DIVISION OF ADMINISTRATION

OFFICE OF FINANCE AND SUPPORT SERVICES (OFSS)

FISCAL YEAR 2013-2014 BUDGET REQUEST INSTRUCTIONS

Fiscal Year 2013-2014JUSTIFICATION OF BUDGET

You will be required to provide justification the Fiscal Year 2013- 2014 request using your Fiscal Year 2012-2013 Existing Operating Budget (EOB) as your base by utilizing the respective forms as it relates to travel, operating services, supplies, professional services, and other charges using the forms indicated below.

PERSONAL SERVICES

All personal services requests will be completed by OFSS. However, if there is a special need please provide that information as well as justification via email to DeKaya Guillory and Monique Appeaning.

BUDGET REQUEST (BR) FORMS

Each DOA Section is to provide certain information regarding travel, operating services, supplies, professional services and other charges as it relates to the existing operating budget. If you need to request an increase in any of these categories, please submit that information on a CB-8 form with detailed justification for the increase. OFSS will complete the prior year and total request column.

BR-14A, Travel Object Category- Information on the BR-14 form should be broken down by both in-state and out-of-state travel and should explain travel anticipated budget expenditures.Complete thejustification on this form for all objects that you were budgeted funds for Fiscal Year 2012-2013within the travel object category.

Operating Services Justification Form - Complete this form for all objects that you were budgeted funds in Fiscal Year 2012-2013 and provide detailed information.

Supplies Justification Form- Complete this form for all objects that you were budgeted funds in Fiscal Year 2012-2013 and provide detailed information.

BR-17A, Professional Services-This form should be completed if you have any funds budgeted in Professional Services category following the instructions below:

-Object Class Column:Indicate the object for each service listed.

-Description Column:Note the appropriate description as specified on the BR-17.

-Name and Address of Individual and/or Firm Column:Each contract must be listed. However, if Professional Services are reasonably foreseen, but not specifically known, the general purpose and need for such services are required under the next column in lieu of name and address.

-Indicate the Nature of Work Performed Column:Identify the nature of the work done and justify the necessity for particular services to carry on the functions of the agency. Provide the number of units of service budgeted in the Existing Operating Budget and the cost per unit.

BR-18B, Other Charges Detail – Sections to justify, in narrative form, by expenditure object in which you were budgeted funds in Fiscal Year 2012-2013. A separate form is to be completed for Existing Operating Budget and Total Request, if the Total Request deviates from the Existing Operating Budget.

BR-20A, Detail of Acquisitions-Sections are to complete all columns

BR-20B, Schedule of Automobiles and Trucks– Sections are to complete all columns.

BR-20BX, Supplemental Schedule of Automobile and Trucks– Sections are to complete entire form.

BR-20C, Schedule of Farm and Heavy Movable Equipment - Sections are to complete all forms.

BR-20D, Schedule of Boats and Airplanes– Sections are to complete all forms.

GENERAL CONTINUATION BUDGET (CB)INFORMATION

  • A separate CB-6, CB-7, and CB-8 must be submitted for each activity.
  • CB’s requesting an increase in T.O. must include the anticipated pay grade level and Civil Service title.
  • A detailed explanation is required in order for the Office of Planning and Budget and the Legislature to understand the reason for the requested increase. In addition, when requesting an increase in authorized positions, please be sure to include sufficient operating budget for the new staff such as office supplies, telephone expenses, PC’s and peripherals, and office equipment.
  • It is very important to include performance indicators where requested. In past years, some sections have ignored this when the budget forms were completed.
  • Any section requiring a means of financing increase/decrease, whether it be Interagency Transfers (IAT) or Fees & Self-generated revenues, will be handled by OFSS with the exception of Office of Computing Services (OCS). As in years past, OCS will provide OFSS with the anticipated IAT and Fees & Self-generated revenues budget required for the Fiscal Year 2013- 2014 budget request.
  • If you do not fully justify your request you cannot expect to receive funding.

CONTINUATION BUDGETFORMS

CB-4 Nonrecurring Items

-OFSS will complete CB-4 forms for normal nonrecurring items.

(acquisitions andcarryforward BA-7 amounts, etc)

-Sections are to complete the CB-4 only if other nonrecurring items need to be removed from the Fiscal Year 2012-2013 budget (i.e. closure of a state building or grant ending).

CB-6 Compulsory Adjustments

-Annualizations for personal services (merits, partially funded positions, etc.) will be completed by OFSS.

-Compulsory Adjustments for related benefits (Group Insurance, Medicare, FICA, etc.) will be completed by OFSS.

-Sections are responsible for requesting any other annualizations. These are items for which budget was initially received in the prior year but only funded for a portion of the year.

CB-7 Workload Adjustments

-Workload adjustments are defined as increases in workload over which the agency has no control. Workload adjustments (CB-7) are not to be completed for increased workload asa result of agency initiatives. Increases required as a result of agency initiatives may be submitted on a CB-8 or a NE (New or Expanded Service Request).

-Workload adjustments are only to be completed by the section if they meet the definition of a workload adjustment.

CB-8 Other Adjustments

-Other Adjustments are normally used to budget items that have not been covered under any other continuation form.

-Sections are responsible for completing this form to request for an increase in funding. This applies to special purchasing needs, applies to acquisitions that cannot be repaired but must be replaced to continue the same level of service; and any other adjustment not listed but clearly within the definition of Continuation Level, including instances that could be construed as workload adjustments that agencies achieve a savings or reduce its budget as a result of an efficiency of operation.

1

CB/BR-20A -Detail of Acquisitions Requested

Acquisitions requested on a CB must also be reflected on the CB/BR-20A as either new or replacement equipment.

CB/BR-21A Detail of Major Repairs Requested

Major repairs requested on CB forms must also be reflected on the CB/BR-21A. Explanation must include why these items are requested as part of the Continuation Budget and not in the Capital Outlay request.

NEW AND EXPANDED(NE) SERVICE REQUESTS

  • Any NE requests must reflect true needs.
  • A separate NE must be completed for each new program activity.
  • It is very important to include performance indicators.

INFORMATION TECHNOLOGY (IT)

  • The IT-0 (Department Cost Summary) will be completed by OFSS.
  • The IT-10 (IT Request) must be completed for budget requests containing proposed Information Technology projects and/or initiatives equal to or exceeding $ 100,000, in value from Fiscal Year2012-2013through 2016-2017. Please refer to the IT instructions in your budget packet for more detailed requirements or a list of the exemptions.
  • TheIT-10 is the Section’s responsibility and must be submitted to OFSS in electronic format.

TECHNICAL/OTHER ADJUSTMENT PACKAGE (T/OAP)

  • These adjustment forms are to be completed for any transfer of a program or function from one agency or department to another. These documents have not been included in the package since it is unlikely that any Section will need to make these type adjustments. Please contact OFSS should there be a need for these forms.

SUNSET REVIEW BUDGET REQUEST SUPPLEMENT (SRBRA)

  • Sections are to complete this form only for legislatively authorized activities currently unfunded.

OPERATIONAL PLAN/STRATEGIC PLAN

  • Each Section will be contactedregarding these requirements.

OTHER PERTINENT INFORMATION

  • ALL DOCUMENTS ARE DUE TO OFSS NO LATER THAN SEPTEMBER 28, 2012.
  • All completed forms should be sent via e-mail and

.

  • Any questions regarding your section’s request should be directed to Monique AppeaningorDeKaya Guillory.

1