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Budget Planning, Process & Timeline

2012-2013 Budget Planning Information

December 09, 2011 / 2012-2013 Budget Development Instructions

Table of Contents

Available Resource Information

  1. Organizing Hierarchy Report
  2. Resource/Base Budget Summary Table(s)
  3. Five Year Planning Model
  4. Budget Worksheet Report
  5. Schedule of Tuition, Fees, and Service Charges
  6. Assessment Report of Prior E&G Funding Allocations

Planning Assumption

  1. New Positions
  2. Salary Actions
  3. Wage Positions
  4. Work Study Funds
  5. Auxiliary Indirect Costs
  6. Tuition and Fees
  7. Enrollment

Budget Submission Requirements

Budget Process & Timeframes

Templates & Forms

  • 2012-2013 Budget Request Summary Form
  • 2012-2013 Budget Resource Request Forms
  • 2012-2013 Fee Recommendation Worksheet
  • More Budget Forms and Templates

The budget planning process for FY2013 is largely predicated on the Governor and General Assembly budget deliberations which will begin with Governor McDonnell's proposed budget on December 19th, 2011 and subsequent General Assembly actions.

Available Resource Information

Firebug Budget Query
  1. Organization Hierarchy Report: Provides a listing of all budgets within your area of responsibility. Hierarchical budget unit changes are best managed with budget development to achieve July 1 implementation and fiscal year data congruity.
  2. Resource/Base Budget Summary Table(s): Provides a summary of revenue, expenditure and transfer information by Vice Presidential area by Ledger by budget unit. Additional Resource Summary Tables are included for auxiliary and sponsored program base budgets only.
  3. Five Year Planning Model: (Auxiliary Units Only) Provides an overview of auxiliary budgets over a five year period. Since these budgets are self-supporting and the fund balance is carried forward each year, this model will forecast the budget balances and compare them to the SCHEV guidelines.
  4. Base Budget Worksheet Report: : Budget Unit Managers may access this information by utilizing the Banner FBIBUDG screen report. To access this Banner Report, use the "GO TO" tool in the upper left hand corner of the banner entry screen and type in "FBIBUDG."

    On the FBIBUDG Form, enter the following:

    • Budget ID row type in "12BUD".
    • Tab down to the Organization and type in your budget unit number.
    • Tab to Selection Criteria Key 1 and select Account,
    • Then "Control Page Down" and you will have the Base Budget by subaccount over multiple banner pages. The first column entitled 13Base refers to the current Base budget which will "roll" into FY2013 Operating (OPAL) on July 1, 2012.
Budget Tracking

Multiple Budget Reports are also available via Insight. Once logged onto Insight, navigate to the Public Folders Tab > Access Pages > Budget Tracking > Base Budgets.

Please consult the Appendix to the Budget Management and Financial Reporting training materials for specific information about each available report.

5. Schedule of Tuition, Fees, and Service Charges: Provides the listing of tuition, fees and service charges approved by the President. This schedule can be accessed through the University Budget Office Web Page. If you wish to add or revise any fees in this schedule, please download the template (see Budget Office Webpage Template Forms link) and complete the Fee Recommendation Worksheet.

6. Assessment Report of Prior E&G Funding Allocations: : This report similar to last years will be disseminated to each VP Office in the very near future and will be due back to the Budget Office a week before the FY2013 budget materials are due.

Planning Assumptions

  1. Salary, Wages, and Employee Benefits (Full-Time Positions) - The Commonwealth's budget status will determine the prospect for salary increases. We will assume the status quo and adjust when we know more.
  2. New Positions: Employee benefits for new full time positions should be calculated at 36.46 percent.
  3. Salary Actions: Requests for in band adjustments or salary changes to existing positions should add employee benefits at 22.73 percent of the salary change.
  4. Please note that Position Budgeting Worksheets are no longer provided with the budget materials. If you are considering any position actions and need this information, please contact the Budget Office
  5. Wage Positions - The cost for temporary wage positions (part-time faculty, hourly and students not enrolled in classes) should include the wage plus 7.65 percent for FICA
  6. Work Study Funds - The base budget contains all funds for work study student employees supported by the Federal grant. Work study revenue will continue to be allocated based on 75 percent of the expense. In addition, federal regulations require 7 percent of our work study funds to be spent on Community Service related endeavors.
  7. Auxiliary Indirect Costs - The current rate of 12.19 percent will continue for FY2013. This rate should be applied to any additions or changes to auxiliary expenditures.
  8. Tuition and Fees - Budget requests should assume no increases for tuition and student fees. Reallocations need to be made to cover inflation and programmatic changes. If the approved rates are different, the Budget Office will adjust for the changes.
  9. Enrollment - Your planning should consider the following enrollment numbers:
    • Annual FTES = 20,041 (Regular Session - on campus fall/spring = 15,762; Summer Session - on campus only = 1,858; Annual Off-Campus = 2,421); Fall On-Campus headcount = 21,456; Fall Off-Campus Headcount = 3,187; Total Fall Headcount = 24,643

Budget Submission Requirements

Vice Presidential area budget submissions should consist of five parts - an Executive Summary, Template, Resource Requests, Proposed Fee Changes, and Assessment Data for prior E&G Funding Allocations.

  • Executive Summary: Provides the overall summary of your budget requests. The executive summary will be the format followed in your hearing with the President.
  • Resource Request Forms: Including the new Budget Request Summary Form as well as, the individual Budget Resource Request Forms and worksheets. Describes and prioritizes your requests. It also provides a breakdown of the budget amounts and positions related to each request. You can download these forms from the Templates and Forms page referenced above.
  • Fee Recommendation Worksheet 2013: Provides information on any fees you wish to add or change. You can download this form from the Templates and Forms page referenced above.
  • Assessment Data for prior E&G Funding Allocations: follow-up report on FY2011 and FY2012 E&G funding allocations in terms or progress and outcomes achieved.

The Budget Requests are due in the Budget Office on 17 February 2012. Each Vice President's Office should submit the original and three (3) paper copies of your materials. The Assessment Data Report is due on 10 February 2012. Also, please email the information to baird@odu.edu . The Budget Office will distribute your materials to the President for his review prior to your hearing date (which will be scheduled in March). Please contact the Budget Office (extension 3-3127) with any questions.

FY2013 Budget Process & Timeframes

Budget Process

Budget Process Projected Time
Realign revenue forecasts based on known and anticipated State GF $

November , 2011

Alternative Tuition Increase Models

Base Funding Level Parameters

Budget Guidance Memo Requesting:

December 9, 2011

Revised Budget Plans
E & G Base budget realignment by subaccount, net zero
Organizational Hierarchy proposed changes for 7/1/11

Fee & Service Charge changes/additions

Budget Resources

Base Budget Summary Tables Mid-December, 2011
Base Budget Worksheet Mid-December, 2011
Organizational Hierarchy Report Mid-December, 2011
Budget Planning Assumptions - Fringe Benefits, Indirect Rate December 9, 2011

Five Year Planning Model for Auxiliaries

Mid-December, 2011
Tuition Fees & Service Charges December 9, 2011
Budget Webpage Templates December 9, 2011
Governor McDonnell's December 17th Budget Proposals December 19, 2011
Concurrent Regional Public Hearings on Proposed State Budget January 6, 2011
General Assembly Convenes, Senate Finance & House Appropriations

January 10, 2012

Committees begin their budget amendment process
Senate Finance & House Appropriations to complete their budget analysis Early February, 2012
Senate & House to act on their Budget Bills
Assessment Data Due February 10, 2012
Budget Material Submissions Due February 17, 2012
First Conference on the Budget Bill

Early March, 2012

Budget Bill Conference Report Available

Early March, 2012

General Assembly Session closes Mid-March, 2012
Alternative Tuition Increase Models
Realign revenue forecasts based on General Assembly Budget Actions Mid-March, 2012
Alternative Tuition Increase Models
Request Budget Modification Plans if General Assembly actions necessitate Mid-March, 2012
Budget Reviews with President Broderick March, 2012
Governor's Review of General Assembly Actions

until early April, 2012

General Assembly Reconvene Mid-April, 2012
Tuition & Fee Proposal to Board of Visitors

April 5, 2012

Budget Guidance Memos with Decisions Mid-Late April, 2012

Budget Office Webpage Instructions with detailed Operating Instructions

Base Budget realignments (net zero) Mid-Late April, 2012
Review of draft budget adjustments for Auxiliaries Mid-Late April, 2012
Budget Proposal to Board of Visitors June 14, 2012
Base Budget Roll for FY2012 Operating June 22, 2012
Academic Affairs submits Ed Foundation Transfer Requests

June 25, 2012

Implement Budget Actions in New Fiscal Year

July 1, 2012

Load non-base budget adjustments for one-time-only adjustments July 1, 2012