1. Financial Rep Meeting July 14, 2011

2. BUDGET OFFICE KATIE MARTINDALE 2

3. 2011-12 Budget Entry Non-E&G ◦ Entered by Budget Managers of all Auxiliary, DRS, Student Activities, Technology Fee, Vending, Athletics, Financial Aid departments ◦ 7/7/2011 – 7/14/2011 E&G ◦ Entered by personnel in VP and Dean’s offices ◦ 7/21/2011 – 7/28/2011 3Budget Office

4. Budget Errors Budget warnings vs. budget errors ◦ Budget warnings do not prevent transactions from posting ◦ Budget errors prevent transactions from posting and must be corrected Correcting budget errors ◦ Refer to list serve emails sent during July ◦ http://www.budget.fsu.edu/Budget-Office- Frequently-Asked-Questions http://www.budget.fsu.edu/Budget-Office- Frequently-Asked-Questions 4Budget Office

5. 2011-12 Budgets Operating budgets booked in OMNI at the end of August ◦ E&G back to “budget checking” ◦ Budget Transfer role reinstated ◦ Any E&G available balance deficits need to be corrected Watch list serve emails for details 5Budget Office

6. Auxiliary Policy OP-D-1 Budget Office – Auxiliary Operations http://policies.vpfa.fsu.edu/bmanual/budget.html Updated Spring 2011 ◦ Shortened (by about 10 pages) and reorganized ◦ Updated terminology and added a glossary of frequently used terms and acronyms 6Budget Office

7. Auxiliary Policy New Auxiliary Classifications ◦ Enterprise ◦ Sales and Services of Educational Activities ◦ Sales and Services of Non-Educational Activities ◦ Materials and Supplies Fees ◦ Other Auxiliary Reclassifications ◦ Auxiliaries will be notified if they are reclassified ◦ Overhead assessment rate should not change unless an auxiliary’s customers have changed 7Budget Office

8. Distance Learning Auxiliaries Departmental Guide to Distance Learning Auxiliary Operations ◦ Definitions and information on building rates ◦ Important contacts Rate calculation templates ◦ May be used to calculate rates ◦ In Excel so they can be customized The guide and templates are available at http://www.budget.fsu.edu/Auxiliaries http://www.budget.fsu.edu/Auxiliaries 8Budget Office

9. Auxiliary Training BTBUD2 Introduction to Auxiliaries BTBUD3 Auxiliary Rate Calculation Coming soon… Course for distance learning auxiliary operations – cosponsored by the Budget Office and the Office of Distance Learning 9Budget Office

10. State Fiscal Stabilization Fund Program a.k.a. “ARRA Stimulus Funds” Where did the funds come from? Why did we receive an allocation? Were there specific spending guidelines? Did we put special procedures in place? How did we actually spend the funds? Are we done now? 10Budget Office

11. ARRA Stimulus Funds Authorized in Title XIV of the American Recovery and Reinvestment Act of 2009 Guiding principles for distribution and use ◦ Spend funds quickly to save and create jobs ◦ Use funds for E&G expenditures ◦ Ensure transparency, reporting and accountability ◦ Use thoughtfully to minimize “funding cliff” 11Budget Office

12. Spending Guidelines Authorized ◦ E&G expenditures (with emphasis on mitigating the need to raise tuition and fees for residents) ◦ Modernization, renovation, repair of facilities primarily used for instruction, research, or student housing Prohibited ◦ Any activity that increased endowment ◦ Maintenance of systems, equipment, facilities ◦ Modernization, renovation, repair of facilities primarily used for athletic or religious purposes 12Budget Office

13. Suggested E&G Uses Salaries related to classroom and laboratory instruction and instructional technology Academic support for libraries, laboratories, and other academic facilities Institutional support (personnel, payroll, security, EH&S, other administrative offices) Student services promoting students’ emotional and physical well-being Student financial aid 13Budget Office

14. Procedures Used by FSU Spending plans and allocations were approved by the Office of the Provost Expenditures ◦ Reviewed by the Budget Office for adherence to approved spending plans ◦ Reviewed by the Budget Office and the Office of Audit Services for compliance with spending guidelines ◦ Non-payroll expenditures  Special form completed by the departments  Optional ChartFields assigned to each form 14Budget Office

15. Reporting Requirements Monthly – Expenditures to date Quarterly ◦ FTE (proposed and actual) ◦ Headcount (actual) ◦ Budget ◦ Expenditures to date ◦ Vendor payments exceeding $25,000 15Budget Office

16. FSU ARRA Allocations E&G Only, excluding E&G-College of Medicine 16Budget Office Category2009-102010-11Total Salary – Faculty$9,226,163$6,491,278$15,717,441 Salary – Non-Faculty$4,683,123$3,426,900$8,110,023 OPS – Non-Faculty$3,097,073$3,408,664$6,505,737 Renovations$1,740,734$2,876,455$4,617,189 OPS – Faculty$1,162,382$1,269,300$2,431,682 Expense$701,725$1,434,967$2,136,692 OCO$224,767$822,776$1,047,543 Scholarships$346,494$315,143$661,637 Library Resources$0$223,021 TOTAL$21,182,461$20,268,504$41,450,965

17. FSU ARRA Allocations E&G Only, excluding E&G-College of Medicine 17Budget Office

18. Audits & Monitoring FSU’s Office of Audit Services – monitored on a continuous basis State of Florida Auditor General’s Office – audited annually United States Department of Education – used FSU to monitor State of Florida Department of Education 18Budget Office

19. Contact Katie Martindale – Associate Director, University Budgets ◦ kmartindale@fsu.edu kmartindale@fsu.edu ◦ 645-7164 19Budget Office