Financial Rep MeetingJuly 14, 2011

BUDGET OFFICE

KATIE MARTINDALE

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2011-12 Budget Entry

Non-E&G◦Entered by Budget Managers of all

Auxiliary, DRS, Student Activities, Technology Fee, Vending, Athletics, Financial Aid departments

◦7/7/2011 – 7/14/2011

E&G◦Entered by personnel in VP and Dean’s

offices◦7/21/2011 – 7/28/2011

Budget Office

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Budget Errors

Budget warnings vs. budget errors◦Budget warnings do not prevent

transactions from posting◦Budget errors prevent transactions

from posting and must be corrected

Correcting budget errors◦Refer to list serve emails sent during

July◦http://www.budget.fsu.edu/Budget-Offi

ce-Frequently-Asked-QuestionsBudget Office

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2011-12 Budgets

Operating budgets booked in OMNI at the end of August◦E&G back to “budget checking”◦Budget Transfer role reinstated◦Any E&G available balance deficits

need to be corrected

Watch list serve emails for details

Budget Office

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Auxiliary Policy

OP-D-1 Budget Office – Auxiliary Operationshttp://policies.vpfa.fsu.edu/bmanual/budget.html

Updated Spring 2011◦Shortened (by about 10 pages) and

reorganized◦Updated terminology and added a

glossary of frequently used terms and acronyms

Budget Office

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Auxiliary PolicyNew Auxiliary Classifications

◦Enterprise◦Sales and Services of Educational Activities◦Sales and Services of Non-Educational Activities◦Materials and Supplies Fees◦Other

Auxiliary Reclassifications◦Auxiliaries will be notified if they are reclassified◦Overhead assessment rate should not change

unless an auxiliary’s customers have changed

Budget Office

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Distance LearningAuxiliariesDepartmental Guide to Distance Learning

Auxiliary Operations◦Definitions and information on building rates◦ Important contacts

Rate calculation templates◦May be used to calculate rates◦ In Excel so they can be customized

The guide and templates are available at http://www.budget.fsu.edu/Auxiliaries

Budget Office

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Auxiliary Training

BTBUD2 Introduction to Auxiliaries

BTBUD3 Auxiliary Rate Calculation

Coming soon… Course for distance learning auxiliary operations – cosponsored by the Budget Office and the Office of Distance Learning

Budget Office

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State Fiscal Stabilization Fund Programa.k.a. “ARRA Stimulus Funds”

Where did the funds come from?Why did we receive an allocation?Were there specific spending guidelines?Did we put special procedures in place?How did we actually spend the funds?Are we done now?

Budget Office

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ARRA Stimulus FundsAuthorized in Title XIV of the American

Recovery and Reinvestment Act of 2009

Guiding principles for distribution and use◦Spend funds quickly to save and create jobs◦Use funds for E&G expenditures◦Ensure transparency, reporting and

accountability◦Use thoughtfully to minimize “funding cliff”

Budget Office

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Spending GuidelinesAuthorized

◦E&G expenditures (with emphasis on mitigating the need to raise tuition and fees for residents)

◦Modernization, renovation, repair of facilities primarily used for instruction, research, or student housing

Prohibited◦Any activity that increased endowment◦Maintenance of systems, equipment, facilities◦Modernization, renovation, repair of facilities

primarily used for athletic or religious purposes

Budget Office

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Suggested E&G UsesSalaries related to classroom and

laboratory instruction and instructional technology

Academic support for libraries, laboratories, and other academic facilities

Institutional support (personnel, payroll, security, EH&S, other administrative offices)

Student services promoting students’ emotional and physical well-being

Student financial aid

Budget Office

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Procedures Used by FSUSpending plans and allocations were

approved by the Office of the ProvostExpenditures

◦Reviewed by the Budget Office for adherence to approved spending plans

◦Reviewed by the Budget Office and the Office of Audit Services for compliance with spending guidelines

◦Non-payroll expenditures Special form completed by the departments Optional ChartFields assigned to each form

Budget Office

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Reporting Requirements

Monthly – Expenditures to date

Quarterly◦FTE (proposed and actual)◦Headcount (actual)◦Budget◦Expenditures to date◦Vendor payments exceeding $25,000

Budget Office

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FSU ARRA AllocationsE&G Only, excluding E&G-College of Medicine

Budget Office

Category 2009-10 2010-11 Total

Salary – Faculty $9,226,163 $6,491,278 $15,717,441

Salary – Non-Faculty

$4,683,123 $3,426,900 $8,110,023

OPS – Non-Faculty

$3,097,073 $3,408,664 $6,505,737

Renovations $1,740,734 $2,876,455 $4,617,189

OPS – Faculty $1,162,382 $1,269,300 $2,431,682

Expense $701,725 $1,434,967 $2,136,692

OCO $224,767 $822,776 $1,047,543

Scholarships $346,494 $315,143 $661,637

Library Resources

$0 $223,021 $223,021

TOTAL $21,182,461

$20,268,504

$41,450,965

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FSU ARRA AllocationsE&G Only, excluding E&G-College of Medicine

Budget Office

57%22%

5%

3%

11%

2% 1%

Two-year totals as of 7/5/2011

SalaryOPSExpenseOCORenovationsScholarshipsLibrary Resources

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Audits & Monitoring

FSU’s Office of Audit Services – monitored on a continuous basis

State of Florida Auditor General’s Office – audited annually

United States Department of Education – used FSU to monitor State of Florida Department of Education

Budget Office

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Contact

Katie Martindale – Associate Director, University Budgets◦kmartindale@fsu.edu◦645-7164

Budget Office