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FY 2016 Budget Instructions

March 4, 201510:00AM-3:00PM

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AGENDA• 10:00AM – 10:30AM: 2016 Budget Overview – Jean Regan &

Todd Anderson– Budget Timeline– General Overview and Instructions– CMS Instructions

• 10:30AM – 11:00AM: Self-Supporting Budget Training – Valerie Pedroza

• 11:00AM – 11:15AM: Grants – Teresa Larson• 11:15AM – 12:15: UNSOM Budget Module – Missy Stahlke• 12:30 – 1:15 – Lunch• 1:30 - 3:00 GME FTE Training / Clinical Budget Training –

Valerie Pedroza, Kristen Stout & Kim Quinn

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TimelineMarch 3, 2015 Budget Module Opened for inputMarch 4 - March 6, 2015Training conducted in Las Vegas and Reno March 3, 2015 Self Supporting Budgets prepared in the budget moduleMarch 9, 2015 Estimates for state and CMS funds to departments March 1- 31, 2015 Department Meetings with Senior Associate Dean and Budget Personnel for all departments if desired. March 20, 2015 Match Day for ResidentsMarch 26, 2015 Follow-up Q&A training for Admin & Basic Science in RenoMarch 30, 2015 Follow-up Q&A training for Clinical depts in RenoMarch 31, 2015 Follow-up Q&A training for all departments in Las VegasApril 15, 2015 Merit steps finalized for CY14 to UNR HRApril 17, 2015 Department’s CPL due to Budget & FinanceApril 20, 2015 ALL departments budgets due including state/self supporting/Practice Plan - - Budget tool closedMay 15, 2015Self Supporting Budgets due to UNR PBAJune 2015 Clinical budgets presented to SREC and NREC for approval

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Budget Overview• Start now! Timeline will be strictly adhered to!• NSHE is moving forward to replace the legacy Finance and HR system and will be

implementing Workday statewide. UNSOM has started to take the steps towards that transition by streamlining operations with budgeting salary.

• Salary will be handled via the CPL and entry into the CBE.• All budgets to be entered into the web-based Budget Module, which will be

available after this training.• For self-supporting budgets, please prepare them in the budget module and are

due the same day as all other budgets.• Contacts on UNSOM and self-supporting budgets:

– Valerie Pedroza – Administrative departments– Teresa Larson – Basic Science departments– Missy Stahlke – Clinical departments

• Kim Quinn & Todd Anderson will oversee Practice Plan budget development.

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Budget Overview (continued)• State Funds

– Overall state funding to the UNSOM is assumed to remain flat.– However, department allocations may be different. – State fund allocations are anticipated to be decided by March 9.– Departments previously funded using soft (non state funds) will be budgeted on state.– As in the past, you do not need to budget for fringe costs on state funds; B&F will do that part for

you.– Vacancy Savings will be held back this year– This is a Legislative year. The Governor has recommended the following in his budget:

• Eliminate furlough• Funding for classified merit (no longevity)• Governor’s budget did not contain funding for Professional merit; however, the Chancellor will

make it a priority during the Legislative Session.– Please budget salaries at full amount. Reductions, if any, will be calculated automatically.– Do not budget any merit, these will calculate automatically in the CBE.– State funding requests for graduate students, post docs, fellows, chief residents or LOAs require a

special written request. Every effort to find alternative funding is strongly encouraged.– For new positions (faculty or staff), a short business justification is required.

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Budget Overview (continued)• Practice Plan/Clinical Departments– Each clinical department will be responsible to prepare

their practice plan budget.– Capital requests should be included, which will need to

be separately submitted with a business plan.– Business plans are also required for new clinical

initiatives or the addition of new clinical locations.– Kim Quinn will oversee budget development. David

Rencher, Sandra Deleon, Iain Buxton and Jim Parcells will serve as primary reviewers for their respective areas.

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Budget Overview (continued)• Basic Sciences– As mentioned earlier, in March each department will

receive their anticipated amount of state funds.– Budgets will not be required for salaries/fringe/operating

expected to be paid with salary savings. Leave state funds on the faculty member salary line.

– PCP is not to be budgeted on the CPL.• Administration– As with other departments, administration will be given

their state allocation in March.

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Starting the Process

• How to Budget Employees – CPL data reflects current employees as of end of

February.– Use this information to begin employee budgeting

on CPL spreadsheet.• Departments are responsible for budgeting all

accounts.

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Starting the Process (continued)

• Information available on UNSOM Budget Module– FY 2015 Actual expenses through December 2014– FY 2014 Actual expenses– FY 2015 Actual revenue through December 2014– FY 2014 Actual revenue– All current employee information through February 10,

2015, with the exception of account information. Account line information will be imported from the CPL/CBE.

– Practice Plan employees were imported.– Physician salaries under Practice Plan are blank and need

to be budgeted from “scratch.”

Budget Module Overview

• How to register?– Contact Missy Stahlke (contact info at end) to register– Must be approved to access Budget Module

• How to access?– https://bud.medicine.nevada.edu– Link is also available on the Office of Budget and Finance Website

• http://www.medicine.nevada.edu/budget/

• Browser– It is highly recommended to user Google Chrome or Mozilla

Firefox– Login using your username and password

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Budget Module (continued)

• What it is and what it is not– It is a web application (or website) designed to

streamline budgeting efforts of UNSOM– It is not a replacement of UNR HR system– It operates independently from UNR HR system

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Questions?

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ContactsTodd Anderson, Director Budgeting PH: 775-784-1607toddanderson@unr.edu

Teresa Larson, Budget Analyst (Basic Science departments)PH: 775-784-1820tmlarson@medicine.nevada.edu

Missy Stahlke, Budget Analyst (Clinical Departments)PH: 775-682-5221melissas@medicine.nevada.edu

Valerie Pedroza, Budget Analyst (Administrative Departments)PH: 775-784-6212vpedroza@medicine.nevada.edu

Kim Quinn, ControllerPH: 775-784-6214kquinn@medicine.nevada.edu