Notes

Outline

Chairs’ Budget Workshop A Presentation by Your Friends in the Budget Office August 10, 2005

Welcome

Agenda

What It’s All About

Budget Office Staff

Budget Office Website

What is Budgeting?

What is Budgeting Really?

Types of Budgets Types of Budgets 1. Appropriated 2. Local 2. Auxiliary 3. Grants

Types of Budgets 1. Appropriated General Fund (tax) money from the Legislature Higher Ed gets 10.5% of $2.2 billion BSU gets 31% of that ($69.9 million) ‘Cost of Instruction’ for Resident Students Certain Student Fees General Education Fees Adds another $39.0 million

Types of Budgets 2. Local Generated Internally Specific Services to Institutional Entities Supported by User Charges E.g. lab fees cover lab costs, not for non-lab related items Could be purchased outside, but can provided more effectively internally E.g. mailing services, duplicating services,  motor pools, and central stores

Types of Budgets 2. Auxiliary Enterprises Fees related, maybe not equal to, Cost Distinguishing Characteristics: Non-Academic Expected to be self-supporting Services focused on individuals & community, not depts of institution Can get Student Fees or other support Cannot get Appropriated $ for Operating Costs Can charge appropriated depts for services E.g. Intercollegiate Athletics, Student Health, Housing, Morrison Center, Select-A-Seat, etc

Types of Budgets 3. Grants Funds received for a specific purpose from a specific entity Considered Short Term Can span multiple years Strictly controlled…“strings attached” “Soft” Funding University reimbursed for Overhead expenses Pre-Award: Office of Research Administration Post-Award: Sponsored Projects Accounting

The Two Primary Codes

The Deptid Code

The DeptID Code

The DeptID Code

Account Codes

The Account Codes

Account Rollup Codes

One More Code…

Program Types Program 01:    Instruction Program 04:    Research Program 06:    Public Service Program 07:    Library Program 08:    Student Services Program 09:    Physical Plant Program 10:    Institutional Support Program 11:    Academic Support Program 12:    Aux. Enterprises (Athletics) Program 13:    Scholarships

The Big Three Reports Very quick, more in Hands On Forms What form to use when Personnel Types, Changes, Fringe, Forms

Reports

Reports: How to Run

Reports

Reports: Which to Use

Budget Action via Forms As You Manage Your Budgets, You May Need to:

Budget Forms Move Budget Around Budget Transfer Redirect Savings Request Additional Budget Create New / Delete Old Departments Change how positions are paid

Budget Forms Budget Transfer

Budget Forms Move Budget Around Budget Transfer Redirect Savings Request for Use of Institutional Salary Savings Request Additional Budget Create New / Delete Old Departments Change how positions are paid

Budget Forms Request for Use of Institutional Salary Savings

Budget Forms Move Budget Around Budget Transfer Redirect Savings Request for Use of Institutional Salary Savings Request Additional Budget Supplemental Funding Request Create New/Delete Old Depts Change how positions are paid

Budget Forms Supplemental Funding Request

Budget Forms Move Budget Around Budget Transfer Redirect Savings Request for Use of Institutional Salary Savings Request Additional Budget Supplemental Funding Request Create New/Delete Old Depts DeptID Request/Maintenance Change how positions are paid

Budget Forms DeptID Request/Maintenance

Budget Forms Move Budget Budget Transfer Redirect Savings Request for Use of Inst. Salary Savings Ask to Additional Budget Supplemental Funding Request Create New / Delete Old Departments Dept. ID Request/Maintenance Change how positions are paid E-EAF or BPAR

Forms: Which to Use

Personnel

Types of Employees

Benefit Eligibility What Employees are Benefit-Eligible?

Fringe Benefits What are the Fringe Benefits?

Fringe Benefits Calc How to Calculate Fringe Benefit Costs

Personnel Forms

Personnel Forms

Personnel Forms

Budget Lingo

Budget Lingo

Part II: Scenarios Common Situations & Strategies to bring this all together…

WRAP UP A Presentation by Your Friends in the Budget Office August 10, 2005

The Bottom Line

The Process Works

New Budget Form Request to Circumvent the Normal Process

Wrap Up

Budget Office Staff

The End

Chair’s Budget Workshop A Presentation by Your Friends in the Budget Office August 10, 2005