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Budget Basics

This workshop aims to help participants manage tax levy and non-tax levy budgets more efficiently, create a clear understanding of budget reports, and guide them through the budget processes. Topics covered include budget types, funding sources, budget reports, budget transfers, best practices, and tips.

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Budget Basics

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  1. Budget Basics The Office of Institutional and Academic Programs 1160 Boylan Hall 718.951.5102

  2. Aim • Manage Tax Levy and Non-Tax Levy budgets more efficiently • Create a clear understanding of the budget reports • Guide you through the Tax Levy and Non-Tax Levy budget processes Topics • What is a budget? • Funding Types • Tax Levy and Non-Tax Levy ChartfieldCrosswalks • Budget Reports • Budget Transfers • Best Practices and Tips • Q & A

  3. What is a budget? • A budget is a plan that represents funds available to be spent. • It works as a framework for ensuring that the aspirations and activities of the College are met with necessary and appropriate resources.  Fiscal Year • The University’s fiscal year runs from July 1 to June 30 • We are in Fiscal Year 2020 (FY20) Submission deadlines are scheduled throughout the fiscal year and are listed on our website.

  4. Funding Types • State-Funded • Tax Levy (TL) • Income Funds Reimbursable (IFR) • Non-Tax Levy (NTL) • Brooklyn College Foundation (BCF) • Research Foundation (RF)

  5. Funding Types: State Tax Levy • College's primary operating budget • Comes from tuition and New York State allocations. • Transactions must comply with New York State and University guidelines • Must be used within the fiscal year IFR • Fee-based, self-sustaining, and allocation-based programs • Unused funds are rolled over to the next fiscal year

  6. Funding Types: Other Non-Tax Levy • Consists of funds earned from sources other than tuition and state funding (e.g., film contracts, parking, etc.) • Transactions must comply with New York State and University guidelines Brooklyn College Foundation (BCF) Research Foundation (RF)

  7. Chartfields • Chartfields enable the College to organize transactional and budget data. There are eight chartfields used in CUNYfirst. • Chartfieldstrings are comparable to budget units and indicate: • WHO is the transaction for • WHERE will the transaction be funded from • WHICH is the higher education purpose of the transaction • WHAT is the transaction for CUNYfirstTL/IFR Chartfieldand CUNYfirst NTL Chartfield Crosswalks • Navigate to www.brooklyn.cuny.edu/budget > Training and Resource Library > Instructions and Guidelines > CUNYfirstChartfield Crosswalk or CUNYfirst NTL Chartfield Crosswalk

  8. Chartfield Crosswalks

  9. Budget Reports • Budget reports for OTPS, TS, CSS, and U.S. Mail Postage are distributed every Friday. Non-Tax reports are distributed monthly. • The distribution list for Tax Levy is based on the CUNYfirst eProcurement department approver role. • The reports are a useful planning tool which enables users to view the details of what has been charged to the budget.

  10. OTPS Budget Report

  11. Temporary Services (TS) Budget Report

  12. CSS Budget Report

  13. Postage Budget Report

  14. CUNYfirst Budget Queries • Financials Supply Chain > Reporting Tools > Query Viewer

  15. Budget Transfer Requests • Requests may be submitted to tlbr@brooklyn.cuny.edu or via eProcurement Notes (if tied to a specific requisition or purchase order). • Requests must indicate: • Budget unit (the department and program) • Budget group (OTPS or TS) • Amount • Specific purpose (e.g. “For [Employee Name] appointment for FY20”, “To cover the costs for conference room furniture”) • Requests must have department approver authorization • Transfers out of the Postage, Campus Support Services, PSC Travel Fund, and Grant Budgets are prohibited

  16. Best Practices and Tips • Review your budget reports regularly • If relevant, ask your department approver to forward copies of budget reports • Check the available budget before submitting requisitions • Bookmark the CUNYfirstChartfield and CUNYfirst NTL Chartfield Crosswalks in your web browser Navigate to www.brooklyn.cuny.edu/budget > Training and Resource Library > Instructions and Guidelines • Inform the Budget Office of any discrepancies in thebudget reports

  17. Contacts Budget: ext5220 • Michael Lanza (mlanza@brooklyn.cuny.edu) • Tax Levy Budget Reports (tlbr@brooklyn.cuny.edu) Access / Permissions: ext5009 • Lisa DeStefano (lisad@brooklyn.cuny.edu) CUNYfirst Budget Query support: ext5116 • David Gretah (dgretah@brooklyn.cuny.edu) Trainings:ext1550 / 5102 • Patrick O’Connor (patricko@brooklyn.cuny.edu)

  18. Register for our other classes! • Brooklyn College Knowledge • Introduction to Purchasing • CUNYfirst eProcurement Workshop • Introduction to Travel & Expense • Travel & Expense Workshop

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