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10079DG03.PPT/37COMMnll January 12, 2007 1 FINANCIAL LIAISON MEETING JUNE 2009.

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Presentation on theme: "10079DG03.PPT/37COMMnll January 12, 2007 1 FINANCIAL LIAISON MEETING JUNE 2009."— Presentation transcript:

1 10079DG03.PPT/37COMMnll January 12, FINANCIAL LIAISON MEETING JUNE 2009

2 10079DG03.PPT/37COMMnll January 12, FY10 OUTLOOK AND PROPOSED BUDGET PLAN

3 10079DG03.PPT/37COMMnll January 12, FY09 Funding Shortfall All Divisions Auburn Campus Reduction in FY09 total AU state appropriations - 12%$42.9M$28.0M FY09 prorated – 9%$26.4M$17.3M Total reduction in FY09 continuing funding$69.3M$45.3M Less: Continuing funding shortfall addressed in FY09$36.6M$22.2M Shortfall of continuing funds in FY09$32.7M$23.1M AUM $ 2.9M AAES $3.2M ACES $3.5M

4 10079DG03.PPT/37COMMnll January 12, AUBURN UNIVERSITY-Auburn Campus Proposed Budget Plan Projected shortfalls/add’l costs Shortfall of continuing funds FY09$23.1M Further reduction in state app FY10 $ 5.8M Mandatory & essential costs FY10$10.3M Required to address budget needs$39.2M

5 10079DG03.PPT/37COMMnll January 12, AUBURN UNIVERSITY-Auburn Campus Proposed Budget Plan Required to address budget needs$39.2M Less: Proposed tuition/fee increase$ 9.0M Permanent budget reduction$ 15.1M Shortfall of continuing funding remaining$15.1M One-time budget reductions$15.1M

6 10079DG03.PPT/37COMMnll January 12, Budget Strategy Continued focus on strategic plan Enhance quality and reputation and maintain progress of past years Reduce costs of operations where possible –Numerous budget and cost reduction initiatives underway Inclusive budget process –26 member Budget Advisory Committee with broad representation –Various meetings/discussions with Deans –Senate, Admin and Prof, Staff discussions –Solicited input on cost cutting, revenue enhancement Internal and external messages from President Permanent Budget reductions – all divisions

7 10079DG03.PPT/37COMMnll January 12, Current Initiatives Strategic Sourcing project – IT hardware & peripherals, office related products, travel, scientific supplies, cell phones and mobile devices (more shortly from PPS) –New contracts with discounts, rebates, bonuses, scholarships Equipment threshold Fringe benefit rate project and benchmarking– currently underway with October 1 implementation Review of special budget allocations including ICRE, summer incentives, etc. Life insurance and LTD cost reduction Facilities prioritization process

8 10079DG03.PPT/37COMMnll January 12, Budget Guidelines – All Divisions No salary increases for 2 nd consecutive year Promotions will be funded Mandatory and essential allocations Continuing and one-time budget reductions

9 10079DG03.PPT/37COMMnll January 12, Budget Development Update

10 10079DG03.PPT/37COMMnll January 12, DOCUMENT CODES Controller’s Office

11 10079DG03.PPT/37COMMnll January 12, Banner Document Codes Banner Finance Document codes The list below provides a basic definition of the documents and the person or group to contact if you have questions. CodeDefinitioncontact person AEThirteen month entries and accruals Financial Reporting ALAlumni Accounting Chart M Kristy Peralta ATAthletic Chart A Fupload feed Jennifer Wright BBGL Balance load Budget office BGBudget Load Budget office BSBookstore Direct Charge Feed Resa Halsey BTBank Transfer Linda Ledbetter CCCopy Cat Direct Charge Feed Glenda Miley DCDixon Conference CenterDexter Jackson

12 10079DG03.PPT/37COMMnll January 12, Document Codes Continued DJDevelopment Accounting Budget Kathy Wilson DMDonor Management Kathy Wilson FCFacilities Direct Charge Feed Glenn Adams FRFinancial Reporting Fuploads Financial Reporting FSFood Service Direct Charge Feed Beth Tatum FYFoy Student Union Direct Charges Andrea Conti IMAUM Student Refunds Kay Knighton ITOIT Direct Charge PCPurchasing Card Debbie Griggs REChart R ARTF Cathy Pate RFRESF Direct Charge Feed Pat Smith RMRisk Mgmt Direct Charges George Leaker SFSpirit Foundation Chart S Donna Mitcham SPSympro Cash Receipts Feed Pam Lindsay TETES Direct Charge Feed Mike Hill TSTreasury Services Direct Charge Feed Shauna Kilpatrick (Pool shares) Regena Isbell (distribution ) TUTUF Accounting Chart T Jennifer Wright

13 10079DG03.PPT/37COMMnll January 12, Document Codes Continued DDocument tag Number (Fixed asset) Property Services EEncumbrance Number Sara Henderson FInterface Document Number ISS (documents are: SFS - Payroll - LMS ) GDeferred Grant Calculations JV Contracts and Grants IInvoice Code PPS Customer Support JJournal Voucher Code Budget Office for budget transaction -all others Financial Report MFixed Assets Accounting Adjustments Financial Reporting NPermanent Tag number Property Services PPurchase/Change Order Code PPS Buyer RRequisition Code PPS Buyer TOrigination Tag Num (Fixed Assets) Property Services SAU SFS Invoices Jan Pettus

14 10079DG03.PPT/37COMMnll January 12, Codes No Longer Used BUT you May Need for Historical Review AFAUM A/R Feed to Fupload Kay Knighton BDFRS Budget Load Budget Office BK Bank Transfer Cathy Pate EFFRS EFT correction AmSouth Bank Melissa Morris FASIS BRS Accounting Feed Jan Pettus FBFRS Balance loads Financial Reporting FGFRS General Accounting Feed3600- Financial Reporting FJFinancial Rpt Accrual Fuploads3600- Financial Reporting FLLMS Accounting Feed Julie Trussell FMAUM Accounts Receivable Feed Kay Knighton FPHRS Payroll Accounting Feed Beth Tatum IAAU BRS Student Refund Jan Pettus NPNet Pay for Payroll ISS REUsed by ISS to Reverse feeds ISS SEScholarship Encumbrances ISS TCTiger Card Direct Feed Teresa Chandler WKPPS Works for Purchasing Card Debbie Griggs DBDevelopment Accounting Budget Kathy Wilson DFDevelopment Accounting Budget Kathy Wilson

15 10079DG03.PPT/37COMMnll January 12, Procurement & Payment Services Results of Phase I Cost Reduction Initiatives Strategic Sourcing

16 10079DG03.PPT/37COMMnll January 12, Cost Reduction Initiatives Strategic Sourcing project – Phase I is complete –Office supplies –IT hardware –Travel Involved review of spending habits, renegotiation and bid of contracts, policy adjustments, demand management Cost savings will be retained in units, allowing for better opportunity to manage budget reductions Contract vendor show targeted for early fall

17 10079DG03.PPT/37COMMnll January 12, Office Supplies and Related Products Awarded to OfficeMax Includes paper, toner and office supplies (Toner portion of contract will go into effect Nov. 1) Core list and non-core discounts (63% WAD off of a core list of 400 items) Vendor providing significant financial incentives “Retail Connect” cards and discounts for personal spending provided Webinar training plus Vendor kickoff show on July 14 at 9:00 AM

18 10079DG03.PPT/37COMMnll January 12, IT Hardware Renegotiated contract pricing with Dell Desktops/laptops Larger number of bundles “AU Best Buys” (42% off of any bundle)

19 10079DG03.PPT/37COMMnll January 12, IT Peripherals Awarded to GovConnection Includes printers, memory, monitors, keyboards/mice, storage devices and systems, video projectors Volume Rebates “Best Buy” printers are being established

20 10079DG03.PPT/37COMMnll January 12, Car Rental Awarded to Enterprise/National (contract # XZ55028) Includes Local, Domestic, and International rentals Deeper discount pricing available for local rentals 5,000 locations throughout the US Greatest savings achieved by renting compact & standard/midsize class vehicles Current personal “preferred” status with other vendors will be honored/matched Vendor kickoff event- week of July 6

21 10079DG03.PPT/37COMMnll January 12, Benefits of Contract Usage Achievable 1 st year savings of between 11%- 13% or $1M - $1.2M by utilizing preferred vendor contracts Electronic ordering will be available via PPS webpage and/or AU Access Financial incentives and discounts will help offset current and future budget cuts The higher the spend volume with preferred vendors the greater the volume rebates When preferred vendor contracts are used, AU can easily track spend to allow for future price negotiations with vendors

22 10079DG03.PPT/37COMMnll January 12, Cost Reduction Initiatives Strategic Sourcing Phase II Overview

23 10079DG03.PPT/37COMMnll January 12, Phase II Overview Strategic Sourcing project – Phase II began late May AU Travel Processes & Procedures Preferred Airline Agreement Preferred Hotel Agreement Scientific Supplies

24 10079DG03.PPT/37COMMnll January 12, BANNER REPORTS Management Reporting

25 10079DG03.PPT/37COMMnll January 12, Banner New Reporting e~Print Reminder that base reports are available monthly in e~Print which allow you to focus only on 10x001 base funds within your division, executive level or college. The report names are: Base Budget Balances (excluding benefits 62xxx) Base Budget Balances Labor Only (60xxx & 61xxx) Base Budget Balances Operational Expenses

26 10079DG03.PPT/37COMMnll January 12, New Reports Continued GL-SL Comparison Report Allows Budget Services to routinely identify variances that exist between a general ledger fund balance and an operating ledger available balance. Review covers numerous fund types but ignores ones where it is likely the fund balance and available balance should not be in sync (example – auxiliaries).

27 10079DG03.PPT/37COMMnll January 12, New Report Similar to FRS 045 REPORT NAME: FZODOS1 This report has been in the works for over a year and has gone through numerous revisions and tests. We are ready to roll it out and am hopeful you will find the report useful. Available at month end in e~Print by College, School or Department Organizational Hierarchy. If college or school is selected, the report will accumulate funds by type at the department level and summarize by college at end of report. If multiple divisions are found (should not be), the information will sort so each division is displayed.

28 10079DG03.PPT/37COMMnll January 12, FZODOS1 Fund information displayed includes: Unrestricted - (10x001-10x004) fund types 1A-1D Contracts & Grants – fund types 2A-2D Appropriations – fund types 2E, 2F, 2S, 2T, 2U Other Restricted – all other 2x fund types Plant – typically unexpended plant/construction R&R – fund types 9E-9H Each section above will have unique headers providing unique information based on the type of fund

29 10079DG03.PPT/37COMMnll January 12, FZODOS1 A lot of information on this report. Stretching it across the page makes it appear small. When printing out this report, go into printer properties and change the page size to legal (8 ½ x 14). On most printers you can also zoom to about 110% to make the print a little larger.

30 10079DG03.PPT/37COMMnll January 12, FZODOS1 Tips 1.Check to see if multiple divisions are present. Would typically suggest a problem. If pulling division 1 org, you would only want to see division 1 fund (rare exceptions). 2.The report works off of most current organizational hierarchy 3.In C&G section, fund balance at month end will usually be zero as revenues are booked to match expenditures made with reimbursement from agent to follow. Report focuses on budget versus spending. 4.C&G and Plant fund sections use the grant ledger 5.Other Restricted section available balance and fund balance should match. If not, review of details is necessary. 6.Appropriations (2F) available balance and fund balance will differ by original budget. If different, will require investigation.

31 10079DG03.PPT/37COMMnll January 12, FZODOS1 Go to e~Print Report for further explanation In our example we will review: the best way to extract the data sectional headings

32 10079DG03.PPT/37COMMnll January 12, What’s Next Fund Attributes – changes in process College Visits to resume Additional training options, new reports, workflow opportunities, etc. Example of benefits: Several months back, the Dean of the College of Veterinary Medicine requested a summary report be created that would show departmental balances. A new report is in the process of being written that many of you may find useful for your area. This report will provide by department within the college, base, other unrestricted, C&G, restricted, plant and R&R information. Each section within the report will show sources of revenue, carryover, expenditures and encumbrances, as well as supporting fund balance information. We are a couple of months away from completion. How can we assist your area?


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