Colleges and Entities Reporting to the SVPAA Budget Instructions Fiscal Year 2014-2015

I. Overview
1. The following guidelines should be followed by colleges and entities reporting to the SVPAA. This will help expedite the budget process. Please contact Sandy Hughes at 581-6455 or Cathy Anderson at 581-6940 if you have any questions about the new process. 2. Budget data should be entered into the BPC budget system. Three (3) copies of the budget narrative and applicable reports should be submitted to the Office of the Senior Vice President for Academic Affairs (SVPAA) prior to the budget meeting. This will give us an opportunity to review the budget materials prior to the meeting and let you know if there are any questions or additional information that might be needed. The exact dates for your budget meeting and when your budget materials are due will be sent to you in a separate email. 3. Each entity will present its budget to Senior Vice President Ruth Watkins. We will be piloting an effort to create a campus budget advisory committee. Several senior faculty and campus leaders will also take part in your budget meeting. We will contact each college/entity to schedule a date and time for the presentation. 4. Upon review, and after any necessary meetings, you will be notified in writing when your budget is approved. 5. During FY15, you will be able to review budget variance reports to help you monitor your budgets.

II.

Items of Note
1. The following reports are required for each college/entity: a. Fund Summary (This is a report available in BPC which is the name of the budget system.) b. Employee Detail c. Salary Justification, if applicable d. SVPAA Recurring Support Commitments e. Departmental radar profiles from Academic Analytics. The basic productivity radar for each department in your college will be helpful. 2. We are requesting that you submit [in BPC] an all funds-all area budget this year so that we are able to consider the overall fiscal needs and priorities of the University. Historically we have only required budget submission to include information related to State Funds (fund 1001). The BPC system included tools to assist in budgeting and reporting at the fund level and we have made every effort possible to notify and train staff in this process. Please direct specific questions or concerns regarding fund level budgeting to Sandy Hughes in the budget office.

3. As in prior years, the following information will be available within BPC: a. Personnel Data as of January 15, 2014

b. FY14 YTD actual expenditures as of December

c. Cash Balances

III. Budget Format

Each college/entity should submit a budget narrative divided into the sections described below. The entire budget package, including the narrative and reports, must be submitted together one week prior to your budget meeting to help our review and understanding of your college/entity.

Budget Narrative:
Part A: Goals Include a discussion of the status of your FY2014 goals which were included in FY2014 budget as well as other FY2014 accomplishments. List and explain the major goals for the entity in FY15. Include a discussion of strategies to achieve those goals and alignment of resources with goals as well as the financial impact that those goals have on your budget. We are particularly interested in connections between college goals and strategies and broader campus priorities. Please include metrics that are relevant to your unit and that reflect your goals and progress toward those goals. It will be helpful if you comment on college efforts that align with major campus goals (listed below), and specifically highlight your efforts to increase diversity in faculty, students, and staff. We recognize that our campus strategy has not yet been fully developed, so this is a preliminary effort. Emerging Campus Priorities o Enhance Student Success o Promote Innovation and Discovery o Engage Communities and Address Societal Challenges o Foster a Global Agenda o Advance our Position as a National Leader in Higher Education o Manage and Generate Resources Also, please report on efforts and progress in expanding diversity of faculty, staff and students.

Part B: Recruitment

Explain any recruitment plans (new and replacement) including sources of salary support and start-up costs. Please include how these related to your effort to enhance the diversity in your units

Part C: Grant and Contracts

BPC offers you the ability to budget for grants and contracts (Fund 5000). Although we are not requiring that you budget for grants at the individual project level, we would like you to include fund level budget data for fund 5000 in your overall budget. In this section please include a short paragraph

or two explaining how you expect grant funding for FY2015 to compare to FY2014. Part D: Gifts/New Revenue Include a discussion about any anticipated philanthropy or new revenue that you are anticipating that will be material to your budget. Salary budget guidelines will be distributed in March after the Legislative session ends. Include in this section of the budget narrative a brief description of how the college/entity applied the guidelines. Include a discussion in this section of the projected cash balance at June 30 for State Funds and provide an explanation of what the funds are reserved for. Also, include in this section a discussion of the entitys cash reserves for other funds. No explanation is required for fund groups with minimal changes between FY2014 and 2015. The required report SVPAA Recurring Support Funds, noted in section II. 1. d., above should be included in this section. This report will list current support funding agreements and new request should not include on this report. Please verify the chartfields as well as the start and end dates of these commitments. Notify Sandy Hughes in the Budget Office prior to your meeting with the SVPAA of any corrections you believe are necessary to the information on this report. Please outline modest requests for new resources that you believe would facilitate progress toward your goals, assist you in advancing campus priorities within your college, and/or connect your efforts with those of other colleges. It will be particularly informative if any requests that you make indicate a parallel commitment of college and departmental resources, and/or consider how initial investment of campus funds can be transitioned to college and departmental responsibilities over time. Part H: One-time Expenses Describe any material one-time expenses you are anticipating for FY2015. Examples of one-time expenditures include the following: equipment and remodeling/construction costs, recruitment expenses and other nonrecurring expenses. Note: You can budget these transactions in detail within the BPC system if you wish. Amounts designated as one-time for either revenues or expenses will be shown separately from the operational section of the Fund Summary Report. Include a discussion of issues that you are aware of that will materially impact FYs 2016 and 2017 that have not been discussed in any other section of the budget narrative. Please feel free to include other information and exhibits that will help explain your budget.

Part E: Salary Program

Part F: Cash Reserves

Part G: Support

Part I: FY16 & FY17 Impacts

Part J: Other