Provost Area
Division Head Directions for Preparation of
2013-2014 Operating Plan and Budget Request
Each Division Head is responsible for developing a Division level process to ensure the
completion of the 2013-2014 Division Operating Plan Narrative, Summary Charts and Pre-Merit
Budget Request Sheets. Instructions for the submission of the Operating Plan Narrative and
Summary Charts are provided below. Technical instructions for completing the Pre-Merit
Budget Request Sheets and associated details will be provided by the Business Office and can
be found on the Budget Website http://www.uwgb.edu/pboffice/annual.htm
This document provides the format, required summary chart templates, and instructions for
preparing your 2013-2014 Division Operating Plan and Budget Request. The completed
document will represent your Division’s official Operating Plan and Budget Request for the
2013-2014 fiscal year (FY 2014). The Operating Plan should be a clear, concise, and
comprehensive description of how you intend to allocate your Division’s resources to
accomplish established goals and objections.
Your Division Operating Plan and Budget Request must be approved by the Provost before it
is submitted to the Controller’s Office for reconcileation.
Timeline
September 13
The following items will be available on the budgsub drive:
 Pre-Merit Request Spreadsheets
 Master Fee Schedule (for changes to existing fees)
 Compensation Process Guidelines & Request Forms
- Career Progressions and Title Changes (Academic Staff & Limited
Appointments) (Announcement will be sent by HR to all
unclassified staff)
- Base Rate Adjustments (Faculty, Academic Staff & Limited
Appointments)
The following items are available on the Annual Budget Process webpage:
 Fee Change Request Form (for new fees or change requests exceeding
allowable threshold requiring Chancellor approval)
 Budget Timeline
 Budget Instructions
Due Date TBD
August 20, 2012
Unit chairs/directors submit their draft 2013-2014 Operating Plan and
Budget Request to the Division Head. The format and due date for this
submission is determined by the Division Head but should not be later that
September 24
October
SUFAC review of student fee-funded auxiliary budgets.
October 12
Unit chairs/directors submit requests for faculty base rate adjustments and
limited employee/academic staff career progressions, title changes, and base
rate adjustments to the Division Head.
October 15
Division Heads communicate to unit chairs/directors support/non-support
of career progressions, title changes, and base rate adjustments and forward
approved requests to the Provost Office (c/o Dan McCollum).
Oct. 17-22
Division Heads who have submitted requests for career progressions, title
changes and base rate adjustments meet with Provost to discuss requests.
October 26
Provost Office notifies Division Heads of approved base rate adjustment
requests and forwards requests and documentation to Human Resources.
November 2
Unit Chairs/directors submit Laboratory/Classroom Modernization requests
to Assistant Vice Chancellor for Academic Administration.
November 5
Draft Division Operating Plan and Budget Request Narrative submitted to the
Provost (c/o Dan McCollum). See pages 5 and 6 below for a descripton of the
format you should use when submitting your draft plan.
Nov. 12-15
Division Heads meet individually with Provost to discuss the division draft
Operating Plan/Budget Request.
November 19
Unit chair/directors requests for fee increases are submitted to the Division
Head on the appropriate form.
November 30
All requests for fee increases approved by the Division Head are submitted
to the Provost’s Office (c/o Dan McCollum) on the appropriate form.
December 7
Requests are reviewed by Human Resources Office and the Compensation
Review Committee. Provost Office notifies division heads if request has been
approved/not approved/modified by the Compensation Review Committee.
December 9
Compensation Review Committee forwards approved requests for limited
employee/academic staff progressions, title changes, and base adjustments;
and faculty base rate adjustments to the Chancellor.
All requests for fee increases approved by the Provost and needing
Chancellor approval are forwarded to his attention.
August 20, 2012
2
December 30
Chancellor approves fee changes, compensation adjustments & faculty
promotions.
January 4
Division Heads submit final Division Operating Plan and Budget Request
Narrative (See description of format below.) to the Provost Office (c/o Dan
McCollum) Division Heads complete all budget request sheets for review by
Provost Office prior to lockdown.
January 9
Following the Chancellor’s approval, Provost notifies Division Heads
regarding the status of all requests for limited employee/academic staff
career progressions, title changes, and base adjustments; and
faculty base salary adjustments.
Division Heads are informed of fee change requests approved by the
Chancellor.
January 11
Lockout begins. Controller’s Office begins checking Pre-Merit Request Sheet
entries. Estimated increases in the segregated fees, housing and meal plan
rates submitted to UW System.
January 18
Division Heads submit requests to move operations and/or personnel,
remodel existing space, or acquire additional space to the Provost.
January 18 –
March 12
Technical review of pre-merit budget requests.



August 20, 2012
Budget staff review of department submissions, verify request matches
allocation
Manual entry of campus operating budget into the UW System’s 3270
budget software:
o FTE & Personnel Changes – add new staff, delete terminated
employees, add/update vacant positions, faculty promotions,
career progressions, title changes
o Fringe benefits for non-GPR funds
o Supplies & Expenses, Capital, Sales Credits, Aid to Individuals,
Provisional lines for salary increases, etc.
o Distribution of Recruitment & Retention funds, unclassified staff
pay plan and Chancellor 10% (* Assumes approved pay plan rates
are known)
o Update budget request sheets as needed
Preliminary reconciliation of the budget:
o By Department
o By Fund
o By Division
o By FTE
3
January 28
Provost submits 2013-2014 Area Operating Plan/Budget Request to
Business Office.
TBD
Merit worksheets available to Area Leaders for distribution of pay plan
funds (Assuming pay plan rates are known.).
February 8
Division Heads are notified by the Provost regarding the approval/denial of
requests to move operations, remodel existing space or acquire additional
space.
March 15
Auxiliary rates (segregated fees, housing and meal plan rates) submitted to
UW System.
March 15
Provost notifies Division Heads regarding the status of all
Laboratory/Classroom Modernization requests.
Mar 18 – 23
Final reconciliation of campus operating budget and required report.
April 2
Budget and required reports submitted to UW System.
April 30
Division Heads submit a current listing of all positions that may be available
for approval or reallocation beginning with the 2013-2014 academic year and
a proposal for how each position should be allocated, as well as a list of
“special” temporary or project appointments that division heads would like
to affect or amalgamate in the following year, for which no numbered
position is available.
Division Heads submit to the Provost, requests, in priority order, for new
faculty and staff positions in their area.
May 17
Provost notifies all Division Heads regarding the status of new, continuing,
and reallocation of position requests.
May 24
Provost notifies Faculty and Academic Staff of approved progressions,
Promotions and base rate increases
June
Board of Regents approval of Faculty promotions
August 20, 2012
4
2013-2014 Operating Plan and Budget Request Narrative
Division Heads should electronically submit their draft Operating Plan and Budget Request
Narrative to the Provost (c/o Dan McCollum) no later than Monday, November 5. Final
Operating Plan and Budget Request Narratives are due January 4.
Overview/Executive Summary
This section should provide a brief (1 page) overview of your division’s proposed Operating Plan
and Budget Request for 2013-2014.
Strategic Goals, Strategies and Initiatives for 2013-2014
Provide a description of your division’s strategic initiatives and major goals/objectives for 20132014 in this section.
Continuing Allocation
This section should include a description of how you propose to use your continung budget
allocation to support the strategic initiatives and associated goals/objectives established for
2013-2014. This narrative should include the following sections.
1. 2013-2014 Budget Request Summary
Provide a succinct description of how you propose to use your continuing allocation of
GPR, Auxiliary and other funds to support your division’s strategic initiatives and
goals/objectives in 2013-2014. A single table should be included that summarizes total
salary and S&E allocations for each Department (UDDS) in your division.
2. Proposed Changes from 2012-2013
Provide a description, and complete the appropriate chart, for of all proposed
organizational changes, personnel changes, and reallocations being proposed within
your division.
Organizational Changes – complete Chart A, provide a description and brief
rationale for requesting the creation, elimination or change in names of
departments, programs, institutes, etc. in your division.
Personnel Changes – complete charts B-1, B-2, B-3 and C and provide a listing
and brief rationale for any requested personnel changes involving current
employees (i.e., promotions, changes in time, base salary adjustments,
reclassifications & new titles, DCAs) and, if applicable, any sabbaticals that have
been awarded within your division.
August 20, 2012
5
Reorganizations/Reallocations – complete charts D, E, F and G and describe any
reorganizations/reallocations being proposed for 2010-2011. This should include
changes in departmental responsibilities and/or the movement of positions and
other resources across departments within your division. If applicable, include
specific information regarding FTE and salary dollar reallocations.
Fee Changes – complete chart H and describe any proposed fee changes. Also
complete the Fee Change Request form for each proposed new fee or a change
in an existing fee.
Unbudgeted Expenses
This section should include a description of any unbudgeted expenses that you know your
division will be incurring during the 2013-2014 fiscal year. Include a description of the expense,
an explanation of why it cannot be covered through reallocation of existing funds and the
consequences of not receiving funding to cover the expense.
Strategic Planning Needs
This section should include a listing of budget needs (in order of importance) that would
enhance your division’s ability to address the University’s and your division’s strategic goals and
objectives. Each item should include a description of the need, its potential impact on one or
more strategic goals or objectives and the amount of funding needed.
Division Funded Facility Requests
Complete Chart I and describe any proposed facility remodeling plans or requests to move
operations and/or personnel, remodel existing space, or needs for additional space and that
will be paid for from your Division’s continuing budget allocation.
Facility Needs That require Additional Funding
Describe any anticipated facility needs that cannot be paid for using your Division’s continuing
budget allocation, but are needed to support your Division’s ongoing programs and services.
August 20, 2012
6
Operating Plan and Budget Request Summary Charts
Division Heads should electronically submit the Operating Plan/Budget Request Summary Charts
as described below to the Provost Office (c/o Dan McCollum) along with their submission of the
division’s proposed Operating Plan/Budget Request to the Provost no later than January 4,
2013.
The information contained in the summary charts should be complete and accurately reflect
the proposed 2013-2014 Operating Plan and Budget Request including the additions/changes
made to the 2012-2013 approved budget.


Chart A
Chart B-1

Chart B-2








Chart B-3
Chart C
Chart D
Chart E
Chart F
Chart G
Chart H
Chart I
August 20, 2012
Proposed Organizational Changes
Faculty and Academic Staff Promotions, Title Changes and
Base Salary Adjustments
Faculty, Academic Staff and Classified Staff Changes in Time
or Funding Source
Other Faculty, Academic Staff and Classified Staff Position Changes
Sabbaticals
Salary Transfer Across Program Codes and Divisions
Supplies and Expenses Transfers Across Program Codes
Salary to Supplies and Expenses Transfers
FTE Transfers Across Positions or UDDS
Fee Change Requests
Capital Priorities/Facilities Requests
7
Chart A
[Insert Division Name and Number]
Proposed Organizational Changes – All Funds
2013-2014
Fund/
UDDS/Program
Department
Name
Requested Action
Reason for Requested Change
Chart B-1.
[Insert Division Name and Number]
Proposed Faculty and Academic Staff Promotions, Title Changes and Base Salary Adjustments – All Funds
2013-2014
Division
August 20, 2012
Employee Name
Current Proposed
Salary Increase
New
Base
Salary
Justification
Funding
Source(s)
Chart B-2
[Insert Division Name and Number]
Proposed Faculty, Academic Staff and Classified Staff Changes in Time or Funding Source – All Funds
2013-2014
Employee
Name/Position Number
Fund/
UDDS/Activity
2012-13
Budgeted
FTE
FTE
Increase/
(Decrease)
20132014
FTE
Request
Additional FTE is coming
from?
Position
Fund/
Number
UDDS/Activity
Chart B-3
[Insert Division Name and Number]
Proposed Other Faculty, Academic Staff and Classified Staff Position Changes – All Funds
2013-2014
Employee
Name or Budget Line
Identifier/Position Number
August 20, 2012
Proposed Action
Fund/
UDDS/Activity
2012-2013
Amount
Allocated
Increase/
Decrease
2013-2014
Pre-Merit
Request
9
Chart C
[Insert Division Name and Number]
Proposed Sabbaticals
2013-2014
Faculty Name
Fund/
UDDS/Activity
Sabbatical Period
Chart D.
[Insert Division Name and Number]
Salary Transfers Across Program Codes and Divisions - All Funds
2013-2014
From/
To
Incumbent Name/or Other Budget
Line Identifier
August 20, 2012
Pos
#
Fund/UDDS/
Activity
Unit Name
Amount
Transferred
10
Chart E.
[Insert Division Name and Number]
Supplies and Expenses Transfers Across Program Codes Only - All Funds
2013-2014
From
/To
Fund
UDDS/
Activity
Unit Name
Amount
Transferred
Chart F.
[Insert Division Name and Number]
Salary to Supplies and Expenses Transfers - All Funds
2013-2014
From
/To
1
August 20, 2012
Fund
UDDS/
Activity
Unit Name
Increase/
(Decrease)
Note: Supplies and Expense to Salary Transfer requests are not allowed.
11
Chart G.
[Insert Division Name and Number]
FTE Transfers Across Positions or UDDS Requests
102/104/115/402 and Other GPR Funds Only
2013-2014
From
/To
From:
To:
Incumbent Name/ Or Other
Budget Line Identifier
Pos
#
Fund
UDDS/Activity
Unit Name
Increase/
Decrease
From:
To:
From:
To:
Chart H.
[Insert Division Name and number]
Fee Change requests
2013 -2014
Division/Program
August 20, 2012
Fee Description
Current
Fee
Proposed
Fee
Amount
of Change
%
Change
Total Revenue
Projected
12
Chart I.
[Insert Division Name and Number]
Capital Priorities/Projects
2013-2014
Project Description
August 20, 2012
Building
Room #
Cost
Source of Funds
13