Operating Budget
Orientation
June 25 and July 2, 2014
1
Agenda
•
•
•
•
•
•
Guiding Principles
Funding
Salaries
Template Overview
Budget Process Calendar
Resources
2
Guiding Principles
• Use a common definition of “operations”
• Budget and record operation expenses in
operating accounts
• Transfer funding to operating accounts
3
Guiding Principles
Operations include expenditures that:
• support research & teaching goals
• occur on a regular or periodic basis
• are essential to the department’s proper
functioning
• are oriented to the needs of the “many/whole”
rather than the needs of “one/few”
• are managed by the department/program
4
Guiding Principles
Operations exclude expenditures that:
•
•
•
•
support individual faculty member’s research
are funded by grants & contracts
are major capital asset purchases
are true one-time expenditures
5
Guiding Principles
When projecting expenditures consider:
•
•
•
•
historical data
incremental activities
strategic initiatives
cost rise
6
Funding
• Dean’s Office Funding Allocation
– base
– incremental base
– one-time (may include 9/1 special commitments, grad aid diversity,
A-21)
• Department Funding
(if expense projections exceed Dean’s Office allocation)
– designated funds
– endowment income
– expendable gifts
7
FY15 Funding Allocation
8
Salaries
• Must be entered with the appropriate expenditure type to
correctly calculate benefits
• Staff salary amounts and OB project distribution must match
information on Staff Salary Report because staff salaries are
entered from the Staff Salary Report into Hyperion by position
and PTA. Benefits are calculated based on the position job
classification.
• Funding is entered separately from the Budget Template
Green section and must equal total expense by PTA.
9
Staff Salary Report
Department Name:
Irish Studies
Review of Staff Salaries on Base Operating Budget Accounts
FY 2014/2015 Projected Amounts
Salary amounts based on proposed 9/1/15 salaries; Distribution % based on 5/22/14 Labor Distribution data
Expenditures
H&S Department
PTA & Project Name
1028801-1-AABZZ - Office Operations
Irish Studies
Paygroup Roll-UP
Regular
1028802-1-AABZZ - A-21 Relief
Regular Sum
Regular
1028803-1-AABZZ - Human Subject Support
1028804-1-AABZZ - Undergrad Prog
1028805-1-AABZZ - Grad Student Support
Regular Sum
Student
Student Sum
Regular
Regular Sum
Regular
Regular Sum
Employee Name
Collins, Michael
Morrison, Van
Exempt Salary Reserve
Position
00012345
00098765
Exempt Salary Reserve
Total Salary
75,000.00
100,000.00
10,000.00
Schedule Line Percent
Total
O'Connor, Sinead
O'Hara, Maureen
00023456
00087654
Student Salary Reserve
Student Salary Reserve
Collins, Michael
O'Hara, Maureen
00012345
00087654
O'Brien, Conan
00034567
60,000.00
25
50
100
50
55,558.97
80,000.00
100
25
5,000.00
100
75,000.00
80,000.00
50
25
Grand Total
Regular Sum
Student Sum
Casual Sum
Subtotal:
Additional Staff Salary Expenses:
Additional Employee 1 (add details on next sheet)
Additional Employee 2 (add details on next sheet)
Vacation Accrual EX/NX
Exempt Salary Reserve
Non-Exempt Salary Reserve
BU Salary Reserve
Student Salary Reserve
Casual Salary Reserve
37,500.00
100,000.00
5,000.00
142,500.00
55,558.97
20,000.00
70,558.97
5,000.00
5,000.00
37,500.00
20,000.00
57,500.00
15,000.00
15,000.00
290,558.97
285,558.97
5,000.00
290,558.97
PTA
PTA
PTA
PTA
PTA
PTA
to
to
to
to
to
to
budget:
budget:
budget:
budget:
budget:
budget:
Enter
Enter
Enter
Enter
Enter
Enter
$$
$$
$$
$$
$$
$$
amount
amount
amount
amount
amount
amount
here
here
here
here
here
here






Subtotal:
Total:
290,558.97
Funding (this section optional)
Dean's Office Funding:
A-21 Funding (where applicable):
Department-controlled funding
Total:
Funding Surplus / (Deficit)
EX/NX
Casual
Student
BU
A-21
PTA to provide funding:
Salaries
Salaries
Salaries
Salaries
A-21 Enter $$ amount here 
Enter $$ amount here 
(290,558.97)
10
Grad Aid Budgets
• Budget information from GAT, as of May 28, was loaded into
your OB template just as it was with prior grad aid templates.
• A BIG THANK YOU to everyone for all your efforts on grad
aid budgeting this year! We really appreciate your
thoroughness and attention to detail, and believe that this
year’s budgets were more complete/accurate as a result of
your efforts.
• The same principles that were emphasized during grad aid
budgeting apply to your overall budget
• Budget at detail level when known
• Look at trends to enter “macro” information
11
Template Overview
• The OB template is an Excel workbook structured to help you
create your budget
• It has built-in formulas and inter-page links
• It contains instructions, historical data, and current funding
allocations
• Do not enter expenses directly on the “Budget Summary”
worksheet because expenses are automatically entered on
the summary from the individual project worksheets
• You may hide or unhide rows and columns to make the
worksheet easier to work with but do not insert or delete
cells, rows, or columns on the worksheet
• Do not cut and paste or drag values from one cell to another,
instead, copy and paste or delete and re-enter.
12
Template Overview
Template worksheets include:
•
•
•
•
•
•
•
•
•
Instructions
Budgeting Aids
Funding
Worksheets for each operating project
GA Summary (if applicable)
Budget Summary
Summary Expenses
Detail Expenses
Commitment (if applicable)
13
Template Overview
Irish Studies
Departmental Budget Summary
Oracle PTA Value
1028801-1-AABZZ
1028804-1-AABZZ
1028805-1-AABZZ
1028806-1-AABZZ
1028807-1-AABZZ
1028808-1-AABZZ
Title
Office Operations
Other Teaching
Graduate Aid
TA/RA
Diversity
Grad Student Incidental
Expenses
Oracle Expense Type
5110B
5120B
51315
5135B
51410
51450
51975
5150B
5157B
5158B
51750
51755
51760
51775
5330B
5310B
5240B
5510B
57402
57510
57620
57640
5850B
5600B
Faculty
Post Doc - Regular
Other Teaching - Regular
Other Teaching / Post Doc - Casual
Teaching Assistants
Research Assistants
Tuition Allowance (TA/RA Tuition)
Staff Salaries - Regular/BU
Staff Salaries - Casual/Temp
Staff Salaries - Student
Staff Benefits - Regular
Staff Benefits - Post Doc
Staff Benefits - Casual/Temp
Grad Health Benefit - Salaries
Repair and Maintenance
Equipment
Travel
EM&S
Grant/Fellowship Tuition
Fellowship Stipends
Misc Student Aid
Grad Health Benefit - Stipends
Internal Costs
Unallocated (General Reserve)
Total Expenses
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
96,465
0
0
0
0
0
0
0
0
0
0
0
847,919
52,763
3,298
0
0
0
0
0
0
0
159,408
0
105,270
0
0
0
0
0
0
8,449
0
0
0
0
0
0
0
0
0
0
0
0
0
0
8,856
0
30,241
0
0
0
0
0
0
469
0
0
0
0
67,178
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
15,000
0
0
0
0
0
0.00
0.00
0.00
0.00
168,264.00
0.00
231,976.00
0.00
0.00
0.00
0.00
0.00
0.00
8,917.99
0.00
0.00
0.00
0.00
930,097.00
52,763.00
3,297.69
0.00
0.00
0.00
0.00
0.00
1,000,444.69
273,126.62
106,744.37
15,000.00
1,395,315.68
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Note: Only include transfers that will be funded by Dean's Office 9/1 fund sources
Transfers to H&S Units
Oracle Transfer Type
49110 Transfer to General
49130 Transfer to Designated
0.00
0.00
Total Transfer to H&S Units
0.00
Transfers to Non H&S Units
Oracle Transfer Type
49110 Transfer to General
49130 Transfer to Designated
0.00
0.00
Total Transfer to Non H&S Units
Revenues
0.00
Dept. allocation
of D.O. Funding
Dean's Office Allocation
Base
Incremental Base Funding
Dean's One-time & Discretionary
A-21 Funding
62,000
50,000
62,000.00
0.00
85,000.00
0.00
35,000
Dean's Office $$ Left to Allocate/
Funding
($$ Overallocated)
1,197,734.00
1,135,734.00
18,201.76
18,201.76
85,000.00
0.00
5,000.00
5,000.00
1,305,935.76
1,158,935.76 Totals
Projected
Upcoming
Year
Beginning
Balance
Department Controlled
1234567-1-GALIC
1235566-1-EIRES
Enter PTA here
Total Revenues
Balance
Funds (use Oracle PTA's in the format 1234567-1-ABCDE)
Irish Studies Gifts
Irish Studies Endowment
Enter Award Title Here
0.00
0.00
0.00
50,000.00
62,000.00
0.00
0.00
35,000.00
0.00
147,000.00
50,000.00
62,000.00
(1,000,444.69)
(273,126.62)
(71,744.37)
(15,000.00)
(1,248,315.68)
141,225.00
Projected
Projected
Upcoming
Upcoming
Year PayoutYear Payout
8% ISC
125,878.00
Transfer To
OB
125,000.00
Notes:
1. Transfers from department endowment and expendable gift funds will be charged an 8% infrastructure charge directly to the fund.
There is an exception for funds restricted to student aid. Please keep this in mind when planning your fund transfers to support the Operating Budget.
2. Do not make entries in the area of this worksheet shaded red. These cells contain formulas necessary for this workbook to function properly.
3. Please enter the full PTA of any departmental funds being used in column A.
4. You must receive Dean's Office approval to use non-departmental or one-time funding sources.
5. Each account must have a zero balance when budget is turned in. Move funding around as necessary to match expenses for each account.
6. Total Revenues, Transfers, and Expenses must balance for final budget to be approved.
14
Budget Process Calendar
15
Resources
•
•
•
•
•
•
•
Your FY15 OB template
Staff Salary report
FY15 Funding Allocation
Fund Authorizations (RM3 225)
Fund Statements (RM3 153, 154)
Endowment Income projections
Your Finance liaison
16
Operating Budget
Orientation
Questions or
Suggestions?
17