Transcript Document

Budget Office
Budget Office Staff
• Russ Williams – Assoc VP Budget, Planning &
Analysis 1-7928
• Cathy Holley – Director, Budget, Planning &
Analysis 1-6053
• Tom Northcutt – Budget Team Leader 1-4115
• Michelle DeLoach – Budget Analyst 1-2642
• David Kernaghan – Budget Analyst 1-4114
Budget Office Daily Functions
• Review and approve EPAR’s (Electronic
Personnel Action Request).
• Review and approve ER’s (Employment
Request) AKA Critical Hire Form.
• Set up HR Account code tables.
• Review and Process BTR’s (Budget Transfer
Request) AKA Budget Amendment.
• Review and process Establish Budget Forms.
Budget Office Daily Functions (cont’d)
• Set up Non-Sponsored (Restricted) Project
Budgets.
• Work with Financial Accounting to resolve budget
checking errors for :
– Payroll
– P-Cards
– Phones
• Work with departments to resolve budget
checking errors (Requisitions, Check Requests).
EPAR’s (Electronic Personnel Action
Request)
• What actions initiate an EPAR for Budget to
approve:
– Funding Distribution Change.
– Ad Hoc Salary Change that has been approved by
HR (confirmation of funding).
– EPAR training is provided by HR. Please send an
email to [email protected] to request
training.
EPAR
PAR
No Longer Used
Do not use this form, submit EPAR
Instead.
Review and Approve ER’s
• The budget office must verify funds are available
(by funding source(s)) for an Employment
Request prior to HR posting the position.
• The ER form is located on the HR website.
http://gru.edu/hr/talent-acquistionmanagement/documents/gruemploymentreques
t021513.pdf
• The Faculty ER form is located on the HR Website.
http://www.georgiahealth.edu/faculty/office/Rec
ruitment/GRU%20FER%20Revised.pdf
Employment Request form
Blue highlighted areas required for Budget Office
approval.
Faculty Employment Request Form
Blue highlighted areas required for Budget Office
approval.
Approval to Fill Critical Vacancy
No Longer Used
Use Employment Request or Faculty Employment
Request forms instead of this form.
Set up HR Account Code Tables
• What is a HR Account Code Table?
The HR account code table is a 22 digit
account code that is set up for each funding CFC
(Chart Field Combination). The CFC’s are used in
the Budget Table to establish the funding source to
be used on Payroll for a particular position.
Example CFC:
3030001010000521100002
Department Fund Account Sequence
BTR (Budget Transfer Request)
• The BTR is located on the BPA website at
http://www.gru.edu/finance/budget/ .
– Click on “Budget Forms”.
– Click on “Budget Transfer Form”.
• This form can be used to move funds from one
department to another.
• This form can be used to move funds to PS from
NPS.
• This form can be used to move funds between
Travel, Supplies(Operating) and Equipment.
BTR (cont’d)
• This form can be used to move Personal
Services from one department to another.
• NOTE: State Appropriation and Tuition funds
cannot be moved from Personal Services to
Travel, Supplies or Equipment. Request to
move these funds should be submitted to
Russ Williams, Assoc. VP BPA.
BTR (cont’d)
• To amend your budget, please review the
Instructions for Budget Transfer Form that are on
our website.
• If you need any additional information or would
like for someone to walk you through the form,
please contact the Budget Office.
• Funds can only be moved within the same Fund
and the same Class.
• The College/Department Financial Person must
approve BTR.
Budget Transfer Request
If you are transferring money to or from a current position please indicate the position number in the assigned block below. You will also need to put the effective time period that this transfer is for in the appropriate box.
Requesting
Department:_______________________
_______
Permanent or Temporary Transfer:
Temp
Date: 11/21/2006
Transfer From
Account
1)
Fund
700000
Department
10000 02120000
Program
Class
Transfer To
Project
Pos.#
Effective
Time
Period
Amount
11100 11000
(5,000)
Account
600000
Fund
Department
10000 02120000
Program
Class
Project
Pos.#
Effective
Time
Period
Amount
11100 11000
5,000
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
EXPLAIN WHY FUNDS ARE AVAILABLE
EXPLAIN WHAT FUNDS WILL BE USED FOR
(TOTAL)
(5,000)
(TOTAL)
5,000
MOVE FUNDS
FROM SUPPLY
TO TRAVEL
Requested by:
(name)
Dean/Director Approval:
(name)
Entered By:
(date)
(name)
cc:
(date)
Budget Amendment Form
No Longer Used
Do not use this form, use the Budget Transfer Request
form instead.
Establish Budget Form
• Establish Budget is to increase existing budget
or establish a new budget.
– Revenue must exceed budget or justification of
new revenue must be submitted.
• There must be an Expense line and a Revenue
line.
• Fund and Class must be the same.
Establish Budget Form
Georgia Regents University
Establish Budget Form
FY ________
Check one:
x
Current Year Revenue/Expense
Prior Year-Carry over Revenue/Expense
Permanent or Temporary Transfer:
Temp
Establish Revenue
Account
Fund
Dept. I.D.
Program
Class
Amount
1)
2)
3)
4)
5)
6)
7)
EXPLANATION OF REVENUE
(TOTAL)
0
Establish Expense
Account
Fund
Dept. I.D.
Program
Class
Project/Grant
Amount
1)
2)
3)
4)
5)
6)
7)
EXPLAIN HOW FUNDS WILL BE GENERATED
(TOTAL)
Name
Date
Requested by:
Name
Date
Dean/Director Approval:
Date
Verification - Carry over
0
Date
Budget Approval: (Fax 1-7355)
Entered By:
Set up Non-Sponsored (Restricted)
Budget
• A non-sponsored (Restricted) budget is a budget that requires a
project id that is not a Research Grant ( Funds 20010 thru 20200).
• The Non-Sponsored Budget form is located at:
https://portal.georgiahealth.edu/portal/page/portal/forms/Finance
/Controller/ControllerFinancialAccounting/non_sponsored_proj.pdf
• Submit the form to the Financial department by email at
[email protected] with a copy of the contract. Do not send to
the Budget office.
• Financial department will forward to the Budget Office to establish
the budget.
• If it is a Foundation account, approval from Foundation is required
first.
Budget Checking Errors
• The budget office works closely with Financial
Accounting to resolve budget checking errors for
Payroll, P-Cards and Phones. These errors are
sent to the departments and/or the Budget
office.
• To resolve a budget checking error the following
may be done by the department:
– Submit a BTR to move funds to cover the error.
– Submit a new CFC for the error.
BTR to cover Budget Checking Error
• When a BTR is submitted to cover a budget
checking error, the department needs to
ensure that the movement of funds will not
cause other errors.
• If the error is a payroll error, the department
needs to determine if an EPAR needs to be
submitted to change the distribution.
• A department should not have the same
budget checking error two months in a row.
Changes for Summerville Campus
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Personal Services Budget
Personal Services Fringes
Personal Services Encumbrances
Non Personal Services
F&A Funds (Indirect Funds)
Additional Pay
Original Budget
Personal Services Budget
• The budget for Personal Services is loaded as a
lump sum (Approp Level).
• The budget for Personal Services will not show
individual account codes (Org Level).
• Departments will need to track Part-time
Faculty, Summer Faculty, Casual Labor, and
Student Assistant Funds.
Personal Services Fringes
• Each department is responsible for fringes: FICA, FICA
MED, Retirement, Health, and Life.
• Changes in the department fringe cost must be
covered by the departments current operating budget.
• The budget office does not monitor the budgets to
determine if additional fringes are needed.
• If a department determines additional fringes cannot
be covered with current operating budget, then the
department should contact the College/Department
Financial person. (Current list included at end of slide,
each area may update as needed).
Personal Services Encumbrances
• Personal Services cannot be encumbered at
GRU.
– Due to the tremendous volume of Sponsored
(Restricted) accounts, Personal Services
Encumbrance is not available on the GRU System.
– Grants account for 20% of the Personal Services
and have start and end dates that vary. There is an
average of 914 grants each year.
Non Personal Services
• Postage and Phone are not Encumbered.
• Budget office does not monitor NPS expenses.
The department will need to monitor and
review to ensure charges are correct and
funds are available to cover outstanding
items.
• The last day to spend NPS funds is the last
working day of May.
F&A Funds
• F&A funding is determined by Senior
Leadership in April for the upcoming Fiscal
Year.
• F&A funds are not automatically allocated to
an area based on a prior year allocation.
Additional Pay
• Monthly Employees:
– For faculty employees, the approval of the Provost is required.
– For non-faculty employees, the approval of HR Class and
Compensation is required.
– Once proper approval is received, an EPAR Additional Pay must be
submitted to Payroll.
• Bi-Weekly Employees:
– An “Authorization For Extra Duty Employment” form must be
completed and sent to HR Class and Compensation for approval. This
replaces Additional Pay for bi-weekly employees.This must be done
before the employee can perform the extra duty. No EPAR is needed
for bi-weekly extra duty pay.
https://portal.georgiahealth.edu/portal/page/portal/forms/Administr
ation/HR/ClassificationAndCompensation/GHSU%20Extra%20Duty%2
0Form%203.1.11.pdf
Original Budget
• The Original Budget is built by the
college/department in the March/April
timeframe.
• Individual Training is in February for personnel
that will be building the original budget. It is
mandatory for new users to go through the
training before given access to Budget Prep.
Reconciling your Budgets
• To reconcile your budget, please, review
the“PeopleSoft 8.9 Reports and Inquires”
PowerPoint presentation on Controller’s web
page.
http://www.georgiahealth.edu/finance/controller
/finacctg/ps89_delivered_reports_karen_version.
ppt
• Most of the reports used to reconcile the budget
are taught in the monthly class given by the
Controller’s office – Delivered Reports & Inquiry.
College/Department Financial Person
Contacts List
• Colleges:
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CAHSS: Tina Zimmerman
CAHS: Melissa Walker
CDM: Terrie English
CGS: Shayla Ricks
MCG: Kelly Callaway
CON: Allen Edmunds
IPPH: Barbara Wilcox
HCB: Crystal Vincent
COE: Tammie Vickery
CSM: Sherry Moore
College/Department Financial Person
Contacts List
• Academic Support – Contact Bonnie Troiano to
determine who is responsible for the budgets in
their areas.
• Enrollment Management/Student Services Contact Cecilia Bailey.
• Research Support - Contact Bonnie Troiano to
determine who is responsible for the budgets in
their areas.
• Communications and Marketing – David Brond
• Advancement – Jennifer Russ
College/Department Financial Person
Contacts List
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Controller’s – Jim Jones
Environmental Health and Safety – Risa Kitchens
Materials Management – Sharon Quick
ITSS – Lillian Samsunden
Human Resources – Diana Morris
Facilities Management - Aisha Lavin
Public Safety – Roxie Bush
Auxiliary – Scott Whitfield
Athletics – Gamellia Davis
Q&A