General Budget Information Training for Fiscally Fit Program

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General Budget Information Trainingfor
Fiscally Fit Program
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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

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General Overview of Budget Process Calendar
(contd.)

• 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 AM and OSRHE boards
  for review
• Present budget plan at the June AM meeting for
  final approval
• Communicate to the campus the budget plan

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State of Oklahoma Budget to Higher Education
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OSRHE Appropriations to All OSU Budget Agencies
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Sources of Revenue for OSU Systemfor FY09
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Compare Appropriation vs. Tuition Fees
FY 2002
FY 2009
58.0
47.9
40.6
28.0
14.0
11.5
Total Revenue 204.8M Student Enrollment
(Actual) 21,583 Headcount 17,977 FTE
Total Revenue 319.1M Student Enrollment
(Est.) 19,867 Headcount 17,469 FTE
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Sources of EG Operating Funds

• The Educational and General (EG) Operating
  Budget of an institution consists of two (2)
  sources of revenue
• State Appropriations  
• Revolving Funds

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Definition of Sources

• State Appropriations - appropriated by the
  legislature to the State Regents who, in turn,
  allocate to each institution. These funds
  constitute 40.6 of the institutions primary
  educational and general operating budget for
  FY09.
• Revolving Funds - funds 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 59.4 of the
  core operating budget, with student fees being
  the largest component.

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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 FA (45)
• Misc. Income
• Selected Carryforward Balance

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Earmarked (all other revenue subcodes)

• Fees
• Mandatory Fees
• Academic Services Fees
• Technology Fees
• Admission Fees
• Gifts and Grants
• Endowments
• Private Sources
• Tulsa Accounts
• Reimbursable FA
• Sales to Education Department
• General Merchandise Sales
• Text Book Sales
• Organized Activities
• Counseling Fees
• Lab Clinic Service
• Other Income

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Allocation vs. Earmarked Revenue
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Allocation vs. Earmarked
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FY09 Allocation Budget Distribution
Salary Fringe 78
Total Allocation 225,194,584
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Breakdown of Allocated Budget
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FY09 EG Budget by Function
Total EG Budget - 319,111,040
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Account Structure

• XX-X-XXXXX-XXXX
• AA-1-11111-1111

Campus Code
5-Digit Account Number
Ledger
Subcode
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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

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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

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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 OSUOkmulgee
• 014 Center for Veterinary Health Sciences
• 015 OSUOklahoma City
• 016 OSUTulsa
• 773 Center for Health Sciences

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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 OSUOkmulgee
• AE Center for Veterinary Health Sciences
• AF OSUOklahoma City
• AJ OSUTulsa
• AG Center for Health Sciences

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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

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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 AM
  Regents as well as the Oklahoma State Regents for
  Higher Education

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• QUESTIONS?

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Screens Used During BDS

• V16
• U16
• U63
• U62
• 711
• 712
• 730
• R16

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• I-Z0304 -MULTIPLE MESSAGES HAVE BEEN DISPLAYED -
  PRESS PF3 TO REVIEW MESSAGES
• U16 ASSGN ADD/MAINTAIN-BDS MOUSE, MICKEY
• SCTP
  
• SCREEN ___ ID 10000001 JOB E CODE 810 USER
  001 FY 08 POS 999999
• 
  
• ASSIGNMT ASSIGNMT EVENT
  POSITION ASSIGNED
• BEGIN END START/STOP
  NUMBER FLG FTE HRS
• 07-01-2007 06-30-2008 B A
  999999 Y 1.00000 173.33
• 
  
• --------- S A L A R Y ----------
  
• SCHED RATE FLG ANNUAL
  
• B0101B 1,000.00 1 12,000.00
• 
  
• CLASS EARN TIMEKEEP
  ASSIGNMENT
• CODE CODE LOCATION
  DIV DEPT
• 5066 000 000 AA
  D1111
• 
  
• 
  EV POS CD