Pro Rata Budgeting

1. Pro Rata Budgeting

2. Pro Rata Budgeting • Pro Rata Detail by Funds reports are available on the Internet no later than October 1. • Revision or change to the reports is shown at this website.

3. Pro Rata Budgeting - continued • Billable section of the Detail by Funds report is the Pro Rata amount to be shown (built into) in State department’s budget (appropriation). • Click here to see a Detail by Funds report.

4. Pro Rata Budgeting - continued • Department of Finance budget analyst receive a Prorata Assessments for Billable Funds by Agency. • Click here to see a Prorata Assessments for Billable Funds by Agency.

5. Pro Rata Budgeting - continued • Amount on the Prorata Assessments for Billable Funds by Agency is the Pro Rata amount (built into) in the State department’s budget (appropriation).

6. Pro Rata Budgeting - continued • Finance budget analyst: • Verify State department • Verify fund number/s • Verify amount • Sign and date • Copy for files • Return to the Pro Rata analyst by the due date.

7. Pro Rata Budgeting - continued • State department may complete the Prorata Assessments for Billable Funds by Agency but it must be approved and signed by the Finance budget analyst.

8. Pro Rata Budgeting - continued • Any Prorata Assessments for Billable Funds by Agency not signed or incorrectly signed is returned to the Finance budget analyst for approval.

9. Pro Rata Budgeting - continued • Each State department and their Finance budget analyst are responsible for ensuring that the correct amount of Pro Rata is budgeted and properly displayed. • Refer to the current Budget Letter for guidelines and changes to the Governor’s Budget.

10. Pro Rata Budgeting - continued • Amount budgeted in the State department budget (in the appropriation) should be the same amount in the Pro Rata budget. • Both budgeted amounts must equal.

11. Pro Rata Budgeting - continued • Total appropriation from a special fund includes: • Direct program costs. • State department’s overhead costs. • Statewide indirect costs (Pro Rata or SWCAP).

12. Pro Rata Budgeting - continued • Pro Rata budget amount is shown on the Supplementary Schedule of Operating Expenses and Equipment(DF-300). • Use UCM number 330438. • Enter Pro Rata amount. Do not total the Pro Rata and the SWCAP amounts.

13. Pro Rata Budgeting - continued • State department and Finance budget analyst verify the DF-300 amount. • Discrepancies between budgeted amount and DF-300 amount must be explained in writing to the Pro Rata analyst.

14. Pro Rata Budgeting - continued • Amounts not budgeted properly or not budgeted will result in . . . • Over or understated Governor’s Budget. • Deficit appropriation. • Payment deferrals, which extends payment over several years. • Lost revenue for the General Fund.

15. Pro Rata Budgeting - continued • For exceptions to the assessment amount, discuss with the Pro Rata analyst.

16. Pro Rata Budgeting - continued • Exceptions include: • Sunset fund. • No appropriation. • Other than above exceptions. • Exceptions are shown in the Fund Condition Statement for the fund.

17. Pro Rata Budgeting - continued • Fund Condition Statement includes amount transferred directly from the fund. • Pro Rata display (Reconciliation with Appropriation) will show the same fund amount.

18. Pro Rata Budgeting - continued • State department budget includes Pro Rata in the appropriation or the Fund Condition Statement. • Pro Rata budget includes all Pro Rata assessments and amount transferred directly from the fund.

19. Pro Rata Budgeting - continued • Budget process for Pro Rata is complete. • Additional information can be found in the Budget Analyst Guide (BAG).

20. We hoped this helped. Please view our other presentations.