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Auxiliary Budget Development

Auxiliary Fund Budget Development

FY 2016 Auxiliary Budget Information and Instructions

Internal Sales Activities
Formats for Submitting Auxiliary Budgets
Budgeting Templates
Use of Continuing and Temporary Budget Ledgers
Fund 20
Fund 26 and 29
Fund 28
Budget Worksheet Submission
Planning Parameters
General Preparation Information
ISC Rate Sheet with Budget Worksheet (Excel)

Internal Sales Activities (ISAs)

ISA rates will be due on March 16, 2015. Starting in FY16, all medium-risk ISAs will submit rates on an alternate year cycle. A full list of all medium- and high-risk ISAs for which FY16 rates are due, along with other FY16 ISA information, can be found on the BFP Fee-for-Service webpage.

Formats for Submitting Auxiliary Budgets

Two options are available in Excel for regular auxiliary budget submission, Upload Format or the traditional budget formats.

Upload Format: Budgets for multiple speedtypes can be submitted on a single spreadsheet for upload in lieu of an individual spreadsheet for each speedtype. This format reduces data entry if auxiliary budgets are already in a worksheet. Three types of data are required in the spreadsheet columns: the speedtype or FOPPS number, the budget pool or account number, and the budgeted dollar amount. Budget position numbers and FTE amounts may also be included for position budgeting. The line description defaults in the finance system as "FY16 Initial Budget."

We encourage units to utilize the upload format, especially if it fits your budget development needs.

Traditional Budget Formats: The template for submitting budgets for individual speedtypes is also available. Please note that the FY2016 template contains a macro for creating the Budget Office upload so you should use the FY2016 template rather than re-using an older file. The Budget Office may not be able to accept data in templates from prior years.

Budgeting Templates

Upload Format
Traditional budget format
Internal Sales Activities should submit the ISA Rate Sheet

Use of Continuing and Temporary Budget Ledgers

Auxiliary fund budgets for funds 20, 26 and 29 may be entered into either the temporary or the continuing budget ledgers. If, for instance, expenses are very similar from year to year, in terms of type of expense and dollar magnitude, the continuing budget ledger may be preferable. Budgets in Fund 28 will continue to be temporary only.

Budgets in the continuing ledger are automatically transferred to the next fiscal year by the Budget Office. Units may submit incremental changes for upload or adjust the continuing budget via budget journal entries (BJE). Refer to the decision tree for guidance and contact the Budget Office at 2-8926 or email: ucb.budget@colorado.edu if you have questions.


The Budget Office and the Campus Controller's Office are happy to meet or talk with anyone who has questions about their auxiliary budgets. Contact the Budget Office at ucb.budget@colorado.edu or CCO at accounting@colorado.edu. For questions about internal sales, contact internalsales@colorado.edu.


Auxiliary fund budgets should be adjusted throughout the year, via budget journal entries (BJE), when necessary (e.g. to keep up with inflationary factors or to accommodate significant changes in operation).

If no auxiliary fund budgets are submitted, the Budget Office may follow-up with your department.

Fund 20

Units with FOPPS in Fund 20 are expected to prepare budgets following the standard instructions (below under General Preparation Information). Budgets in Fund 20 may be in either the continuing or the temporary ledger. Due to internal sales policy changes, fund 20 units with internal sales are subject to the new rules referenced above. Please refer to the BFP Fee-for-Service webpage for more information.

Fund 26 and 29

Due to the volume of non-recurring activity in these funds, budgets are not required in Funds 26 and 29. As usual for financial management of auxiliary funds, units should continue to manage FOPPS in these funds according to the available cash balances and expected revenue and expense activity, and use budgets as a resource planning tool. For more information on managing cash-based funds, please see the Budget Office how to page Understanding Your Financial Position in Budget-based Funds and Cash-based Funds.

Units that wish to budget these funds are welcome to do so, and can submit budgets via the formats described in these instructions. Units are strongly encouraged to submit budget information if activity in your Fund 26 and 29 speedtypes recur annually and/or if budgeting would complement the resource planning effort for your department. Budgets in funds 26 and 29 may be in either the continuing or temporary budget ledgers. Because many FOPPS in Funds 26 and 29 were set up for one-time or short-term activities, the Budget Office encourages units to inactivate any FOPPS they are no longer using.

Due to internal sales policy changes, FOPPS in these funds where internal sales are recorded are subject to the new rules referenced above. Please refer to the BFP Fee-for-Service webpage for more information.

Please note: As the campus continues to work through the new CU Administrative Policy Statement “Budget and Finance Reporting” effective July 1, 2014, there may be changes needed requiring enhanced budgeting of auxiliary activities than what occurs today. It is still too early to know the impact of this APS.

Fund 28

All Internal Service Centers in Fund 28 fall under the Internal Sales policy effective July 1, 2014.

In prior years, a rate sheet submission was required for all Fund 28 FOPPS. Under the new internal sales rules, rate submission will no longer be required for low-dollar internal business activities (e.g. less than $10,000 of annual internal sales), and rate submission will be every other year for certain units. For units with required rate submissions, the process will be the same as in prior years. Please note the rate sheet has been redesigned as part of the new internal sales rules, and can be found on the Fee-for-Service webpage. Furthermore, units categorized as "high risk" will be required to have a rate review committee annually. Please visit the BFP Fee-for-Service webpage for more information on the new rules and guidance on whether a rate submission will be required for your speedtype(s).

Budget Worksheet Submission

Regular auxiliary budget submissions should be sent to ucb.budget@colorado.edu by June 30, 2015. Internal Sales Activity rate sheets should be sent to internalsales@colorado.edu by March 16, 2015, and a signed hard copy sent to Liz Spencer at 578 UCB.

Planning Parameters

The Budget Office posts the assumptions being used for FY2016 budget planning on the FY16 Planning Parameters page.

Major items to consider are:
  • Potential salary increases of 3.0% for all non-classified employees, and 3.0% for classified employees
  • FY2016 GAR at 5.75% and GIR at 0.69%, for a total rate of 6.44%
  • FY2016 fringe benefits rates of
    • 30.0%, regular faculty
    • 37.3%, exempt full-time and classified permanent
    • 16.5%, exempt part-time and classified temporary
    • 13.2%, graduate student faculty
    • 1.1%, hourly

General Preparation Information

Auxiliary fund budgets entered in the continuing ledger in prior years will be carried forward and entered in the FY2016 continuing ledger by the Budget Office. If a budget exists in the continuing ledger, submit incremental budget changes only. If budget was entered into the temporary ledger it will revert to zero, so a new, full-year budget must be submitted.

Budget revenue and expense increases and decreases as follows:
budget a REVENUE INCREASE as a credit -1000
budget a REVENUE DECREASE as a debit 1000
budget an EXPENSE INCREASE as a debit 1000
budget an EXPENSE DECREASE as a credit -1000

Budget by org
It is recommended to budget by FOPPS, meaning each speedtype has a revenue and/or expense budget representing its own anticipated financial activity. However, it is acceptable to budget at the org level, selecting one speedtype within that org in which to record the budget.

Budget pools
In general, budgets can aggregate to the General Budget Account level; for example, all operating expense budget can be in 460000 and classified salary budget in 405000.

Budgeting cash transfers
Budget cash transfers in general budget accounts as follows:
budget transfers IN as a credit: -1000 in budget account 995000
budget transfers OUT as a debit: 1000 in budget account 997000

Clearing FOPPS
FOPPS solely used for clearing purposes should not be budgeted.

Fiscal year-end fund balances
Fiscal year-end fund balances are not included in the revenue budget for the upcoming fiscal year. It is acceptable to use prior year fund balances in support of current year activities, but it is not acceptable to budget them as current year revenue. If you plan to use a projected June 30, 2015 fund balance to support FY 2016 expense activity only budget the associated expenditures in the appropriate expense general budget accounts.

Inactive FOPPS
A budget submission is not necessary for FOPPS that are to be inactivated.

Budgets for FOPPS opened after 6/30/2014 should be entered via a budget journal entry (BJE).

Submittal deadlines
Submit Funds 20, 26 and 29 FY 2016 budget worksheets via email attachment to: ucb.budget@colorado.edu by June 30, 2015. Submit FY 2016 ISA rate sheets to Liz Spencer in CCO at internalsales@colorado.edu and they will be forwarded to the Budget Office for budget entry in the finance system.

Available financial reports
Prior year and FY 2015 to-date data are available through the University Reporting System (COGNOS) and PS Lite, among other Central Information Warehouse (CIW)-based reports. For CIW access, refer to the IRM web site.

The Budget Office will provide multi-year (5 prior years and current year through March) financial information (budget and actuals) for auxiliary fund speedtypes upon request. Contact the Budget Office at ucb.budget@colorado.edu or 2-8926 with the org(s) or speedtype(s) for which you are requesting historical financial information.

Preparation of Upload Spreadsheet
  • Open and save the Upload Format.
  • Select continuing or temporary ledger in the green shaded cells.
  • Only one ledger may be used per spreadsheet, so submit a separate spreadsheet if both ledgers are to be used.
  • If no ledger choice is selected budgets will be entered in the temporary ledger.
  • Enter data in the appropriate columns.
  • Speedtype or FOPPS combo, general budget or account code, and budget amount (in whole dollars) are required. Position numbers and FTE amounts are optional.
  • Remember to enter the relevant benefit budget for salary budgets and GAR and GIR budgets on expenses for each FOPP/ST.
  • FY2016 fringe benefit rates and GAIR rates are available at FY 2016 planning parameters.
Preparation of Template Spreadsheets
  • Open and save the budget format.
  • Select continuing or temporary ledger preference in the green shaded cells at the top of the worksheet.
  • If no ledger choice is selected budgets will be entered in the temporary ledger.
  • If budget is currently in the continuing ledger submit incremental changes only.
  • Enter the speedtype or FOPP combo in the yellow fields in row 15. This will populate the speedtype or FOPP combo fields in succeeding rows as you enter dollar amounts in column I.
  • Complete your worksheets by entering budget amounts (in whole dollars) in the relevant rows.
  • Add new rows and account numbers to budget at a more detailed account level.
  • Do not delete any rows.
  • Do not change any of the columns.
  • Copy the worksheet to a new tab for each FOPPS you wish to budget.
  • Forward your worksheets, as an email attachment to ucb.budget@colorado.edu by June 30, 2015.
The Budget Office is happy to meet or talk with anyone who has questions about their budgets. Contact us at 2-8926 or email: ucb.budget@colorado.edu.

Last revision 05/04/16

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