $990,000
Actual Expenditures $950,000 $950,000
Difference $50,000 $40,000
RE-CAP
Over-Expenditure Reduction
$0 $0
1% Carry-Over $10,000 $10,000
Returnable $40,000 $30,000
Additional Resource Available
NA $10,000
BYU Budget Modification Proposal Illust. 2: Overspent Budget
Current Proposed
Original Budget $1,000,000 $1,000,000
Voluntary Budget Reduction
NA ($20,000)
Flexible Budget Share NA $10,000
Revised Budget $1,000,000 $990,000
Actual Expenditures $1,010,000 $1,010,000
Difference ($10,000) ($20,000)
RE-CAP
Over-Expenditure Reduction
($10,000) ($20,000)
1% Carry-Over $0 $0
Returnable $0 $0
Additional Resource Available
NA $10,000
Questions we are likely to be asked Is my unit required to participate?
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary.
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to?
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11.
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11. When would I get this flexible budget?
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11. When would I get this flexible budget? At
the same time you submit your budget adjustment.
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11. When would I get this flexible budget? At
the same time you submit your budget adjustment.
When does the flexible budget expire?
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11. When would I get this flexible budget? At
the same time you submit your budget adjustment.
When does the flexible budget expire? It must be given by May 31 and expires at year end.
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11. When would I get this flexible budget? At
the same time you submit your budget adjustment.
When does the flexible budget expire? It must be given by May 31 and expires at year end.
Will this affect my 1% carryover?
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund
11. When would I get this flexible budget? At
the same time you submit your budget adjustment.
When does the flexible budget expire? It must be given by May 31 and expires at year end.
Will this affect my 1% carryover? No.
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund 11. When would I get this flexible budget? At the
same time you submit your budget adjustment. When does the flexible budget expire? It must
be given by May 31 and expires at year end. Will this affect my 1% carryover? No. If I make a voluntary budget reduction, will I
permanently lose that budget?
Questions we are likely to be asked Is my unit required to participate? No, it’s
voluntary. What funds does this apply to? Only Fund 11. When would I get this flexible budget? At the
same time you submit your budget adjustment. When does the flexible budget expire? It must
be given by May 31 and expires at year end. Will this affect my 1% carryover? No. If I make a voluntary budget reduction, will I
permanently lose that budget? No.
Questions we are likely to be asked How can we use this flexible budget?
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover.
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.?
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t!
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t! Will this affect how my unit does Resource
Planning?
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t! Will this affect how my unit does Resource
Planning? No.
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t! Will this affect how my unit does Resource
Planning? No. What would the administration do with the
budget it collects?
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t! Will this affect how my unit does Resource
Planning? No. What would the administration do with the
budget it collects? Reallocate it for university priorities.
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t! Will this affect how my unit does Resource
Planning? No. What would the administration do with the
budget it collects? Reallocate it for university priorities.
When would this begin?
Questions we are likely to be asked How can we use this flexible budget? The
same way you would use your 1% carryover. How will this affect other budget carryovers
like equipment, software, etc.? It won’t! Will this affect how my unit does Resource
Planning? No. What would the administration do with the
budget it collects? Reallocate it for university priorities.
When would this begin? January 1, 2009
Questions we are likely to be asked
Note: This doesn’t eliminate the need for Board approval of projects over $100,000.
Questions. . . a Great idea whose time will come . . .
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