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FY 2014 Auxiliary Budget Information and Instructions

Formats for submitting auxiliary budgets

There are two options available for submitting auxiliary budgets. Budgets may be submitted for multiple speedtypes 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 "FY14 Initial Budget."

The template for submitting budgets for individual speedtypes is also available. Please note that the FY14 template contains a macro for creating the Budget Office upload so you should use the FY14 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

Multi Speedtype template
Individual Speedtype template

Use of continuing and temporary budget ledgers

Auxiliary fund budgets for funds 20, 26 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 Fund 28 will continue to be temporary only.

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: if you have questions.


The Budget Office is happy to meet or talk with anyone who has questions about their budgets. Contact us at 2-8926 or email:


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.

Fund 20

Units with FOPPS in Fund 20 are expected to prepare budgets following the standard instructions (General Preparation Information). Budgets in Fund 20 may be in either the continuing or temporary ledger.

Funds 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 they deem necessary. For more information on managing cash-based funds, please see the Budget Office How To page.

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. As a reminder, budgeting provides the resource plan for your area and is a tool to manage your resources. 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.

Fund 28

ABS and PBA jointly manage 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 Leila McCamey in Accounting & Business Support, and forward a signed hard copy to Leila 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. Fund 28 budgets must be in the temporary budget ledger.

Planning Parameters

The Budget Office posts the assumptions being used for FY14 budget planning on the FY14 Planning Parameters page.

Major items to consider are:

  • Potential salary increases of 3.1% for all non-classified employees, and 3.6% for classified employees
  • FY14 GAR at 5.54% and GIR at 0.55%, for a total rate of 6.09%
  • FY14 fringe benefits rates of
    • 28.2%, regular faculty
    • 32.5%, exempt full-time and classified permanent
    • 12.5%, exempt part-time and classified temporary
    • 8.5%, graduate student faculty
    • 1.2%, hourly

General Prep Information

Auxiliary fund budgets entered in the continuing ledger in prior years will be carried forward and entered in the FY14 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.

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, 2013 fund balance to support FY 2014 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 6/30/2013 should be entered via a budget journal entry (BJE).

Submittal deadlines
Submit Funds 20, 26 and 29 FY 2014 budget worksheets via email attachment to: Janet Baker by June 30, 2013. Submit FY 2014 ISC rate sheets to Leila McCamey in ABS at and they will be forwarded to the Budget Office for budget entry in the finance system.

Available financial reports
Prior year and FY 2013 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 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 worksheet.
  • 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.
  • FY14 fringe benefit rates and GAIR rates are available at FY 2014 planning parameters.

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 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 Janet Baker by June 30, 2013.

The Budget Office is happy to meet or talk with anyone who has questions about their budgets. Contact us at 2-8926 or email:

Budget Ledger Decision Tree

Last revision 08/15/13

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