Preparing Designated/Auxiliary
FY16 Operating Budgets
Office of Planning,
Budgeting & Analysis

Introductions
• The Office of Planning, Budgeting & Analysis
– Dawn Ressel, Associate Vice President
– Ed Wingard, Budget Director
– Debbie Morlock, Budget Analyst
– Kim Rudolph, Budget Analyst
– Pope Ashworth, Data Research & Budget Analyst
• Website: http://www.umt.edu/plan/

Seminar   Outline
• Outline
– Develop   a   budget   without   writing   an   operating   plan;
– Incorporate   detailed   information   into   a   budget;
– Analyze   historical   and   current   data   to   establish   reasonable   projections;
– Perform   salary   and   benefit   calculations;
– Develop   position   budgets   using   new   pay   models;   and
– Complete   the   required   tabs   on   the   budget   form.

Designated Funds
• Designated for purposes specified by the
Board of Regents or the campus
• Account for entrepreneurial and support activities
• Separately classified to accumulate direct costs and revenues – self-funded

Examples of Designated Funds
• Student Fees (ASUM, Graduation Fee, etc)
• Sales & Service Accounts (Chemistry Store)
• Self-support Activities (Montanan Magazine)
• Instructional/Lab Fees (Cadaver Lab Fee)
• S ponsored P rograms A sset B ased A llocation-
SPABA

Auxiliary Funds
• Primarily student-related
• Fee-for-service activities
• Self-support activities
• Entrepreneurial activities and
• Investment income

Examples of Auxiliary Funds
• Residence Halls
• Food Services
• Printing & Graphics Services
• Golf Course
• Campus Recreation Center

Gathering Data - Communicate

Gathering Data – How to…
• Tools
– Operating   Plan   from   previous   fiscal   year
– UMDW   Quarterly   Reports   from   previous   year
– Other   relevant   planning   documents
‐ Contracts
‐ Current   Events
– OPBA   Assumption   Package

Gathering Data – How to…
(cont.)
• Tools
– Business   Services,   Human   Resources,   Other
Departments,   etc.
– Strategic   Plans
– Revenue   and   Expense   –
• UMDW
• Banner
• Modeling
– The   Budget   Worksheets

Gathering Data
• Revenue and Expense
– Historical Data
– Revenue - Fee, Sales and Service, SPABA
– Expense – Personnel and Operating
– Significant changes to revenue and expense
• FY16 Pay Plan – Unknown but plan for one
• Health insurance – No change in FY16 but there is a proposed increase of $2,004 person in FY17
• TRS and PERS retirement rates increase 0.1%
• FY16 Enrollment will affect student fee revenues

Gathering Historical Data

Gathering Historical Data

Quarterly Reports

Example Showing Quarter 3

Gathering Data
• Expense
– Payroll Projections – employee roster, pay plan assumptions
• Request Access to the Active Employee Roster in InfoGriz from hrs_prod@mso.umt.edu
• http://www.umt.edu/infogriz2/report/
– Operating Costs
• Contracted Services
• Supplies
• Communications
• Travel
• Rent
• Utilities
• Repair
• Other Operating (Subscriptions, Scholarships, Meetings, Moving
Expenses, etc)
– Capital Equipment, Debt payments, and Transfers

Budget Worksheets

Discussion

Payroll Expense Models
• Classified Staff
• Faculty
• Contract Professional & Administrators http://www.umt.edu/plan/Budget/default.aspx

Break!

Building a Budget

Building a Budget – Help Tab

Completing the Form

Timeline
• Non-academic Units – April 22, 2015
• Academic Units – April 22, 2015

What happens next?
• Dean or Director reviews and signs the budget
• Signed budget is forwarded to OPBA both the hard copy and most importantly the e-copy.
– A digitally signed copy will work for both.
• OPBA screens the budget for reasonableness.
• Budgets are loaded and available to be viewed in UMDW when FY2016 is active.

Upcoming Events
• General Funds Budget Training
- Late - April

Questions?