 Audience: ◦ Department chairs and coordinators  Content: ◦ College budgetary reporting  Overview: ◦ Budget projections are submitted using a “MBU Rev-Exp” spreadsheet ◦ A review of the MBU spreadsheet follows December 8, 2011 CAHSS budget presentation to department chairs & coordinators by Gina Pierce, Budget Analyst

◦ What it is ◦ Why we complete it ◦ Where the data comes from ◦ What it contains ◦ How often we update it

 What is it?  Why complete it?  Who uses it?  A spreadsheet designed for OAA use, required by the provost  To allow for consistent reporting by all Major Business Units (MBU)  OAA uses it to track and project budget & expenditures; it is a ‘thermometer’ of our budget position

 What it contains:  How often updated:  Revenue (Budget) and Expense projections reported in various broad categories  First draft is reported in January of the prior academic year. Updated in October, March, May, with final after the year closes.

 Consists of column headings for:  Salaries ◦ Perm faculty & DC ◦ FERP ◦ Lecturers ◦ TA’s ◦ GA’s ◦ Staff ◦ MPP’s ◦ Student Assistants ◦ Work Study  Total Salaries  Benefits  OE ◦ Communications ◦ Travel ◦ Library Acquisition ◦ Contract Services ◦ Info Tech Costs ◦ Equipment ◦ Misc OE ◦ Total OE  Total

 Original Budget Allocations  Roll Forward  Budget Reductions  Salary & Benefit Increases  Encumbrance Budgets  Readjustment of Allocations  Reimbursements  Augmentations  R/RS Revenue  Vacant Position Transfers

 Major categories: ◦ Department/Program Expenses ◦ R/RS Expenses ◦ Contingencies ◦ Cost Recovery  Last row contains the balances of all categories (revenue – expense)

 Original Budget Allocation ◦ Information is distributed from the budget office to the director of academic resources, who forwards to the divisional budget analysts ◦ Divided into various salary, benefits, and OE categories ◦ Includes changes to position inventory, benefits, shifts in departments ◦ This is our base budget allocation

 Roll Forward: ◦ Distributed from the University Budget Office ◦ Excess budget approved by the provost or overspent budget balances are ‘rolled’ into the next academic year ◦ NOTE: Excess budget is often scooped and not guaranteed to roll ◦ Overspending results in offset against next academic year’s budget

 Budget Reductions ◦ If budget reduction to base were required, this line would show which categories were affected by the reduction ◦ Types of reductions:  Reduction to base budget. This line is for reductions that have not yet been applied to base budget but are expected.  Examples for 2011/12: reduction for TFD’s Graduate program phase out and reduction due to ITS reorganization.

 Salary & Benefit Increases: ◦ Examples:  Funding for faculty promotions  FERP settlement pay-outs

 Encumbrance Budget: ◦ Distributed from the University Budget Office ◦ Encumbrances are unfilled orders – i.e.: a purchase requisition was placed in the prior year and not yet expensed. ◦ The encumbrances move the budget forward; they will count against prior years budget when they post

 Readjustment of Allocations ◦ This line is used to move budget between categories so there is enough budget to cover projected expenses by category. ◦ Examples:  Move funds from faculty funding to cover chair stipend costs (moves from faculty to staff)  Move Supplies & Services budget to cover communications, student assistant, equipment (computer refresh), travel

 Reimbursements ◦ Specific types of expected revenue listed in this section. ◦ Information comes from the OAA, other college offices, and department coordinators (the assigned time information) ◦ Categories include:  Faculty Governance  Sabbaticals  CMC Release Time  CFA Representation; Statewide Senate representation  Other Colleges reimbursement for use of our faculty

 Augmentations ◦ Funding from the president or provost that is given on a one-time basis to supplement the base budget ◦ Examples:  TFD Graduate program. In 2011/12 a reduction to base budget of $134,000 was taken due to program reduction. To help with the program phase-out year, a $134,000 augment from the provost was provided.  First Street Gallery receives a $24,000 augment to its base budget.

 R/RS Revenue ◦ This section shows projected revenue fee programs; various R and RS program codes ◦ In mid-year updates we use it to show:  GWPE: projected earnings above base budget  MSF: projected revenue above base budget ◦ In the year-end budget update, actual R/RS Revenue is reflected in this section (since actual revenue is known at year-end)

 Vacant Position Transfers ◦ Changes to positions that are not accurately reflected in the position inventory. ◦ Examples:  New faculty: OAA funds difference between vacant rate salary & benefit funding and new faculty rate  New FERP Faculty: Half of the faculty’s position funding moves to vacant rate; OAA scoops difference between the half-time faculty rate and vacant rate.

 Cost Recovery ◦ This line is used to show revenue from grants and contracts ◦ Information about grants and contracts should come to the College office ◦ For 2011/12, cost recovery from two grants are reflected in this section

 Department/Program Expenses ◦ This information is compiled in the college office from various sources  Salary & Benefit projections: scheduling worksheets, position inventory data, & other material are referenced when projecting per department expenses  Departmental OE expense projection includes encumbrance & roll forward budgets and is based on several factors, including:  Current budget allocation  Historical costs  Projected costs

 R/RS Expenses ◦ This information comes from the college office ◦ During yearly updates, this section projects mainly:  GWPE (RS002) expenditures  MSF Fee expenditures (RS064)  Expenditures equal to all other R/RS balances ◦ During year-end updates, this sections includes ALL R/RS codes and the expenditures equal account balances.  Since R/RS balances will roll, for the purposes of this report they are considered expended so that their balance will not affect our bottom line projection.

 Contingencies ◦ We use this section to report:  Reserve budget:$80,000  To help curb historical deficit spending  Sick Leave Replacement budget: $75,000  As funds are committed, the cost is reflected in the department expenses  Dean’s Discretionary budget: $30,000  As funds are committed, the cost is reflected in the department expenses

 Cost Recovery ◦ This line is used to show revenue from grants and contracts as abatements (negative expenses) ◦ When a grant is billed, the revenue is posted as an abatement to offset the cost of the faculty ◦ This section is not used in this spreadsheet.

 The final row on the spreadsheet is “balance”  This row subtracts projected expenses from projected revenue per category  The far right column, “Total,” reflects any projected excess or deficit as a result of the proposed budget  NOTE that benefit costs are not the college’s responsibility to cover; therefore any excess or deficit in the benefit category should be removed from the total.

Budget Reporting  Is required by the Provost  Uses MBU spreadsheet which allows for consistent reporting by divisions  Is used as a ‘thermometer’ of our budget position  Reports revenue & expenditures by category  Is updated about 4 times per year