University Budget Office Budget Information Meeting Spring 2017

Topics for FY18 Budgeting Timeline NStar Upgrade Budgeting Guidelines Updates for FY17 FY18 Budgeting Information Position Budgeting Template Enhancements Finance Budgeting Tool and Training

Timeline February - NSTAR upgrade notification Contract Masters Distributed March 3rd Returned March 29th Contracts printed May 5th Early March - Budget Guidelines issued March 1st - April 12th - Local AND State Budget input templates available in NSTAR April 13th – April 26th - Local AND State Budget input templates available for JFRs only April 27th – May 10th - Budget Office review Mid May – Budgets finalized for reporting to ABOR

NStar Upgrade NStar Upgraded to Service Pack 25 Service Pack 25 should improve performance and works with Excel 2010, 2013 and 2016 EPM Add-in tab remains in ribbon Expand buttons work properly Formulas allowed Service Pack Bit should match your Excel Bit EPM 32 bit loaded automatically from server EPM 64 bit available on website Excel 16 may require additional component All Service Packs are available under NStar Installation at http://nau.edu/Budget/NSTAR/

Budgeting Guidelines 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 Approvals and Funding Requests Submitted budgets are approved by Vice President or Provost and reviewed by JFR Funding requests go through Vice President or Provost

Updates for FY17 State Budget Adjustments/Local Transfers Mid-year completed Year-end Reorganizations Ongoing updates for commitments

FY18 Budgeting Information Budget Process Guidelines and Information document published at the beginning of March Timeline State Salary Holdback Rates for University Charges Admin overhead – 1% increase on auxiliary revenue Risk insurance charge ITS network charge – no increase, remains at 1% Other Changes ITS long distance/other charges to 745102 code in same class University central transfers to 810550/830550 code in same class

Position Budgeting Deadlines for NStar budgeting Work Days for FY18 April 3rd - new position requests April 5th - ePAR final approvals Work Days for FY18 260 work days for classified staff Expense reduced by 1 day No impact on appointed staff

Position Budgeting Salary budget total in HR must match total in Finance for each deptID Using the Department Salary Set-Aside Use for potential positions and/or salary adjustments Split Funded positions Coordinate between deptIDs so FTE and salary, including any salary changes, are budgeted properly (1 FTE maximum)

Position Budgeting HR Position Query ERE Use to identify unused positions that should be inactivated or to identify positions to be unbudgeted Generally, only unoccupied/100% grant funded positions can be unbudgeted ERE Rule of Thumb spreadsheet for estimated rates for new hires by category ERS Payroll Reports for estimated rates for current employees

Template Enhancements Check Box to identify deptIDs to be inactivated Revenue Groupings Predefined for review during budgeting Improve reporting and review Local deptIDs Added to Threshold Report

Finance Budgeting State and Local Templates State Template Budget all deptIDs Budget where revenues and expenses occur Salary budget should be current actual PeopleSoft salary and FTE Salary budget and FTE should match between HR and Finance Budget for University Charges State Template Reallocations should net to zero at cabinet level Local Template Budget Year-End estimate for all deptIDs Budget increases/decreases for FY18 Transfers should be coordinated between divisions and departments

Budgeting Tools and Training Budget Process Guidelines and Information Budgeting Tools for NStar http://nau.edu/Budget/NSTAR/ Videos for HR/State/Local Templates Quick Reference Guides for HR/State/Local Templates Transfer Instructions NStar Reports PowerPoint and Guide NStar Reports for Budget Proofing JFR Folders State Funding Listing/Local Transfers List Salary Change Report Budget Training Schedule with Budget Analyst

Questions ?