February 2014

 Intro  Budgeting Timeline  Update on NSTAR upgrade  Budgeting Changes and Guidelines  HR position budgeting  Finance budgeting  Proofing and Reviews  Questions

 State and Local Fund Budgets input into NSTAR create Budget Book which is available on the Budget Office website

 State and Local Fund Budgets help to develop the overall NAU operating budget for All Funds approved by ABOR at June Board meeting

 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

 February: ◦ NSTAR installation/budget training sessions  Early March: ◦ Budget Guidelines issued  Contract Masters ◦ Issued March 5th/ Returned March 26th  March 3rd-April 14th ◦ Local AND State Budget input templates available in NSTAR ◦ (March 24 th is halfway point)  April 15th – April 28th ◦ Local AND State Budget input templates available for JFRs only  April 29th – May 8 th ◦ Budget Office review  May 9 th ◦ Budget materials due to ABOR (placeholder)  Late May ◦ Zero Budget Lines loaded for early FY15 requisitions Proposed Position Management Deadlines to facilitate NSTAR budget deadlines: April 7 th new position number requests April 11 th ePAR Final Approval

 NSTAR Upgrade to Version 10 ◦ Version 10 Computer Requirements and Installation Instructions can be found on the Budget website on the NSTAR page.

 Budgeting account classes where expenses and revenues will occur ◦ Basis for zero budget line load for non-personnel expenses and revenue  Budget Office will load zero budget lines for all personnel classes (state and local), voluntary transfers in and out, 810 & 830 (local), and 739 class – interdepartmental (local)  Separate budgeting classes for fee types ◦ Break out student mandatory, class, program fees

 Final Guidelines will be published at the beginning of March  Review key points included in the Budgeting Guidelines

 Contract Master  Salary budget total on HR must match Finance salary budget total for each Department ID  Using the Department Salary Set Aside ◦ Use for potential positions and/or local fund salary adjustments  Split Funded positions ◦ Need to coordinate that all areas budget properly for the FTE and salary

 HR Position Query ◦ Use when cleaning up positions by inactivating unused positions or to identify positions to be unbudgeted  Please note that only unoccupied positions can be unbudgeted

 ERE ◦ Review Rule of Thumb spreadsheet gives ERE estimated rates for new hires of Faculty, Service Professionals, & Classified Staff.

 ERE ◦ Use ERS (Business Objects) Payroll Reports for ERE rates for current hires.

 Tools to Use to analyze YTD activity ◦ ERS (Business Objects) Reports  Transaction Detail  Status of Funds ◦ PS Financials (Budget Overview) ◦ ITS Website=

 Added expenses to finance input template for state funds to more accurately predict FY15 expenses

 Encumbrances on Local Fund Department IDs ◦ Estimate for remainder of year activity should take into account encumbrances FY2013 Actuals FY2014 YTD Actual Expense FY2014 YTD Encumbered FY2014 Budget FY2014 Estimated YE Budget FY2015 Budget Office Adjs FY2015 User Budget Difference Budget to Actuals Operating Expenses: OKAY - Salary values Match Personnel Services HR Salary: 4,093, Salaries 3,673,826 1,916,584 1,807,801 4,089,071 4,093,073 2,176, Other Wages 34,247 21, ,000 20,000 (21,258) 713 Student Wages 1,276, ,755 1,393, ,000 (642,755) 714 Work Study Graduate Assistants 92,275 43,624 32,284 96,990 (43,624) 720 Employee Related Expenses 1,876, ,133 2,336, ,000 (987,133) Total Personnel Services 6,953,663 3,611,354 1,840,085 8,165,173 1,520,000 4,093, ,720

 Local transfers ◦ UCA transfers versus other departments  NSTAR ◦ Voluntary transfers vs. Mandatory transfers (for debt service payments) ◦ Capital project transfers would be a net transfer out as the $ go to unexpended plant fund ◦ Transfers versus Interdepartmental Expense

 FY15 PS Financial Budget Errors will occur if budgeting is not done to appropriate revenue or expense classes  Emphasize that particular classes are needed if you have telephone charges, risk insurance, other University-wide interfaces, or clearing accounts

 Listing of key NSTAR Reports and Descriptions  Reports will be revisited over the next year after budgeting with version 10 formatting changes.

 Salary and FTE ◦ Do numbers match between Finance and HR applications? ◦ Is Budget at least the current actual PeopleSoft salary unless on special assignment? Use non special assignment salary for budgeting ◦ Reallocating State Operations budget to Salary requires Budget Office approval.  Revenue ◦ If you have Administrative Overhead eligible Revenue, budget for Admin OH Fee.  Transfers ◦ Voluntary transfers from UCA have been loaded and approved or have been coordinated with other areas

 YTD Local actuals vs. full year projections ◦ Are the full year projections greater than YTD actuals; what transactions do you still expect to occur between now and the end of the year that will impact your YTD amounts?  Do budgeted increases or decreases for next year make sense? ◦ What are your recurring expenses (e.g. people) and what are the changes you expect to those recurring expenses? ◦ Are there changes to your recurring revenues? ◦ What are your 1 time expenses? ◦ Do you expect to see a decrease or increase in your local ending balance compared to your beginning balance?

 Balance forwards to next year are not negative ◦ We do not want to budget negative local fund balances rolling into next year  Use Notes column on the NSTAR finance input template to communicate significant changes  Have all Department ID’s on Threshold Report been budgeted

 Don’t wait! Call us as questions arise!