1 General Budget Information Training for Fiscally Fit Program

2 General Overview of Budget Process Calendar July – September –Develop OSRHE Budget Needs and Mandatory Cost questionnaire –Meet with University Budget Committee and update with OSF revenue information October – January –Begin development of State legislative agenda –Hold planning sessions with areas

3 General Overview of Budget Process Calendar (cont’d.) February – March –Hold final planning sessions with areas April – May –Open and close Budget Development System –Formal presentation of budget requests to UBC –Finalize budget based on Legislature and OSRHE June –Submit budget material to A&M and OSRHE boards for review –Present budget plan at the June A&M meeting for final approval –Communicate to the campus the budget plan

4 State of Oklahoma Budget to Higher Education

5 OSRHE Appropriations to All OSU Budget Agencies

6 Sources of Revenue for OSU System for FY

7 Total Revenue: $205.0M Student Enrollment (Actual): 22,446 Headcount 18,717 FTE Total Revenue: $402.6M Student Enrollment (Est.): 24,297 Headcount 20,288 FTE FY 2003FY 2015 Compare Appropriation vs. Tuition & Fees 56.0% 32.0% 12.0% 30.5% 56.9% 12.6%

8 Sources of E&G Operating Funds  The Educational and General (E&G) Operating Budget of an institution consists of two (2) sources of revenue:  State Appropriations  Revolving Funds

9 Definition of Sources State Appropriations - appropriated by the legislature to the State Regents who, in turn, allocate to each institution. These funds constitute 30.6% of General University’s primary educational and general operating budget for FY Revolving Funds - fund’s collected by the institution that consist primarily of student fees, sales and services of educational departments, indirect cost reimbursement from sponsored grants and contracts and other sources of miscellaneous income that support the educational and general functions of the institution. These funds constitute 69.4% of the core operating budget, with student fees being the largest component.

10 State Appropriation and Revolving Funds Then Become... Allocation - (subcodes 0992, 0993, and 0994)  State Appropriations  Tuition  Resident and Non-Resident  Less Tuition Waivers  Resident and Non-Resident  Fees  Mandatory Fees  Academic Services Fees  Fines and Penalties  Grant F&A  Misc. Income

11 Earmarked – (all other revenue subcodes)  Fees  Mandatory Fees  Academic Services Fees  Technology Fees  Admission Fees  Gifts and Grants  Endowments  Private Sources  Reimbursable F&A  Sales to Education Department  General Merchandise Sales  Text Book Sales  Organized Activities  Counseling Fees  Lab & Clinic Service  Outreach  Other Income

12 Allocation vs. Earmarked

13 FY 2015 Allocation Budget Distribution Total Allocation $250,536,094 Salary & Fringe = 80%

14 Breakdown of Allocated Budget

15 FY 2015 E&G Budget by Function Total E&G Budget - $402,576,855

16 Account Structure XX-X-XXXXX-XXXX AA Campus Code Ledger 5-Digit Account Number Subcode

17 Glossary of Ledgers 1Education & General  Primary budget of institution and supports the mission of the institution 2Stores & Services  To provide service to campus customers 3Auxiliary Enterprises  Self supporting activity that provides services to students, faculty and/or staff 4Federal Agencies  Federal appropriations received – Experiment Station and Cooperative Extension 5Sponsored Agreements  Sponsored research and other sponsored programs – must come from external funds 6Student Aid & Scholarships  Disbursement of student aid and scholarships to students 7Unexpended Plant Funds  To track capital additions and improvements in progress 9Agency Funds  Funds held as custodian or fiscal agent for others – (like student organizations) * definitions from “Budgeting and Accounting Handbook” and “CUBA”

18 Transfer Between Ledgers 1Education & General  No transfers across other ledgers 2Stores & Services  Transfer to ledger 3 or 7 3Auxiliary Enterprises  Transfer to ledger 2 or 7 4Federal Agencies  GU usually does not have Federal Appropriations 5Sponsored Agreements  Only working funds can be transferred to ledger 1 6Student Aid & Scholarships  Restricted funds – no transfers 7Unexpended Plant Funds  Transfer to ledger 2 or 3 9Agency Funds  Custodial funds can only be transferred within ledger 9

19 Glossary of Agencies 010General University 011Oklahoma Agricultural Experiment Station 012Oklahoma Cooperative Extension Service 013OSU Institute of Technology - Okmulgee 014Center for Veterinary Health Sciences 015Oklahoma City 016Tulsa 773 Center for Health Sciences 775 Medical Authority Note: No inter-agency transfers w/o OSRHE and OSF approval

20 Campus Codes of Agencies AAGeneral University ABOklahoma Agricultural Experiment Station ACOklahoma Cooperative Extension Service ADOSU Institute of Technology - Okmulgee AECenter for Veterinary Health Sciences AFOklahoma City AGCenter for Health Sciences AJTulsa AK Medical Authority Note: No inter-agency transfers w/o OSRHE and OSF approval

21 Summary of Budget Process Areas confirm all returning employees in the HR portion of the BDS system that will feed into the new year Once the HR portion is complete, areas are required to cover all salaries that were entered in the system before funding maintenance Colleges/Areas use prior year allocation, plus any new funds they are given, as well as other individual forms of revenue, to fund their expenses

22 Summary of Budget Process Reports are pulled on our end to make sure the areas are balanced and that their budget plan makes sense Our office then works to pull everything from the system to come up with one, all-inclusive budget for GU That budget is reviewed and approved by the A&M Regents as well as the Oklahoma State Regents for Higher Education

23 QUESTIONS