General Budget Information Training for Fiscally Fit Program

1. General Budget Information Trainingfor Fiscally Fit Program

2. General Overview of Budget Process Calendar • July – September • Develop OSRHE Budget Needs and Mandatory Cost questionnaire • Meet with University Budget Committee and update with OSF revenue information • October – January • Begin development of State legislative agenda • Hold planning sessions with areas

3. General Overview of Budget Process Calendar (cont’d.) • February – March • Hold final planning sessions with areas • April – May • Open and close Budget Development System • Formal presentation of budget requests to UBC • Finalize budget based on Legislature and OSRHE • June • Submit budget material to A&M and OSRHE boards for review • Present budget plan at the June A&M meeting for final approval • Communicate to the campus the budget plan

4. State of Oklahoma Budget to Higher Education

5. OSRHE Appropriations to All OSU Budget Agencies

6. Sources of Revenue for OSU Systemfor FY13 Total Revenue $1,097M 6

7. Compare Appropriation vs. Tuition & Fees FY 2002 FY 2013 58.0% 53.0% 33.6% 28.0% 14.0% 13.4% Total Revenue: $204.8M Student Enrollment (Actual): 21,583 Headcount 17,977 FTE Total Revenue: $360.9M Student Enrollment (Est.): 22,732 Headcount 18,891 FTE

8. Sources of E&G Operating Funds • The Educational and General (E&G) Operating Budget of an institution consists of two (2) sources of revenue: • State Appropriations • Revolving Funds

9. Definition of Sources State Appropriations - appropriated by the legislature to the State Regents who, in turn, allocate to each institution. These funds constitute 33.6% of General University’s primary educational and general operating budget for FY13. Revolving Funds - fund’s collected by the institution that consist primarily of student fees, sales and services of educational departments, indirect cost reimbursement from sponsored grants and contracts and other sources of miscellaneous income that support the educational and general functions of the institution. These funds constitute 66.4% of the core operating budget, with student fees being the largest component.

10. State Appropriation and Revolving Funds Then Become . . . Allocation - (subcodes 0992, 0993, and 0994) • State Appropriations • Tuition • Resident and Non-Resident • Less Tuition Waivers • Resident and Non-Resident • Fees • Mandatory Fees • Academic Services Fees • Fines and Penalties • Grant F&A • Misc. Income

11. Earmarked – (all other revenue subcodes) • Fees • Mandatory Fees • Academic Services Fees • Technology Fees • Admission Fees • Gifts and Grants • Endowments • Private Sources • Tulsa Accounts • Reimbursable F&A • Sales to Education Department • General Merchandise Sales • Text Book Sales • Organized Activities • Counseling Fees • Lab & Clinic Service • Other Income

12. Allocation vs. Earmarked

13. FY13 Allocation Budget Distribution Salary & Fringe = 80% Total Allocation $238,134,432

14. FY13 E&G Budget by Function Total E&G Budget - $360,923,823

15. Account Structure XX-X-XXXXX-XXXX AA-1-11111-1111 Campus Code 5-Digit Account Number Ledger Subcode

16. Glossary of Ledgers • Education & General • Primary budget of institution and supports the mission of the institution • Stores & Services • To provide service to campus customers • Auxiliary Enterprises • Self supporting activity that provides services to students, faculty and/or staff • Federal Agencies • Federal appropriations received – Experiment Station and Cooperative Extension • Sponsored Agreements • Sponsored research and other sponsored programs – must come from external funds • Student Aid & Scholarships • Disbursement of student aid and scholarships to students • Unexpended Plant Funds • To track capital additions and improvements in progress • Agency Funds • Funds held as custodian or fiscal agent for others – (like student organizations) *definitions from “Budgeting and Accounting Handbook” and “CUBA”

17. Transfer Between Ledgers • Education & General • No transfers across other ledgers • Stores & Services • Transfer to ledger 3 or 7 • Auxiliary Enterprises • Transfer to ledger 2 or 7 • Federal Agencies • GU usually does not have Federal Appropriations • Sponsored Agreements • Only working funds can be transferred to ledger 1 • Student Aid & Scholarships • Restricted funds – no transfers • Unexpended Plant Funds • Transfer to ledger 2 or 3 • Agency Funds • Custodial funds can only be transferred within ledger 9

18. Glossary of Agencies 010 General University (OSU-Stillwater) (No inter-agency transfers w/o OSRHE and OSF approval) 011 Oklahoma Agricultural Experiment Station 012 Oklahoma Cooperative Extension Service 013 OSU Institute of Technology - Okmulgee 014 Center for Veterinary Health Sciences 015 OSU—Oklahoma City 016 OSU—Tulsa 773 Center for Health Sciences

19. Campus Codes of Agencies AA General University (OSU-Stillwater) (No inter-agency transfers w/o OSRHE and OSF approval) AB Oklahoma Agricultural Experiment Station AC Oklahoma Cooperative Extension Service AD OSU Institute of Technology - Okmulgee AE Center for Veterinary Health Sciences AF OSU—Oklahoma City AJ OSU—Tulsa AG Center for Health Sciences

20. Summary of Budget Process • Areas confirm all returning employees in the HR portion of the BDS system that will feed into the new year • Once the HR portion is complete, areas are required to cover all salaries that were entered in the system before funding maintenance • Colleges/Areas use prior year allocation, plus any new funds they are given, as well as other individual forms of revenue, to fund their expenses

21. Summary of Budget Process • Reports are pulled on our end to make sure the areas are balanced and that their budget plan makes sense • Our office then works to pull everything from the system to come up with one, all-inclusive budget for GU • That budget is reviewed and approved by the A&M Regents as well as the Oklahoma State Regents for Higher Education

22. QUESTIONS