Welcome to FY14 Beginning Budget Applications Training

1. Welcome to FY14 Beginning Budget Applications Training

2. FY14 BeginningBudget • We will cover: • Timeline & Deadlines • Budgeting Parameters for FY14 • BRP Website Tour • Personnel Budgeting Application Demo Very Short Break • Beginning Budget Application Demo

3. Timeline and Deadlines • April 29th– All Beginning Budget materials, instructions & applications on BRP website • June 3rd – Budgets are due to BRP • RU may set internal deadlines for departments • June 3 to July 1– BRP Reviews Budgets • Units may be asked to make adjustments • RU Signed Budget Reports Due • FY14 Period 1 – Budgets Uploaded to Banner • VPs Sign Budgets after Upload

4. What’s New?

5. What’s New? • Updated Non-Academic Budget Process • Provost’s announcement for Unclassified COLA and Merit increases on 1/1/2013 and 7/1/2013 • Medical Insurance Increase = 5% (12/1/13) • Standard Rate of Inflation (SRI) – 1.76% • OPE Budgets must be by Account Code: Health Insurance, Retirement, Other OPE

6. What’s Not New? • Most of the processes for Beginning Budget have not changed • Our tools – the Personnel Budgeting Application and the Beginning Budget Application – have not changed • Unfortunately, the server on which these tools reside is not new either! • This makes updates somewhat risky • This makes glitches tough to fix • Fixing one thing sometimes breaks another

7. Budgeting Revenue Funds • All funds except allocated funds (General Fund, ICC, State Match) • Review Revenue & Expenditure History Reports (FY09 – FY13 Period 09) • Revenue and expense budgets must net to zero by fund • Move excess expense budgets to other funds • Use 9Bxxx accounts when appropriate

8. Budgeting Labor • Unclassified Personnel budgets • Provost’s Office announced salary increases for 1/1/2013 and 7/1/2013 • Not in the PBA • Non-General fund units should budget for these announced increases • You may budget known, permanently funded increases (e.g., tenure promotion)

9. Budgeting Labor cont. • Classified Personnel budgets • Since negotiations are in process, there is no available data for potential increases • Each non-general fund unit may make assumptions for individual department budgets • No assumptions in the PBA for contract wage or benefit changes • Include step increases in all budgets & funds • PBA does include step increases

10. Budgeting Labor cont. • GTFs – Contract thru March 2014 • Same contract that was in effect last year • All units must budget for GTF salaries and OPE • Academic units also responsible for tuition & fees • Non-academic units with IPSA GTFs, tuition & fees reimbursed by the Graduate School • Remember that GTF tuition rates now vary by discipline • GTF Health Insurance for FY14 is unknown at this time. We are recommending units set aside at least $1,500 per term or $500 per month

11. Budgeting Labor cont. • Other Pay Types- • Unclassified Pay (overload, vacation payout, etc.) • Classified Pay (overtime, shift differential, etc.) • Student Pay • Estimate based on Personnel Expenditure History

12. Budgeting Labor cont. OPE (Other Personnel Expenses) - Estimated increase to medical of 5% effective 12/1/13. Academic units and units using funds other than the GF should budget for the increase. Non-Academic General Fund budgets have been augmented for the anticipated PERS increase. All other funds should budget for the increase. No significant increase in other OPE rates. All these parameters are built into the Personnel Budgeting application. We highly recommend you use the app for your personnel budgeting.

13. Budgeting Salaries & OPE • Please use specific account codes for • Unclassified Salaries-Faculty – 10102 • Unclassified Salaries-NonFac – 10103 • Please use specific account codes for OPE • 109*4 – Health/Life • 109*7 – Retirement • 109*8 – OPE Other • Requirements for forecasting and mid-year analysis are becoming more specific • Budgeting at this level will ensure any augments are calculated correctly for your unit.

14. Personnel Budgeting Application (PBA) Overview Personnel Database Personnel Budgeting Application Reports User updates personnel data User requests printable report User downloads file into spreadsheet Update Data

15. Personnel Budgeting Application • Includes classified and unclassified employees (but not GTFs or Students) • Incorporates all salary and OPE budgeting parameters (as outlined earlier) • Current employee information downloaded as of 4/26/13

16. Functions the PBA will take into account • if the unit is academic or non-academic (by Level 3 Org Code) • if any part of an employee’s labor distribution is on the General Fund • if the job is below 100 Appt% • if the job is a stipend • if the employee has two jobs with low appointment percents that add up to benefits-eligible • when a classified position is eligible for a merit increase

17. Functions the PBA will NOT do • Update the HRIS-Banner production database • Update the Beginning Budget Application (BBA) • Account for the six-month retirement charge lag for new employees • Budget differently if a job is filled by a retired employee • Warn you when an employee’s jobs add up to more than 100 Appt% • Calculate salary and OPE for GTFs or Students • Calculate overtime or shift differential costs • Re-sort records after a new record is added (use Banner ID search field) • Calculations for any fiscal year except FY14 • Read your mind

18. PBA Reconciliation to Beginning Budget

19. Budgeting Salaries & OPE http://brp.uoregon.edu/node/35 • Be sure to read the PBA manual for more tips!

20. Budgeting Other Expenses • Supplies and Services • General Fund • DO NOT budget a negative amount for supplies and services. Any structural deficit should be addressed to/by your VP • General Inflation Increases • Units may choose to budget an increase using the BRP SRI

21. Budgeting Other Expcont. • Internal Bank Debt Payments • Check recent actuals • Academic Units (principal & interest) • 92228 Transfer Out Debt Retirement CO-Inst • Service Centers & Auxiliaries • Interest - 28814 Interest Expense Internal Bank Loans • Principal - 92228 Transfer Out Debt Retirement CO-Inst • Transfers In/Out • Make sure other side of transfer is also budgeted

22. Budgeting Other Expcont. 9Bxxx account codes Use 9Bxxx (Reserves for Future Years) when you have no plans to spend the funds in FY14 9B100 – Salary & OPE Reserves 9B200 – S&S Reserves 9B300 – Travel Reserves 9B400 – Capital Outlay Reserves

23. Budget Data Loaded • FY13 Permanent Budget (Period 09) • Academic Budget Model Permanent Allocations • Use xGEN activity codes to move amounts • Non-Academic “As Is” Permanent Adjustments • Description “FY14 NAAI -------” • Non-Academic Permanent New Initiatives • Description “FY14 NANI -------” • Period 13 One-Time Adjustments entered by Analyst • Adjustments to Incidental Fee Allocations • ICC Allocations are NOT loaded yet as these are still being finalized

24. BRP Website Tour • Navigating the BRP Website • Budgeting Tools Available

25. PBA(Personnel Budgeting Application) Demo • Please take the time to read through the manuals and instructions.