1

Operating Budget Orientation

June 25 and July 2, 2014

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

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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.

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Staff Salary Report

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Department Name: Irish StudiesReview of Staff Salaries on Base Operating Budget AccountsFY 2014/2015 Projected AmountsSalary amounts based on proposed 9/1/15 salaries; Distribution % based on 5/22/14 Labor Distribution data

Expenditures

H&S Department Irish StudiesPTA & Project Name Paygroup Roll-UP Employee Name Position Total Salary Schedule Line Percent Total1028801-1-AABZZ - Office Operations Regular Collins, Michael 00012345 75,000.00 50 37,500.00

Morrison, Van 00098765 100,000.00 100 100,000.00Exempt Salary Reserve Exempt Salary Reserve 10,000.00 50 5,000.00

Regular Sum 142,500.001028802-1-AABZZ - A-21 Relief Regular O'Connor, Sinead 00023456 55,558.97 100 55,558.97

O'Hara, Maureen 00087654 80,000.00 25 20,000.00Regular Sum 70,558.97

1028803-1-AABZZ - Human Subject Support Student Student Salary Reserve Student Salary Reserve 5,000.00 100 5,000.00Student Sum 5,000.00

1028804-1-AABZZ - Undergrad Prog Regular Collins, Michael 00012345 75,000.00 50 37,500.00O'Hara, Maureen 00087654 80,000.00 25 20,000.00

Regular Sum 57,500.001028805-1-AABZZ - Grad Student Support Regular O'Brien, Conan 00034567 60,000.00 25 15,000.00

Regular Sum 15,000.00Grand Total 290,558.97Regular Sum 285,558.97 Student Sum 5,000.00 Casual Sum -

Subtotal: 290,558.97

Additional Staff Salary Expenses:Additional Employee 1 (add details on next sheet)Additional Employee 2 (add details on next sheet)Vacation Accrual EX/NX PTA to budget: Enter $$ amount here Exempt Salary Reserve PTA to budget: Enter $$ amount here Non-Exempt Salary Reserve PTA to budget: Enter $$ amount here BU Salary Reserve PTA to budget: Enter $$ amount here Student Salary Reserve PTA to budget: Enter $$ amount here Casual Salary Reserve PTA to budget: Enter $$ amount here

Subtotal:

Total: 290,558.97

Funding (this section optional)

Dean's Office Funding: EX/NX SalariesCasual SalariesStudent Salaries

BU SalariesA-21

A-21 Funding (where applicable): - A-21 Enter $$ amount here Department-controlled funding PTA to provide funding: Enter $$ amount here

Total: -

Funding Surplus / (Deficit) (290,558.97)

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

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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.

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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)

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Template Overview

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Irish StudiesDepartmental 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

ExpensesOracle Expense Type

5110B Faculty 0 0 0 0 0 0 0.005120B Post Doc - Regular 0 0 0 0 0 0 0.0051315 Other Teaching - Regular 0 0 0 0 0 0 0.005135B Other Teaching / Post Doc - Casual 0 0 0 0 0 0 0.0051410 Teaching Assistants 0 0 0 159,408 8,856 0 168,264.0051450 Research Assistants 0 0 0 0 0 0 0.0051975 Tuition Allowance (TA/RA Tuition) 0 0 96,465 105,270 30,241 0 231,976.005150B Staff Salaries - Regular/BU 0 0 0 0 0 0 0.005157B Staff Salaries - Casual/Temp 0 0 0 0 0 0 0.005158B Staff Salaries - Student 0 0 0 0 0 0 0.0051750 Staff Benefits - Regular 0 0 0 0 0 0 0.0051755 Staff Benefits - Post Doc 0 0 0 0 0 0 0.0051760 Staff Benefits - Casual/Temp 0 0 0 0 0 0 0.0051775 Grad Health Benefit - Salaries 0 0 0 8,449 469 0 8,917.995330B Repair and Maintenance 0 0 0 0 0 0 0.005310B Equipment 0 0 0 0 0 0 0.005240B Travel 0 0 0 0 0 0 0.005510B E M & S 0 0 0 0 0 0 0.0057402 Grant/Fellowship Tuition 0 0 847,919 0 67,178 15,000 930,097.0057510 Fellowship Stipends 0 0 52,763 0 0 0 52,763.0057620 Misc Student Aid 0 0 3,298 0 0 0 3,297.6957640 Grad Health Benefit - Stipends 0 0 0 0 0 0 0.005850B Internal Costs 0 0 0 0 0 0 0.005600B Unallocated (General Reserve) 0 0 0 0 0 0 0.00

Total Expenses 0.00 0.00 1,000,444.69 273,126.62 106,744.37 15,000.00 1,395,315.68

Note: Only include transfers that will be funded by Dean's Office 9/1 fund sourcesTransfers to H&S UnitsOracle Transfer Type

49110 Transfer to General 0.0049130 Transfer to Designated 0.00

Total Transfer to H&S Units 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Transfers to Non H&S UnitsOracle Transfer Type

49110 Transfer to General 0.0049130 Transfer to Designated 0.00

Total Transfer to Non H&S Units 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Revenues Dept. allocation Dean's Office $$ Left to Allocate/

Dean's Office Allocation of D.O. Funding Funding ($$ Overallocated)Base 62,000 62,000.00 1,197,734.00 1,135,734.00Incremental Base Funding 0.00 18,201.76 18,201.76Dean's One-time & Discretionary 50,000 35,000 85,000.00 85,000.00 0.00A-21 Funding 0.00 5,000.00 5,000.00

1,305,935.76 1,158,935.76 Totals

Department Controlled Funds (use Oracle PTA's in the format 1234567-1-ABCDE)

Projected Upcoming

Year Beginning

Balance

Projected Upcoming

Year Payout

Projected Upcoming

Year Payout-8% ISC

Transfer To OB

1234567-1-GALIC Irish Studies Gifts 0.001235566-1-EIRES Irish Studies Endowment 0.00 141,225.00 125,878.00 125,000.00Enter PTA here Enter Award Title Here 0.00

Total Revenues 50,000.00 62,000.00 0.00 0.00 35,000.00 0.00 147,000.00

Balance 50,000.00 62,000.00 (1,000,444.69) (273,126.62) (71,744.37) (15,000.00) (1,248,315.68)

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.

Budget Process Calendar

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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

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Operating Budget Orientation

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Questions or Suggestions?