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.
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: firstname.lastname@example.org 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: email@example.com
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.
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.
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
The Budget Office posts the assumptions being used for FY14 budget planning on the FY14 Planning Parameters page.
Major items to consider are:
General Prep Information
Budget by org
Budgeting cash transfers
Fiscal year-end fund balances
Available financial reports
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 08/15/13
PBA Home | Strategic Planning |   Institutional Research & Analysis |  Budget & Finances |
Questions? Comments? | Legal & Trademarks | Privacy
15 UCB, University of Colorado Boulder, Boulder, CO 80309-0015, (303)492-8631
© Regents of the University of Colorado