FY 2015 Budget Trainings - Texas A&M University

Report
Financial Budget
Training FY15
Budget Components
Grants and
Endowments
State
Appropriations Biennial
Legislative
Appropriation
Request (LAR)
Auxiliary
• Residence Hall
• Cafeteria
• Athletics
• Bookstore
• etc.
Fees- Student
enrollment
TuitionStudent
enrollment
Sources of Funding
Auxiliary
10%
Grants/Endo
wments
10%
Income-Example
Fees
10%
Tuition
20%
State
Appropriations
50%
Budget Structure
Expense Components
Travel
10%
Operations
20%
Staff Salaries
30%
Faculty
Salaries
40%
Texas A&M University System
FY 2015 Operating Budget Guidelines
The Texas A&M University System (A&M System) is
committed to serving the citizens of the state of
Texas and understands that the valuable, but limited,
resources provided to us must be utilized in the most
efficient and effective manner and, as always, with
the benefit of the state taxpayers foremost on our
minds. The A&M System will continue to act as good
stewards of the state of Texas’ limited resources and
will ensure the benefit to the state taxpayer is
considered in every academic, research and service
activity performed.
Base Budget
 Budget approved by the Board of Regents
 Revenues
 Expenses
Phase II Budget Process
 Re-allocate expenditures
 Cannot change total
TEXAS A&M UNIVERSITY-TEXARKANA
FY 2015 BASE BUDGET REVIEW WORKSHEET
OPERATING BUDGET
Account
Manager
Account
Number
Account
Description
Category
FY 2012
Actual
Expense
FY 2013
Actual
Expense
Jun-Aug
FY 2013
Actual
Expense
Year-to-Date
May 31, 2014
FY 15
Budget
Requests
Nanze,V
206630
Budget
Operations
4000
4300
1000
4500
5500
Operating Budget -Continued
Notes/Comments/Funding Source, Etc.
Please use prior consolidated fee accounts to budget USF
Accounts
FY 2015 Projected
Operating Expense
 Review FY 2012 Expenditures
 Review FY 2013 Expenditures
 Review FY 2014 Expenditures To Date
 Compare FY 2014 and FY 2013
 Project FY 2015 Budget
FY 2015 Budget

Planned recurring expenditures

One-Time Expenditures

Higher Education Fund (HEF)

Faculty Salaries

Adjunct Salaries

Summer Salaries

Staff Salaries

Benefits for non-E&G faculty and staff
One-time expenditure
requests:
 Necessary for FY 2015 only

-Temporary personnel

-HEF requests
 Will not occur in future years
Higher Education
Funds(HEF)
 Request must be approved by President
 One time use only
 Cannot be used for leases or annual maintenance
agreements
 Equipment, computers, furniture, printers, etc.
Texas A&M University
Personnel Budget
No changes are permitted to this worksheet except in
the following cases:
If you are requesting a new position for your department to be included in the FY2015 Budget, you
must submit a justification, job description and salary information provided to you by the Human
Resources Department. Indicate the proposed salary in the FY2015 salary column and attach
justification and job description to submission. Your attached justification and salary must be
1.
approved by your Vice-President and, in some cases, the University President. Salary information
for new positions included on this budget does not guarantee the position will be filled, only that
the amount will be budgeted; you must complete the approved forms and route them through the
current hiring approval process.
For any position that is listed as 'Vacant', you must indicate the date that the position
will be filled and the mid-range of that position must be obtained from the Human
2.
Resources Department. Attach the salary information provided to you with your Vice
President's signature to your submission.
Note: This worksheet does not include provisions for FY2015 merit increases or market
adjustments. The information provided is the current FY 2014 budgeted salary that will
carry forward to FY2015.
Personnel Actions (EPA’s)
 Budgeted salary increase -Provide source of funds
 Insufficient -Do not override budget (unless prior
approval from Director of Budget)
 Stipends-Source account funded
Wages
 Determine the amount you will need in FY 2015
 If unsure of the amount, use FY 2014 as a base
 Adjust by expected needs-decrease or increase
 Review for un-necessary wage encumbrances in FY
2014 and let us know if you need to adjust it
Budget Allocation
 Question: How was my budget allocated?
Based on order of priority and available balances.
 Question: Why is my budget not funded for what I
needed if I requested more funds last year?
A review and recommendation is performed by the Strategic
and Planning Board with a recommendation to the President
who makes the decision.
Additional Budget?
 Question: How do I request additional budget for unforeseen
eventsRequest from the VP or President
 Question: Who has the authority to grant me these additional
fundsOnly the VP or President
 Questions: Where do these funds come from?
You must analyze your account balances and know what
you have and where you have the funding available.
 Questions: Who finds the source of funds?
You are responsible for finding the source of funds.
What’s My Budget Status?
 Question: Is it okay to override the budget?
Never, unless prior approval from Budget Office
 Question: Why is it important to know your budget
status?
Source of funding for future spending.
Budget Transfer Requests
 Please include on the transfer request:
 Account Name and Number transfer to and transfer from
 Budget Pool: 1100, 1700, 1900 and/or 3000
 Amount of transfer needed
 For what purpose transfer is needed
 Approval by Account Manager
 Email or form (coming soon)
Rules of Transfer:
 E&G Accounts -1: transfer limited to a 1 account
 Higher Education Funds (HEF): Transfer to and from
HEF account only
 Designated and fee accounts - 2 or a 3 may have
transfer between each other with exceptions
 Restricted accounts: 4 accounts-transfers from federal
and state grants are not allowed unless specified in
grant document. Please contact the Grants Specialist.
MONTHLY ACCOUNT
REVIEW
 Maintain an account reconciliation worksheet
 Review account balances
 Post outstanding transactions
 Review encumbrances and request
adjustments as needed from accounts
payable or Budget office
 Reconcile each month to FAMIS/CANOPY
Annual Budget Timeline
 Question: What is the FY Budget Timeline
Initially set according to System deadlines
 Question: What happens if we do not abide by the timeline
Mandated by the state - we must submit our budget according
to the deadline.
 Question: Who makes the timeline?
Final decision is that of the President
 Time Frame(How important is it)
University funding is dependent on meeting the deadlines.
FY 2015 Budget
Planning Time Table
Calendar-Phase II

Phase II of FY 2015 Budget Preparation is now in process. The timeline to complete Phase II is as follows:
Conduct FY 2015 Budget Trainings

June 10-12, 2014

June 20, 2014
All FY 2015 Budget requests turned into Vice Presidents or President

July 3, 2014
Vice Presidents or President submit request to Budget Office to compile and
submit to Strategic Planning and Budget

July 14-16, 2014
Strategic Planning and Budget Board meet to review and finalize
recommendations to the President

July 21, 2014
All Budget requests must be finalized
QUESTIONS

?’S
FY 2015 Budget
THANK YOU ALL
FOR ATTENDING
!
TEXAS A&M UNIVERSITYTEXARKANA

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