Transcript University 102 budget as it relates to Academic and

Department Chair Training
Financial Management
Where do the funds come from?
Dollars
University 102 budget: $47,403,009
FTE
699.89
ASA 102 budget:
500.25
$34,565,325
This equates to 73% of the 102 dollars and 71% of the
FTE.
2013-14 ASA 102 Budget Allocations:
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Provost’s Office
Assoc. Vice Chancellor
CAHSS
CEHHS
COM
CSTEM
Student Services
RSS Learning Center
Discovery Center
Enrollment Services
Dollars
$ 854,572
$ 1,703,371
$6,325,166
$6,751,438
$ 4,623,142
$9,076,643
$ 1,274,838
$ 1,830,613
$ 522,575
$1,602,967
FTE
6.30
9.25
106.92
109.92
68.28
124.45
20.21
20.09
7.92
26.91
Budget Officers:
 CAHSS:
Michelle Greenway
X4048
 CEHHS:
Tina Bauer
X2678
 COM:
Colleen Rogers
X2326
 CSTEM:
Jo Anderson
X2195
 Provost:
Bonni Falkner
X2458
Managing the funds…
What is a funding string?
 A funding string is made up of three parts:
 The fund designates the type of money
 The activity code designates the type of activities the
funding string supports (i.e., teaching, research, service)
 The department designates the department in which the
funds reside
 Example:
102 Fund
2
Activity
-
356001
Department
Role of the Department Associate
in budget management:
 Prepare hiring papers (ES forms); LTE requests;
student work authorizations and other related forms
 Work with the new TAM (Talent Acquisition
Manager) system to facilitate recruitments
 Prepare lump sum forms (overloads) – limit of 20% of
previous year’s academic base during the fiscal year or
$18,000 – whichever is greater
 Process/approve student payrolls in HRS (Human
Resource System)
 Manage student payroll and LTE budgets
 Manage Travel/Services & Supply budgets
PERSONNEL FUNDS:
 How will I know what is available for hiring
personnel within the department?
 College budget officers will share a personnel listing
with you. This includes vacancies assigned to your
department as well as filled positions and available
funds.
 Any additional allocations to meet departmental needs
must be requested from your dean.
 Deans will request additional allocations through the
Provost if unable to meet your needs from within the
college.


Enrollment growth (based upon excess tuition revenue)
Provost funded
Filled positions:
 Unclassified staff
 Faculty (tenured or probationary)
 Ongoing academic staff (rolling horizon or fixed term)
 Classified staff
 Department Associates, Program Associates, and
Technicians
 Bi-weekly payroll must be approved through HRS
(Human Resource System)
Vacancies:
Important things to remember when hiring:
• FTE available is based upon your department’s
allocation (even if you have $’s, you still need FTE)
• Adjuncts are hired as fixed term emergency hires
• Avoid confusion regarding personnel dollars available
within your department – be aware of:
– Retirement assessment: 10% to the Provost from the
base – permanent
– Vacancy assessments—all vacancies not filled
permanently: 7% to the University – current year only
– Initial budget intent philosophy
Other personnel dollars:
• Graduate Assistants:
• Current Academic Year (AY) base: $20,929
• Maximum of 50% contract
• Enrolled minimum of 6 credits/semester
• FTE needed
• LTE:
• Work with HR to establish correct title and base
• Paid hourly – no FTE needed
• Bi-weekly timecard must be approved through HRS
• Student Payroll:
• State payroll
• Paid directly from one of your department funding
strings—you must have funds available in the state payroll
budget line
• All students are eligible
• Work-Study
•
•
Federal program and your department receives an
allocation
Student also must have an allocation in order to work for
your department
 Summer Session Salaries:
 No FTE needed for summer session contracts
 Provost allocates summer instructional budgets to
the colleges
 Work with your Budget Officer to determine
available instructional/administrative funds for
your department
 Summer instruction for faculty is paid based upon their
daily rate
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Daily rate = academic year base divided by 180
Five days equals one credit of instruction
Full-time summer load = 40 days (8 credits)
Exceeding 40 days requires Provost approval
 Academic staff can be paid at a per credit rate if it is
greater than their daily rate:
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
Lecturer: $1,400/credit
Senior Lecturer: $1,650/credit
 Individuals paid all or in part on a federal grant cannot
exceed full-time (40 days) without agency approval
 Work with your Budget Officer to determine rates for
low enrolled courses: <15 UG, <12 GR
 WinTerM Salaries:
 Paid an overload (lump sum) based upon:
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

Lecturer/Asst Professor
Sr Lecturer/Assoc Professor
Full Professor
$1,400/credit
$1,650/credit
$1,850/credit
 Low enrolled courses will be pro-rated based upon:


Enrolled number/15 x full pay amount – UG
Enrolled number/12 x full pay amount – GR
 Faculty and academic staff are restricted to a maximum
of three credits, or equivalent scholarly activity, during
WinTerM unless the chancellor or designee determines
that good cause exists to exceed that threshold and
issues an exception.
NON-PERSONNEL FUNDS:
 Services/Supplies:
 Telephones
 Copy costs/duplicating
 Postage
 Office supplies
 Memberships/subscriptions
 Software
 Lab supplies
 Physical plant charges
 Computers and related (computer cost share)
 Travel: Travel expense report (TER)/fleet vehicles/
conference registrations, etc.
 Travel Policies:
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Travel policies change frequently – important to stay
informed
Check the travel link for specific information –
Accounting Services website.
Travel must be done electronically.
Watch the daily e-mail for travel change
announcements
Questions: Carla Greiber, x2334
Department Associates are very knowledgeable of
travel rules and regulations—but when in doubt—
CALL CARLA!
Capital Equipment:
 For budgeting purposes, capital is defined to
include any item having a cost of $5,000 or
more and a useful life of one year or more.
When in doubt….
 Call Procurement and Materials Management
(x2453) if unsure about anything, i.e.
 Purchasing deadlines
 Mandatory contracts
 Best judgment: $5,000 or less including freight charges (if
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


not on mandatory contract)
Simplified bidding: $5,000 - $49,999 (3 bids)
Official sealed bids: $50,000 or greater (call x2453 for
assistance with this)
Purchasing card usage—can we or can’t we buy this on a pcard?
Call Brent Tilton, Director, x-2346 – to arrange
department training on purchasing rules
Fund descriptions…
What types of funds will I be expected to
manage?
Definition of various funds:
 102 funds – (GPR-general purpose revenue) used for
general program operations
 Source: tax revenue and tuition
 Basic administrative, instructional, and public service
activities are operated with these funds
 These are typically the largest part of your budget
responsibilities
 Now includes lab modernization funds (formerly fund
number 114)
 128 funds – auxiliary enterprises
 Course fees from non-required courses
 Segregated fees
 User charges
 131 funds – academic student fees
 Customized tuition
 Access to learning fees
 Enrollment Growth (formerly known as Excess Tuition
Revenue)
 133 funds – grants and contracts--private
 Non-federal grants
 Non-federal indirect cost reimbursement
 136 funds – other operating receipts
 Fee for service activities
 Conference funding strings
 144 funds – federal grants
 145 funds – Federal aid—work-study
 150 funds – Federal indirect cost reimbursement
 233 funds – Donation funding strings
 University Foundation funds – funds donated to
the Stout Foundation on your department/program’s
behalf
Time frame for use of funds:
 Fiscal year timeline: Use within the fiscal year or
funds will be lost (July – June)
 102 – department budget, lab mods
 131 - access to learning, enrollment growth
 145 – work-study
 Grant/project specific timeline: Use within time
period allocated by funding source
 133 – non-federal grants
 144 – federal grants
 No specific timeline: Revenue carries forward
 128 – course fees
 131 – customized funds
 133 – non-federal indirect cost reimbursement
 150 – federal indirect cost reimbursement
 233 – donations unless otherwise specified by donor
 Foundation funds
Web resources:
 Human Resources - http://www.uwstout.edu/hr/index.cfm
 Travel - http://www.uwstout.edu/bfs/travel/index.cfm
 Accounting Services -
http://www.uwstout.edu/bfs/accounting/index.cfm
 Research Services - http://www.uwstout.edu/rs/index.cfm
 Foundation Expense Guidelines -
https://www2.uwstout.edu/foundation/pdf/Foundation_Fu
nd_Expenditure_Policy_2_14_09.pdf
Questions?