Auxiliary Fund Budget Development
FY 2016 Auxiliary Budget Information and InstructionsInternal Sales Activities
Formats for Submitting Auxiliary Budgets
Use of Continuing and Temporary Budget Ledgers
Fund 26 and 29
Budget Worksheet Submission
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 PBA Fee-for-Service webpage.
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.
Traditional budget format
Internal Sales Activities should submit the ISA Rate Sheet
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: firstname.lastname@example.org if you have questions.
email@example.com or CCO at firstname.lastname@example.org. For questions about internal sales, contact email@example.com.
If no auxiliary fund budgets are submitted, the Budget Office may follow-up with your department.
Fee-for-Service webpage for more information.
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 PBA 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.
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 PBA 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).
firstname.lastname@example.org by June 30, 2015. Internal Sales Activity rate sheets should be sent to email@example.com by March 16, 2015, and a signed hard copy sent to Liz Spencer at 578 UCB.
FY16 Planning Parameters page.
Major items to consider are:
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 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.
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:
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.
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).
Submit Funds 20, 26 and 29 FY 2016 budget worksheets via email attachment to: firstname.lastname@example.org by June 30, 2015. Submit FY 2016 ISA rate sheets to Liz Spencer in CCO at email@example.com 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 firstname.lastname@example.org or 2-8926 with the org(s) or speedtype(s) for which you are requesting historical financial information.
Last revision 02/11/15
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