Financial Budget Training FY15

Budget Components

State Appropriations - Biennial Legislative Appropriation Request (LAR)

Tuition- Student enrollme

nt

Fees- Student

enrollmentAuxiliary•Residence Hall

•Cafeteria

•Athletics

•Bookstore

•etc.

Grants and Endowment

s

Sources of Funding

State Appropriations50%

Tuition20%

Fees10%

Grants/Endowments10%

Auxiliary10%

Income-Example

Budget Structure

Faculty Salaries40%

Staff Salaries30%

Operations20%

Travel10%

Expense Components

Texas A&M University SystemFY 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-AugFY 2013ActualExpense

Year-to-Date May 31, 2014

FY 15Budget 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 UniversityPersonnel Budget

No changes are permitted to this worksheet except in the following cases:

1.

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 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.

2.

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 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 events- Request from the VP or President

Question: Who has the authority to grant me these additional funds- Only 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 timelineMandated 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:

June 10-12, 2014 Conduct FY 2015 Budget Trainings

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 UNIVERSITY-TEXARKANA