Transcript CAS 09/10 - Stony Brook University

Budget Targets
ATC MEETING
4/14/09

2-6978 Loreen Brandes

2-1887 Tracey Braile

2-6953 Espie Fallon

2-1325 Lorraine Lelong
HOW were targets calculated?
•Departmental lines & expenses evaluated over the last 3 years
•Expense build up with no negatives for temporary savings ($78.1 M)
•Available funds distributed to departments – your “piece of the pie” ($66.9 M)
Each “pie” section
represents the
total expenses for
a unit including
PSR, PST, and OTPS
49 Individual units
have each
received their own
budget target
OTPS
2%
Staff
14%
SIB
3%
TA/GA
12%
NTT Faculty
10%
TT Faculty
59%

Previously, the College consolidated the net deficit centrally. This
was paid via our IDC share for 06/07 and 07/08 resulting in a College
IDC deficit at the start of each AY.

State budget reduction: CAS received a $4.8M budget cut.

The College is 98 % payroll.
PSR: Personal Service Regular

This object code covers all regular personnel on State lines. The assigning and budgeting
of lines, as part of the recruitment-hiring process, is an entire subject in its own right.
Therefore, this guide will address only those aspects of this category that pertain to the
reporting of payroll information.
PST: Personal Service Temporary

This group is divided into two major subgroups. The first, 2000, covers all personnel hired
on temporary lines paid by the State. It does not include personnel hired from such
agencies as Manpower, Career Temps, etc., nor does it cover fees paid to consultants.
Both these items are reported under Contractual Services.

The second group is 2600, Students. This covers all students hired through the Work/Study
Program, as well as Graduate Assistants and Graduate Students.
OTPS: Other Than Personal Services

Supplies & Expense, Travel, Contractual Services, Telephone, Library, Equipment
CBM: Campus Budget Module of PeopleSoft

The CBM is the computer / online application where we enter budgeted amounts into
PeopleSoft for the coming year, usually completed in April / May of the previous
academic year.

CBM entries are transmitted to Albany and return to the campus as allocation for the
following fiscal year. Therefore, any subsequent changes, revisions, updates will require
journal entries.
Your first line of defense against
unnecessary deficit …
Find PAYROLL ERRORS,
request correction!
SMRT SYSTEM (AES) SUMMARY SCREEN
Provided courtesy of Accounting SMRT Training
SMRT SYSTEM (AES) PAYROLL SCREEN
(Each department has received at this
meeting a printout of their departmental SMRT
payroll screen as of 4/13/09. Please refer to
the handout for details.)
Provided courtesy of Accounting SMRT Training
Tracking Expenses
Your second line of defense against
unnecessary deficit …
Verify expenses!
SMRT SYSTEM (AES) ACCOUNT DETAIL
Provided courtesy of Accounting SMRT Training




Requests to roll-over OTPS must be submitted by May 1, 2009. We will
not be able to honor subsequent requests.
The OTPS roll-over is only valid for 08/09 and includes all OTPS.
Requests for payroll corrections and journal transfers will be
forwarded to the Office of the Provost not more frequently than
once per month. Payroll corrections can take 3 to 4 months to
process, all will be completed by year end.
Authorization from the Dean for a department to spend does not
automatically imply additional funding.



Always request email verification of additional funding from all
sources. We will require a copy of each and every additional
commitment you receive prior to taking action.
Payroll sanctions for 08/09 will be the responsibility of the relevant
department. Payroll sanctions for future periods will remain on the
State operating account.
An immediate hotline to HR is required for any reduction in FTE or
termination of employment, please copy Tracey Braile and Lois
Carter of our office on your email. The hotline must be followed by
filing of the appropriate appointment form.
Stony Brook Accounting Department – State Accounts
http://ws.cc.stonybrook.edu/accounting/help/state_accounts.shtml
SMRT TRAINING: (Next available 5/13/09)
http://naples.cc.stonybrook.edu/training/hrclasses.nsf/wc0017