The University of Memphis

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The University of Memphis
The Office of Financial Planning
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Overview

• The University Budget Process
• University Budget Policy Administration
• Office of Financial Planning
• Budget Processes Services
• On-Line Screens
• Budget Forms Procedures

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The University Budget State Funding

• University Funding Request

THEC Formula Recommendation
Governors Budget
Legislative Appropriation
TBR Approval of Proposed Budget
University Budget
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University Budget Process

• Budget Planning linked to the Universitys
  mission, based on the latest forecasts for
  state funding, enrollment, fee revenues.
• State Appropriation Request for operating funds
  submitted to THEC (Tennessee Higher Education
  Commission).
• Budget requests by Units under pre-established
  planning assumptions (Typically budgets of 97,
  100, and 105).

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University Budget Process

• Budget hearings held for all major budget units.
• Budget allocations finalized through the
  Universitys Budget
  Advisory Committee.
• Submission of July October budgets for approval
  by TBR (Tennessee Board of Regents).
• Approved budget loaded to FRS.

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Budget Units Colleges Schools

• Arts Sciences
• Audiology
• Business Economics
• Communication Fine Arts
• Education
• Engineering
• Law
• Nursing
• University College

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Other Academic Divisions

• Academic Affairs
• Enrollment Service
• Extended Programs
• Library
• International Programs
• Research Graduate School

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Administrative Non-Academic Divisions/Units

• Business Finance
• Physical Plant Planning
• Information Systems
• Marketing Advancement
• Student Affairs
• Presidents Units
• Intercollegiate Athletics

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University Budget ProcessSummary of the Cycle
Forecasts Funding, Fees, Enrollment
Request for State Funds
Assumptions Reductions /or Allocations
October Revised Budget
Planning Goals Objectives
Budget Hearings Decisions
Approved July Budget
Budget Development Revisions
Proposed Budget to TBR
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University Budget Administration

• Annual Budget Guidelines
• General Operating Policies,
• Procedure 2D0102A.

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University Budget AdministrationGeneral

• Departmental expenditures are to be made in
  accord with the approved budget.
• Budget is administered through accounts object
  classifications.
• Designated department officials administer
  account budgets, correct overages, initiate
  revisions to the current approved budget.

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University Budget AdministrationBudget Revision
Approvals

• Department Heads Shifts between operating
  objects.
• Dean/Directors Transfers between depts, major
  objects, or group salaries.
• Provost/Vice Presidents Base budget changes,
  transfers between units, salary changes, salary
  lapse exceptions.
• President New activities, positions that
  increase the count, salary exceptions,
  commitments for new future funding.

See policy for complete description.
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Office of Financial Planning
Sharon Hayes
Director
678-2117
3538
Deborah Keeney
2118
Deborah Becker
Associate Director
Senior Budget Analyst
Budget Questions, Salary Lapsing
Auxiliaries, Carryforwards
Special Budget Issues
Research Analysis
Marcia Arruda

Marilyn Cleaves
3903
3904
Budget Analyst lll
Budget Analyst I
Online BR Approvals, Online BR's Salary Budget
Revisions
Online BR's, Online BR Approvals
Salary Budget Revisions
Susan Hance
2117
Office Associate
BR Status / Org Charts, New Positions
Timekeeping Location
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Office of Financial Planning

• Budget Reporting to Departments
• Position Control
• Salary Lapse
• Research Splits
• Budget Revisions
• Carryforwards
• Revenues
• Base Budgets
• Online Inquiry (FRS HRS Screens are available)

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Office of Financial Planning

• Budget Development Preparation
• Base Budget (July)
• Current Budget (Revised Estimated)
• TBR Personnel Budget
• FRS Budget Revisions
• Balanced entries online via DAS
• Other revisions - forms entered by FP

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FRS SCREENS

• 022 BASE BUDGET
• 019 Current YR Budget
• 625 Transaction Inquiry
• 626 List Budget Transactions
• 029 List SL Actual Data
• 662 Monthly SL Account Summary
• 663 Monthly SL Actual Data

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FRS 022 Base Budget
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FRS 019 Current Year
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Screen 625 Budget Transactions use 021
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List of Budget Transactions
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FRS Screen 029
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FRS Screen 662

• Month 07 July

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FRS Screen 663

• Month 07 July

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Monthly Statements can be found in e-Print

• FBM090 - Account Statement
• FBM091 - Rept. of Transactions
• EB529 - HRS Position Control
• FB1204 - Dean/Directors Report

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FBM090
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FBM090
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Office of Financial Planning

• Position Control-Funding Count
• TBR-authorized count by classification
• Monitor position budgets
• TBR approval required for increase in count
• Salary Increase Programs

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Office of Financial Planning

• HRS Budget Revisions
• Revision of a position
• Position create/delete
• Paper forms - entered by FP
• Budget Position Analysis Reconciliation
• FRS HRS System Reports
• Ad Hoc Reports

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HRS SCREENS

• APB-Account Position Budget
• L64 - Lists positions by account
• LDA - Actual Expense by Account
• LDE- Actual Exp by Individual
• U63 - Funding by Position
• LDT Labor Distribution

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L64 - Position by Account
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APBAccount Position Budget
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LDA - Actual Expenses
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LDE - Individual Actual Expense
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LDT Labor Distribution
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U63 Funding Balances
Re Revised Funds
22,757.00 Obligations
(14,952.65) Actual
( 504.15) (15,406.80)
Total FY02-03 Salary Salary Lapse
( 6,471.46) To be Lapsed
( 878.74) ( 7,350.20) Total
Salary Lapse
---------------- --------------------- Totals
22,757.00 (22,757.00)
Salary Lapse
( 6,471.46) To be Lapsed
( 878.74) (
7,350.20) Total Salary Lapse
___________
___________ Totals
22,757.00 (22,757.00)
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Office of Financial Planning

• Salary Lapsing
• Carryforward of Year-End Balances
• Follow-up on deficit accounts
• Salary Turnover
• Appropriation Request
• Submission to THEC
• Formula Analysis

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Salary Lapse

• EB_529 Position Control
• By Account
• Monthly HRS Report
• On
• EPrint

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EB_529 Position Control by Account
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EB_529 Total Page for Account
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University Budget Administration Carryforwards

• Carryforward of year-end balances
• At this time year-end policy has not been
  approved
• Carryforward of negative year-end balances
• At this time year-end policy has not been
  approved
• No carryforward of salary objects.

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Salary Turnover

• Base salary adjustments now managed per division
  level discretion
• Current year adjustments handled centrally to the
  extent current salary lapse is available
• Out-of-Cycle approvals
• Salary increases sent to TBR with budget cycle

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University Budget Administration Other

• Expenditures are charged to the correct account
  without regard to available balances if
  necessary, a revision to transfer funds should be
  processed.
• Under Board policy the number of positions is
  controlled by category
• academic, administrative, professional, support

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Budget Forms Procedures

• FRS Budget Revision (form)
• Submitted by Units after appropriate approvals
  typically used for new activities, budget
  reductions and all HRS revisions.
• Online FRS Revision (via DAS)
• Electronically submitted typically used for
  transfers between accounts and/or shifts between
  objects.
• Base or Current
• Must be balanced

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HRS Budget Forms Procedures . . .

• Request for a Position Revision
• Used for changes to positions budgeted in HRS
  including new or deleted positions, salary
  increases, position splits, and salary lapses.
• New Position Create
• Required for any new position.
• A position must be established (a number is
  assigned), funded, and approved before an
  employee can be hired or placed on the payroll.
• Academic Staffing
• Used to Lapse Instruction Positions and fund
  Limited Instruction Positions.

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Financial Planning Forms http//bf.memphis.edu/for
ms/finance
Budget Revision Short Form Web PDF Excel
Budget Revision Long Form Web PDF Excel
FY05 Budget Proposal Form Excel Form FP-02
New Position Detail Web PDF Request for
Position Redistribution Excel Request for
Position Revision Web PDF Excel U of M
Academic Staffing Lapse Full Positions Excel
U of M Academic Staffing Fund Limited Positions
Excel
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University Benefits

• If the Benefit flag on 006 Screen in FRS N
• Salary Benefits object code 2XXX
• GA Fee Waivors object code 4762
• Longevity object code 1180
• object code 1280
• object code 1380

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Questions
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UoM University Center Clock Tower
Source - Tennessee Bureau of Investigation (2003)
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UoM Administration Building
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UoM Administration Building
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UoM Student Plaza, University Center, Rose
Theater
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UoM McWherter Library
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UoM Student Plaza, University Center, Rose
Theater