UCOP FY1314 Budget Proposal Process using BDS II 2/20/2013

Agenda What’s new in BDS II BDS II Demo BDS FAQs for FY1314 budget proposal BDS access, training, support and deadline Acknowledgements

What’s new in BDS II Budget EntryBDS Phase I (FY1213 budget)BDS Phase II (FY1314 budget) Project CodeN/AAllows budget allocation by project code Payroll3 Payroll entry tabs1 Payroll entry tab and 2 Payroll summary tabs Supplies and ExpensesS&E Perm tab only Budget reference: Prior year actual/current FY budget S&E Perm, S&E Temp and project allocation for each Current FY Q1+Q2 actual is added GAEL auto-calculated. Account BudgetBalance account budget by adjusting appropriation/expenses Auto-balancing, no entry required Quarterly DistributionAt Sub account levelAt Expense category level Budget Office 1Show adjustments made to proposed Perm/Temp budget Show post-adjustment Perm/Temp and Total budget Budget Office 2Show current FY and approved Next FY Perm budget and the difference Also shows current FY and approved Next FY Perm FTE and the difference

Payroll Distribution Matrix Sub AccountPermanent BudgetTemporary Budget Sub 0 Academic employee on Permanent funding Academic employee on Temporary funding Sub 1 Career employees Vacancies (Permanently budgeted position) Career employees Sub 2 Temporary or Contract employees (non-TOPs employees) Lump Sum budget (reserved for over- time/equity increase, etc) Temporary or Contract employees (non-TOPs employees) Sub 6TBD

BDS FAQs for FY1314 budget proposal Budget TypeItemUnits should... GeneralNew department, account, fund set upContact budget office Susan Ohye and Pei-Ru Allocate budget by Project codeEstablish Code, implement through Payroll and BRC PayrollAdditional FTEFY1213 BDS budget is the “base”, request additional FTE by March 1 Benefits Costs IncreaseTBD Excess Benefits CostsBudget in “Sub 8” Merit IncreaseTBD Payroll Data Refresh3/1, 3/15, 4/1, 4/15, 5/1 Temporary Budget System-wide InitiativesContact budget office to see if the funding will become “Permanent” Multi-year Contracts & GrantsBudget only for FY1314 portion FY1213 Restricted Funds carryforwardEstimate the year end operating balance that will be used in FY1314

BDS Access, Training, Support Date and TimeSessionSign up Feb 20, Wed, 1-3pmBDS II for New UsersBy Invitation only Feb 22, Friday 9-10:30BDS II for Experienced UsersUC Learning Center Feb 25, Mon, 9-10:30BDS II for Experienced UsersUC Learning Center Feb 27, Wed, 1-3pmBDS II for New UsersUC Learning Center Feb 28, Thu, 9-10:30BDS II for Experienced UsersUC Learning Center Mar 1, Friday, 9-10:30BDS II for Experienced UsersUC Learning Center Mar 6, Wed, 1-2:30pmBDS II for Experienced UsersUC Learning Center BDS II User Manual will be on UCOP Budget Office Website later this week BDS Deadline for Budget Submission 5/15/2013

Useful reports for FY1314 budget proposal FY1213 and FY1314 budget overview – Budget variance report (YOY comparison) – Budget submission reports FY1213 expense trending by quarters – Summary report –Expense by quarter

Acknowledgements DivisionBDS User Academic AffairsJessie CatacutanBeaumont Yung Danielle HorneWanda Kwong Julie ChenSusan Shinomoto Business OperationsAlicia Wilson Bob Baum OGCPeter Church AuditTeresa Alvarez Claudia White Many Thanks to the above BDS users for helping us with System Enhancement suggestions and System Testing!