Academic Budget Workshop

OVERVIEW Departmental accounts (excluding restricted, which means grants & scholarships). How accounts can be used. How to view the budget & activity.

Common Academic Accounts Source Account # Purpose State Appropriations 10.100.05.DEPT.xxxx.00000000 Salaries & Fringe Benefits Lab Fees* 10.126.05.DEPT.xxxx.00000000 Materials & supplies for the lab Designated Operating 11.410.05.DEPT.xxxx.00000000 Departmental operations, sometimes salaries, wages, & benefits, travel Program Fees 11.425.20.DEPT.xxxx.00000000 Used to support the provision of educational programs to students (University Program Fee Policy #4.04) *If applicable

Other Accounts Source Account # Purpose State Appropriations- Special items 10.170.05.DEPT.xxxx.00000000 Salaries & Fringe Benefits; (could incl. operations) Comprehensive Development Funds (Research) 10.177.10.DEPT.xxxx.0000NNNN Research Designated Surcharge (Differential) 11.411.05.DEPT.xxxx.00000000 Supports programs with excessive overhead costs; salaries, benefits, operations Discretionary Gift (aka “Friends”) 19.350.20.DEPT.xxxx.000NNNNN General support of departmental programs.

What accounts do we have? A report is in the development stages!!

Which to use? Lab Fees Program Fees Designated Tuition

Lab materials & supplies (no salaries, wages, or travel) Lab Fees - 10.126.05.DEPT.xxxx.00000000 Lab materials & supplies (no salaries, wages, or travel) Per TEC, Section 54.504, Laboratory Fees – An institution of higher education shall set and collect a lab fee in an amount sufficient to cover the general cost of lab materials and supplies used by a student. … the amount of the lab fee may not exceed the cost of actual materials and supplies used by the student. Fee varies by department and is charged $xx per semester for the lab Funds roll forward annually Revenues post to accounts as students register for courses (which means they are deducted from the account if the student changes their schedule! )

University Program Fee, Policy #4.04 11.425.20.DEPT.xxxx.00000000 The University Program Fee is assessed on the basis of course level: • LL UG (1000- & 2000-level courses): $ 8/SCH • UL UG (3000- & 4000-level courses): $15/SCH • GRAD (5000- & 6000-level courses): $25/SCH Program Fee fund balances may be carried forward from one fiscal year to another; however, it is generally expected that the remaining fund balance should be no more than 10% of the current year revenues. Program fees are subject to audit at any time. The base budgets of departments with program fee balances in excess of 20% of annual revenue will be reviewed on an annual basis to determine whether base budget adjustments are necessary. Revenue from the University Program Fee must be used to support the provision of educational programs to students, whether the courses involved are in face-to-face, hybrid or online formats.

LAB FEES & PROGRAM FEES How are revenue budgets determined? (1) Review current year revenues and estimate annual receipts (2) Review history of revenues (past 3-4 years); observe trends (3) Consider enrollment projections for new fiscal year (4) Consider influence of expected changes to programs

Designated Operating Accounts 11.410.xx.DEPT.xxxx.00000000   These accounts provide flexibility in achieving the educational mission of Texas Woman’s University. New budgets are created annually and funds do not roll forward. Guidelines for the use of these funds can be found on the Budget Office home page. A detailed sample of allowable and non-allowable expenses follows.

What items constitute CAPITAL purchases?   In general - Cost > $5,000 Items have a useful life > 1 year Controlled items (> $500 & less than $5,000) Cameras, Video Camera, DVD Computer equipment (controlled) TV, Flat Panel Display, MP3 Check with Procurement Services for additional information.

What report should I use, Funds Available in Oracle OR Budget Manager’s Detail Report?

Texas Woman's University TWU Budget Manager's Detail Account: 11.425.20.0602.xxxx.00000000 Periods: Sep-15 to Feb-16 Account Desc: Designated.Program Fees.Academic Support.Nutrition and Food Sciences.xxxx. PARENT OBJECT EFFECTIVE DATE SOURCE DESCRIPTION BUDGET (B) ENCUMBRANCE (E) ACTUAL (A) BALANCE Bal = B - E - A Income   -171,668.00 0.00 -163,619.35 -8,048.65 Grand Total (Revenue): Capital Outlay 0.01 -0.01 Fringe Benefits 11,480.59 -3,803.08 7,677.51 Maintenance & Operations 41,779.91 -5,404.98 -17,371.06 19,003.87 Staff Salaries 18,655.07 -7,368.75 11,286.32 Travel 18,552.69 -7,450.58 11,102.11 Wages 100,551.20 -51,055.67 49,495.53 Grand Total (Expenses): 191,019.47 -5,404.99 -87,049.14 98,565.34

For additional information: Account Guidelines Annual Budget Benefits Rate Budget Transfer Forms General Ledger Account Structure (Powerpoint) Budget Workshop (Powerpoint)   Please go to the Budget Office home page!

“We must consult our means rather than our wishes “We must consult our means rather than our wishes.”  ― George Washington