Attachment E - FY2016 Review Checklist

Each division must submit this to BFA by COB, Friday, May 15thalong with their tracking sheets and any other relevant supporting documentation. BFA will verify that the divisional or college-level business officer has certified this form and will also conduct budget checks.

Division Name: #: ____ DivisionCertifier: ______Signature: ______

(IMPORTANT REQUIREMENT: The divisional or college-level business officer MUST CERTIFY that he or she has performed these checks and has confirmed that the proposed salaries are correct and in agreement with UMCP’s salary instructions. To certify this checklist, the business officer should directly e-mail this form to BFA or sign a copy and send the hard-copy to BFA.)

Review Item / Documents to Send to BFA with this Checklist / Division Comments, as needed / Done?
Salary Checks: (To Be Updated Once USM Salary Guidelines Are Received) (Applies to All Funds, All Ledgers)
  1. Verify the Vice President/President haveapproved the salary increases that are required by the salary guidelines. The “Salary Adjustments – FY 2016” report and the “Salary Summary by Employee-All Positions-% Increase> 10%” report should help identify the employees who may need further approvals.
/
  • Copy of the VP/ President’s approval OR
  • Copy of the request for approval if approval is pending.

  1. Review the “Salary Adjustments – FY 2016” report for accuracy and appropriateness.

  1. Check all changes to current base salary (reclasses, LWOP, completion of probation, sabbaticals, etc.) for propriety, that they are in PHR already, and that they are effective prior to July 1, 2015. To do this:
  2. Identify changes to current base salary by running the reports ‘Adjustments to Current Base Salary’. The changes to current base salary are shown to the left of the column labeled ‘Adjusted Current Base Salary’.
  3. Agree changes to supporting backup, such as approved reclass requests or approved change in FTE status requests.
  4. Verify appropriate salary adjustments were made for all non-exempt employees who completed probation after the freeze and before July 1st.
  5. Adjust the salary in BPM if the change is unsupported or obtain appropriate approvals for the change.

  1. Review the “Salary Not Set by Employee – All Positions” report. No data should appear on the report as salary should have been set on all employees. If data appears, go into BPM and set salaries on the employees identified.

Budget Checks: (Applies to all Unrestricted Funds…Ledger 1 – 3 and 9)
  1. Agree each column in the row ‘FY16 Final Working Budget’ on your division’s State-Supported Tracking Sheet to the FY16 BPM WB System’s “Working BudgetChanges Summary”” report (dollars and FTE) for your division’s state-supported operations. Provide an explanation for any changes made to the tracking sheet after send-out, such as transfers of budget into the division from another division. (State Support accounts are identified in BPM WB by support indicator 1 – state support.)
/ State-Supported Tracking Spreadsheet
(Attachment F)
  1. Agree your division’s Self-Support Tracking Sheet(s) to the FY16 BPM WB System’s “Working Budget Changes Summary” report (dollars and FTE) for your division’s self-supported operations. Provide an explanation for any changes made to the tracking sheet after send-out, such as increased volume of activity. (Self-Supports are accounts that begin with 28, 3 and the Division of Extended Studies, and are identified in BPM WB by support indicator 2-Self-Support.)
/ Self-Support Tracking Spreadsheet
(Attachment G)
  1. Verify turnover (subcode 2999) is between 2%- 4% of the division’s itemized salary and wages budget plus social security, retirement and unemployment (subcodes 1011 – 1020 and 2705, 2715–2760, 2766, 2769- 2771) by running the "Subcode Summary"Report (all sources of funding) for your division. If not between 2% to 4%, adjust your budget.

  1. Confirm DRIF allocations have been recorded in the division’s DRIF expenditure account(s) and DRIF revenue account(s) for the amount authorized per your allocation. DRIF accounts begin with 293XXXX.

  1. Run a “Salary Variance by Position”, for unrestricted funds-Major Fund Source 40. Review position budgets (dollar and FTE) to actuals for reasonableness.
  2. Are all filled positions budgeted both in dollars and FTE in reasonable amounts?
  3. Are vacant positions reasonably budgeted?

  1. Run a “Detailed Budget” Report for Major Fund Source 40-Unrestricted and review the accounts budgeted for completeness and reasonableness; Checks should include:
  2. Are the amounts budgeted reasonable compared to actuals and expected?
  3. Are positions budgeted for both dollars and FTE in reasonable amounts?
  4. Are the amounts budgeted in the object codes where the actuals will be recorded?
  5. If budgeting E&G Designated accounts (294XXXX, 295XXXX accounts), are the desired accounts budgeted in reasonable amounts? Does each account net to zero?

  1. Verify the aggregate sum of the non-state funds budgeted expenditures and revenues net to zero by running the “Working BudgetChanges Summary” report with a report filter of support indicator “non-state”. If it does not balance to zero, narrow the support indicator down to “2-Self-Support”, then “3-Designated”, then “4-Non-Budgeted” to identify the type of account and then review the “Detailed Budget” report from budget check #6 to identify the cause.

  1. Using the “Subcode Summary” and the “Detailed Budget” reports, verify tuition and fee revenues (including summer, winter, freshmen connection and departmental programs) and other departmental revenues have been budgeted as well as the related expenditures. Revenues should equal expenditures. Also, compare the amounts budgeted for reasonableness, such as against actuals from KFS.

  1. Verify positions have budgeted FTE of 1 or less. Run the report “BPM FTE > 1”. If a position shows up on this report, adjust BPM FTE on the position by moving BPM FTE to another position within your department or another department.