Budget Preparation Manual
FY 2015-16
January 2015
Table of Contents
Introduction .................................................................................................................................................................................................1
Purpose .....................................................................................................................................1
Strategic Plan: Impact 2015 ......................................................................................................1
Challenges ................................................................................................................................1
The Process ...............................................................................................................................................................................................3
Initial E&G Budget Submission (BUDRPT16) and Updated Scenarios .....................................3
E&G General Fund Operating and Capital Equipment (Non-Academic Enhancement Funded)
Line Item Budget Requests .......................................................................................................6
E&G Special Programs, E&G Self-Supporting, and Auxiliary Budget Requests .......................7
Academic Enhancement Department/College Line Item Budget Requests ..............................8
Academic Enhancement Department/College Equipment Replacement and Project
Requests ...................................................................................................................................9
Presidential Strategic Planning Grants (Centers of Excellence and Innovative Programs)
Budget Requests.....................................................................................................................10
E&G Graduate Assistantship Budget Request ........................................................................10
E&G Student Employment Budget Requests ..........................................................................11
E&G General Fund Residual Budget Carryforward Program ..................................................12
E&G Special Programs, E&G Self-Supporting, and Auxiliary Carryforward Program .............12
Academic Enhancement Carryforward Program .....................................................................13
Definitions ...............................................................................................................................13
Appendices ..............................................................................................................................................................................................14
APPENDIX A - Academic Enhancement Equipment Replacement Form ..............................14
APPENDIX B - Academic Enhancement Project Request Form ............................................15
APPENDIX C - E&G Graduate Assistantship Budget and Process Flowchart .......................16
APPENDIX D – E&G Graduate Assistantship Alternate Funding Source for Stipend and/or
Waiver Form............................................................................................................................17
APPENDIX E –E&G General Fund Operating & Capital Budget Available Balances Example ..................................................................................................................................18
APPENDIX F - E&G General Fund Carryforward Template - Example...................................19
APPENDIX G - E&G General Fund Carryforward Narrative - Example ..................................20
Introduction
Purpose
The purpose of this manual is to assist departments/offices and divisions in the preparation of the following
budget requests:
•
•
•
•
•
•
•
E&G General Fund operating and capital equipment (non-academic enhancement funded)
E&G Special Program, E&G Self-Supporting and Auxiliary revenue, salary and benefits, operating, and
capital
Academic Enhancement-department/college
Academic Enhancement-department/college equipment replacement and project (replaces academic
equipment requests)
Presidential Strategic Planning Grants
E&G Graduate Assistantship
E&G Student Employment
Budget preparation, like planning, is a multi-level, bi-directional process involving communication from the
President, Vice Presidents, Deans, Directors, and Chairs. Ultimately financial management is decentralized to
managers who are held accountable. Budget requests should be based on divisional priorities that are consistent
with approved University strategic initiatives and goals. This manual will detail how and when communication
should take place in order to arrive at budgets that support unit activities and processes, the strategic plan, and
overall University operations for the upcoming fiscal year.
Strategic Plan: Impact 2015
Impact 2015 (http://www.bloomu.edu/documents/strategic/StrategicPlan2015.pdf) continues to provide a plan for
institutional priorities and resource allocation. One of the top twelve priorities for strategic plan action steps is:
Assess current programs, services, operations to develop a balanced and sustainable budget (Strategic Plan
Action Step 2.1.b).
As part of the annual budget process, the Vice Presidents and Deans are responsible for working with campus
constituencies to carry out this initiative.
President Soltz plans to continue funding, up to $100,000, the Presidential Strategic Planning Grant program.
This program supports the strategic plan by funding new innovative projects and the development of Centers of
Excellence and Innovative Programs, both of which lead to academic excellence, fiscal sustainability, enhanced
enrollment management, and a stronger sense of community. The Foundation will match the University’s
contribution up to $100,000, bringing the total funding available for the 2015 Presidential Strategic Planning Grant
program to $200,000. Detailed instructions for submitting Letters of Intent (proposals) for the 2015 Presidential
Strategic Planning Grant program will be disseminated to all units in late January 2015. An introductory grant
writing session for any individual or team considering submitting a proposal will be held in mid-February 2015.
The 2015 Presidential Strategic Planning Grant award recipients will be announced and funded in December
2015.
Challenges
As communicated in the Fall 2014 E&G Budget Update
(http://www.bloomu.edu/documents/budget/BudgetUpdateFall2014.pdf), the University continues to face several
key challenges which affect its ability to develop and sustain a balanced budget:
•
•
•
•
Unlikely return of State appropriation to former levels
Stagnant enrollment demographics/statewide seniors trending down
Increased fixed costs in salaries/benefits (hospitalization and employer share of retirement contribution, for
example)
Funding for facilities renewal
1
•
Unfunded liabilities for postretirement health benefits and pensions
Due to the transition to a new governor, the Governor’s Executive Budget recommendations are expected to be
released the first week of March 2015 (as opposed to the first week of February) and be passed by the General
Assembly on or around June 30, 2015. Although the Board of Governors took action at their October 2014
meeting to request full state appropriation funding to close the projected FY 2015-16 funding gap system-wide,
based on current trends, this is unlikely to be enacted. As we deal with this challenge and those listed above, the
process for developing budgets will need to be flexible and subject to timely revision based on information
received throughout the current year. As information becomes more concrete, updates will be communicated.
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2
The Process
Initial E&G Budget Submission (BUDRPT16) and Updated Scenarios
The initial E&G budget for FY 2015-16 (also known as “BUDRPT16”), presented below, was submitted to
PASSHE on September 2, 2014. This budget was part of a BUDRPT submission which included figures for the
fiscal year just completed (FY 2013-14), the current fiscal year (FY 2014-15), and the budget request year (FY
2015-16). The following salient assumptions, most of which are required by PASSHE as part of the budget
submission process, were used for the initial FY 2015-16 E&G budget submission:
•
•
•
•
•
•
•
•
0.0% tuition increase
0.1% annualized FTE enrollment increase
0.0% increases for the following fees which comprise the majority of the E&G fee revenue: Technology
Tuition, Academic Enhancement, and Transportation
0.4% appropriation decrease due to changes in the allocation formula
Full complement (assumes all vacancies will be filled); salary/wage and benefit increase assumptions align
with PASSHE assumptions which include a 0.0% increase for salaries and wages
No changes to E&G base operating/capital budgets
CPI increases included, where appropriate, for non-E&G base operating/capital budgets
Increase in transfers for debt service (campus steam plant upgrade project)
FY 2015-16 INITIAL E&G BUDGET SUBMISSION (BUDRPT16; September 2, 2014)
Educational and General Fund (General, Special
Programs, Self-Supporting)
E&G Revenue/Sources
Tuition
Fees
Total Tuition and Fees
State Appropriation
All Other Revenue
Use of Carryforward Fund Balance *
Total Revenue/Sources
E&G Expenditures and Transfers
Compensation Summary:
Salaries and Wages
Benefits
Subtotal, Compensation
Services and Supplies
Capital Expenditures
Transfers
Total Expenditures and Transfers
FY 2015/16
$
$
$
$
81,227,239
16,038,681
97,265,920
32,731,312
4,375,801
4,138,034
138,511,067
$
72,571,514
38,346,150
110,917,664
27,611,698
1,665,816
3,916,883
144,112,061
Revenues/Sources less Expenditures/Transfers
$
(5,600,994)
FY 2014/15 Identified Funding Challenge*
Total FY 2015/16 Budget Challenge
$
$
(2,912,579)
(8,513,573)
$
*Carryover from prior fiscal year; included in use of carryforward line on initial
budget submission as a "placeholder" while the institution works to implement
its budget improvement initiatives.
3
Subsequent to the initial E&G budget submission (BUDRTP16), the Board of Governors took action to request a
$49.9 million increase in state appropriation funding to close the projected FY 2015-16 funding gap system-wide.
This action, although not necessarily representative of the Board of Governors position on FY 2015-16 tuition
rates, may indicate reluctance to approve a tuition increase for FY 2015-16. Given the uncertainty around the
sustainability of the current funding patterns for both state appropriation and tuition, the institution spent significant
time during the Fall 2014 semester developing a per-credit tuition pricing pilot proposal for all undergraduate
students. This proposal was approved by the Bloomsburg University Council of Trustees and submitted to
PASSHE in December 2014 and approved by the Board of Governors on January 22, 2015. In addition to
producing a number of positive impacts on our students and creating a pathway for achievement of several
strategic enrollment management goals, the per-credit tuition pricing plan for all undergraduate students allows the
University to structure its tuition revenue, the largest portion of revenue, in a more sustainable way.
The table below illustrates the positive impact that per-credit tuition pricing for all undergraduate students will have
on the institution’s projected tuition revenue ($7.36 million) and net revenue ($4.32 million) for FY 2015-16 in
comparison to model currently in place which charges a flat, full-time tuition rate for all undergraduate students
enrolled in 12-18 credits. The “Current Model FY 2015/16” column in the table below updates the initial E&G
submission (BUDRPT16) outlined above with the following assumptions: a). 3% tuition increase based on
updated enrollment projections as of the Fall 2014 15th day enrollment; b). one step increase for unionized
employees/3% salary increase for non-represented employees, and c). the inclusion of year one of the
institutional scholarship program for high achieving students approved by the Bloomsburg University Council of
Trustees on November 3, 2014. The “Per-Credit Pricing Pilot Proposal FY 2015/16” also includes the assumptions
of a). one step increase for unionized employees/3% salary increase for non-represented employees and b). the
inclusion of year one of the institutional scholarship program for high achieving students approved by the
Bloomsburg University Council of Trustees on November 3, 2014. The additional projected tuition revenue
generated by charging all undergraduate students tuition on a per-credit basis ($7.36 million) is built into the tuition
revenue line along with an associated increase in the funds set aside for institutional aid line item ($3.04 million).
The additional funds set aside, beyond the $200,000 approved by the Council of Trustees, are part of the percredit tuition pricing program for all undergraduate students to ensure that those students whose new or continued
enrollment may be impacted by a per-credit pricing model are not adversely affected.
PER-CREDIT PRICING IMPACT ON FY 2015-16 E&G BUDGET
Current Model
FY 2015/16
Per-Credit Pricing Pilot Proposal
FY 2015/16
(3% Tuition Increase)
Tuition Revenue
1
All Other Revenue
Total Revenue
2
Compensation Expenditures3
4
All Other Expenditures & Transfers
Funds Set Aside for Institutional Aid
Total Expenditures & Transfers
Revenues Less Expenditures
$82,612,774
$89,976,183
$53,145,794
$135,758,568
$53,145,794
$143,121,977
$112,265,135
$112,265,135
$32,368,044
$200,000
$144,833,179
($9,074,611)
$32,368,044
$3,243,544
$147,876,723
($4,754,746)
1
Tuition revenue is based on updated enrollment projections which include Fall 2014 official
enrollment.
2
Source: BUDRPT16 all other revenue. Does not include use of carry forward funds.
Source: BUDRPT16 less use of carry forward funds, escalated by one step increase for unionized
employees/3% salary increase for non-represented employees; FY 15-16 benefit increases
included in BUDRPT16 figures.
4
Source: BUDRPT16 less use of carry forward funds.
3
4
Although a state appropriation increase was requested, it is unlikely to be enacted. However, for illustrative
purposes, if the General Assembly were to enact the increase requested, Bloomsburg University would gain
approximately $4.22 million of additional state appropriation funding (based on the new allocation formula and
assuming no changes in enrollment or square footage). This increase in funding would decrease the projected
deficit still remaining after the implementation of the per-credit pricing plan for all undergraduate students from
$4.75 million to approximately $539 thousand based on the assumptions detailed above.
In addition to the per-credit pricing plan for all undergraduate students, the institution is working on several other
long-term budget improvement initiatives, most of which are underway. These initiatives, widely discussed in
campus budget briefings, focus on:
• Academic workforce planning and program cost review
• Net revenue generation initiatives: targeted enrollment increases (new and continuing students);
additional pricing pilots; potential new or enhanced fees
• Labor cost improvement initiatives
• Support programs review and prioritization
While our institutional reserve provides a short-term alternative to help close the gap while we continue to work on
the long-term budget improvement initiatives outlined above, it is not a long-term, sustainable solution.
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5
E&G General Fund Operating and Capital Equipment (Non-Academic Enhancement Funded)
Line Item Budget Requests
Initially, base budgets will be distributed to divisions at the same levels as FY 2014-2015. Each Vice President
and Assistant Vice President/Dean/Director may reallocate funds within his/her division/area so that resources are
appropriately aligned with budget need. If, after the initial base budgets are distributed, it becomes clear that
there will be significant changes to revenue and/or expenditures projections, these budgets will be subject to
change.
Budget steps and timeline subject to revision pending updates from PASSHE and/or the Commonwealth.
Changes, if any, will be communicated as soon as known.
Budget Step
1. President sends FY15/16 budget preparation letter to
Executive Staff
2. Budget office sends request for computer services and
telecommunication budgets to Assistant Vice President
Technology & Library Services
3. Budget office distributes FY15/16 Budget Preparation
Manual
4. Vice Presidents meet with Assistant Vice Presidents, Deans
and/or Directors to set guidelines for development of
departmental budgets
5. Computer services and telecommunication budgets due to
Budget office from Assistant Vice President Technology &
Library Services
6. Budget office sends operating and capital line item budget
requests to President and Vice Presidents for distribution to
Assistant Vice Presidents, Deans, and Directors, as
appropriate
7. Academic Department Heads and Directors submit
operating and capital line item budget requests to Deans
and Vice Presidents, as appropriate
8. Deans and Vice Presidents review operating and capital
line item budget requests with Academic Department
Heads and Directors and make adjustments and
reallocations, as appropriate
9. Final operating and capital line item budget requests due to
Vice Presidents for approval
10. Approved operating and capital line item budgets due to the
Budget office
11. Budget office sends request for utilities budget to Assistant
Vice President for Facilities Management
12. Utilities budget due to Budget office from Assistant Vice
President for Facilities Management
13. Budget office notifies budget holders of approved operating
and capital line item budgets
14. FY15/16 budgets available in SAP
Timeline
December 2014
December 2014
January 2015
January 2015
January 15, 2015
February 13, 2015
March 6, 2015
March 6-13, 2015
March 13, 2015
March 26, 2015
April 2015
May 22, 2015
June 26, 2015
July 1, 2015
6
E&G Special Programs, E&G Self-Supporting, and Auxiliary Budget Requests
Budget steps and timeline subject to revision pending updates from PASSHE and/or the Commonwealth.
Changes, if any, will be communicated as soon as known.
Budget Step
1. President sends FY15/16 budget preparation letter to
Executive Staff
2. Budget office distributes FY15/16 Budget Preparation
Manual
3. Vice Presidents meet with Assistant Vice Presidents,
Deans, and/or Directors, as appropriate, to set guidelines
for development of budgets
4. Budget office sends budget requests to Vice Presidents
and Deans with a copy to Academic Department Heads,
Assistant Vice Presidents, and Directors, as appropriate
5. Vice Presidents and Deans review budget requests with
Assistant Vice Presidents, Academic Department Heads,
and Directors, as appropriate, and make adjustments and
reallocations as necessary
6. Final budget requests due to Vice Presidents for approval
7. Approved budgets due to the Budget Office
8. Budget office notifies budget holders of approved budgets
9. FY15/16 budgets available in SAP
Timeline
December 2014
January 2015
January 2015
February 13, 2015
March 6-13, 2015
March 13, 2015
March 20, 2015
June 26, 2015
July 1, 2015
7
Academic Enhancement Department/College Line Item Budget Requests
Budget steps and timeline subject to revision pending updates from PASSHE and/or the Commonwealth.
Changes, if any, will be communicated as soon as known.
Budget Step
1. President sends FY15/16 budget preparation letter
to Executive Staff
2. Budget office distributes FY15/16 Budget
Preparation Manual
3. Executive Assistant to the Provost meets with
Assistant Vice President, Deans, and/or Directors,
as appropriate, to set guidelines for development
of budgets
4. Budget office sends academic enhancement line
item budget request to Executive Assistant to the
Provost for distribution to Assistant Vice President,
Deans, and Directors, as appropriate
5. Academic Department Heads and Directors return
academic enhancement line item budget requests
to Deans, Assistant Vice President, Executive
Assistant to the Provost, and Provost/Vice
President of Academic Affairs, as appropriate
6. Deans, Assistant Vice President, Executive
Assistant to the Provost, and Provost/Vice
President of Academic Affairs review academic
enhancement line item budget requests with
Academic Department Heads and Directors and
make adjustments and reallocations, as
appropriate
7. Final academic enhancement line item budget
requests due to Executive Assistant to the Provost
for approval
8. Approved academic enhancement line item
budgets due to the Budget office
9. Preliminary FY15/16 budgets available in SAP
10. Executive Assistant to the Provost and the Budget
office finalize academic enhancement budgets
Timeline
December 2014
January 2015
January 2015
February 13, 2015
March 6, 2015
March 6-13, 2015
March 13, 2015
April 3, 2015
July 1, 2015
July 1 – August 7, 2015
8
Academic Enhancement Department/College Equipment Replacement and Project Requests
Budget steps and timeline subject to revision pending updates from PASSHE and/or the Commonwealth.
Changes, if any, will be communicated as soon as known.
Budget Step
1. President sends FY15/16 budget preparation letter
to Executive Staff
2. Budget office distributes FY15/16 Budget
Preparation Manual
3. Executive Assistant to the Provost meets
with Assistant Vice President, Deans, and/or
Directors, as appropriate, to set guidelines for
development of budgets
4. Executive Assistant to the Provost sends
out the call for academic enhancement equipment
replacement and project requests to Assistant Vice
President, Deans, and Directors, as appropriate
5. Academic Department Heads, Directors, and
Assistant Vice President submit academic
enhancement equipment replacement
and project requests to Deans, Executive
Assistant to the Provost, and Provost/Vice
President of Academic Affairs, as appropriate
(Reference Appendices A and B)
6. Deans, Executive Assistant to the Provost, and
Provost/Vice President of Academic Affairs review
Academic enhancement equipment replacement
and project requests with Academic Department
Heads, Directors, and Assistant Vice President
and make adjustments, as appropriate
7. Final academic enhancement equipment
replacement and project requests due to Executive
Assistant to the Provost for approval
8. Executive Assistant to the Provost notifies
Assistant Vice President, Deans, and Directors of
approved academic enhancement equipment
replacement and projects
9. Executive Assistant to the Provost transfers
budget to department/office funds center.
Preliminary equipment replacement and project
line item budgets available in SAP
10.Executive Assistant to the Provost finalizes
academic enhancement equipment
replacement and project budgets
Timeline
December 2014
January 2015
January 2015
January 2015
March 6, 2015
March 6-13, 2015
March 13, 2015
April – May 2015
August 18, 2015
August 18, 2015
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Presidential Strategic Planning Grants (Centers of Excellence and Innovative Programs)
Budget Requests
Timeline
Announcement Letter for Letters of Intent
Introductory Grant Writing Session
Letters of Intent due to Brenda Cromley in the President’s Office
Announcement of Short Listed Letters of Intent
Work session with SPARC Council Members and Short Listed Authors
Final Proposals Due
Presidential Awards Announcement
January 23, 2015
February 18, 2015
March 20, 2015
May 1, 2015
June 18, 2015
October 2, 2015
Mid-December 2015
E&G Graduate Assistantship Budget Request
(Note: Reference Appendix C for Flow Chart)
Budget steps and timeline subject to revision pending updates from PASSHE and/or the Commonwealth.
Changes, if any, will be communicated as soon as known.
1.
2.
3.
4.
5.
Budget Step
Graduate Studies office sends request for
Graduate Assistantships to President, Vice
Presidents, and Deans
Budget office notifies Graduate Studies office of
base funding pools for academic and
non-academic graduate assistantships (GA) –
waiver and stipend
Department/office submits GA Request form to
Graduate Studies office
Graduate Studies office notifies department/office
if position is appropriate for GA and if position will
receive any funding from GA base pool budget
Department/office identifies alternate funding
options if the position is not funded from GA base
pool budget - based on notification from Graduate
Studies office - see #4 above. Possible funding
options include:
Timeline
October 15, 2014
December 8, 2014
December 12, 2014
February 6, 2015
•
Use of department/office E&G and/or
Academic Enhancement operating budget
March 13, 2015
•
Use of Dean/Director, Vice Provost, Vice
President, or President residual carryforward
reserves or re-allocation of funds within the
college or division, etc.
March 13, 2015
•
Reallocation of Academic Enhancement
department/office operating budgets
March 13, 2015
•
External funding sources
6. Department/office submits “GA Alternate Funding
Source for Stipend and/or Waiver” form to
Graduate Studies office if the position is not
April 30, 2015
May 1, 2015
10
funded from GA base pool budget - based on
notification from Graduate Studies office – see #4
above (Reference Appendix D)
7. Graduate Studies office sends list of GA students
and alternate funding sources to Budget office
8. FY15/16 budget available in SAP in Graduate
Studies funds center
9. Graduate Studies office transfers budget for
stipend and waiver to department/office funds
center for portion of GA funded by GA base pool
budget. Transfer for waiver is estimated based on
in-state tuition
10. Budget office transfers budget to
department/office funds center for portion of GA
funded by alternate source (non-GA base pool
budget). Reference #6 above. Transfer for
waiver is estimated based on in-state tuition
11. Graduate Studies and Budget office transfer
additional budget for waiver, as necessary. If
appointments are for non-resident students,
transfer will be from GA base pool budget
May 22, 2015
July 1, 2015
On or after July 1, 2015
On or after July 1, 2015
As Needed
E&G Student Employment Budget Requests
Budget steps and timeline subject to revision pending updates from PASSHE and/or the Commonwealth.
Changes, if any, will be communicated as soon as known.
1.
2.
3.
4.
Budget Step
President and Vice Presidents determine amount
of state and federal work study funds available in
total and by division
Budget office sends request for budget allocation
by funds center to President and Vice Presidents
for distribution to Deans, Assistant Vice
Presidents, and Directors, as appropriate
Approved budgets allocated by funds center due
to the Budget office
FY15/16 budget available in SAP
Timeline
March 23, 2015
March 30, 2015
May 14, 2015
July 1, 2015
11
E&G General Fund Residual Budget Carryforward Program
All remaining operating or capital funds in departmental budgets at the conclusion of FY 2014-2015 will be carried
forward divisionally to “residual budget carryforward” funds centers which will be under the control of
Deans/Directors (academic departments) and Vice Presidents (non-academic departments). Funds will be
carried forward to the budget reserve commitment items, 902-Operating Expense Reserves and 903-Capital
Expense Reserves, as appropriate, within these funds centers. Transfers from these reserves will be controlled
at the Dean/Director and Vice President level and made only after requests have been reviewed and approved by
the appropriate Dean/Director and/or Vice President. All requests for these funds need to include detailed plans
for use and be consistent with the strategic plan. Intended use of the funds must be included on financial reports
(FINRPT and BUDRPT) that will be submitted to the Chancellor’s office. The Budget office will request this data
from each division.
The amount of remaining operating or capital funds will be determined after the accounting and budget offices
have completed the fiscal year end closing process. Definitive timelines will be issued in July upon receipt of
PASSHE reporting deadlines.
Carryforward Process
1. Budget office delivers reports to President, Vice
Presidents, and Deans/Directors showing available
balances for funds that will carryforward for their
division (Reference Appendix E)
2. Budget office sends carryforward template and
narrative requests to President, Vice Presidents,
and Deans/Directors (Reference Appendices F &
G)
3. Final carryforward template and narrative requests
due to Budget office
4. Carryforward of FY14/15 open commitments
(purchase requisitions, purchase orders, and funds
reservations) and associated budgets to FY15/16
5. Carryforward of FY14/15 residual budget to
FY15/16
Timeline
Quarterly beginning October 2015
Approximately July 27, 2015
Approximately August 3, 2015
Beginning approximately July 25, 2015
Beginning approximately August 15, 2015
E&G Special Programs, E&G Self-Supporting, and Auxiliary Carryforward Program
Any remaining funds at the conclusion of FY 2014-2015 will be carried forward at 100% within the special
programs, self-supporting and auxiliary funds centers. Use of E&G carryforward balances will be monitored.
1.
2.
3.
4.
Carryforward Process
Budget office sends carryforward template and
narrative requests, as necessary, for E&G funds
with large balances to be carried forward
(Reference Appendices F & G)
Final carryforward template and narrative requests
due to Budget office
Carryforward of FY14/15 open commitments
(purchase requisitions, purchase orders, and funds
reservations) and associated budgets to FY15/16
Carryforward of FY14/15 residual budget to
FY15/16
Timeline
Approximately July 27, 2015
Approximately August 3, 2015
Beginning approximately July 25, 2015
Beginning approximately August 15, 2015
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Academic Enhancement Carryforward Program
Any remaining funds in the Academic Enhancement funds centers at the conclusion of FY 2014-2015 will be
carried forward to an “AE residual budget carryforward” funds center which will be under the control of the
Provost. (Note: There are a few exceptions where funds will be carried forward at 100% within the same
Academic Enhancement funds center.) Funds will be carried forward to the budget reserve commitment items,
901-Personnel Expense Reserves, 902-Operating Expense Reserves, and 903-Capital Expense Reserves, as
appropriate. Transfers from these reserves will be controlled by the Provost and made only after requests have
been reviewed and approved by the Provost. All requests for these funds need to include detailed plans for use
and be consistent with the strategic plan. Intended use of the funds must be included on financial reports
(FINRPT and BUDRPT) that will be submitted to the Chancellor’s office. The Budget office will request this data
from each division.
The amount of remaining operating or capital funds will be determined after the accounting and budget offices
have completed the fiscal year end closing process. Definitive timelines will be issued in July upon receipt of
PASSHE reporting deadlines.
Carryforward Process
1. Budget office delivers reports to Provost
showing available balances for funds that will
carryforward (Reference Appendix E)
2. Budget office sends carryforward template and
narrative request to Provost of Academic
Affairs (Reference Appendices F & G)
3. Final carryforward template and narrative requests
due to Budget office
4. Carryforward of FY14/15 open commitments
(purchase requisitions, purchase orders. and funds
reservations) and associated budgets to FY15/16
5. Carryforward of FY14/15 residual budget to
FY15/16
Timeline
Quarterly beginning October 2015
Approximately July 27, 2015
Approximately August 3, 2015
Beginning approximately July 25, 2015
Beginning approximately August 15, 2015
Definitions
E&G General Fund-Funds Centers that start with “1011”.
E&G Special Program-Funds Centers that start with “1012”.
E&G Self-Supporting-Funds Centers that start with “1013”.
Academic Enhancement-Funds Centers that start with “1013” in Fund 1013010000.
Auxiliary-Funds Centers that start with “1021-1024”.
Please contact Barbara Meyer-x4029 or Audra Halye-x4600 with questions.
13
Appendices
APPENDIX A - Academic Enhancement Equipment Replacement Form
14
APPENDIX B - Academic Enhancement Project Request Form
15
APPENDIX C - E&G Graduate Assistantship Budget and Process Flowchart
16
APPENDIX D – E&G Graduate Assistantship Alternate Funding Source for Stipend and/or
Waiver Form
17
APPENDIX E –E&G General Fund Operating & Capital Budget Available Balances - Example
18
APPENDIX F - E&G General Fund Carryforward Template - Example
19
APPENDIX G - E&G General Fund Carryforward Narrative - Example
Note: The complete report of the Unrestricted Net Asset Reduction Plan as of June 30, 2014, is located on the
Budget Office website: http://bloomu.edu/documents/budget/URNA-Reduction-Plan140630.pdf
20