University of Oregon

Beginning Budget Process

Welcome to the Fiscal Year 2019 Beginning Budget Process

 

  1. What's New

  2. Beginning Budget Timeline

  3. How to register for Training

  4. Beginning Budget Training and Tools

 

What's new for Fiscal Year 2019

Changes to the Beginning Budget Process in Fiscal Year 2019 can be summarized as follows;

     1. The VPFA has approved a new timeline for FY19 Beginning Budget to be completed, effectively moving the entire process forward in time by one month (see the "Timeline" below for details). This means we will be asking units to balance to their FY18, Period 08 Permanent Budget.

     2. The tools used for budgeting have changed; instead of Salary Planner and Banner Budget Development units will receive Excel spreadsheets containing their respective Positions, FOAPAL elements, and the corresponding permanent budget associated. Once completed, the units will send their spreadsheets back to BRP for processing into Banner.

     3. Beginning Budget trainings will now be broken into two back-to-back sessions; the "Introductory" session will cater to individuals who have never gone through Beginning Budget at the UO or for those who feel like they need a basic refresher of the Beginning Budget process. The "Advanced" session will jump directly into use of the new tools and best practices on how to make Beginning Budget a quick and effective process. We are asking that individuals who attend the Introductory session stay for the second half to explore the tools more in depth. Each session will end with time for a Q&A with the BRP Staff. Training sessions will be made available for registration through MyTrack. Instructions on how to register for one of our Beginning Budget Trainings can be found below.

 

Process and Timeline

Date

Action Item

Description

1/05/2018

Training materials and sample spreadsheets available online.

A training guide outlining the entire process will be made available on the BRP webpage, as well as examples of the spreadsheets that units will use to complete their respective budgets.

1/08/2018

Meeting to discuss budgetary and fiscal changes in FY19

EMU Crater Lake South, 9am. All Budget Managers are encouraged to attend. Topics discussed will range from new OPE rates to FY19 Salary increases.

1/23/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 1:00PM - 1:45PM

Advanced Session 2:00PM - 2:45PM

Please register on MyTrack

1/25/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 1:00PM - 1:45PM

Advanced Session 2:00PM - 2:45PM

Please register on MyTrack

1/29/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 9:00AM - 9:45PM

Advanced Session 10:00AM - 10:45AM

Please register on MyTrack

1/31/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 9:00AM - 9:45PM

Advanced Session 10:00AM - 10:45AM

Please register on MyTrack

2/2/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 9:00AM - 9:45PM

Advanced Session 10:00AM - 10:45AM

Please register on MyTrack

2/6/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 1:00PM - 1:45PM

Advanced Session 2:00PM - 2:45PM

Please register on MyTrack

2/8/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 9:00AM - 9:45AM

Advanced Session 10:00AM - 10:45AM

Please register on MyTrack

2/12/2018

Beginning Budget Training Session

Thompson University Center, Room 305.

Introductory Session 1:00PM - 1:45PM

Advanced Session 2:00PM - 2:45PM

Please register on MyTrack

2/12/2018

Labor Distribution Spreadsheets distributed to RUs

The Labor Distribution Spreadsheet (LBD) is replacing the previous function of Salary Planner. It allows a unit to change the budgeted dollar amount and FOAPAL by a given position within their department. See the "LBD Sheet" example below.

2/12/2018 - 2/28/2018

BRP Analysts available by appointment

In previous years BRP has hosted "Drop in" sessions for units to come seek one-on-one help from a BRP Analyst. This year for the sake of maximizing our time, we are asking units to make an appointment with their BRP analyst to go over their LBD Sheets.

2/28/2018

Labor Distribution Spreadsheets due back to BRP

Units are required to have their Labor Distribution Sheets returned to BRP on this date.

3/16/2018

Budget Spreadsheets by FOAPAL distributed to RUs

The Budget Development Spreadsheet (BD) is replacing the previous function of Banner Budget Development. It allows a unit to change the budgeted dollar amount by FOAPAL line within their department. See the "BD Sheet" example below.

3/16/2018 - 4/16/2018

BRP Analysts available by appointment

In previous years BRP has hosted "Drop in" sessions for units to come seek one-on-one help from a BRP Analyst. This year for the sake of maximizing our time, we are asking units to make an appointment with their BRP analyst to go over their BD Sheets.

4/16/2018

Budget Spreadsheets due back to BRP

Units are required to have their Budget Development Sheets returned to BRP on this date.

TBD

BRP Load FY19 Beginning Budget

BRP will load FY19 Beginning Budget into Banner.

 

 

How to register for Beginning Budget Training on MyTrack

 

Step 1:

To register for the Introductory Training, follow this link: Introductory Session (You may have to login using your DuckID)

To register for the Advanced Training, follow this link: Advanced Session (You may have to login using your DuckID)

If you would like to register for both sessions, the same registration process needs to be completed for both the Introductory and Advanced training sessions. We recommend that you register for the trainings that are offered on the same date.

Step 2:

Click on the "Select a Timeslot" button (pictured below)

Step 3:

Scroll to the bottom of the page, and then select the appropriate time slot. Once you have done this, click on "Book". You should receive an email confirmation that you have successfully booked the course. If you have any issues registering for Beginning Budget Training please contact your BRP Analyst.

 

 

Successfully completing Beginning Budget

 

A high-level outline of the process:

1. BRP will send Level 3 RU’s access to their Labor Distribution Files using OneDrive

2. Level 3 RU’s have 2 weeks to edit their Labor Distribution files and return to BRP via OneDrive

3. BRP will send Level 3 RU’s access to their Budget Development Sheets using OneDrive

4. Level 3 RU’s have 4 weeks to edit their Budget Development files and return to BRP via OneDrive

5. BRP loads the returned files into Banner for Beginning Budget.

 

How Budget spreadsheets will be distributed; Microsoft Office 365 OneDrive

Each Level 3 will receive access to a folder using Microsoft OneDrive that contains their Labor Distribution Sheet (LBD), and their Budget Development Sheets (BD). Every user at the University of Oregon already has access to OneDrive through the following URL: https://office.uoregon.edu. The Level 3 will receive an email granting them access to their specific folder, and will then be able to access and distribute their unit’s budget files from there. See the instructional video below on how to access your OneDrive folder.

Transition from Banner Salary Planner to Labor Distribution Sheets (LBD)

In previous years’ salary dollars have been budgeted by individual position using Banner Salary Planner. This year BRP will be distributing spreadsheets to the Level 3 Responsibility Unit that detail current, active positions within Banner that fall under the RU’s Budget Authority. Budget managers will then be able to cancel positions, edit the salary dollar amount, and adjust labor distribution for each position. They will not be able to add new positions to the spreadsheet. See the instructional video below on how to navigate the Labor Distribution Spreadsheet.

 

Budgeting a grant, or other "Non-Budgeted" Funds in Labor Distribution

There are many scenarios in which an employee is expecting to be paid from a funding source that is not budgeted during the Beginning Budget Process. For example, an employee who is expected to be paid off a grant in the coming fiscal year but said grant is not currently active within the Banner system (does not currently have a fund number). In these instances you are able to use a a set of "dummy" FOAPAL, or a placeholder, so that the budgeted salary dollars still total to the desired amount. Common Fund Types that are not budgeted in Beginning Budget include Fund Types 31-35 (Gifts/Contracts).

Dummy Grant FOAPAL: 

FUND: 299999

ORG: 950001

ACCOUNT: 10100

PROG: 10000

ACTIVITY: GRANT

 

How the Labor Distribution Sheets tie to the Budget Development Sheets

The dollar amounts entered into the Labor Distribution Sheets by FOAPAL will ultimately flow directly to the BD Sheets in the following ways;

-For Salary; The amount in the “ADJUSTED SAL” column of the LBD sheet will tie directly to the dollar amount found on the Budget Development sheet by FOAPAL. For example, say you have only one position budgeted on index EXAMP, Account Code 10103, and the dollar amount in column “ADJUSTED SAL” is $40,000. When you go to the corresponding Budget Development sheet for index EXAMP, you will see $40,000 for Account Code 10103.

-For OPE; The amount in “ADJUSTED SAL”, multiplied by the relevant Blended OPE Rate for the position (Column “FY19 OPE Rate” on the LBD Sheet), will tie directly to the dollar amount found on the Budget Development sheet by FOAPAL. Using the example above, say the one position budgeted on index EXAMP is in the Faculty/Staff A Blended OPE Rate Group. When you go to the corresponding Budget Development sheet for index EXAMP, you will see $30,120 ($40,000 * 75.3%) for Account Code 10922.

This is the first year OPE will be calculated automatically by position; there is no need for a manual OPE calculation.

The OPE Rates and corresponding OPE Account Codes can be found on the Blended OPE Webpage at: https://brp.uoregon.edu/content/blended-ope-process

An example of this is highlighted in the first two minutes of the Budget Development instructional video below

 

Transition from Banner Budget Development to Budget Development Sheets (BD)

In previous years Supplies and Services, OPE, and other miscellaneous expenses were budgeted using Banner Budget Development. This year BRP will be distributing spreadsheets that detail Fiscal Year 2018, Period 08 Permanent Budget dollar amounts by FOAPAL to the Level 3 Responsibility Unit. Budget managers will then be able to enter their Fiscal Year 2019 budget amounts. It is important to note that salary dollar amounts entered in the Labor Distribution Sheet will flow directly to the “ADJUSTED BUDGET” column in the Budget Development Sheets by FOAPAL. The corresponding OPE amount will also flow directly to the “ADJUSTED BUDGET” column in the Budget Development Sheets by FOAPAL. See the instructional video below on how to navigate the Budget Development Sheet.

Funds that are not budgeted in the Beginning Budget Process

There are several Fund Types that are not budgeted in the Beginning Budget Process. An example of this would be Federal Grants (Fund Type 31), these are budgeted using a different process through Sponsored Projects Services. Below is a list of Fund Types not budgeted in Beginning Budget:

Fund Type(s) 15, 31-35, 41, 61-62, 81, 83, and 91

 

Stipend Account Codes

Now that we have moved away from Salary Planner, there is the option to budget Stipends within the Budget Development spreadsheet(s). In the past units would often add stipend dollars to the salary dollar amount that a position was expected to be paid in future fiscal years, now that salary lines are not locked in Budget Development, users are able to add these stipend dollars to designated stipend account codes, such as 10107 and 10177.

 

Spreadsheet Examples

Both of the example spreadsheets below are directly from the above instructional videos. 

Sample Labor Distribution Sheet

Budget Development Sheet


 

 

 

 

This page is currently being updated to reflect the changes coming to Beginning Budget in FY 19

Help and Support - please contact your Financial Analyst


Last update: Feb 19th, 2018 @ 09:26:38 PST