FY 2016 Budget Instructions

March 4, 2015 10:00AM-3:00PM

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AGENDA

10:00AM – 10:30AM: 2016 Budget Overview – Jean Regan & Todd Anderson

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Budget Timeline

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General Overview and Instructions

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CMS Instructions

10:30AM – 11:00AM: Self-Supporting Budget Training – Valerie Pedroza 11:00AM – 11:15AM: Grants – Teresa Larson 11:15AM – 12:15: UNSOM Budget Module – Missy Stahlke 12:30 – 1:15 – Lunch 1:30 - 3:00 GME FTE Training / Clinical Budget Training – Valerie Pedroza, Kristen Stout & Kim Quinn

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March 3, 2015 March 4 - March 6, 2015 March 3, 2015 March 9, 2015 March 1- 31, 2015 March 20, 2015 March 26, 2015 March 30, 2015 March 31, 2015 April 15, 2015 April 17, 2015 April 20, 2015 May 15, 2015 June 2015

Timeline

Budget Module Opened for input Training conducted in Las Vegas and Reno Self Supporting Budgets prepared in the budget module Estimates for state and CMS funds to departments Department Meetings with Senior Associate Dean and Budget Personnel for all departments if desired. Match Day for Residents Follow-up Q&A training for Admin & Basic Science in Reno Follow-up Q&A training for Clinical depts in Reno Follow-up Q&A training for all departments in Las Vegas Merit steps finalized for CY14 to UNR HR Department’s CPL due to Budget & Finance ALL departments budgets due including state/self supporting/Practice Plan - - Budget tool closed Self Supporting Budgets due to UNR PBA Clinical budgets presented to SREC and NREC for approval

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Budget Overview

• • • • • • • Start now! Timeline will be strictly adhered to!

NSHE is moving forward to replace the legacy Finance and HR system and will be implementing Workday statewide. UNSOM has started to take the steps towards that transition by streamlining operations with budgeting salary.

Salary will be handled via the CPL and entry into the CBE.

All budgets to be entered into the web-based Budget Module, which will be available after this training.

For self-supporting budgets, please prepare them in the budget module and are due the same day as all other budgets.

Contacts on UNSOM and self-supporting budgets: – Valerie Pedroza – Administrative departments – Teresa Larson – Basic Science departments – Missy Stahlke – Clinical departments Kim Quinn & Todd Anderson will oversee Practice Plan budget development.

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Budget Overview (continued)

State Funds – Overall state funding to the UNSOM is assumed to remain flat.

– However, department allocations may be different. – – State fund allocations are anticipated to be decided by March 9.

Departments previously funded using soft (non state funds) will be budgeted on state.

– As in the past, you do not need to budget for fringe costs on state funds; B&F will do that part for you.

– – Vacancy Savings will be held back this year This is a Legislative year. The Governor has recommended the following in his budget: • Eliminate furlough • Funding for classified merit (no longevity) • Governor’s budget did not contain funding for Professional merit; however, the Chancellor will make it a priority during the Legislative Session.

– – – Please budget salaries at full amount. Reductions, if any, will be calculated automatically.

Do not budget any merit, these will calculate automatically in the CBE.

State funding requests for graduate students, post docs, fellows, chief residents or LOAs require a special written request. Every effort to find alternative funding is strongly encouraged.

– For new positions (faculty or staff), a short business justification is required.

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Budget Overview (continued)

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Practice Plan/Clinical Departments

– Each clinical department will be responsible to prepare their practice plan budget.

– Capital requests should be included, which will need to be separately submitted with a business plan.

– Business plans are also required for new clinical initiatives or the addition of new clinical locations.

– Kim Quinn will oversee budget development. David Rencher, Sandra Deleon, Iain Buxton and Jim Parcells will serve as primary reviewers for their respective areas.

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Budget Overview (continued)

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Basic Sciences

– As mentioned earlier, in March each department will receive their anticipated amount of state funds.

– Budgets will not be required for salaries/fringe/operating expected to be paid with salary savings. Leave state funds on the faculty member salary line.

– PCP is not to be budgeted on the CPL.

Administration

– As with other departments, administration will be given their state allocation in March.

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Starting the Process

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How to Budget Employees

– CPL data reflects current employees as of end of February.

– Use this information to begin employee budgeting on CPL spreadsheet.

Departments are responsible for budgeting all accounts.

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Starting the Process (continued)

• Information available on UNSOM Budget Module – FY 2015 Actual expenses through December 2014 – FY 2014 Actual expenses – FY 2015 Actual revenue through December 2014 – FY 2014 Actual revenue – All current employee information through February 10, 2015, with the exception of account information. Account line information will be imported from the CPL/CBE.

– Practice Plan employees were imported.

– Physician salaries under Practice Plan are blank and need to be budgeted from “scratch.” 9

Budget Module Overview

• • How to register?

– Contact Missy Stahlke (contact info at end) to register – Must be approved to access Budget Module How to access?

– https://bud.medicine.nevada.edu

– Link is also available on the Office of Budget and Finance Website • http://www.medicine.nevada.edu/budget/ • Browser – It is highly recommended to user Google Chrome or Mozilla Firefox – Login using your username and password 10

Budget Module (continued)

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What it is and what it is not

– It is a web application (or website) designed to streamline budgeting efforts of UNSOM – It is not a replacement of UNR HR system – It operates independently from UNR HR system 11

Questions?

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Contacts

Todd Anderson, Director Budgeting PH: 775-784-1607 [email protected]

Teresa Larson, Budget Analyst (Basic Science departments) PH: 775-784-1820 [email protected]

Missy Stahlke, Budget Analyst (Clinical Departments) PH: 775-682-5221 [email protected]

Valerie Pedroza, Budget Analyst (Administrative Departments) PH: 775-784-6212 [email protected]

Kim Quinn, Controller PH: 775-784-6214 [email protected]

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