Attachment 4

Planned Expenditures from Selected Fund Sources

2011-12 Budget Development Instructions

The University Budget Office requires units to complete the Planned Expenditures from Selected Fund Sources form to provide an estimate of activity for the current and upcoming fiscal years for resources not budgeted in detail through the IS GL and GA forms. Generally, the resources not budgeted in detail through the IS formshave beensponsored grants and contracts, facilities and administration (F&A) cost recoveries, gifts, endowment distributions,the endowment administrative fee,intellectual property, and, in 2010-11, local sales and services and local other.

As noted in the budget instructions, all 2011-12 IS GL and GA activity must be budgeted for local sales and services (LS) and local other (LO) awards. Beginning with 2011-12 Original data, LS and LO awards are no longer to be included in the Planned Expenditures from Selected Fund Sources form. Please note that 2010-11 Revised data for LS and LO awards should be included in the Planned Expenditures from Selected Fund Sources form to facilitate comparison with 2010-11 Original data.

The Planned Expenditures from Selected Fund Sources form will be distributed via email to each unit with 2010-11Original Budget data pre-filled.

Guidelines for Completing the Planned Expenditures from Selected Fund Sources Form

The Planned Expenditures from Selected Fund Sources form consists of two worksheets:

  1. Summary Budget Template – 11-12: This worksheet is used to provide a 2011-12 Original estimate and a 2010-11Revised estimate; to explain significant variances between 2011-12 Original and 2010-11 Revised; and to explain significant variances between 2010-11 Revised and 2010-11 Original.
  1. Summary Budget Template – 10-11: This worksheet is pre-filled with the 2010-11 Originalbudget as submitted by the unit during the 2010-11 budget development process and as approved by the BOV in June 2010. The data pre-filled in this tab is for viewing purposes only and should not be altered.

Step I: Gather Expenditure Data

Begin by running the Discoverer Report“BU.WEB Selected Financial Data”to obtain actual data for the current fiscal year-to-date (2010-11) and actual data for theprevious fiscal year-end (2009-10). This data, along with other information on hand about available resources, will become the basis to estimate activity for the next fiscal year and to reviseactivity estimates for the current year. The Discoverer report includes 8 worksheets. The first 3 tabs return expenditure data as described:

1)Summary – EU, EF, DU, ER, DR, FA, G, IP, LS, LO providestotal expenditures for each MBU summarized by major expenditure category from Unrestricted Endowment (EU) and (EF), Unrestricted Gift (DU), Restricted Endowment (ER), Restricted Gift (DR), F&A or indirect cost recovery(FA), Grants & Contracts (G), Patent (IP), Local Sales and Services (LS), and Local-Other (LO) awards for the selected period(s).

2)By Program – EU, EF, DU, ER, DR, FA, G, IP, LS, LOprovidestotal expenditures foreach MBU summarized by program type (instruction, research, public service, student services, academic support, institutional support, operations and maintenance of plant, and student financial aid) from theseaward types for the selected period(s).

3)Expenditure Detail – EU, EF, DU, ER, DR, FA, G, IP, LS, LOprovides total expenditures for each MBU summarized by award and project for these award types for the selected period(s).

Parameter entries for tabs 1-3: Click on the first parameter’s list of values (LOV) arrow, then click on “Select All” for the MBU value; from the second parameter’sLOV,select the last full month of the current fiscal year and the last month of the previous fiscal year for which you want YTD actual data (e.g.: ‘Dec-10’ and ‘Jun-10’).

Note: Query will return data significantly faster if you choose “Select All” for MBU value.

After data is returned, you may view your specific MBU via the Page Items LOV.

The next two tabs include GL revenue and transfer data. Select the desired MBU(s) and enter all 12 months of the prior fiscal year or all the applicable months if you wish to obtain current year-to-date data (e.g.: in the format ‘Jul-09’, ‘Aug-09’, …, ‘Jun-10’). The following information will be returned:

4)Revenues/Transfers Summaryprovides total revenues and transfers summarized by fund source and object code for EU, EF, DU, ER, DR, FA, IP, and LS/LO awards for the selected period(s).

5)Revenue/Transfers Detail provides total revenues and transfers summarized by project, fund source, and object code for EU, EF, DU, ER, DR, FA, IP, and LS/LO awards for the selected period(s).

6)Bonus Tabs: The lastthree tabs, 6-8, are included for additional budget analysisand are not required to complete the Planned Expenditures from Selected Fund Sources form. The queries return the same information as per Tabs 1-3, across all award types, Targeted and Non-targeted.

Step II:Complete the Planned Expenditures from Selected Fund Sources Form

“Summary Budget Template – 11-12” Tab: Section I

2011-12 Original

Faculty Salaries and Benefits, Classified Salaries and Benefits,University Staff Salaries and Benefits, Wages and Benefits, Graduate Instructor, Financial Aid, Other Than Personnel Services, Recoveries, and Transfers (Net):

  • For each Fund Source, there is a column for projected FTEs and expenditures.
  • For all non-targeted Fund Sources– query “ 1) Summary – EU, EF, DU, ER, DR, FA, G, IP, LS, LO” tab and use the actual data available from the last fiscal year and the y-t-d actual activity in the current fiscal year as a guide in forecasting expenditures for the next fiscal year. (Other helpful sources of information concerning available funds include Financial Administration’s F&A Distribution Allocations Report and Investment Services’ 2010-11 Class A and Class B distribution rates and report of expected distributions.)
  • Tab 2 will give each unit an idea of which programs the budgeted dollars have been spent in previous and current years.
  • Tab 3will give each unit a detailed breakdown of transactions for the selected fund sources.
  • Run Tabs 4 and/or 5 and use the actual data for transfers (excluding endowment distributions) as a guide in budgeting Net Transfers.

2010-11 Revised

The 2010-11revised budgets should be entered in the 2010-11 REVISED table in Section I of the same form including any applicable revisions. The Discoverer Report referenced previously should be used to obtain actual 2010-11 data to be compared with Original 2010-11 budgeted amounts.

“Summary Budget Template –11-12” Tab: Section II

Variance Analysis – Table 1

Table 1 calculates variances between the 2010-11 Original and 2010-11Revised expenditure, recoveries, and transfers (net) budgets. Explain in the space provided any variances which exceed +/- 10% (or if the % change is N/A) AND the dollar variance is +/- $500,000.

Variance Analysis – Table 2

Table 2 calculates variances between the 2010-11 Revised and 2011-12 Original expenditure, recoveries, and transfers (net) budgets. Explain in the space provided any variances which exceed +/- 10% (or if the % change is N/A) AND the dollar variance is +/- $500,000.

“Summary Budget Template – 10-11” Tab

The 2010-11 Original budget as submitted by the unit during the 2010-11 budget development process and as approved by the BOV in June 2010will be pre-filled and should not be altered. This will allow the variances to be automatically calculated on the “Summary Budget Template – 11-12” tab.

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