Budget Planning & Development
Presented by:
Elizabeth Bay, Senior Budget Analyst
Tammy Anthony, Assistant Budget Director
Mary Simon, Senior Budget Director
August 26, 2015
AGENDA
 Lapse Guidelines Recap
 Commitment Control Update
- FY 2015 Ending Balance Review
- FY 2016 Beginning of the Year Process/ Balance Forwards
 Commitment Accounting Update
- Salary Encumbrance
- Department Budget Table (DBT)
- Critical Clean Up
 Q&A
Lapse Guidelines Recap
Lapse Guidelines – Educational & General Funds
 Disposition of E & G balances are based on each Vice President’s
direction for their areas
 Budget Office will provide year end balance reports to Primary Financial
Area Reps for processing budget transfers, as appropriate.
 E&G remaining balances should be zero
 Any negative balances need to be addressed and cleared
 Certain accounts are not subject to the lapse, including VP reserves,
GIT & lab fees
 Special Items & Research Development Funding must be fully
expended in FY 2015 as this is the 2nd year of the biennium.
Lapse Guidelines - Designated Funds
•
Disposition of centrally funded Designated Tuition account balances are based
on each VP specific lapsing policy:
 President’s Office – department balances at year end will roll forward
 Academic Affairs – department balances in E&G cost centers will lapse to VPAA reserve and
designated balances at year end will roll forward. The Provost will lapse amounts that exceed the
30% cap of the designated tuition operating budgets.
 Business Affairs – department balances at year end will roll forward
 Community Services – department balances at year end will roll forward
 External Relations – department balances will lapse to VP External Relations reserve
 Research – departmental balances will lapse to VP Research reserve
 Student Affairs – department balances will lapse to VP Student Affairs reserve
•
Certain Designated Cost Centers are not subject to lapse
 Most designated accounts sourced from fees and other revenue sources
 Official Occasions sourced from interest on time deposits
 Facilities & Administration (F & A) cost centers
Lapse Guidelines – All Other Funds

Remaining Balance – Service Centers
 Not subject to lapse (carry forward 100%)
 Any surplus/deficit exceeding 10% requires special exception and approval of AVPFinancial Affairs
 Monitored by Controller area
 Subject to Service Center Policy for compliance with OMB Circular A-21.For
questions please contact:
- Sheri Hardison x6774

Year-end balances in the following funds are not subject to lapse
(carry forward 100%):
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Grant and Contracts
Auxiliary Enterprise
Gift/Restricted Funds
Plant Funds
Commitment Control Update
FY 2015 Ending Balance Review

Budget Office will provide Budget Balance Available Reports to Primary
Financial Area Reps for FY 2015 review. Reports include ending
balances excluding encumbrances and pre-encumbrances.
Week of August 24 – 28th

YTD July 2015 and MTD July 2015 (estimate one month expense)
Friday, September 4th

YTD August 2015 based on Accounting Year End Close Schedule

Primary FAR members will coordinate budget transfers to clear negative
balances and zero out E&G balances, as deemed appropriate. All transfers
must be completed no later than Sept. 9th.

Special Items and RDF should be fully expended as this is the end of the
biennium 2014-2015. Submission for USAS for reimbursement is August
26th.
FY 2016 Beginning of Year Process

August 31st - Budget Office loads Original Budget 2016

Hyperion PSPB journals will be posted to Commitment Control
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OPE Original Budgets are recorded to various budgetary accounts
Net Sales and Services were evaluated and majority of cost centers showing
a 3 year revenue trend were provided permanent budgets
Budget Transfer In/Out are recorded to budgetary account A7000 and
should net to zero
OPR Original Budgets are recorded as TOTRV (budgeted revenue) and
RTRFS (budgeted transfers)
September 1st - Budget Office completes maintenance of
Associated Budgets in FY 2016
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Associated Budgets will automatically allow spending authority up to the
amount of revenue recognized.
This cannot be applied to cost centers with original budgets; otherwise,
it will double up the authorized spending authority.
Associated Revenue Budgets will be based on an analysis of cost
centers currently associated.
Primarily gift cost centers and any cost center with only balance
forwards (i.e. no original budgets)
FY 2016 Beginning of Year Process Balance Forwards

By Sept 10th, E&G Benefits will be fully funded centrally for FY 2015

Budget office will complete final budget transfers of Centrally funded E&G and
Designated cost centers by September 11th to meet year end deadlines.

Following Accounting Office Close on Sept 11th, Budget Office will true up
OPE Spending Authority based on the OPR 2015 Revenue. The spending
authority adjustments will be reflected in the OPE Budgetary account A9000.

On September 18th Budget controls are turned on for transaction processing.
Overrides will be processed on an exception basis until Balance Forwards are
recorded by early October.
FY 2016 Beginning of Year Process Balance Forwards

After Accounting Office completes the final FY 2015 close (expected on or
before October 9th), the Budget Office will load Balance Forwards for all fund
groups, except Grants and Capital Projects.

2015 Remaining Balance calculation will be computed similar to last year.
Budget will exclude Encumbrances and Pre-Encumbrances in the computation
of Roll Forward balances by cost center.
Remaining Balance =
OPE Spending Authority - Encumbrances (PO’s & Travel) - Pre-Encumbrances

Budget Office will load Balance Forward journals as an adjustment to
budgetary account A4000 with an effective date of 9/1.
Commitment Accounting Update
Salary Encumbrances
 FY 2015 Residual Salary Encumbrance will
be dis-encumbered before 8/31/2015
 FY 2016 Salary Baseline Encumbrance Date
will take place prior to 3rd week in September
Department Budget Table (DBT)
 Deadline has passed for FY 2015 Retro Funding
Change; these take place with the payroll processing
Exceptions will be made for Grants related Ad-Hoc
Retro processing; yet, must be received by 8/28/2015
New FY 2016 DBT Table Available before 8/31/2015
September 1 – 15 Semi Monthly DBT’s due 9/15/2015
September Monthly DBT’s due 9/21/2015
Critical Clean Up Projects
FY 2015 Deduction/Taxes Override Cleanup
PS program code prevented a portion of the DBT’s not to distribute
deductions/taxes to the same funding source(s) as earnings since PS
Go Live. This clean up is for FY 2015 only.
SIS is in the process of developing the correcting journal entry with
an expected posting date of 8/31/2015
9 Month Faculty Fringe Double Deduct “Reallocation” for
Summer Months
Moves employer share of deductions that was double deducted in
March, April and May to the same funding sources the faculty is paid
from for June, July and August “if” they are under contract for these
months
Will provide the journal entry to Grants/RSC prior to posting for their
review. Target posting date is 8/31/2015
Year-End Maintenance
Multiple “Active” Combo Codes – Year-End Maintenance
Due to speedtype changes which generate another combo code
Target Date: Prior to FY 2016 DBT Table Roll
Action Plan: For FY 2016 SIS has suggested an ‘Effective Dated”
approach to avoid multiple active combo codes throughout a fiscal
year
Multiple “Active” DBT’s – Year – End Maintenance
Due to the position changing “owning” departments
Target Date: Immediately after FY 2016 DBT Table Roll
“Change” Fringe Benefit Encumbrance
Planned Go Live TBD
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Questions?
Thank you!