Operating Budget Training Conducted by the Budget Office Corbin deNagy

 Overview of Changes  Non-E&G / Questions  Break  E&G / Questions  E&G-Carryforward / Questions 2

 Please note, this training is related to Operating Budget entry only.  The Budget Office will hold more training for managing your budget in June and July. 3

Budget Entry Window  Why? – Moving the budget entry window up allows the University to present one operating budget to the Board of Trustees and allows budgets to be booked in early July. 4 Budget EntityLast Fiscal YearThis Fiscal Year E&GJulyApril Non-E&G*MayApril *Auxiliaries, Florida State University School (FSUS), Locals

Budget for E&G Carryforward  Budget Entry Window is April 15 – 30  Why? – Allows Management to better understand the University’s financial picture.  We will go over this in more detail later. 5

New Budgetary Accounts  There will be several new Budgetary Accounts related to Salary (Faculty, Faculty Benefits, A&P, A&P Benefits, USPS, USPS Benefits, Other Salary).  Also, there are two new Budgetary Accounts called Addition to Fund Balance and Unallocated Balance.  Why? – Allows departments to have greater control over their budgets and gives Management more detail about spending at the University.  We will go over this in more detail later. 6

Sub-Budgetary Accounts  Budgeting will be at a lower level of detail than in the past.  Why? – Allows Management to better understand the University’s financial picture. Also, in the future, this will provide more detail so that departments can budget more accurately.  We will go over this in more detail later. 7

Budget Checking  For , spending on E&G, E&G-Carryforward, Auxiliary, FSUS, and Local departments will be controlled at the Budgetary Account level (Faculty, A&P Benefits, OPS, Expense, etc.)  This isn’t a change for E&G departments, but for E&G- Carryforward and Non-E&G departments, this is a major policy change. We will go over this in more detail later.  Why? – Gives University Management better oversight of non-E&G spending. 8

9 Non-E&G Auxiliary, FSUS, Locals

 Budget Entry is April in OMNI.  You will be provided one full year of actuals ( ), actuals as of 3/31/15, your department’s Fund Balance as of 3/31/15, and your Salary Estimate (if applicable).  Overhead Assessment and Vending Allocations will be preloaded in the entry screen.  For Technology Fee, budget to spend your estimated 6/30 remaining fund balance.  Notes are still required as necessary.  Tools are available to assist you in your budget development at

 The two main changes in the Budget Entry screen are the addition of the Sub-Budgetary Accounts and a new account – Addition to Fund Balance.  Addition to Fund Balance is the result of budgeting revenues greater than expenses. For example, you budget: 11 AccountBudget* Revenue$10,000 Expenses$8,000 Addition to Fund Balance$2,000 * The Budget Office will calculate Addition to Fund Balance

 Conversely, if you budget expenses greater than revenues (meaning you anticipate using your fund balance during the year), there will be no Addition to Fund Balance: 12 AccountBudget Revenue$10,000 Expenses$12,000 Addition to Fund Balance$0

 Revenue accounts are being clarified to facilitate reporting internal vs. external revenues.  The Controller’s Office will provide detail on the GL accounts at a later date, but Budget Managers will need to utilize the appropriate Budgetary Accounts: ◦ There will be separate revenue accounts for Internal and External sources. ◦ Internal revenue is revenue from a specific six-digit department ID within FSU. ◦ External revenue is revenue from anyone else (e.g., FSU staff, students, other agencies, etc.) 13

 Another thing to consider when entering your budget is the change regarding how transfers will be processed in the future: ◦ We are taking steps to ensure that cash transfer accounts aren’t used inappropriately. ◦ The Controller’s Office will review cash transfers to determine if the transaction would be more appropriate using revenue (e.g., CAPD hosting a conference and collecting the revenue for a College) or expense accounts (e.g., departments sharing the cost of a piece of equipment). ◦ Going forward if there is an exchange of goods and services cash transfers shouldn’t be utilized. 14

15 Option to print your budget entry to PDF

16

17

18 Step 1. Click on the “Add a New Value” tab.

19 Step 2. Enter a name for the Run Control ID (e.g., PrintNon-E&GBudget). Note: System will not allow spaces in the Run Control ID. Click Add

20 This screen will populate the Budget Year you are working in and your Manager (Employee) ID. You can select all values, certain values, or a range of values associated with your Manager ID. Step 3. After selecting the values you want, click Run.

21 Step 4. Select “PSUNX” in the Server Name dropdown box. Click OK.

22 Step 5. Click Process Monitor.

23 This process may take a minute. Step 6. Click Refresh until the Run Status reads “Success” and the Distribution Status reads “Posted”. Click Details.

24 Step 7. Click View Log/Trace

25 Step 8. Click the.PDF file to view your report.

 In the past, spending on non-E&G departments was not controlled by “Budget Checking.”  Starting in , spending will be controlled at the Budgetary Account level (Faculty, A&P Benefits, OPS, Expense, OCO, etc.)  You will not be controlled at the Sub-Budgetary Account level.  Even though non-E&G departments will go through “Budget Checking,” the Budget Office will still monitor cash balances. 26

 Budget Managers will now be required to correct budget deficits and cash deficits.  You will be able to make budget transfers within your department and between Budgetary Accounts (including Salary and Addition to Fund Balance). 27 DeptBudgetary Account BudgetEncumbranceExpenseAvailable Expense$10,000$1,000$3,000$6, OPS$2,000$0$2,500$(500) Addition to Fund Balance $2,000

 Please note, you will not be able to transfer budget between Non-E&G departments (e.g., to )  Also, you will not be able to transfer budget between Sub-Budgetary Accounts (e.g., Graduate Assistants to Travel) 28

29 E&G

 Budget Entry is April in OMNI.  Along with the addition of the sub-budgetary accounts, the other major change is having a separate screen for each E&G department. In previous years, the School/College was given an allocation and the School Manager would distribute by department and by OPS, Expense, and OCO. 30

31 Option to download your budget entry to Excel

 This year, the Budget Office will request from the School Managers an allocation amount for each department and the name of the person(s) responsible for distributing the allocation. This information will be preloaded.  No more than 3 people can have access per School.  It will be the School Manager’s or designee’s responsibility to distribute the department’s budget at the Sub-Budgetary Account level (under OPS, Expense, and OCO). 32

 Like previous years, the Budget Office will develop your salary budgets.  Tools are available to assist you in your budget development at Budget. Budget 33

 Like previous years, E&G budgets will be budget checked at the Budgetary Account level.  You can transfer budget between most Budgetary Accounts as needed (e.g., OPS to Expense).  Exceptions – Salary and Special Category (the Budget Office will continue to approve and post these).  You can transfer budget between departments as needed (e.g., to ).  You will not be able to transfer budget between Sub- Budgetary Accounts (e.g., Graduate Assistants to Travel). 34

35 E&G Carryforward

 Budget Entry is April in OMNI.  Budget entry will be the responsibility of the School Manager.  The Budget Office will contact School Managers with instructions for requesting the necessary role.  The budget entry screen will look similar to the E&G screen except that the Salary-related Budgetary Accounts will be included. 36

37 Option to download your budget entry to Excel

 A balance forward will not be provided, so Budget Managers will need to estimate how much budget they will have available beginning 7/1 in order to budget accurately.  Tools are available to assist you in your budget development at Budget. Budget 38

39  Reminder: Your July 1st Carryforward Budget is comprised of the following: FundsFunds Kept by Department OPS Expense OCO Special Categories Carryforward June 30 th Encumbered Balance + Available Balance Salary$0-Excess funds are swept to the University Central Reserve

 If you budget total operating expenditures less than your actual July 1st Carryforward balance, the difference will go into a new Budgetary Account – Unallocated Balance. 40 July 1 CF BalanceBudgeted ExpendituresUnallocated Balance $50,000$45,000$5,000

 Conversely, if you budget expenses greater than your actual July 1st Carryforward balance, the Budget Office will book the negative amount in Unallocated Balance.  The Budget Office will correct any deficit in Unallocated Balance. 41 July 1 CF BalanceBudgeted ExpendituresUnallocated Balance $50,000$55,000$(5,000)

 Unlike previous years when Carryforward was only Budget Checked at the Account level, starting in , Carryforward will be Budget Checked at the Budgetary Account level.  You can transfer budget between Budgetary Accounts (e.g., Salary to OPS) as needed.  You can transfer budget between your Carryforward departments (e.g., to ) as needed. 42

 You will not be able to transfer budget between Sub-Budgetary Accounts (e.g., Graduate Assistants to Travel).  Any transfer from Unallocated Balance will need to be approved and posted by the Budget Office. 43

 Questions or comments?  Contact any member of the Budget Office: 44 NameNumber Katie Perkins Gail Friedrich Mary Alice Mills Corbin deNagy Ken Gloeckner