1. Office of the Chief Financial Officer 1 FY 2016 Budget Formulation 3pm April 1, 2014 Building 90, Room 3122

2. Office of the Chief Financial Officer 2 Agenda Introductions DOE requirements - Anything new? Informational Resources How does the lab fit into the big picture? What do we do at the lab to submit our budgets? Key Dates and Contacts

3. Office of the Chief Financial Officer 3 Information Resources Information available on our website o Website link: http://www.lbl.gov/Workplace/CFO/bgt/bgt_formulation.htmlhttp://www.lbl.gov/Workplace/CFO/bgt/bgt_formulation.html OR o Navigate: LBNL homepage  A to Z  CFO  Budget Office  Proposal Development & Submission Contains Information such as: –DOE Budget Formulation call guidance –FBS eLearn Training & Reference Module –Link to FBS –Budget Office Contact Information –4 Digit B&R Leads, Business Managers & Staff Working on Budget Formulation –Forms (NEPA/CEQA, AHU, DOE Intellectual Property, Extended Assignment) –Public Query FBS_BUDGETS_2016_ –Other budget formulation supporting materials

4. Office of the Chief Financial Officer 4 Federal Budget Cycle Overview OMB Recommendation President’s Budget Congressional Resolution Congressional Appropriation OMB Apportionment DOE Distribution LBNL Approved Funding Prog LBNL Contract 31 LBNL Budget Request DOE Review & Consolidation PIs RAs BO June September December February FY 2014 (CY) FY 2015 (BY-1) FY 2016 (BY) The federal budget is passed into law each year by Congress and is signed by the President of the United States.

5. Office of the Chief Financial Officer 5 RAs BO LBNL Budget Process Overview LBNL FBS PIs RAs BO 1. Proposals & Placeholders due Fri 5/16 DOE FWP System 4a. SC FWPs Due to BSO 6/25 2. Field Data and Variance Analysis 5/23-6/6 RAs BO 4b. Summaries Due 6/27 DOE 3. Final Field Validation 6/9

6. Office of the Chief Financial Officer 6 Process Flow within LBNL FBS System

7. Office of the Chief Financial Officer 7 FBS System Access  There are two access types, to request access please follow the steps below: General Access – to enter and view proposals send email to FBSsnotify@lbl.gov and cc: supervisor FBSsnotify@lbl.gov Designate Access – complete form “FBSs Divisional Approval Memo” available on Budget Office website and send to FBSsnotify@lbl.gov  Note: Designate Access allows user to authorize proposals in FBS – FWP attachments still require the Division Director signature

8. Office of the Chief Financial Officer 8 LBNL FBS Requirements Enter into FBS as a… DOE: Proposal (Submitted thru DOE FWP System) Place Holder* (Not submitted thru DOE FWP System ) Required Submission Attachments NNSA NoYesNo Office of Science R&D YesNoFWP Office of Science Construction NoYesPDS* Office of Science S&S NoYesNo EERE NoYesOptional Electric Delivery and Energy Reliability NoYesOptional Fossil Energy NoYesOptional Nuclear Energy NoYesOptional Environmental Management NoYesOptional Environment Safety and Health NoYesOptional Intelligence NoYesOptional Crosscuts: n/a Email-Budget Office WFO: Proposal/Award info entered into an excel template. *Project Data Sheet (PDS) for construction should be attached.

9. Office of the Chief Financial Officer 9 Proposal Submission Requirements Office of Science 1.FY 2014 Budgets  Please base your FY14 Budget on your best estimate. If there is a significant variance between your FY14 Budget and FY14 Guidance, we will ask for justification.  If we get full year FY14 guidance over the next six weeks, we will inform you. 2.FY 2015 Budget “bounded by the FY 2015 Request to Congress” (i.e., the President’s Budget)  FY15 Budget based on President’s Budget, with Office of Science B&R break-out “LBNL FY15 SC Rollout” posted on our website: http://www.lbl.gov/Workplace/CFO/bgt/bgt_formulation.html  Division Lead for each 4 Digit B&R – Listed on next page and on our website.  The division lead’s role is to lead the effort and coordinate with other divisions to balance to the President’s Budget 3.FY 2016 Budgets  Your request to DOE

10. Office of the Chief Financial Officer 10 Placeholder Submission Requirements 1.FY 2014, 2015, 2016 Budgets  Your best estimates based on guidance and spend plans 2.Placeholders should also include costs for legacy projects for which there will not be new proposals submitted 3.Divisions may attach a non Office of Science FWP on a placeholder in FBS, but divisions are responsible for sending to the program where appropriate

11. Office of the Chief Financial Officer 11 President’s Budget Field Leads

12. Office of the Chief Financial Officer 12 Division Leads (Example) Laura will be the person to coordinate and provide explanation for the differences between FY15 LBNL Budget and FY15 President’s Budget for KC02 for all the divisions.

13. Office of the Chief Financial Officer 13 Submission Quality FWP Attachment Checklist available on Proposal & Development website Appropriate attached forms must be checked on FWP front page PDF Attachments include proposal, NEPA/CEQA, AHU, DOE Intellectual Property, Extended Assignment forms. BSO requests the forms for PDF in this order Use fully burdened $K and approved LBNL forward pricing rates Remember to exclude work from DOE Integrated Contractors

14. Office of the Chief Financial Officer 14 Proposal & Placeholder Validation (5/16-6/9) 5/16 FWP’s Due in FBS 5/23 Budget Office sends divisions excel workbooks for validation: Missing attachments Proposal not in correct state (Proposals = Authorized, Placeholders = Completed) Overcosting FY’14 Planned Obs = Your Best Estimate, FY’15 Planned Obs = President’s Budget Ask for commentary for large changes in FTE & Obs Check for data input errors (for example: very high FTE ratio) 6/6 Due date for divisions to have completed their workbook validation 6/9 Final Review, Budget Office sends out final workbooks for final check

15. Office of the Chief Financial Officer 15 FY16 Budget Formulation Key Dates DOE Key Processes and Dates: Field Proposals & Placeholders due in FBSMay 16 Budget Office sends out data validation workbooksMay 23 Data validation workbook due dateJune 6 Data validation final reviewJune 9 Submission to DOE BSO for ReviewJune 25 Deadline to DOE HQJune 27 DOE Budget Validation July/Aug Crosscuts & Supplemental Submissions Due to BSO: Field Project Data Sheets (new projects)April 22 Non-IT Capital Asset Plans & Business Case (Ex 300) June 3 IT Capital Asset Plans & Business Case (Ex 300A)Qrtrly in eCPIC (6/6) Agency IT Investment Portfolio – Ex.53Annually in eCPIC (6/6) Integrated Facilities InfrastructureJuly 24 Motor VehiclesDueJuly 30

16. Office of the Chief Financial Officer 16 FY16 Budget Formulation Contacts Questions or Concerns? Please email FBSsnotify@lbl.govFBSsnotify@lbl.gov Or Call David Stewart x4112 Sophia Marneris x4145