Wednesday, April 24 th, 2013

Agenda/Topics To Be Covered Changes to May & Summer Budget. Three Phases Cycle. Timing of Summer Pay Split Summer Budget Calculation. Fund Test & Result. Summer Spreadsheet/ Total Costs. Things to Remember & Special Notations. Overview and Questions. 2

Old SystemNew System Only One Budget Called Summer Budget One Faculty Budget One Instruction & Service Budget One Research Budget 3 Changes to May & Summer Budget 2013 for the FY 2014 Budget Academic Year (January – December) Academic Year (January – December) Financial (Tax) Year (July 2013 – June 2014) Financial (Tax) Year (July 2013 – June 2014) Summer Budget July 2013 June 2014 Maymaster June 15, st Payment June 30 th, 2014 Instruction & Service Budget Instruction & Service Budget Research Budget Research Budget Faculty Budget Faculty Budget

4 You are Here! Phase I April/June Phase II June/Oct Phase III Oct-Nov Business Manager Review Payroll & Do PERS Put Your Spreadsheet together & Prepare Budget Business Manager Closes out Summer Spreadsheet Three Phases Cycle Submit Payroll to HR Office Prepare BA #4 Prepare BA #2

Timing of Summer Pay Split May-12Summer 2012 A Summer 2012 BMay-13Summer 2013 A FY 2012 FY 2013 $ 5,000 $ 4,500 $ 3,500 $ 6,000 $ 6,500 $ 6,000 $ - $ 12,000 $ 6,000 $ - $ 18,000 $ 6,000 $ 25,000 $ 19,000 $ 49,000 $ 31,500 Check OKAY +/- LATE +/-

Summer Budget Calculation 6 74,808/2 =37,404 Fund Transfer to PTI/GTA Dept Instruction Dept Service Dept Research Total 55, ,808 13,266 28, , ,863 13,266 28, ,516 MaymesterSummerTotalBudget 132,563 13,269 28, ,432 Spent 129,863 13,266 28, ,728 Remain 2, ,704 Dept Instruction Dept Service Dept Research Total Maymester 55, Summer A 37,404 6,633 14,300 58,337 Total 92,459 6,633 14, ,392 Summer B 37,404 6,633 14,300 58,337 2,703 13,266/2 =6,633 Not Included in Fund Transfer

Fund Test MaymesterSummerTotalBudgetSpentRemain Dept. Instruction Dept. Service Dept. Research Total 7 MaymesterSummer ATotalSummer B Dept. Instruction Dept. Service Dept. Research Total Fund Transfer to PTI/GTA MaymesterSummerTotalBudgetSpentRemain Dept. Instruction 54,000 80, , , ,000 6,000 Dept. Service - 12,120 12,150 12, Dept. Research - 29,000 30,000 29,000 1,000 Total 54, , , , ,120 7,030 MaymesterSummer ATotalSummer B Dept. Instruction 54,000 40,000 94,000 40,000 Dept. Service - 6,060 Dept. Research - 14,500 Total 54,000 60, ,560 60,560 Not Included in Fund Transfer 6,030

Summer Spreadsheets/Total Costs Total Maymester/Summer Spreadsheet Review & Finalize All Payments This includes all extra pay or late pay forms. Note extra pay or late pay in FY 2014 if paid on or after July 1 st, Check that all formulae are calculating correctly to the summary balance: To run the spectrum query: GL_HR_SELECT_DIST_WO_FB 8  Parameters for a Small department  Department: %  Dates: 6/1/2013 to 8/31/2013  Account code:

Things to Remember PTI & GTA o No changes to the annual budget. o No changes to this method if hired on an annual basis. o If hired on academic basis: - the BA #2 and BA #4 cycles should account for needed funds when balancing the Summer budget line.  BA #2 for reconciling July  BA#4 for reconciling (forcasting) May/June 9

10 Funds & Speed Codes

Special Notations ! Any work done for other departments within the University should not be charged to your state budget instruction or research speed codes, please see Funds & Speed Codes (Page - 10) For Maymester & Summer A Payment:  Calculate PTI and GTA costs.  Let us know if you have deficit or remaining balance.  We can transfer funds left in the summer faculty budget line into the PTI or GTA instruction budget lines on BA #4. Due date for BA #4 is May 15,  The June 28 th payroll will be the last bi-weekly payroll to have charges associated with FY 2013 budgets. The 2 weeks associated with the July 12 th payroll will both be charged to your FY 2014 budgets. 11

Questions 12 DEPARTMENTS COLLEGE FY 2014 Budget