1. Fiscal Year 2015-2016 University of Nevada School of Medicine Self-Supporting Budgets

2. What is a Self-Supporting Budget?  Self-Supporting Budget: An account that is neither state- (1108/1101) appropriated nor grant-funded (1320/1321)  Self-supporting accounts typically generate revenue through the sale of goods or the provision of services. Since self-supporting accounts are not funded by the state, they depend upon revenues generated or a transfer-in to cover the costs of operation  Self-supporting accounts are often established for a specific purpose so expenses charged to a self supporting account must be directly related to the purpose

3. Revenue and Expenses  A self-supporting account has both a revenue budget and an expense budget. The revenue and expenditure amounts must balance  Should expenditures in an account appear to be in danger of exceeding revenues, every attempt must be made to reduce expenditures or to charge them against another appropriate revenue source  Any surplus from the annual operation of a self-supporting account carries over from one fiscal year to the next. Unless the account is an administrative department funded by the dean.

4. When Do I Budget a Self-Supporting Account?  Three Self-Supporting Budget Triggers:  Budgeted Expenditures greater than $25K  Any account with **total budgeted expenditures greater than $25K must be budgeted  Accounts with budgeted expenditures greater than $25K must be approved by the Board of Regents **BUDGET TIP** total budgeted expenditures-excludes Recharge expense objects (29) & (39), Voluntary Transfers Out (VT) and Reserves (79.) All other expense objects are included in the $25K  Position Control Requirements  A budget is required before any wages or salaries can be paid (including temporary labor/student wages.) Don’t forget to budget fringe!

5. When Do I Budget a Self-Supporting Account?  FUND (first four digits of the account)require a budget  1201, 1202, 1204, 1206, 1208, 1210, 1211, 1212, 1213  1300,1318, 1319  1407, 1504, 1505, 1506  1700, 1701, 1702, 1703, 1708, 1709, 1711, 1712 Once an account is part of a budget required fund, it remains in that fund, even if the activity decreases.

6. Estimating YE for Current Fiscal Year  Gather financial data from CAIS –  Financial  Standard reports  Organization summary by obj & sub obj  The Current Year Projected Actual expenditures can normally be determined by  ANNUALIZING = Taking a figure covering a period of less than one year and extrapolating it to cover a full one year period. This will give you an estimated year-to-date total. Special circumstances occurring within the department should be considered

8. Preparing The New Budget  Keep in mind special circumstances occurring within the department when preparing the new budget.  Forecasting Methods  Straight three year average  ($50,000+$75,000+$100,000/3 = $75,000)  Current YTD plus previous year actual $150,000 (current YTD end of February)+ $45,000 (previous year actual March-June) = $195,000  Budget to Projected Revenue  UNSOM final budgets will be uploaded by Planning Budget and Analysis into Advantage based on the information entered into the budget module. As a reminder Budget & Finance does not change your budget information

9. 1318 Hospital Accounts Resident Support  Salaries  Fringe  Malpractice Resident Operating  All obj code 30 expense  (NEW) Faculty GME Support  Fac Salary  Fringe  Malpractice Faculty Support – Service Line  Salary  Fringe  Malpractice  Resident Support - Use the Resident FTE Spreadsheet to budget residents on each hospital account. The PAFs should mirror the FTE spreadsheet  Resident Operating - Use the hospital budget for budgeting Faculty GME support. Our hospital partners request we use employee name, title and specialty for billing. Operating for resident expenses should be included on this budget  Faculty Support/Service Line - Use the hospital budget for budgeting Faculty Support. Our hospital partners request we use employee name and specialty for billing. We can only bill for those docs named on the budget

10. Payday Shift  Due to the infamous PAYDATE SHIFT: Please remember June 1 – June 30 salaries for non-hourly professionals and graduates will post to accounts in July using fiscal year 2016 dollars  Hourly and classified salaries from June 16-30 will also post in July rather than Period 13. You must align the PAF’s for this period with the budgets you establish for FY16

11. Personnel Action Forms (PAFs)  UNSOM professional PAFs generated in July will be based on the data provided on the Comprehensive Position List (CPL) spreadsheet. The CPL is available for your review in CAIS  Human Resources  Look Up Information  Comprehensive Position Listing

13. Personnel Action Forms (PAFs)  To avoid rejected Personnel Action Forms (PAFs), it is crucial that a budget revision be sent to UNSOM Budget & Finance for changes you make to July 1 PAFs, if the change causes a net increase in total professional salary dollars paid from a specific account  Note: Budget revisions for Sponsored Project accounts should be submitted to Sponsored Projects

14. Classified Personnel  For classified personnel, if you plan to pay an individual from different accounts, at a different FTE, or with a different salary split than in the June 1-15th pay period please prepare a new PAF in May effective June 16th

15. Endowment Income and Gifts  Endowment income for the following year is available each spring for funds 1311/1300/1301  The Budget and Finance Office is able to provide this information if you do not have it  Current balances for gift accounts is available in CAIS

17. Retired Employees Group Insurance Assessment (REGIA)  REGIA – Retired Employees Group Insurance Assessment – is charged to all accounts except GRANT accounts based on “retirement eligible” gross salaries  This is assessed as a percentage of retirement eligible salaries. For budgeting purposes, this is included in the fringe calculation in the CPL. On the Balance Activity Report it is listed under 16-50

18. State Personnel Division Assessment (SP)  SP – State Personnel Division assessment – is charged to all accounts except GRANT accounts as a percentage of retirement eligible classified salaries (14 01)  The assessment fee for state accounts are already accounted for, you will only have to budget for this fee on your SS accounts  This is included in operating (30) and sub-object (SP) and you must budget *.0061 percent of the classified salary for FY16  * FY 2015 percentage – may change for FY16

19. CAIS Financial Reports  Useful CAIS/Financial Reports:  Look up Info/Organization – shows function (under activity), whether or not an account is host authorized (under project) & signature authority  Look up Info/Expense Document Images – enter the account number you are budgeting and the month the transaction in question posted  Standard Reports/Organization Summary by Object/Sub-object/No roll up

20. CAIS Financial Reports  Custom Inquiries/General Ledger: this may help you identify the source account number for all VT In or Out – you may need to look up the transaction number using Documents’ to find the source account number

21. Important Links  UNSOM Budget & Finance  http://medicine.nevada.edu/budget http://medicine.nevada.edu/budget  Planning Budget and Analysis (fringe calculator)  http://www.unr.edu/budget http://www.unr.edu/budget  Human Resources (Contract Calculator)  http://www.unr.edu/search?q=contract+calculator http://www.unr.edu/search?q=contract+calculator