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
Fiscal
Year
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
2015
State
Higher Educ.
Budget
(in millions)
Approp.
(in millions)
$
$
$
$
$
$
$
$
$
$
$
$
$
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
7,158.7
7,193.0
$
$
$
$
$
$
$
$
$
$
$
$
$
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
1,045.5
1,044.5
% of
GU
% of
OSU System
% of
State
Approp.
Higher Approp.
Higher
Budget (in millions) Educ. (in millions) Educ.
15.2%
15.0%
15.0%
14.7%
15.6%
15.5%
15.3%
15.9%
15.7%
15.5%
14.8%
14.6%
14.5%
$
$
$
$
$
$
$
$
$
$
$
$
$
115.3
103.3
106.2
111.7
123.3
127.0
129.7
133.7
127.4
120.0
121.5
122.7
122.7
13.5%
13.5%
13.2%
12.6%
12.1%
11.6%
11.9%
12.7%
12.6%
11.9%
12.0%
11.7%
11.7%
4
$
$
$
$
$
$
$
$
$
$
$
$
$
219.8
197.7
206.1
218.5
241.4
248.4
255.5
263.6
250.0
235.5
238.5
241.1
241.1
25.8%
25.7%
25.7%
24.6%
23.7%
22.6%
23.4%
25.0%
24.7%
23.4%
23.6%
23.1%
23.1%
OSRHE Appropriations to All
OSU Budget Agencies
Agency
FY 2014
FY 2015
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
$122,658,690
26,706,009
29,142,844
14,553,129
10,902,937
11,663,314
14,194,766
11,295,149
$122,658,690
26,706,009
29,142,844
14,553,129
10,902,937
11,663,314
14,194,766
11,295,149
$241,116,838
$241,116,838
Totals
5
$ Increase
$0
0
0
0
0
0
0
0
$0
% Increase
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Sources of Revenue for OSU System
for FY 2015
Student Aid
$80,502,200
SalesEducational
Departments
$44,863,213
Tuition & Fees
$286,015,531
State
Appropriations
$241,116,838
Gifts, Grants &
Reimbursements
$39,264,035
Non-Credit &
Outreach Tuition
$24,225,050
Auxiliaries
$323,813,723
Total Revenue
$1.2 Billion
Other Income
$52,431,984
Federal
Appropriations
$12,870,396
6
Sponsored
Programs
$96,505,903
6
Compare Appropriation vs. Tuition & Fees
FY 2003
70.0%
FY 2015
56.9%
56.0%
60.0%
50.0%
40.0%
32.0%
30.5%
30.0%
12.0%
20.0%
12.6%
10.0%
0.0%
State Appropriations
Total Revenue: $205.0M
Student Enrollment (Actual):
22,446 Headcount
18,717 FTE
Tuition & Fees
Other
Total Revenue: $402.6M
Student Enrollment (Est.):
24,297 Headcount
20,288 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 30.6% of General
University’s primary educational and general operating
budget for FY 2015.
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 69.4% 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
 Reimbursable F&A
 Sales to Education Department
 General Merchandise Sales
 Text Book Sales
 Organized Activities
 Counseling Fees
 Lab & Clinic Service
 Outreach
 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
$ 122,658,690
489,397
52,379,728
110,043,597
16,982,891
1,727,472
5,015,000
-
Total Revenue
$
309,296,775 $
Less Tuition Waivers
$
(58,760,681)
Total Allocation
$
250,536,094
Earmarked
49,476,596
15,840,439
3,346,151
255,401
1,439,250
22,922,243
-
Total Budget
$
122,658,690
489,397
52,379,728
110,043,597
66,459,487
15,840,439
5,073,623
255,401
1,439,250
27,937,243
-
93,280,080 $
12
402,576,855
FY 2015 Allocation Budget
Distribution
Salary & Fringe = 80%
Fringe Benefits
20%
Salary
60%
Maintenance
20%
Total Allocation $250,536,094
13
FY 2015 E&G Budget
by Function
Total E&G Budget - $402,576,855
Scholarships &
Fellowships
16%
Instruction
36%
Operation & Maint of
Plant
11%
Institutional
Support
5%
Student
Support
5%
Academic Support
16%
Research
10%
Public Service
1%
15
Account Structure
Campus
Code
Ledger
5-Digit
Account
Number
Subcode
XX-X-XXXXX-XXXX
AA-1-12345-6789
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
011
012
013
014
015
016
773
775
General University
Oklahoma Agricultural Experiment Station
Oklahoma Cooperative Extension Service
OSU Institute of Technology - Okmulgee
Center for Veterinary Health Sciences
Oklahoma City
Tulsa
Center for Health Sciences
Medical Authority
Note: No inter-agency transfers w/o OSRHE and OSF approval
19
Campus Codes of Agencies
AA
AB
AC
AD
AE
AF
AG
AJ
AK
General University
Oklahoma Agricultural Experiment Station
Oklahoma Cooperative Extension Service
OSU Institute of Technology - Okmulgee
Center for Veterinary Health Sciences
Oklahoma City
Center for Health Sciences
Tulsa
Medical Authority
Note: No inter-agency transfers w/o OSRHE and OSF approval
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