FY Budget Call Form Instructions

Transcription

1 FY Budget Call Form Instructions: Page FY Budget Call Form Instructions Overview The form included in this packet is tailored to your unit based on the budget call submission from FY While we did our best to populate the form, you know your unit best and we encourage you to use the pre populated data as a starting point to convey current information and planned activity. Please review the form, evaluate the content and your unit s trends and needs, and update the data in the form. To be considered for the FY budget augmentations, these forms must be returned to the Resource Planning & Management office by February 6, 205. Our office is available to meet with you to review and discuss your budget call and our contact information is provided below. We have set up webinar sessions to walk through these instructions and answer your questions. Timeline Date December January 3, 205 January 22, 205 February 6, 205 March April April May Action Multi year Budget Call Planning & Working Session # with Resource Planning and Management Office Planning & Working Session #2 with Resource Planning and Management Office Budget proposals due to ANR Resource Planning and Management Office Program Council and Administrative Review Group evaluate budget submissions and make recommendations to Senior Leadership Senior Leadership reviews budget submissions with Vice President, who makes the final decisions Announcement of permanent reallocation and temporary funding decisions Resource Planning & Management Office Jennifer Bunge, Director (50) jennifer.bunge@ucop.edu Raymond Williams, Budget Analyst (50) raymond.williams@ucop.edu Teresa Soito, Manager (50) teresa.soito@ucop.edu Han Pham, Budget Analyst (50) han.pham@ucop.edu

2 FY Budget Call Form Instructions: Page 2 Instructions Please refer to the following terms when reviewing the examples below: Example Text Refers to: Current Fiscal Year, Current FY FY Current FY + FY Current FY +2 FY Current FY +3 FY THE OBJECTIVE STATEMENT TAB The form is pre populated with data submitted in last year s budget call. Please update to reflect the current objectives for your program/unit.. Unit Name is pre populated and flows through the rest of the document 2. Objectives are pre populated. Objectives are determined by the program/unit and should include normal day to day program/administrative operations, program/unit core functions, and one time initiatives and/or special projects. Please edit to reflect any updates for the program/unit. 3. Detail should include a further description of the objective. Please update as needed. 4. Benefit to ANR may include program enhancements, cost benefits, funds leveraged and/or how services to ANR stakeholders are enhanced. Please update to reflect any changes. 5. Expand the rows if more objectives are required. A program/unit may have as many objectives as needed. 6. Percentage of each objective is based last year s budget call submission, as a percentage of the total budget. Please redistribute to reflect the distribution for the current fiscal year, ensuring the objectives total to 00%. If they do not, the Total box will change from Blue to Red. 7. Please check the box indicating the impact to ANR Strategic Initiatives. 8. Use the comments section to list overall challenges, obstacles or constraints in the foreseeable future. You may also provide feedback regarding the budget call process, the form, etc. in this section.

3 FY Budget Call Form Instructions: Page 3 2. PERMANENT BUDGET TAB This worksheet is populated with the approved permanent budget as of July 204, as communicated in the FY Budget Schedules. For convenience, the summarized permanent budget by Sub Accounts is included in the Schedule 2 tab. The following example reflects a department with a FY (Current FY) budget of 2.00FTE and $500,000: Academic Salaries: The data in this section is provided for informational purposes only. Proposed academic positions should be submitted through the ANR Academic Positions call (not through the Budget Call process). Future year Salaries have been calculated to include estimated mandated cost increases, but does not include Academic merit and promotions. In the sample below, the FY (Current FY) budget for Academic Salaries is.00fte and $00,000. The benefits budget is $35,000:

4 FY Budget Call Form Instructions: Page 4 Non Academic Salaries: Budgeted FTE, salaries and benefits as of July 204, FY 204 5, are reflected in the CURRENT FY column. See the Salaries tab for the detailed breakout by employee. Future year Salaries have been calculated to include estimated mandated cost increases. In the sample below, the FY (CURRENT FY) budget for Non Academic Salaries is.00fte and $70,000. The benefits budget is $25,000: We are not asking for FTE/salary changes for FY 204 5, (CURRENT FY). The only FTE/salary items in FY would be positions already approved by ANR leadership. Request changes to future years by populating the FY (CURRENT FY + ) columns. These will carry over into FY and FY (CURRENT FY + 2 and CURRENT FY + 3) columns. Enter reductions with negative numbers (FTE and Salaries). The following information is required for any position change:. Enter the Title/Position (overwrite Change n Title/Position ) Column B 2. Enter the FY requested FTE Column I (CURRENT FY + ) 3. Enter the FY estimated salary Column J (CURRENT FY + ) 4. Benefits will be reflected in the grey boxes below the estimated salary entered in Column J. This may be overwritten if more accurate benefit costs are available (detailed salary and benefit information is provided on the salary tab). 5. FY and FY (CURRENT FY + 2 and CURRENT FY + 3) salaries and benefit costs are populated automatically using a 3% factor for mandated salary cost increases. 6. Justification. Enter comments that support this additional position in column R. Identify the objective(s) impacted by the addition or reduction. Discuss efficiencies gained with the new hire. How would it be selffunded? What are the savings/return on investment? A job brief and organizational chart reflecting the new position is REQUIRED for all staff increases requested as supplemental documentation.

5 FY Budget Call Form Instructions: Page 5 Permanent Budget: Non Salaries: Reflects the approved non salary permanent budget as of July 204. Details from the FY budget call submission were used to populate the subcategories of the Permanent Budget. In the sample below, the approved non salary budget as of July 204 is $270,000 and the budget call submission for FY totaled $275,000: 2a 4 5 2b 3 2c 2d 6 7. The difference between the approved non salary permanent budget and the FY budget call submission is reflected in the Balance to Budget Undesignated. This entry balances the budget call submission to the approved non salary permanent budget. In this example the submission was $5,000 over the approved budget. 2. The subcategories of the non salary permanent budget are comprised of: a. Supplies and Expenses b. Equipment c. Travel d. General Assistance 3. Populate the FY (CURRENT FY + ) line items to convey your requested budget Column J. Column J has been prepopulated based on the FY budget call submission. Please edit the line item descriptions and amounts to reflect the current needs. 4. Entries for FY (CURRENT FY + ) will carry over automatically into FY and FY (CURRENT FY + 2 and CURRENT FY + 3) in Columns M and P. 5. Use the Comments/Justifications section to provide explanation and detail. 6. The net change is reflected in the Non Salaries Net Additions/ (Reductions) row. This cell is calculated based on the difference between the approved budget and the items listed in step 3. In this example the net increase is $20,000. You are required to provide justification and detail in the comments section explaining any net increase or decrease. 7. The Adjusted budget is calculated based on the difference between the approved budget and the net change reflected in step 6. In this example the requested adjusted budget is $290,000, which is the approved budget of $270,000 + the net change of $20,000.

6 FY Budget Call Form Instructions: Page 6 Totals: This section summarizes the approved budget and requested future budget items: 2. The net change to the Non Academic Staff budget is reflected in the Salaries and Estimated Benefits section in Column J. In this example there were no salary requests. 2. The net change to the Non Salaries budget is reflected in Column J. Review the Additions/ (Reductions) carefully; these rows reflect the overall changes that are being requested to your unit s permanent budget.

7 FY Budget Call Form Instructions: Page 7 3. TEMPORARY BUDGET TAB This worksheet is populated with the approved temporary commitments as of July, 204 as communicated in the FY Budget Schedules, and subsequent approvals. The first section reflects those line item(s): ANR 3 YEAR PLANNING CYCLE - STARTING CURRENT FY + (NEXT FISCAL YEAR) through CURRENT FY + 3 Unit Name TEMPORARY BUDGET CURRENT FY CURRENT FY + CURRENT FY + 2 CURRENT FY + 3 FTE Amount FTE Amount FTE Amount FTE Amount Approved Temporary Funding Allocation(s) Approved Operational Support 5,000 Total Approved Temporary Allocations , Use the second section to request temporary funds: Enter the Title/Position (overwrite Addition n Title/Position ) Column B. Expand the selection if requesting more than three positions. 2. Enter the requested FTE and estimated salary for FY (CURRENT FY + ) Columns I and J. Benefits will be reflected in the grey boxes below the estimated salary entered in Column J. This may be overwritten if more accurate benefit costs are available (detailed salary and benefit information is provided on the salary tab).

8 FY Budget Call Form Instructions: Page 8 3. If this is a temporary multi year request, enter the estimated FTE and salary for FY and/or FY (CURRENT FY + 2, CURRENT FY + 3) in columns M and P. Benefits will be calculated automatically based on the salary entered. 4. Enter FY requested non salary temporary budget item(s) by writing over Item n in Column B. Insert rows if more than ten are needed. 5. Enter the requested amount in Column J. 6. If this is a temporary multi year request, enter the amounts requested for FY and/or FY (CURRENT FY + 2, CURRENT FY + 3) in columns M and P. 7. Enter comments that support the request(s) in Column R. Temporary Funding Requests will be reflected in the Totals section: 4. SCHEDULE 2 TAB If your unit has a permanent budget, a copy of the Schedule 2 from FY is included here for reference. This was the source used to populating the PERMANENT BUDGET tab. 5. SALARIES TAB If your unit has permanently budgeted FTE, the data in this tab reflects the salaries and benefits for staff as of July 204. Staff is subtotaled by Academic and Non Academic. Salaried positions as well as provisions for vacant positions and benefits are reflected in the FY columns. Future years mandated costs are calculated and added to the base amount to arrive at estimates for salaries and benefits for FY through FY 207 8, the end of the three year planning cycle.

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