Transcript No Slide Title

General Budget
Information Training
for Fiscally Fit Program
1
General Overview of
Budget Process Calendar
• July – September
– Develop OSRHE Budget Needs and
Mandatory Cost questionnaire
– Meet with University Budget Committee and
update with OSF revenue information
• October – January
– Begin development of State legislative
agenda
– Hold planning sessions with areas
2
General Overview of
Budget Process Calendar (cont’d.)
• February – March
– Hold final planning sessions with areas
• April – May
– Open and close Budget Development System
– Formal presentation of budget requests to UBC
– Finalize budget based on Legislature and OSRHE
• June
– Submit budget material to A&M and OSRHE boards
for review
– Present budget plan at the June A&M meeting for
final approval
– Communicate to the campus the budget plan
3
State of Oklahoma Budget
to Higher Education
State
Higher Educ.
% of
GU
% of
OSU System
% of
Fiscal
Budget
Approp.
State
Approp.
Higher
Approp.
Higher
Year
(in millions)
(in millions)
Budget
(in millions)
Educ.
(in millions)
Educ.
15.3%
15.2%
15.0%
15.0%
14.7%
15.6%
15.5%
15.3%
15.9%
15.7%
15.5%
14.8%
$
$
$
$
$
$
$
$
$
$
$
$
13.7%
13.5%
13.5%
13.2%
12.6%
12.1%
11.6%
11.9%
12.7%
12.6%
11.9%
12.0%
$
$
$
$
$
$
$
$
$
$
$
$
26.0%
25.8%
25.7%
25.7%
24.6%
23.7%
22.6%
23.4%
25.0%
24.7%
23.4%
23.6%
2002
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
$
$
$
$
$
$
$
$
$
$
$
$
5,611.5
5,600.1
5,113.7
5,364.0
6,056.6
6,555.3
7,071.7
7,143.1
6,644.1
6,430.9
6,510.5
6,825.5
$
$
$
$
$
$
$
$
$
$
$
$
860.5
851.3
767.9
802.1
889.4
1,020.0
1,099.1
1,093.9
1,055.9
1,010.7
1,008.5
1,012.0
117.7
115.3
103.3
106.2
111.7
123.3
127.0
129.7
133.7
127.4
120.0
121.5
4
224.0
219.8
197.7
206.1
218.5
241.4
248.4
255.5
263.6
250.0
235.5
238.5
OSRHE Appropriations to All
OSU Budget Agencies
Agency
General University
Oklahoma Agricultural Experiment Station
Oklahoma Cooperative Extension Service
OSU Institute of Technology
Center for Veterinary Health Sciences
Oklahoma City
Center for Health Sciences
Tulsa
Totals
FY 2012
FY 2013
$ Increase
%
Increase
$120,000,386
26,137,061
28,567,750
14,182,402
10,673,695
10,920,700
13,857,912
11,148,707
$121,508,490
26,463,909
28,916,944
14,370,429
10,806,637
11,124,865
14,037,266
11,266,651
$1,508,104
326,848
349,194
188,027
132,942
204,165
179,354
117,944
1.26%
1.25%
1.22%
1.33%
1.25%
1.87%
1.29%
1.06%
$235,488,613
$238,495,191
$3,006,578
1.28%
5
Sources of Revenue for OSU System
for FY13
State
Appropriations,
21.7%
Other, 12.2%
Federal
Appropriations,
1.2%
Student Aid,
6.9%
Auxiliary
Enterprises,
26.5%
Student Tuition
& Fees, 22.6%
Sponsored
Programs, 8.9%
Total Revenue $1,097M
6
6
Compare Appropriation vs. Tuition & Fees
FY 2002
FY 2013
58.0%
60.0%
55.0%
50.0%
45.0%
40.0%
35.0%
30.0%
25.0%
20.0%
15.0%
10.0%
5.0%
0.0%
53.0%
33.6%
28.0%
14.0%
State Appropriations
Total Revenue: $204.8M
Student Enrollment (Actual):
21,583 Headcount
17,977 FTE
13.4%
Tuition & Fees
Other
Total Revenue: $360.9M
Student Enrollment (Est.):
22,732 Headcount
18,891 FTE
7
Sources of
E&G Operating Funds
The Educational and General (E&G)
Operating Budget of an institution consists
of two (2) sources of revenue:
State Appropriations
Revolving Funds
8
Definition of Sources
State Appropriations - appropriated by the legislature to
the State Regents who, in turn, allocate to each
institution. These funds constitute 33.6% of General
University’s primary educational and general operating
budget for FY13.
Revolving Funds - fund’s collected by the institution that
consist primarily of student fees, sales and services of
educational departments, indirect cost reimbursement
from sponsored grants and contracts and other sources
of miscellaneous income that support the educational
and general functions of the institution. These funds
constitute 66.4% of the core operating budget, with
student fees being the largest component.
9
State Appropriation and Revolving
Funds Then Become . . .
Allocation - (subcodes 0992, 0993, and 0994)
 State Appropriations
 Tuition
 Resident and Non-Resident
 Less Tuition Waivers
 Resident and Non-Resident
 Fees
 Mandatory Fees
 Academic Services Fees
 Fines and Penalties
 Grant F&A
 Misc. Income
10
Earmarked – (all other revenue subcodes)
 Fees




Mandatory Fees
Academic Services Fees
Technology Fees
Admission Fees
 Gifts and Grants




Endowments
Private Sources
Tulsa Accounts
Reimbursable F&A
 Sales to Education Department
 General Merchandise Sales
 Text Book Sales
 Organized Activities
 Counseling Fees
 Lab & Clinic Service
 Other Income
11
Allocation vs. Earmarked
State Appropriations
State Appropriations - Gifts, Grants & Reimb
Gross Resident Tuition
Gross Non-Resident Tuition
Student Fees
Gifts & Endowments
Grants & Contracts
Sales, Org & Educational Depts
Organized Activities
Other Income
Carryforward Balance
Allocation
$ 121,508,490
368,738
57,000,793
78,817,630
25,816,416
2,727,472
1,415,000
-
Total Revenue
$
287,654,539 $
Less Tuition Waivers
$
(49,520,107)
Total Allocation
$
238,134,432
Earmarked
29,568,767
11,457,089
2,877,470
158,900
3,270,325
25,936,733
-
Total Budget
$
121,508,490
368,738
57,000,793
78,817,630
55,385,183
11,457,089
5,604,942
158,900
3,270,325
27,351,733
-
73,269,284 $
12
360,923,823
FY13 Allocation Budget
Distribution
Salary & Fringe = 80%
Fringe Benefits
19%
Salary
61%
Maintenance
20%
Total Allocation $238,134,432
13
FY13 E&G Budget
by Function
Operation &
Maintenance of
Plant
Institutional
10.0%
Support
4.6%
Scholarships &
Fellowships
14.7%
Student Services
5.7%
Instruction
36.8%
Academic Support
16.5%
Public Service
1.6%
Research
10.1%
Total E&G Budget - $360,923,823
15
Account Structure
Campus
Code
Ledger
5-Digit
Account
Number
Subcode
XX-X-XXXXX-XXXX
AA-1-11111-1111
16
Glossary of Ledgers
1
Education & General

2
Stores & Services

3
Disbursement of student aid and scholarships to students
Unexpended Plant Funds

9
Sponsored research and other sponsored programs – must come from
external funds
Student Aid & Scholarships

7
Federal appropriations received – Experiment Station and Cooperative
Extension
Sponsored Agreements

6
Self supporting activity that provides services to students, faculty and/or staff
Federal Agencies

5
To provide service to campus customers
Auxiliary Enterprises

4
Primary budget of institution and supports the mission of the institution
To track capital additions and improvements in progress
Agency Funds

Funds held as custodian or fiscal agent for others – (like student organizations)
*definitions from “Budgeting and Accounting Handbook” and “CUBA”
17
Transfer Between Ledgers
1
Education & General

2
Stores & Services

3
Restricted funds – no transfers
Unexpended Plant Funds

9
Only working funds can be transferred to ledger 1
Student Aid & Scholarships

7
GU usually does not have Federal Appropriations
Sponsored Agreements

6
Transfer to ledger 2 or 7
Federal Agencies

5
Transfer to ledger 3 or 7
Auxiliary Enterprises

4
No transfers across other ledgers
Transfer to ledger 2 or 3
Agency Funds

Custodial funds can only be transferred within ledger 9
18
Glossary of Agencies
010 General University (OSU-Stillwater)
(No inter-agency transfers w/o OSRHE
and OSF approval)
011 Oklahoma Agricultural Experiment Station
012 Oklahoma Cooperative Extension Service
013 OSU Institute of Technology - Okmulgee
014 Center for Veterinary Health Sciences
015 OSU—Oklahoma City
016 OSU—Tulsa
773 Center for Health Sciences
19
Campus Codes of Agencies
AA
AB
AC
AD
AE
AF
AJ
AG
General University (OSU-Stillwater)
(No inter-agency transfers w/o OSRHE
and OSF approval)
Oklahoma Agricultural Experiment Station
Oklahoma Cooperative Extension Service
OSU Institute of Technology - Okmulgee
Center for Veterinary Health Sciences
OSU—Oklahoma City
OSU—Tulsa
Center for Health Sciences
20
Summary of Budget Process
• Areas confirm all returning employees in the
HR portion of the BDS system that will feed
into the new year
• Once the HR portion is complete, areas are
required to cover all salaries that were entered
in the system before funding maintenance
• Colleges/Areas use prior year allocation, plus
any new funds they are given, as well as other
individual forms of revenue, to fund their
expenses
21
Summary of Budget Process
• Reports are pulled on our end to make sure
the areas are balanced and that their budget
plan makes sense
• Our office then works to pull everything from
the system to come up with one, all-inclusive
budget for GU
• That budget is reviewed and approved by the
A&M Regents as well as the Oklahoma State
Regents for Higher Education
22
QUESTIONS
23