Guidelines for Submitting FY 2011 Budget Requests for

Reserve Funds (18 and 19)

Each School or Department should submit an initial budget to the Budget Office that reflects the proposed financial plan for FY 2011. The guidelines will assist in the preparation of the budget submission sheet.

These guidelines and the attached template should be used to budget fund 18, unrestricted reserves and fund 19, designated reserves. Please submit the completed budgets to the Budget Office by January 15, 2010.

OPERATING EXPENSES

1.Salary and benefits: salary and benefit expenses should be minimal as a reserve fund does not provide a permanent source of funding. If there are salaries and benefits currently funded from a reserve fund, please provide the details of the use of the funding on a separate sheet and attach to the file. Supporting information needed is as follows:

Faculty (# FTE, Salary, and Benefits): the cumulative number of full-time equivalent faculty needed to support the program for FY 2011, include the related salary expenditures, and the related fringe benefit expenditures.

Administrative Staff and/or Support Staff (# FTE, Salary, and Benefits): the cumulative number of full-time equivalent administrative staff needed to support the program along with the related salary expenditures, and the related fringe benefit expenditures.

The benefit rates for FY 2011 are as follows:

  • 0100, 0101 and 0121 for faculty salaries22.5% = .225
  • 0110 and 0113 for Grad RA & TA stipends1.0% = .01
  • 0170 and 0171 for staff salaries22.5% = .225
  • 0200 for part-time staff10% = .10
  • 0220 for part-time students 1.0% = .01
  • 0230 for work-study students 0%
  • 0240 for part-time summer maintenance10% = .10
  • 0250 for private music instructors10% = .10
  • 0270 for part-time lecturers10% = .10
  • 0300 and 0301 for union 22.5% = .225
  • 0330 and 0331 for public safety22.5% = .225
  • 0600, 0610 and 0620 for overtime 10% = .10

Ex. If your budget is for $50,000 in staff salaries (0170)) and $20,000 in part-time students (0220), then your fringe benefits would be ($50,000 x .215) + ($20,000 x .01) = $10,950

2.Other Expenses: Enter other expenditures required for the program. Provide descriptive narrative on footnotes to the budget submission form. Included in this category should be allowances for faculty development, travel, memberships, office supplies, communications, data processing, equipment maintenance, rentals, etc. Types of expenses to be included in other expenses are:

  • office supplies
  • other materials and supplies
  • postage and freight
  • telephone service
  • professional services and consulting
  • advertising and promotion
  • equipment/equipment maintenance
  • hardware, software
  • travel
  • postage
  • printing
  • rental
  • legal expenses
  • insurance

4. Transfers: Enter amount that will be used from the reserve org to fund central university operations of other shortfalls in other budgeted funds. Provide an explanation for the transfer.

5.Capital expenditures: Enter the total amount of capital expenditures that you anticipate spending from the reserve fund. This amount should correspond to the amount entered on the capital budget request forms.

REVENUE

1.Tuition and Fee Revenue

Enter the estimated tuition and fee revenue that will be directly attributable to students enrolled in the program for FY 2011. The revenue should be calculated by multiplying the tuition rate by the projected annual FTE enrollment. Include supporting information in the line provided on the budget submission sheet.

1.Tuition discounting: Enter the amount of funding that will be used from the reserve fund for scholarships. Provide a detailed explanation for the amount requested.

2.Grants and Contracts

Enter the amount of indirect cost recovery which will be available as a source of revenue for the reserve fund for FY 2011. Provide detailed information on the sources of the funding.

3.Other Sources

Enter any additional funds from sources specifically designated for the program. Provide documentation on the source and type of revenue. Some examples of this type of revenue source are as follows:

.

  • Endowment payout
  • Other revenues
  • Gifts (restricted, unrestricted)
  • Auxiliary operations