1. Planning, Budget & Analysis
Self-Supporting Budget Training Workshop
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2. What’s New Only Fringe Rates and Changed Dates Workday: October 2017
There will be budget changes
Will not effect the way you budget for FY18
PBA will take care of integration from Advantage to Workday
FY19 Budget Plans
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3. Overview & Quick Reference
What is a budget?
Why do we budget?
When do we need to budget?
Who prepares a budget?
How is a budget built?
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4. What is a budget?
A Budget is a list of planned revenue and expenditures used as a tool for assessing performance and providing for internal management controls.
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5. Why do we budget?
Budgets create a structure for both planning operations (hiring, major equipment purchases, moves, etc.) for the coming year and assessing actual performance throughout the year.
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6. When do we need to budget?
There are three primary ‘budget triggers’:
Board of Regent Requirements
Position Control Requirements
Fund (the first four digits of the account number) Requirements
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7. Board of Regents requirements
Each fiscal year all self-supporting budgets with total budgeted expenditures greater than $25,000 must be approved by the Board of Regents.
For budgeting purposes, ‘total budgeted expenditures’ excludes expense objects 39 (recharge), VT (voluntary transfers out) and 79 (reserves).
All other expense objects (10,11, ,30 and so on) are included in the $25,000. In other words, if the amount on is over $25,000, the budget will be submitted to the Board of Regents.
Form 1, Part 2, line 19
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8. Self-Supporting Budget Request
Back
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9. Position Control requirements
A budget must be in the system before any wages or salaries can be paid from expense object codes:
10 (Letter of Appointment with or without benefits)
11 (Professional)
12 (Graduate)
14 (Classified)
15 (Student Wages/Temporary Labor).
Remember fringe (obj. 16) must be budgeted
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10. Fund requirements
The following funds require that a budget be in place before any expenditure activity can be processed: 1201, 1202, 1204, 1206, 1208,1210, 1211,1212, 1213,1300,1317,1318, 1319, 1407, 1504, 1505, 1506, 1700,1701, 1702, 1703, 1704, 1705, 1708, 1709, 1711, 1712, 1803
Once an account is part of a budget required fund, it remains in that fund, even if activity decreases below $25,000 per year.
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11. Fund requirements Continued…
The Controller’s Office can only change an account to a budget required fund as part of the ‘fiscal year opening’ procedures. You may request that an account be moved to a ‘budget required’ fund if you find expenditures or encumbrances are frequently occurring before revenues are received. The Budget Office may request that an account be changed to a ‘budget required’ fund if both current year actual expenditures and projected expenditures are > $25,000 or if the trend over the past few years indicates the account will be reportable to the Board of Regents
Please remember to change the account numbers on all employment documents and in the comprehensive position lists (via CBE) if the fund is changed to a ‘budget required fund’.
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12. Who prepares the budget?
Preparing an effective budget requires a joint effort between the people responsible for managing the fiscal operations (tracking purchases, making deposits, processing PAFs and budget revisions) and those who understand and manage the non-financial activities giving rise to the account. These non-financial activities include generating the revenues, managing projects, determining when renovations, relocations or equipment replacements will occur.
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13. Steps to building a budget
Forward original to the appropriate office for review, typically the Dean’s or Budget offices
Review and print the budget
Complete budget request form
Gather financial reference reports
Gather position data
Download budget form from PBA website
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14. Getting to the PBA website
Fiscal Year 2018 Long Form for Accounts > $25,000
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15. Download Selfs Long Form
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Selfs16long(2).xlsx

16. Saving Form
Click on Enable Editing. Then save form to your directory.
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17. PLEASE NOTE..SOME PEOPLE DO NOT HAVE ACCESS TO THIS APPLICATION
Gather position data
PLEASE NOTE..SOME PEOPLE DO NOT HAVE ACCESS TO THIS APPLICATION
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18. Getting Position data
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19. Comprehensive Position listing
Getting Position data
Comprehensive Position listing
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20. Getting Position data continued…
1. Curr Yr
3. Get Report
2. Your Account
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21. Getting Position data continued…
CPL DATA
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22. Getting Position data continued…FY
POSNO
FAO_ACCOUNT
VPRES
DEAN
DEPT
FULL_NAME
JOB_TITLE
EARN_CD
CONT_TYPE
RANK_GRADE_STEP
ADDL_DUTIES
CL_MERIT_DT
EPR
ANNUAL_FTE
SALARY
FRINGE
UPLOAD
NOTE
EMP_TYPE
TENURE_STATUS
2015
41…
YOUR ACCT # VP
YOUR DEPT
EMPLOYEE NAME
EMPLOYEE TITLE
CODE
GRADE/STEP
MERIT DATE
EPR? 1 NO
EMPL TYPE
42…
Open and Print the CPL
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23. Getting Financial Reference Reports
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24. Getting Financial Reference Reports
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25. Getting Financial Reference Reports
1. Most Current Period
3. Get Report
Organizational Summary by Object
2. Your Account Number
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26. Getting Current Year Account Activity
Print this report
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27. Getting Operating Detail
Organizational Summary by Object and Sub-Object
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28. Getting Operating Detail
1. Current FY
3. Get Report
2. Your Account
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29. Current year operating detail
Print this report
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30. Self-Supporting Budget Request Form 1 – Part 1
Forecasting Methods
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31. Self-Supporting Budget Request Form 2
Forecasting Methods
Straight three year average:
($200,000(YR1) + $220,000(YR2) + $215,000(YR3)) / 3 = $211,667
Three year weighted average:
($200,000(YR1) x .5) + ($220,000(YR2) x .3) + ($215,000(YR3) x .2) = $209,000
Current YTD plus previous year actual:
$150,000(Current year to date as of end of February) + $45,000(Previous year actual March-June) = $195,000
Current YTD annualized:
$150,000 YTD at end of February / 8 months x 12 months = $225,000
Current YTD:
Sometimes, revenue/expense occurs in a very compressed time frame so current YTD is a reasonable amount.
These are just a few forecasting methods. You may develop one that works well for your particular budget.
BACK
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32. Self-Supporting Budget Request Form 1 – Part 2
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33. Self-Supporting Budget Request Form 1-Part 2
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34. Self-Supporting Budget Request Form 2
Your Best
Guesstimate
Auto Populates
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35. Self-Supporting Budget Request Form 3A
Your Best
Guesstimate
Auto Populates
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36. Self-Supporting Budget Request
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37. Self-Supporting Budget Request Form 2
Auto Populates
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38. Notes Page Difference of 25% or > Form 4 – Explanation
Same reference letter as in Form 4
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39. Self-Supporting Budget Request Form 2
Total Revenue must equal Total Expenditures
Sign, date and send the forms to your Dean’s Office when completed.
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40. Self-Supporting Budget Request 1311 Funds
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41. Self-Supporting Budget Request Recharge
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42. Self-Supporting Budget Request
We at PBA are here to assist you should you have difficulty completing these forms. However, it is important that each of you complete a budget request form on your own. If you continue to have difficulty, feel free to contact your budget officer for assistance:
Vince Johnson
Dane Apalategui
Christy Sireika
Amanda Evans
Peggy Bohn
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43. Budget Calendar
April 14, 2017 – Merit information due in the Contract and Budget Entry(CBE) system.
May 1, Signed hard-copy self-supporting budget forms due in Planning, Budget & Analysis, mail stop 0118.
May 19, Budget Account Lines are frozen in the Contract and Budget Entry system.
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44. Le Fin
This concludes our presentation. If you have any questions or need additional assistance, please call your budget officer. Thank you and Happy Budgeting.
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