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General Budget Information Training

for Fiscally Fit Program

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General Overview of Budget Process Calendar

• July – September– Develop OSRHE Budget Needs and

Mandatory Cost questionnaire– Meet with University Budget Committee and

update with OSF revenue information• October – January

– Begin development of State legislative agenda

– Hold planning sessions with areas

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General Overview of Budget Process Calendar (cont’d.)

• February – March– Hold final planning sessions with areas

• April – May– Open and close Budget Development System – Formal presentation of budget requests to UBC– Finalize budget based on Legislature and OSRHE

• June– Submit budget material to A&M and OSRHE boards

for review– Present budget plan at the June A&M meeting for final

approval– Communicate to the campus the budget plan

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State of Oklahoma Budget to Higher Education

State Higher Educ. % of GU % of OSU System % of

Fiscal Budget Approp. State Approp. Higher Approp. Higher

Year (in millions) (in millions) Budget (in millions) Educ. (in millions) Educ.

2003 $ 5,600.1 $ 851.3 15.2% $ 115.3 13.5% $ 219.8 25.8%2004 $ 5,113.7 $ 767.9 15.0% $ 103.3 13.5% $ 197.7 25.7%2005 $ 5,364.0 $ 802.1 15.0% $ 106.2 13.2% $ 206.1 25.7%2006 $ 6,056.6 $ 889.4 14.7% $ 111.7 12.6% $ 218.5 24.6%2007 $ 6,555.3 $ 1,020.0 15.6% $ 123.3 12.1% $ 241.4 23.7%2008 $ 7,071.7 $ 1,099.1 15.5% $ 127.0 11.6% $ 248.4 22.6%2009 $ 7,143.1 $ 1,093.9 15.3% $ 129.7 11.9% $ 255.5 23.4%2010 $ 6,644.1 $ 1,055.9 15.9% $ 133.7 12.7% $ 263.6 25.0%2011 $ 6,430.9 $ 1,010.7 15.7% $ 127.4 12.6% $ 250.0 24.7%2012 $ 6,510.5 $ 1,008.5 15.5% $ 120.0 11.9% $ 235.5 23.4%2013 $ 6,825.5 $ 1,012.0 14.8% $ 121.5 12.0% $ 238.5 23.6%2014 $ 7,158.7 $ 1,045.5 14.6% $ 122.7 11.7% $ 241.1 23.1%2015 $ 7,193.0 $ 1,044.5 14.5% $ 122.7 11.7% $ 241.1 23.1%

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OSRHE Appropriations to All OSU Budget Agencies

Agency FY 2014 FY 2015 $ Increase % Increase

General University $122,658,690 $122,658,690 $0 0.00%Oklahoma Agricultural Experiment Station 26,706,009 26,706,009 0 0.00%Oklahoma Cooperative Extension Service 29,142,844 29,142,844 0 0.00%OSU Institute of Technology 14,553,129 14,553,129 0 0.00%Center for Veterinary Health Sciences 10,902,937 10,902,937 0 0.00%Oklahoma City 11,663,314 11,663,314 0 0.00%Center for Health Sciences 14,194,766 14,194,766 0 0.00%Tulsa 11,295,149 11,295,149 0 0.00%

Totals $241,116,838 $241,116,838 $0 0.00%

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Sources of Revenue for OSU Systemfor FY 2015

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Auxiliaries$323,813,723

Sponsored Programs

$96,505,903

Total Revenue$1.2 Billion

Tuition & Fees$286,015,531

StateAppropriations$241,116,838

Student Aid$80,502,200

Gifts, Grants & Reimbursements

$39,264,035

FederalAppropriations

$12,870,396

Other Income$52,431,984

Sales-EducationalDepartments$44,863,213

Non-Credit & Outreach Tuition

$24,225,050

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Total Revenue: $205.0MStudent Enrollment (Actual): 22,446 Headcount 18,717 FTE

Total Revenue: $402.6MStudent Enrollment (Est.): 24,297 Headcount 20,288 FTE

FY 2003 FY 2015

Compare Appropriation vs. Tuition & Fees

Series10.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

State Appropriations Tuition & Fees Other

56.0%

32.0%

12.0%

30.5%

56.9%

12.6%

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Sources of E&G Operating Funds

The Educational and General (E&G) Operating Budget of an institution consists of two (2) sources of revenue:

State Appropriations  

Revolving Funds

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Definition of Sources

State Appropriations - appropriated by the legislature to the State Regents who, in turn, allocate to each institution. These funds constitute 30.6% of General University’s primary educational and general operating budget for FY 2015.

Revolving Funds - fund’s collected by the institution that consist primarily of student fees, sales and services of educational departments, indirect cost reimbursement from sponsored grants and contracts and other sources of miscellaneous income that support the educational and general functions of the institution. These funds constitute 69.4% of the core operating budget, with student fees being the largest component.

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State Appropriation and Revolving Funds Then Become . . .

Allocation - (subcodes 0992, 0993, and 0994) State Appropriations Tuition

Resident and Non-Resident Less Tuition Waivers

Resident and Non-Resident Fees

Mandatory Fees Academic Services Fees Fines and Penalties

Grant F&A Misc. Income

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Earmarked – (all other revenue subcodes) Fees

Mandatory Fees Academic Services Fees Technology Fees Admission Fees

Gifts and Grants Endowments Private Sources Reimbursable F&A

Sales to Education Department General Merchandise Sales Text Book Sales

Organized Activities Counseling Fees Lab & Clinic Service

Outreach Other Income

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Allocation vs. Earmarked

Allocation Earmarked Total BudgetState Appropriations 122,658,690$ - 122,658,690$ State Appropriations - Gifts, Grants & Reimb 489,397 - 489,397 Gross Resident Tuition 52,379,728 - 52,379,728 Gross Non-Resident Tuition 110,043,597 - 110,043,597 Student Fees 16,982,891 49,476,596 66,459,487 Gifts & Endowments - 15,840,439 15,840,439 Grants & Contracts 1,727,472 3,346,151 5,073,623 Sales, Org & Educational Depts - 255,401 255,401 Organized Activities - 1,439,250 1,439,250 Other Income 5,015,000 22,922,243 27,937,243 Carryforward Balance - - -

Total Revenue 309,296,775$ 93,280,080$ 402,576,855$

Less Tuition Waivers (58,760,681)$

Total Allocation 250,536,094$

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FY 2015 Allocation Budget Distribution

Salary60%

Maintenance20%

Fringe Benefits20%

Total Allocation $250,536,094

Salary & Fringe = 80%

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FY 2015 E&G Budget by Function

Total E&G Budget - $402,576,855

Instruction36%

Research10%Public Service

1%

Academic Support16%

Student Support

5%

Institutional Support

5%

Operation & Maint of Plant

11%

Scholarships & Fellowships

16%

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Account Structure

XX-X-XXXXX-XXXX

AA-1-12345-6789

Campus

Code Ledger

5-Digit Account Number Subcode

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Glossary of Ledgers1 Education & General

Primary budget of institution and supports the mission of the institution

2 Stores & Services To provide service to campus customers

3 Auxiliary Enterprises Self supporting activity that provides services to students, faculty and/or staff

4 Federal Agencies Federal appropriations received – Experiment Station and Cooperative

Extension

5 Sponsored Agreements Sponsored research and other sponsored programs – must come from external

funds

6 Student Aid & Scholarships Disbursement of student aid and scholarships to students

7 Unexpended Plant Funds To track capital additions and improvements in progress

9 Agency Funds Funds held as custodian or fiscal agent for others – (like student organizations)*definitions from “Budgeting and Accounting Handbook” and “CUBA”

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Transfer Between Ledgers1 Education & General

No transfers across other ledgers

2 Stores & Services Transfer to ledger 3 or 7

3 Auxiliary Enterprises Transfer to ledger 2 or 7

4 Federal Agencies GU usually does not have Federal Appropriations

5 Sponsored Agreements Only working funds can be transferred to ledger 1

6 Student Aid & Scholarships Restricted funds – no transfers

7 Unexpended Plant Funds Transfer to ledger 2 or 3

9 Agency Funds Custodial funds can only be transferred within ledger 9

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Glossary of Agencies010 General University 011 Oklahoma Agricultural Experiment

Station012 Oklahoma Cooperative Extension

Service013 OSU Institute of Technology - Okmulgee 014 Center for Veterinary Health Sciences015 Oklahoma City016 Tulsa 773 Center for Health Sciences775 Medical Authority

Note: No inter-agency transfers w/o OSRHE and OSF approval

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Campus Codes of Agencies

AA General University AB Oklahoma Agricultural Experiment

StationAC Oklahoma Cooperative Extension

ServiceAD OSU Institute of Technology - Okmulgee AE Center for Veterinary Health SciencesAF Oklahoma CityAG Center for Health SciencesAJ Tulsa AK Medical Authority

Note: No inter-agency transfers w/o OSRHE and OSF approval

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Summary of Budget Process

• Areas confirm all returning employees in the HR portion of the BDS system that will feed into the new year

• Once the HR portion is complete, areas are required to cover all salaries that were entered in the system before funding maintenance

• Colleges/Areas use prior year allocation, plus any new funds they are given, as well as other individual forms of revenue, to fund their expenses

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Summary of Budget Process

• Reports are pulled on our end to make sure the areas are balanced and that their budget plan makes sense

• Our office then works to pull everything from the system to come up with one, all-inclusive budget for GU

• That budget is reviewed and approved by the A&M Regents as well as the Oklahoma State Regents for Higher Education

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QUESTIONS