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PBA Home > Campus Budget & Finances > FY2009 Auxiliary budget instructions >  General Prep Info

GENERAL PREP INFORMATION

  • web links
    Prior year and FY08 to-date data are available through the Finance System on-line reports, as well as PS Lite, FishNet, and the System website HTML Output Reports (formerly UCD website) , among other CIW-based reports. For CIW access, refer to the IRM web site.


  • budget pools
    For the most part, budgets should be aggregated to the General Budget Account level; for example, all operating expense budget should be in 460000, classified salary budget in 405000.


  • submittal and deadlines
    Submit your FY09 worksheets via an email attachment to: Janet Baker in Planning, Budget, & Analysis (PBA) by Monday, June 30, 2008 (except Fund 28 managers submit the FY09 ISC rate sheets to ABS, who will forward the budgets to PBA).


  • assistance
    Please contact Janet Baker in PBA at x2-8926 or your Area Accountant, or email the Budget Office if you would like assistance in preparing your budget worksheets.


  • cash transfers
    Use cash transfer general budget accounts as follows:
    Budget transfers IN as a credit:-10000in budget account 995000
    Budget transfers OUT as a debit: 10000in budget account 997000

    In order to operate effectively in the Expenditure Control environment, budgeting for cash transfers-in will be needed. Steps on how to do so are similar to those on budgeting for this item in the General Fund.

  • clearing FOPPS
    FOPPS solely used for clearing purposes in which actual activity occurs will likely require budgets. Please contact the Budget Office or ABS to discuss whether you should budget for clearing FOPPS. The Expenditure Control environment may have created a need for budgeting, which may not have been needed in the past.


  • inactivating FOPPS
    If you are planning to inactivate a FOPPS in FY09, please send ABS an email request. Do not submit budget worksheets or on-line BJEs to this address.


  • new FOPPS
    If you plan to open a new FOPPS before June 30, 2008 remember to complete and submit a budget worksheet for the new FOPPS. If you open a new FOPPS after June 30, 2008, please enter an on-line BJE for that FOPPS.


  • fiscal year-end fund balances
    Fiscal year-end fund balances are not included in the revenue budget for the upcoming fiscal year. However, if you plan to use the projected June 30, 2008 fund balance to support FY09 expense activity in a particular FOPPS, the budgeting should be done as follows:
    Revenue- DO NOT budget the fund balance as revenue.
    - Although it is completely acceptable to use prior year fund balances in support of current year activities, it is not permissible to budget these dollars as current year revenues.
    Expense- Budget the associated expenditures in the appropriate expense general budget.

  • format for template worksheets
    Budget revenue and transfers in as a credit, using a minus signyes -10000
    Budget expenses and transfers out as a debityes 10000
    Round to the nearest whole dollar. No cents.yes 5473
     no 5473.16
    Do not use a comma to separate thousands, millionsyes 500000
     no 500,000
    Do not use dollar signs.yes 125000
     no $125000
  • increases
    Expense budgets should be set based on your planned level of purchasing and expected prices. The preliminary Planning Parameters for Fiscal Year 2009 are provided for planning guidelines.


    • Completed worksheets should be returned as an email attachment to Janet Baker in PBA by Monday, June 30, 2008.

  • What's new for FY2009?
    		•
  • Budget ledger decision tree
    		•
  • Budget prep by fund (table)
  • General Prep Information
    		•
  • Preparing your template worksheets
    		•
  • FY09 Auxiliary Budget Worksheet
  • "Print-friendly" Auxiliary Budget Instructions

    • Last revision 03/10/08


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