Presentation on theme: "10079DG03.PPT/37COMMnll January 12, 2007 1 FINANCIAL LIAISON MEETING JUNE 2009."— Presentation transcript:
10079DG03.PPT/37COMMnll January 12, 2007 1 FINANCIAL LIAISON MEETING JUNE 2009
10079DG03.PPT/37COMMnll January 12, 2007 2 FY10 OUTLOOK AND PROPOSED BUDGET PLAN
10079DG03.PPT/37COMMnll January 12, 2007 3 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
10079DG03.PPT/37COMMnll January 12, 2007 4 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
10079DG03.PPT/37COMMnll January 12, 2007 5 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
10079DG03.PPT/37COMMnll January 12, 2007 6 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
10079DG03.PPT/37COMMnll January 12, 2007 7 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
10079DG03.PPT/37COMMnll January 12, 2007 8 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
10079DG03.PPT/37COMMnll January 12, 2007 9 Budget Development Update
10079DG03.PPT/37COMMnll January 12, 2007 10 DOCUMENT CODES Controller’s Office
10079DG03.PPT/37COMMnll January 12, 2007 11 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 accruals3600 - Financial Reporting ALAlumni Accounting Chart M7035 - Kristy Peralta ATAthletic Chart A Fupload feed9841 - Jennifer Wright BBGL Balance load5852 - Budget office BGBudget Load5852 - Budget office BSBookstore Direct Charge Feed1355 - Resa Halsey BTBank Transfer3732 - Linda Ledbetter CCCopy Cat Direct Charge Feed4200 - Glenda Miley DCDixon Conference CenterDexter Jackson
10079DG03.PPT/37COMMnll January 12, 2007 12 Document Codes Continued DJDevelopment Accounting Budget7982 - Kathy Wilson DMDonor Management7982 - Kathy Wilson FCFacilities Direct Charge Feed9505 - Glenn Adams FRFinancial Reporting Fuploads3600 - Financial Reporting FSFood Service Direct Charge Feed1487 - Beth Tatum FYFoy Student Union Direct Charges1303 - Andrea Conti IMAUM Student Refunds334-244-3733 Kay Knighton ITOIT Direct Charge Feedoitchgs@auburn.edu PCPurchasing Card7771 - Debbie Griggs REChart R ARTF3602 - Cathy Pate RFRESF Direct Charge Feed1832 - Pat Smith RMRisk Mgmt Direct Charges4533 - George Leaker SFSpirit Foundation Chart S1299 - Donna Mitcham SPSympro Cash Receipts Feed5233 - Pam Lindsay TETES Direct Charge Feed1604 - Mike Hill TSTreasury Services Direct Charge Feed0433 - Shauna Kilpatrick (Pool shares) 5231 - Regena Isbell (distribution ) TUTUF Accounting Chart T9841 - Jennifer Wright
10079DG03.PPT/37COMMnll January 12, 2007 13 Document Codes Continued DDocument tag Number (Fixed asset) 5937 - Property Services EEncumbrance Number 7771 - Sara Henderson FInterface Document Number 5661 - ISS (documents are: SFS - Payroll - LMS ) GDeferred Grant Calculations JV 4847 - Contracts and Grants IInvoice Code 3639 - PPS Customer Support JJournal Voucher Code Budget Office for budget transaction -all others 3600 - Financial Report MFixed Assets Accounting Adjustments 3600 - Financial Reporting NPermanent Tag number 5937 - Property Services PPurchase/Change Order Code 7771 - PPS Buyer RRequisition Code 7771 - PPS Buyer TOrigination Tag Num (Fixed Assets) 5937 - Property Services SAU SFS Invoices 3771 - Jan Pettus
10079DG03.PPT/37COMMnll January 12, 2007 14 Codes No Longer Used BUT you May Need for Historical Review AFAUM A/R Feed to Fupload334-244-3733 Kay Knighton BDFRS Budget Load5852 - Budget Office BK Bank Transfer3602 - Cathy Pate EFFRS EFT correction AmSouth Bank7771 - Melissa Morris FASIS BRS Accounting Feed3771 - Jan Pettus FBFRS Balance loads3600 - Financial Reporting FGFRS General Accounting Feed3600- Financial Reporting FJFinancial Rpt Accrual Fuploads3600- Financial Reporting FLLMS Accounting Feed3762 - Julie Trussell FMAUM Accounts Receivable Feed334-244-3733 - Kay Knighton FPHRS Payroll Accounting Feed1487 - Beth Tatum IAAU BRS Student Refund3771 - Jan Pettus NPNet Pay for Payroll5661 - ISS REUsed by ISS to Reverse feeds5661 - ISS SEScholarship Encumbrances5661 - ISS TCTiger Card Direct Feed1438 - Teresa Chandler WKPPS Works for Purchasing Card7771 - Debbie Griggs DBDevelopment Accounting Budget7982 - Kathy Wilson DFDevelopment Accounting Budget7982 - Kathy Wilson
10079DG03.PPT/37COMMnll January 12, 2007 15 Procurement & Payment Services Results of Phase I Cost Reduction Initiatives Strategic Sourcing
10079DG03.PPT/37COMMnll January 12, 2007 16 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
10079DG03.PPT/37COMMnll January 12, 2007 17 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
10079DG03.PPT/37COMMnll January 12, 2007 18 IT Hardware Renegotiated contract pricing with Dell Desktops/laptops Larger number of bundles “AU Best Buys” (42% off of any bundle)
10079DG03.PPT/37COMMnll January 12, 2007 19 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
10079DG03.PPT/37COMMnll January 12, 2007 20 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
10079DG03.PPT/37COMMnll January 12, 2007 21 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
10079DG03.PPT/37COMMnll January 12, 2007 22 Cost Reduction Initiatives Strategic Sourcing Phase II Overview
10079DG03.PPT/37COMMnll January 12, 2007 23 Phase II Overview Strategic Sourcing project – Phase II began late May AU Travel Processes & Procedures Preferred Airline Agreement Preferred Hotel Agreement Scientific Supplies
10079DG03.PPT/37COMMnll January 12, 2007 24 BANNER REPORTS Management Reporting
10079DG03.PPT/37COMMnll January 12, 2007 25 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
10079DG03.PPT/37COMMnll January 12, 2007 26 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).
10079DG03.PPT/37COMMnll January 12, 2007 27 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.
10079DG03.PPT/37COMMnll January 12, 2007 28 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
10079DG03.PPT/37COMMnll January 12, 2007 29 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.
10079DG03.PPT/37COMMnll January 12, 2007 30 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.
10079DG03.PPT/37COMMnll January 12, 2007 31 FZODOS1 Go to e~Print Report for further explanation In our example we will review: the best way to extract the data sectional headings
10079DG03.PPT/37COMMnll January 12, 2007 32 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?