Guidelines for Submitting FY 2012 Operating Budgets for

Fund 12 Programs(Workshops and New Degree Programs)

Fund 12s or enterprise funds are new degree programs or workshops designed to meet the on-going educational needs of our students, are developed in response to market demands and support the University’s strategic plan. Fund 12 programs include workshops, off campus programs, new degree seeking programs or existing academic programs. Each School or Department with a fund 12 program is responsible for submitting an operating budget to the University Budget Office that reflects the proposed financial plan for the upcoming fiscal year. These guidelines below and the attached template will assist in the preparation of the budget submission sheet.

For FY 2012 budget planning, all Fund 12 budgets are due to the University Budget Office by 12:00 noon on Friday, January 14, 2011.

OPERATING EXPENSES:

Salary and Benefits- Provide details of the use of funding for salary and benefits expenditures 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 2012,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.

Benefits: The benefit rates for FY 2012 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 .225) + ($20,000 x .01) = $11,450

Other General and Administrative 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

Transfers - Enter amounts that will be used from the reserve fund to fund central university operations or other shortfalls in the other budgeted funds. Provide an explanation for the transfer.

Overhead Expenses - Fund 12 programs are subject to graduated overhead requirements during their first three years of operation. Overhead expense ratio will be as follows:

Year 1: 25%

Year 2: 30%

Year 3: 40%

REVENUE:

Tuition and Fee Revenue - Enter the estimated tuition and fee revenue that will be directly attributable to students enrolled in the program for FY 2012. The revenue should be calculated by multiplying the tuition rate by the projected annual FTE enrollment.Include the enrollment numbers in the notes section of the template. If additional space is needed, please attach a separate schedule.

Grants and Contracts - Enter the amount of indirect cost recovery which will be available for

FY 2012. Provide detailed information on the sources of the funding.

Other Sources- Enter any additional funds from other sources specifically designated for the program. Some examples of this type of revenue source are as follows:

.

  • other revenues
  • gifts (unrestricted)
  • Auxiliary operations
  • other fees (provide a description of the other fees)

Instructions for Running PeopleSoft NVision Reports

  1. In PeopleSoft, log in to Cardinal Station
  1. Select Cardinal Financials
  1. Proceed with the following navigation on the left side menu:

Financials Reporting Tools

Financials PS/nVision

Define Scope

  1. Under Scope Definition, Find an Existing Value:
  2. Set ID = Defaults to “CUA”
  3. Report Scope = enter ““BudMemo2” for Fund 12 new programs and workshops
  4. Click on ‘Search’
  5. Once the new screenScope Definition opens:
  6. Select Value = enter six digit org or deptID number
  7. Click “SAVE”
  8. On the same screen, Click on “Report Request” button
  9. Once the new screen ‘nVision Report Request’ opens:
  10. Under the section ‘Report Date Selection’ specify date = click on “today’s date”
  11. Click on “save” button
  12. Click on “run report” button that appears right above the ‘Save’ button
  1. New screen opens up under the ‘Administration’ tab
  2. Click “refresh” button to update the screen until report runs and the status is ‘Posted’
  3. Tab down to appropriate report title and click on title
  4. The report will open up in Excel
  1. Enter the budget figures for the FY 2012 expense and revenue budget under the FY 2012 12 month budget column