FY 2015 Budget Instructions

1. FY 2015 Budget Instructions February 18, 2014 10:00AM-2:30PM

2. AGENDA • 9:00AM – 9:30AM: 2015 Budget Overview – Jean Regan/Valerie Pedroza • Budget Timeline • General Overview and Instructions • 9:30AM – 10:30AM: UNSOM Budget Module – Missy Stahlke • 10:30AM – 12:00PM: Clinical Budget Training & CMS Instructions – Kim Quinn • 12:00 – 12:30 – Lunch • 12:30 – 1:15 Administration and Basic Sciences & Doug and Jean overview on PCP • 1:15 - 2:00 Self-Supporting Budget Training – Valerie Pedroza

3. Timeline February 18, 2014 Budget Module Opened for input February 18-March 6, 2014 Training conducted in Las Vegas and Reno March 6, 2014 Training completed February 19, 2014 Self Supporting Budgets prepared in the budget module March 3, 2014 Estimates for state and CMS funds to departments February 10 – March 15, 2014 Department Meetings with Senior Associate Dean and Budget Personnel for all departments if desired. March ??, 2014 Merit Amounts provided to departments April 4, 2014 Administration Department Budgets due including self supporting / Budget tool closed April 11, 2014 Basic Science Department Budgets due including self supporting / Budget tool closed April 15, 2014 Merit steps finalized for CY13 to UNR HR April 21, 2014 Clinical Department Budgets due including self supporting / Budget tool closed May 1, 2014 Self Supporting Budgets due to UNR PBA June 2014 Clinical budgets presented to SREC and NREC for approval

4. Budget Overview Start now! Timeline will be strictly adhered to! All budgets to be entered into the web-based Budget Module, which will be available after this training. For self-supporting budgets, please prepare them in the budget module and are due the same day as all other budgets. Kim Quinn/ Val Pedroza /Missy Stahlke will be your contacts on UNSOM and self-supporting budgets. Kim Quinn will oversee Practice Plan budget development.

5. Budget Overview (continued) • State Funds • Overall state funding to the UNSOM is assumed to remain flat. • However, department allocations may be different. • State fund allocations are anticipated to be decided by March 3. • Departments previously funded using soft (non state funds) will be budgeted on state. • As in the past, you do not need to budget for fringe costs on state funds; B&F will do that part for you. • Vacancy Savings will be held back this year • Salary reduction information • Legislative Action: • 2015 – furlough reductions to 6 days • 2015 – Reinstatement of merit • Please budget salaries at full amount. Reductions will be calculated automatically. • Do not budget any merit, these funds will be provided later • State funding requests for graduate students, post docs, fellows, chief residents or LOAs require a special written request. Every effort to find alternative funding is strongly encouraged. • For new positions (faculty or staff), a short business justification is required.

6. Budget Overview (continued) • Practice Plan/Clinical Departments • Each clinical department will be responsible to prepare their practice plan budget. • Capital requests should be included, which will need to be separately submitted with a business plan. • Business plans are also required for new clinical initiatives or the addition of new clinical locations. • Kim Quinn will oversee budget development. David Rencher, Sandra Deleon, Iain Buxton and Jim Parcells will serve as primary reviewers for their respective areas.

7. Budget Overview (continued) • Basic Sciences • As mentioned earlier, in March each department will receive their anticipated amount of state funds. • Budgets will not be required for salaries/fringe/operating expected to be paid with salary savings. Leave state funds on the faculty member salary line. • PCP is not to be budgeted in the budget module. • Administration • As with other departments, administration will be given their state allocation in March.

8. Starting the Process • How to Budget Employees (Valerie) • Budget Module data currently reflects mid January 2014 budgeted positions. • Use this information to begin employee budgeting. • Departments are responsible for budgeting all accounts.

9. Starting the Process (continued) • Information available on UNSOM Budget Module • FY 2014 Actual expenses through December 2013 • FY 2013 Actual expenses • FY 2014 Actual revenue through December 2013 • FY 2013 Actual revenue • All current employee information through January 16, 2014, with the exception of account information. You will be responsible for entering all employee account numbers for FY 2015. • Employee contract information reflects what is current. Please review and update as needed. • Practice Plan employees were imported. • Physician salaries under Practice Plan are blank and need to be budgeted from “scratch.”

10. Budget Module Overview • How to register? • Contact Missy Stahlke (contact info at end) to register • Must be approved to access Budget Module • How to access? • https://bud.medicine.nevada.edu • Link is also available on the Office of Budget and Finance Website • http://www.medicine.nevada.edu/budget/ • Browser • It is highly recommended to user Google Chrome or Mozilla Firefox • Internet Explorer 9 should be the last choice • Login using your username and password

11. Budget Module (continued) • What it is and what it is not • It is a web application (or website) designed to streamline budgeting efforts of UNSOM • It is not a replacement of UN HR system • It operates independently from UN HR system

12. Questions?

13. Contacts Missy Stahlke, Budget Analyst PH: 775-682-5221 melissas@medicine.nevada.edu Valerie Pedroza, Budget Analyst PH: 775-784-6212 vpedroza@medicine.nevada.edu Kim Quinn, Controller PH: 775-784-6214 kquinn@medicine.nevada.edu