General Fund & Position Budget

1. General Fund & Position Budget Presented by: UNC Charlotte Budget Office

2. What to Expect From the General Fund Training: • Who makes up the Budget Office? • What is the General Fund? • What is UNC Charlotte’s budget process? • What is Management Flexibility? • What is a budget pool versus expenses? • What is University policy on appropriate use of funds? • How to Calculate & Redistribute Budget in Pool Account Codes • What is a budget revision and why do we need them? • What are some forms or reports that I need? • What is Position Budget Management?

3. Who Makes up the Budget Office: • Ken Smith Budget Director ken.w.smith@uncc.edu 704-678-5805 • Vacant Associate Budget Director vacant 704-687-5599 • Hong Vu Budget Management Accountant hongvu@uncc.edu 704-687-5003 General Fund • Kara Killough Budget Technician kkillou2@uncc.edu 704-687-5779 General Fund • Rebecca Urquhart Budget Management Accountant rmurquha@uncc.edu 704-687-5593 Personnel • Alice Patterson Budget Technician ajpatter@uncc.edu 704-687-5778 Personnel • Carrie Smith Budget Management Accountant cjhaig1@uncc.edu 704-687-8866 Auxiliary, Fee & Capital • Rebecca Harrison Budget Analyst raharri1@uncc.edu 704-687-8657 Auxiliary, Fee & Capital

4. Spendable University Funding Source: 6/30/19 FACTS

5. General Fund Where the Money Comes From… Source: 6/30/19 BD701

6. General Fund How the Money is Spent… Source: 6/30/19 BD701

7. What is UNC Charlotte’s budget process? • Mid-July permanent budget will roll from previous year into new year • August – November, new allocation decisions are made by executive management which could add/delete funds to/from permanent budget

8. What is Management Flexibility? • The General Fund appropriations are made in the form of a single lump sum to Universities • Management Flexibility enables Universities to use budget revisions to reallocate resources between personnel and non-personnel accounts and between program codes (includes creating and abolishing positions)

9. Policies – Manuals - Guides • University of North Carolina (UNC) System • http://www.northcarolina.edu • Office of State Budget & Management (OSBM) • http://www.osbm.nc.gov/library (for current NC Budget Manual)

10. Program Code: Fund Code Translation • 101 = 101xxx Instruction • 102 = 102xxx Summer School (Cannot be moved in/out of program) • 103 = 103xxx Continuing Ed (Cannot be moved in/out of program) • 110 = 111xxx Research • 142 = 114xxx Community Services • 151 = 115000-115499 Library • 152 = 115500-115999 General Academic Support • 160 = 116xxx Student Services • 170 = 117xxx Institutional Support • 180 = 118xxx Physical Plant Operations

11. What is a Budget Pool? • Budget is loaded into a Pool account and used when doing budget revisions • Main Pool Ranges: • 91xxxx – Personal Services (Salaries and Benefits) • 920xxx-922xxx – Purchased Contractual Services • 923xxx – Utilities • 924xxx-928xxx – Purchased Services • 93xxxx – Supplies • 940xxx-948xxx – Property, Plant & Equipment • 949xxx – Art, Library & Learning Resources • 95xxxx – Other Expenses & Adjustments • 96xxxx – Grants, State Aid & Public Assistance • Complete list of Pool Account Codes: https://finance.uncc.edu/resources/informational-documents/budget-pool-account-codes

12. Budget PoolAccounts:

13. Expense Account Codes • Expense codes are what is being paid or receipted, i.e. supplies, travel, equipment (used on p-cards, 49er Mart, personnel) • Expense Account Code – On Controller’s Office website • http://finance.uncc.edu/resources/manuals-guides-procedures/expense-account-code-descriptions

14. Expense Codes:

15. Expenses – Spending Compliance All purchases and payments must be in compliance with University spending policies and within budgetary constraints. A thorough review of all charges should occur in accordance with University Policy 601.8, Appropriate Use of University Funds to ensure that costs are allowable and charged appropriately. Expenditures also cannot exceed budgeted amounts.

16. Use of Funds – University PoliciesAppendix A of Policy 601.8 - Matrix of Allowable Expenses by Fund Type

17. Appropriate Use of Funds • Entertainment: Discretionary funds are the only types of funds that may be used for entertainment. Entertainment includes amusement or social activities and items relating thereto, such as meals, lodging, rentals, transportation, and gratuities. The General Fund, Institutional Trust Funds, or Special Funds may not be expended for this purpose, except Student Fee Funds, which may be used for student-oriented entertainment (refer to Standard on Student-Oriented Activities for additional guidance). • Advertising/Marketing/Promo Items:General Funds, Institutional Trust Funds, and Special Funds can only be used for advertising, marketing, and promotional expenses if appropriated or received for this purpose(per OSBM Budget Manual, Section 4.10). Examples: water bottles, pens, key chains, advertising space, coffee mugs • Clothing:  General funds may be used to purchase articles of clothing only if they meet a security or safety need.

18. Appropriate Use of Funds • Awards & Gifts:Institutional Trust Funds, Special Funds, and Discretionary Funds may be used to purchase awards and gifts in accordance with University Policy 101.18, Gifts, Awards and Prizes as long as the spending restrictions of the fund are met. The General Fund may only be used if the awards and gifts are made through a Chancellor-approved program, University-sanctioned program, or under the North Carolina Employee Suggestion System (administered by the North Carolina Office of State Human Resources). Examples of University-sanctioned awards are the Teaching Excellence Award, state service awards, awards during the staff appreciation celebration, or award programs that have been approved by an office with University scope (such as Academic Affairs or Human Resources).  • Gift cards: may only use General Funds when it is associated with human subject payments. As a general rule, these awards and gifts are taxable and must be reported to the Tax Office for tax reporting purposes. • Refreshments at Conference/Workshop:Refer to OSBM policy 5.8.3; Sponsoring departments may provide refreshments for "coffee breaks" provided there are twenty or more participants and the costs do not exceed five dollars ($5.00) per participant per day. This applies to external and internal conferences.

19. Budgets Should Be Balanced Each Month!! Where Can I View My Budget? • Report Central (WebFocus Tool that uses Banner Tables) – This is a WebFOCUS dashboard portal developed in Banner to help get up-to-date data and reporting • Departmental Financial Reporting – Budget Availability • One year or Multiple Year Comparatives (FGIBDST) – account level • One year with Transaction Detail (FGITRND) • Banner Forms • FGIBAVL – To view OL Balances at the Budget Pool level

20. What is a budget revision and why do we need them? • A budget revision is a request to increase/decrease budget for a fund code or an account number • Revision is done because: • Change to expenditure plan • Reallocation of excess personnel budget to non-personnel budget or vice versa • Create or abolish positions

21. How to Calculate & Redistribute Budget in Pool Account Codes • Login to Banner • Go to FGIBAVL – enter your fund number and account code 915000 (it requires you to put in an account). Hit GO.

22. How to Calculate & Redistribute Budget in Pool Account Codes • Extract the data into an Excel worksheet by going to Tools and selecting “Export”

23. How to Calculate & Redistribute Budget in Pool Account Codes • Click on the Excel File at the bottom of the web page to open the data in Excel • Open the Excel file • Clean up the spreadsheet • Remove Medical Insurance Pool, Social Security, and any other budget pools that do not need reallocated • Add a column after “Available Balance” to show Positive Pool Balances • Add two new columns after this: Increase & Decrease. This will outline what needs to go on your budget revision. • Change formatting to remove decimal and round up the available balances. We do not use cents on Budget FTRs.

24. How to Calculate & Redistribute Budget in Pool Account Codes

25. How to Calculate & Redistribute Budget in Pool Account Codes • Determine what balances you need to reclass by adding the negative amounts into the “Increase” column

26. How to Calculate & Redistribute Budget in Pool Account Codes • Identify the Account Pool you want to move budget from and enter the amount into the “Decrease” column. • When the amounts of the Increase & Decrease columns are equal, you are done • Note your “Hash” total by adding the Increases & Decreases together Now you are ready to initiate your Budget Revision: https://workflowforms.uncc.edu/imaging/imaging-forms-department/budget-office

27. How to Calculate & Redistribute Budget in Pool Account Codes

28. How to Calculate & Redistribute Budget in Pool Account Codes • Select your transaction type: Departmental Budget Revision • Select your revision type: Temporary or Permanent • Enter the Increases & Decreases by budget account pool: use the spreadsheet to enter your increases to cover deficits and decreases to move funds in available budget pools. • Attach your backup and click submit!

29. Budget FTRs – electronic process • Budget FTRs have replaced paper revisions known as BD606 & BD607s • Forms: https://workflowforms.uncc.edu/imaging/imaging-forms-department/budget-office • Departmental Budget Revision - used to move specific budget from one Index/Org/Account to another. Total budget increases must equal total budget decreases. The Budget Office reserves the right to adjust data as needed. • Faculty Position Budget Transfer – this was previously known as a Departmental Position Budget Transfer form and is now re-positioned to be used for faculty positions only (Account 913100), and renamed the Faculty Position Budget Transfer; going forward, budget transfers for EHRA Non Faculty and SHRA positions should all be done using the Departmental Budget Revision form. 

31. How are revisions processed? • Once an FTR is approved by all parties listed on the form, it arrives in the Budget Office queue for review. • All revisions are reviewed and processed in the order they enter the queue. • If it is a Departmental Budget Revision, it is reviewed and then either approved or denied. When approved, it hits Banner within a few minutes. If it is denied, an explanation is provided in an automated email. • The processing date is the transaction date that appears in Banner. Revisions are not backdated.

32. Processing Timeline

33. Who do I contact if I have questions about a revision?

34. When must I submit my FTR Budget Revisions? These deadlines are for the Budget Office, meaning revisions must be approved at all levels and reach our queue by this time. Please note your division may have a separate deadline for approvals.

35. Managing Your Budget • Submit Electronic Budget Revision • As often as necessary when a change in plans creates a deficit “balance available” • Plan ahead when requesting budget revisions • PLEASE “clean up” funds at least monthly • Review Encumbrances for accuracy of amounts and account numbers • Reminder: Close out open purchase orders that are no longer necessary

36. E-print – Report Repository • Link found on ITS website • https://eprint.uncc.edu/cgi-bin/eprint.cgi • Common forms: • FGRODTA – Organization Detail Activity • FGROPNE – Open Encumbrances Report • YFPPCIN – PCARD Detail Transaction Report • YFROLED – Operating Ledger by Account

37. Report Central • Link found on ITS website • https://reportcentral.uncc.edu/welcome/reportcentral.jsp • Common forms: • Budget Availability – like YFROLED for Excel • Fund List – all Funds belonging to an Organization Code • Open Encumbrances – like FGROPNE for Excel

38. General Fund How the Money is Spent… Source: 6/30/19 BD701

39. Personnel Budget Management • Purpose • Management of position budgets to assure that it agrees to the budget authorized by the General Assembly for state funds • Oversees availability of resources to meet salary obligations for other fund types, e.g. Auxiliary Enterprises, Athletics, etc. • Helpful Tools • Organization Codes • http://finance.uncc.edu/resources/manuals-guides-procedures/banner-organization-code-financial-manager-chart • Fringe Benefits – rates (calculator) • http://finance.uncc.edu/resources/faqs/when-budgeting-new-position-how-do-i-calculate-fringe-benefits • HR Quick Card • https://finance.uncc.edu/resources/manuals-guides-procedures/banner-hr-quick-reference-card

40. Most Used Personnel Banner Forms • POSITIONS Information • NBAPBUD – View Position budget and Labor Distribution • NBIPINC – View list of position incumbents • JOBS Information • NBAJOBS – View salary, Job labor distribution, etc. • NHIDIST – View who’s paid in a particular fund, org, or division • NHIEDST – View individual employee salary, etc.

41. Managing Salary Reserve & Labor Redistribution • Salary Reserves • Guidance for General Fund SHRA Staff Reserves and EHRA Staff Unallocated – handout • Lapse Salary • Labor Redistribution • MCD • Change in funding source, org, program

42. QUESTIONS?? • Budget Website: http://finance.uncc.edu/about-us/budget-office includes Informational Documents • Budget Email: budget-genfund@uncc.edu