Transcript Financial Rep Meeting - Florida State University

Financial Rep Meeting
July 14, 2011
BUDGET OFFICE
KATIE MARTINDALE
2
2011-12 Budget Entry

Non-E&G
◦ Entered by Budget Managers of all Auxiliary,
DRS, Student Activities, Technology Fee,
Vending, Athletics, Financial Aid departments
◦ 7/7/2011 – 7/14/2011

E&G
◦ Entered by personnel in VP and Dean’s offices
◦ 7/21/2011 – 7/28/2011
Budget Office
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Budget Errors

Budget warnings vs. budget errors
◦ Budget warnings do not prevent transactions
from posting
◦ Budget errors prevent transactions from
posting and must be corrected

Correcting budget errors
◦ Refer to list serve emails sent during July
◦ http://www.budget.fsu.edu/Budget-OfficeFrequently-Asked-Questions
Budget Office
4
2011-12 Budgets

Operating budgets booked in OMNI at
the end of August
◦ E&G back to “budget checking”
◦ Budget Transfer role reinstated
◦ Any E&G available balance deficits need to be
corrected

Watch list serve emails for details
Budget Office
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Auxiliary Policy

OP-D-1 Budget Office – Auxiliary
Operations
http://policies.vpfa.fsu.edu/bmanual/budget.html

Updated Spring 2011
◦ Shortened (by about 10 pages) and
reorganized
◦ Updated terminology and added a glossary of
frequently used terms and acronyms
Budget Office
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Auxiliary Policy

New Auxiliary Classifications
◦
◦
◦
◦
◦

Enterprise
Sales and Services of Educational Activities
Sales and Services of Non-Educational Activities
Materials and Supplies Fees
Other
Auxiliary Reclassifications
◦ Auxiliaries will be notified if they are reclassified
◦ Overhead assessment rate should not change
unless an auxiliary’s customers have changed
Budget Office
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Distance Learning
Auxiliaries

Departmental Guide to Distance Learning
Auxiliary Operations
◦ Definitions and information on building rates
◦ Important contacts

Rate calculation templates
◦ May be used to calculate rates
◦ In Excel so they can be customized

The guide and templates are available at
http://www.budget.fsu.edu/Auxiliaries
Budget Office
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Auxiliary Training

BTBUD2 Introduction to Auxiliaries

BTBUD3 Auxiliary Rate Calculation

Coming soon… Course for distance
learning auxiliary operations –
cosponsored by the Budget Office and
the Office of Distance Learning
Budget Office
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State Fiscal Stabilization
Fund Program
a.k.a. “ARRA Stimulus Funds”
Where did the funds come from?
 Why did we receive an allocation?
 Were there specific spending guidelines?
 Did we put special procedures in place?
 How did we actually spend the funds?
 Are we done now?

Budget Office
10
ARRA Stimulus Funds

Authorized in Title XIV of the American
Recovery and Reinvestment Act of 2009

Guiding principles for distribution and use
◦ Spend funds quickly to save and create jobs
◦ Use funds for E&G expenditures
◦ Ensure transparency, reporting and
accountability
◦ Use thoughtfully to minimize “funding cliff”
Budget Office
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Spending Guidelines

Authorized
◦ E&G expenditures (with emphasis on mitigating
the need to raise tuition and fees for residents)
◦ Modernization, renovation, repair of facilities
primarily used for instruction, research, or
student housing

Prohibited
◦ Any activity that increased endowment
◦ Maintenance of systems, equipment, facilities
◦ Modernization, renovation, repair of facilities
primarily used for athletic or religious purposes
Budget Office
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Suggested E&G Uses


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
Salaries related to classroom and laboratory
instruction and instructional technology
Academic support for libraries, laboratories,
and other academic facilities
Institutional support (personnel, payroll,
security, EH&S, other administrative offices)
Student services promoting students’
emotional and physical well-being
Student financial aid
Budget Office
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Procedures Used by FSU


Spending plans and allocations were
approved by the Office of the Provost
Expenditures
◦ Reviewed by the Budget Office for adherence to
approved spending plans
◦ Reviewed by the Budget Office and the Office of
Audit Services for compliance with spending
guidelines
◦ Non-payroll expenditures
 Special form completed by the departments
 Optional ChartFields assigned to each form
Budget Office
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Reporting Requirements

Monthly – Expenditures to date

Quarterly
◦
◦
◦
◦
◦
FTE (proposed and actual)
Headcount (actual)
Budget
Expenditures to date
Vendor payments exceeding $25,000
Budget Office
15
FSU ARRA Allocations
E&G Only, excluding E&G-College of Medicine
Category
2009-10
2010-11
Salary – Faculty
$9,226,163
$6,491,278
$15,717,441
Salary – Non-Faculty
$4,683,123
$3,426,900
$8,110,023
OPS – Non-Faculty
$3,097,073
$3,408,664
$6,505,737
Renovations
$1,740,734
$2,876,455
$4,617,189
OPS – Faculty
$1,162,382
$1,269,300
$2,431,682
Expense
$701,725
$1,434,967
$2,136,692
OCO
$224,767
$822,776
$1,047,543
Scholarships
$346,494
$315,143
$661,637
$0
$223,021
$223,021
$21,182,461
$20,268,504
$41,450,965
Library Resources
TOTAL
Total
Budget Office
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FSU ARRA Allocations
E&G Only, excluding E&G-College of Medicine
Two-year totals as of 7/5/2011
2% 1%
5%
2%
22%
11%
57%
Salary
OPS
Expense
OCO
Renovations
Scholarships
Library Resources
Budget Office
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Audits & Monitoring

FSU’s Office of Audit Services –
monitored on a continuous basis

State of Florida Auditor General’s Office –
audited annually

United States Department of Education –
used FSU to monitor State of Florida
Department of Education
Budget Office
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Contact

Katie Martindale – Associate Director,
University Budgets
◦ [email protected]
◦ 645-7164
Budget Office
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