General Fund Budget Allocation Instructions
September 13, 2007
To: Division Budget Managers
From: Clint Moffitt
AVP of Financial Services
Subject: 2007-08 General Fund Budget Allocation Instructions
The 2007-08 Level-A Final Budget Allocations were provided to the Cabinet on September 10, 2007. The President has requested that they be returned to the Budget Office by October 10, 2007.
Once completed as requested below, please be sure to review all of your respective department's input to make sure it balances to your Level-A Allocation.
A. Instructions for Personal Services Budgets (Phase II):
STEP 1. Run the 2007 Budget/Expenditure Report for the division(s) you are submitting original budgets.
STEP 2. Save the resulting report using the "Save as" option to your local hard drive, with the file name of "2007 Phase II".
STEP 3. Using the saved report from Step 2, allocate your budget to the desired level, Appointment, Position (vacancies only), or Pool using the Original Budget column, (all other columns should be deleted). Projected salaries, based on the individual's salary as of June 30, 2007, have been provided where possible. (NOTE: Budgets for Student Wages and /or Work-Study must be included on this spreadsheet.)
All chartfield strings must be sub-totaled. For example 90000-xxxxx-00000-601401 would have a subtotal, as would 90000-xxxxx-12501-601401. Rows will need to be inserted as needed for these subtotals. Add a formula in the Total line of the Original Budget column that adds together all the sub-totals from the above entries and to make sure you have used your entire personal services budget.
- PLEASE NOTE:
- ALL BUDGET ENTRIES FOR SALARIES NEED TO BE FORMATTED AS FOLLOWS: $ XX,XXX.00.
- ONLY WHOLE DOLLAR ENTRIES WILL BE ALLOWED - ALL DIGITS FOLLOWING THE DECIMAL HAVE TO BE ZERO AND THEY HAVE TO BE DISPLAYED ON THE FINAL SUBMISSION.
When done, save the report (with all columns after "Original Budget" deleted or hidden), print a copy, and continue to the next section.
If you have any questions please contact Pam Lewis in the Budget Office at Extension 8-5295.
B. Instructions for Operations Budget
This year the Budget Office has established a new template to enter and submit your financial budgets. Using your internet browser, go to http://www.csufresno.edu/budget. At this page find the 2007 Budget Form link and click it. This will bring up the budget entry form for initial budgets for 2007 on an Excel worksheet. This form should be saved on your hard drive so that it can be completed, reviewed and submitted.
Step 1. Department ID and Class
Please create separate budget worksheets for each Department/Class combination. Using the budget template, complete the header information at the top with DeptID, and to the right enter the Department title, column H. If a specific Class code is to be used, enter the Class code in the box provided otherwise leave it blank. Any classes that are used should be active in the system. If you are unsure if a class code is valid, please consult the PAWS website http://peoplesoft.csufresno.edu/Fin/default.asp to confirm.
Step 2. Budget Entries
Below the heading information are the various accounts separated into two sections - Salaries and Operating Expense. The most common accounts are listed to the left, along with a description. Budgets should be entered in column G. Remarks can be entered in column H for the departments use. Budgets should be entered in whole dollars (no decimal points). A common mistake is to copy the prior year actual expenses into the new year budget with the decimal places (cents) included. Please remove the decimal places as these small amounts will cause you to be out of balance.
Step 3. Salaries and Wages
The Salary and wages budget MUST balance to the HR work sheets and be in whole dollars.
Step 4. Adding Accounts
If an account is not shown, the user will need to insert a line and put in the applicable information - code, description and budget amount. Please do not insert at the top or bottom of a section, as it may not be included in the totals formula. Consult the PAWS website to verify any added accounts.
Step 5. Multiple Class Code Combinations
Again, a new form should be used for each Department/Class code combination within a department.
Step 6. Check Balances
Once all the budget data is entered on the sheets, please perform a final review making sure budgets balance. Add up all Department/Class code worksheets to confirm they match you total departmental budget. A department may wish to create a summary worksheet with all the totals carried forward.
C. Submitting Reports to the Budget Office
STEP 1. Recheck the totals of the reports generated in A and B (including Classes if used) above to make sure that they equal your TOTAL departmental allocation.
STEP 2. For areas with more than one department, it is recommended that you use a copy of a Roll-up or Division report to sum all your departments. Please call Toni at x87224 for help in this area.
STEP 3. Once the reports are completed and checked, they may be electronically sent to Pam Lewis at paml@csufresno.edu . We request that you also send hard copies of the reports to the Budget Office (MS #TA53) by the October 10, 2007 deadline.
If you have any questions, please feel free to contact the Budget Office at x83902, Pam at x85295 or Toni at x87224.
