February 2014
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Intro
Budgeting Timeline
Update on NSTAR upgrade
Budgeting Changes and Guidelines
HR position budgeting
Finance budgeting
Proofing and Reviews
Questions
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State and Local Fund Budgets input into
NSTAR create Budget Book which is available
on the Budget Office website
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State and Local Fund Budgets help to develop the
overall NAU operating budget for All Funds
approved by ABOR at June Board meeting
 All
Funds Budgeting
◦ Important to consider all funding sources
during the budgeting process and
throughout the year
◦ Helps to determine what resources are
available to fund University, Division and
Department priorities
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February:
◦ NSTAR installation/budget training sessions
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Early March:
◦ Budget Guidelines issued
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Contract Masters
◦ Issued March 5th/ Returned March 26th
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March 3rd-April 14th
◦ Local AND State Budget input templates available in NSTAR
◦ (March 24th is halfway point)
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April 15th – April 28th
◦ Local AND State Budget input templates available for JFRs only
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April 29th – May 8th
◦ Budget Office review
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May 9th
Proposed Position Management Deadlines to
facilitate NSTAR budget deadlines:
April 7th new position number requests
April 11th ePAR Final Approval
◦ Budget materials due to ABOR (placeholder)
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Late May
◦ Zero Budget Lines loaded for early FY15 requisitions
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NSTAR Upgrade to Version 10
◦ Version 10 Computer Requirements and Installation
Instructions can be found on the Budget website on
the NSTAR page.
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Budgeting account classes where
expenses and revenues will occur
◦ Basis for zero budget line load for non-personnel
expenses and revenue
 Budget Office will load zero budget lines for all personnel
classes (state and local), voluntary transfers in and out, 810
& 830 (local), and 739 class – interdepartmental (local)
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Separate budgeting classes for fee types
◦ Break out student mandatory, class, program fees
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Final Guidelines will be published at the
beginning of March
Review key points included in the Budgeting
Guidelines
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Contract Master
Salary budget total on HR must match Finance
salary budget total for each Department ID
Using the Department Salary Set Aside
◦ Use for potential positions and/or local fund salary
adjustments
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Split Funded positions
◦ Need to coordinate that all areas budget properly for
the FTE and salary
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HR Position Query
◦ Use when cleaning up positions by inactivating
unused positions or to identify positions to be
unbudgeted
 Please note that only unoccupied positions can be
unbudgeted
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ERE
◦ Review Rule of Thumb spreadsheet gives ERE
estimated rates for new hires of Faculty, Service
Professionals, & Classified Staff.
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ERE
◦ Use ERS (Business Objects) Payroll Reports for ERE
rates for current hires.
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Tools to Use to analyze YTD activity
◦ ERS (Business Objects) Reports
 Transaction Detail
 Status of Funds
◦ PS Financials (Budget Overview)
◦ ITS Website= https://nau.edu/its/learn/psfinancials_bud
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Added expenses to finance input template for
state funds to more accurately predict FY15
expenses
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Encumbrances on Local Fund Department IDs
◦ Estimate for remainder of year activity should take
into account encumbrances
FY2013 Actuals
FY2014 YTD Actual
Expense
FY2014 YTD
Encumbered
FY2014 Budget
FY2014 Estimated
YE Budget
FY2015
Budget
Office Adjs
FY2015 User
Budget
Difference Budget
to Actuals
Operating Expenses:
OKAY - Salary values Match
Personnel Services
711 Salaries
712 Other Wages
713 Student Wages
HR Salary: 4,093,073
3,673,826
1,916,584
34,247
21,258
250,000
20,000
(21,258)
1,276,833
642,755
1,393,073
600,000
(642,755)
714 Work Study
715 Graduate Assistants
720 Employee Related
Expenses
Total Personnel Services
1,807,801
4,089,071
4,093,073
92,275
43,624
1,876,482
987,133
6,953,663
3,611,354
2,176,489
32,284
96,990
2,336,039
1,840,085
8,165,173
(43,624)
900,000
1,520,000
(987,133)
4,093,073
481,720
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Local transfers
◦ UCA transfers versus other departments
 NSTAR
◦ Voluntary transfers vs. Mandatory transfers (for
debt service payments)
◦ Capital project transfers would be a net transfer out
as the $ go to unexpended plant fund
◦ Transfers versus Interdepartmental Expense
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FY15 PS Financial Budget Errors will occur if
budgeting is not done to appropriate revenue
or expense classes
 Emphasize that particular classes are needed if you
have telephone charges, risk insurance, other
University-wide interfaces, or clearing accounts
730
739 (loaded)
740
750
761
postage & freight chargeback
HR advertising, HR finger printing, risk insurance
telephone
NAU Transportation long-term vehicle rental, labor on facility work order service
NAU Transportation vehicle rental, travel expenses on Pcard
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Listing of key NSTAR Reports and
Descriptions
Reports will be revisited over the next year
after budgeting with version 10 formatting
changes.
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Salary and FTE
◦ Do numbers match between Finance and HR
applications?
◦ Is Budget at least the current actual PeopleSoft salary
unless on special assignment? Use non special
assignment salary for budgeting
◦ Reallocating State Operations budget to Salary
requires Budget Office approval.
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Revenue
◦ If you have Administrative Overhead eligible Revenue,
budget for Admin OH Fee.
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Transfers
◦ Voluntary transfers from UCA have been loaded and
approved or have been coordinated with other areas
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YTD Local actuals vs. full year projections
◦ Are the full year projections greater than YTD actuals;
what transactions do you still expect to occur between
now and the end of the year that will impact your YTD
amounts?
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Do budgeted increases or decreases for next
year make sense?
◦ What are your recurring expenses (e.g. people) and
what are the changes you expect to those recurring
expenses?
◦ Are there changes to your recurring revenues?
◦ What are your 1 time expenses?
◦ Do you expect to see a decrease or increase in your
local ending balance compared to your beginning
balance?
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Balance forwards to next year are not negative
◦ We do not want to budget negative local fund balances
rolling into next year
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Use Notes column on the NSTAR finance input
template to communicate significant changes
Have all Department ID’s on Threshold Report
been budgeted
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Don’t wait! Call us as questions arise!