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FY 2012 Auxiliary Budget Information and Instructions

Formats for submitting auxiliary budgets
There are two options available for submitting auxiliary budgets. Budgets may be submitted on a single spreadsheet for upload in place of an individual spreadsheet for each speedtype. This format will reduce 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 dollar amount to be budgeted. Budget position numbers and FTE amounts may also be included for position budgeting. The line description will default in the finance system as "FY12 Initial Budget".   Click here to view examples of this format. 

The template for submitting budgets for individual speedtypes is also available.  Please note that the FY12 template contains a macro for creating the Budget Office upload so you should use the FY12 template rather than re-using an older file. The Budget Office may not be able to accept data in templates from prior years. 

Use of continuing and temporary budget ledgers
Auxiliary fund budgets for funds 20 and 29 may be entered to either the temporary or 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 the continuing ledger will be 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.

Assistance
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

Follow-up
Auxiliary fund budgets should be adjusted throughout the year, via budget journal entries (BJE), when deemed 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.

Funds 20, 26 and 29
Units with FOPPS in Funds 20, 26 and 29 are expected to prepare budgets following the standard instructions (General Preparation Information).

Budgets in funds 20 or 29 may be in either the continuing or temporary budget ledgers. Fund 26 budgets may only be in the temporary budget ledger because of the nature of the business operations (royalties from licensing, patents, etc.) and the financial activity varies significantly year to year.

Fund 28
ABS and PBA jointly revised the Internal Service Center (ISC) Rate Sheet to serve two purposes -- as the record of compliance with federal ISC regulations and fiscal rules, and the template for uploading budgets into the Finance System. This means only one form to fill out. A description of this process is included in the rate sheet and instructions on either the PBA or ABS web site. Please complete a rate calculation worksheet for each ISC FOPPS, send it as an Excel attachment to Diana Vidal in Accounting & Business Support, and forward a signed hard copy to Diana at campus box 579 UCB. Contact your area accountant if you have questions or would like assistance in completing your rate worksheets. ABS will forward the linked budget information to PBA for upload into the finance system. Because the rate calculations need to be submitted each year, the Fund 28 budgets will be entered into the temporary budget ledgers.
Budget Preparation
Instructions by Fund		 Available Budget Ledger Budget Submission Deadlines
20 Continuing &/or Temporary budget worksheet(s) to the Budget Office by 6/30/11
26 Temporary Only budget worksheet(s) to the Budget Office by 6/30/11
28 Temporary Only ISC rate sheets to ABS by 6/30/11
29 Continuing &/or Temporary budget worksheet(s) to the Budget Office by 6/30/11

General Prep Information

ledgers
Auxiliary fund budgets entered in the continuing ledger in prior years will be carried forward and entered in the FY12 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, and a new, full-year budget must be submitted.

debits/credits
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, 2011 fund balance to support FY 2012 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.

incremental changes
An incremental change is the amount you plan to increase or decrease an existing budget in the continuing ledger.

planning parameters
Expense budgets should be set based on the planned level of purchasing and expected costs. Planning Parameters for FY12 are provided for planning guidelines.

new FOPPS
Budgets for FOPPS opened after 6/30/2011 should be entered via a budget journal entry (BJE).

submittal deadlines
Submit Funds 20, 26 and 29 FY 2012 budget worksheets via email attachment to: Janet Baker by June 30, 2011. Submit FY 2012 ISC rate sheets to Diana Vidal in ABS at accounting@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 2011 to-date data are available through the University Reporting System (COGNOS) as well as PS Lite, FishNet, and the System web site HTML Output Reports (formerly UCD web site) , 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 Single Upload Spreadsheet

  • Open and save the single upload spreadsheet.


  • 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.

    Preparation of Template Spreadsheets

  • Open and save the template spreadsheet.


  • 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 move any columns.


  • Forward your worksheets, as an email attachment to Janet Baker by June 30, 2011.


    • 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.

    Budget Ledger Decision Tree