64xx – finance & accounting - list of services provided to...

64XX – Finance & Accounting - List of Services Provided to Campus 6410 – University Controller

• Management of the Finance and Accounting (F&A) areas • Treasurer to UF Research Foundation • Oversight of University investments • Internal and external audit liaison and oversight • Preparation and distribution of monthly scorecards • Departmental visits for business process improvements and consulting • Bond financing services • Representation on various University committees

6420 – Payroll and Tax Services

• Biweekly payroll • Numerous off-cycle payrolls, including the following:

o Emergency checks o Leave cashouts o Beneficiary payments o Division of Retirement refunds o Division of State Group Insurance refunds o Tax refunds o Contract buyouts o Award payments o Check reversals due to wage overpayments or cancellations

• Direct deposit input for all new hires and for current employees who do not use the self-service functionality

• Vendor payments for employee- and employer-paid benefits and taxes • Wage refund calculations • Collections of wage overpayments • Garnishments – Child support orders, writs and levies • Stale-dated checks • Time & Labor corrections, including Prior 60s and On-cycle Adjustments, and customer

support to all campus departments • Payroll cost transfer (distributions) for cross college distributions, prior year

distributions, as well as customer support to campus • Payroll banking – ACH returns, Notice of Changes, positive pay, AP checks and direct

deposit cancellations • Nonresident Aliens, Foreign Vendors and Foreign Nationals – Analysis of Foreign

National packages, including input into Windstar; approval of scholarships; preparation of Form 8233s; issuance of temporary tax numbers, approval of foreign vendors and foreign research participants

• Reconciliation and preparation of monthly sales tax report, including deposit

• Reconciliation and preparation of employment tax deposits and filing, including both quarterly and annual reports

• Analysis of employees’ tax records and statuses for accuracy • PRO3 training – responsible for delivering PRO315 (Advanced Topics in Payroll and

Leave), PRO316 (Nonresident Alien Training), and PST081 (Payroll Distributions) • Review of self-move reimbursements • Preparation of Federal Exempt Organization Business Income Tax Return (990-T),

including collection of data from campus businesses and providing expertise and guidance to campus on this subject

• Tax research on numerous issues • Produce forms W-2s and 1042-S for employees • Customer service in all areas of payroll and tax • Major participant in audit requests for payroll information

6430100 – Gator Business Administrator Services (GBAS)

• Identify and facilitate initial and on-going training in all areas of finance and administration

• Ensure that Business Administrators and staff have a comprehensive understanding of policies, procedures, rules (State, Federal, university, other) and that they are applied fairly and consistently across units

• Partner Business Administrators across campus with core office leaders on a regular, on-going basis to actively engage in discussing current issues, providing input into new and existing policies and procedures, sharing information and best practices, and suggesting and implementing process improvements.

64300200 – Shared Services Center (SSC)

• Provide financial and administrative services and solutions focused on unit level needs and university-wide objectives by: 1. Integrating top quality people, processes and technology 2. Reviewing and streamlining processes and procedures 3. Ensuring proper internal controls and compliance with applicable requirements.

6440 – Disbursement Services and Asset Management

Disbursement Services:

• Complete credit applications for campus departments

• Manage the vendor system adding and changing vendors when needed

• Work with vendors that have billing concerns or issues

• Manage Sam’s Club and AVIS ACTO programs

• Audit vouchers and expense reports for adherence to UF Directives and Procedures

• Assist with system issues for the Accounts Payable and Travel modules

• Assist departments with correcting match exceptions, recycled vouchers and budget errors

• Process check runs to pay vendors and reimburse employees

• Disburse payments to vendors and employees

• Assist with voiding and replacing checks when needed

• Stale date checks not cashed

• Assist with Imaging issues

• Issue annual 1099s for payments made to vendors during the year

• Approve and provide monthly financial statements for Concession fund expenditures

• Teach AP/Travel Directives and Procedures class and AP/Travel PS class

Asset Management: • Capitalize assets purchased issuing decals for departments

• Provide quarterly and annual depreciation reports

• Provide and support the myAssets system

• Process surveys for disposition and transfer of assets

• Maintains property records for capitalized equipment

• Provides location decals and decals for tracking attractive items

• Perform the annual inventory of capitalized equipment

• Manage surplus operations for the University, which includes: 1. Removal of equipment from campus locations 2. Sell of surplus equipment 3. Proper disposal of any all surplus promoting the University’s green initiative

• Manage assets acquired with federal funding

• Manage Construction funds, which includes: 1. Voucher and payment of all construction related expenditures 2. Project management for construction funds 3. Capitalization of construction expenditures 4. Monthly draws from the State for construction funding

• Annual financial statement preparation for the plant funds

6450 – General Accounting

• Maintain integrity of UF’s General Ledger • Create and maintain all ChartField values in PeopleSoft • Create and maintain Human Resource Account Codes • Create and maintain PeopleSoft Trees • Create and maintain Commitment Control Attributes • Review and post General Ledger journals • Period End Closing • Provide Accounting support to UF and DSO’s • Resolve System Issues • Monthly Financial Reports and Data Warehouse • Financial Services User Group • Training • Auxiliary/Educational Business Activity support • Services Center Rate Review • Agency Cost Center Requests • Monitoring Negative General Ledger Balances • Unclaimed Property

6460 – Financial Reporting

• Annual Financial Report (AFR) • Submit Data/Forms to BOG, DFS & Auditor General for AFR • State University System Consolidated Statement Spreadsheets for the Board of

Governors • Quarterly Financial Reports • Expense data for Voluntary Survey of Education • Expense Data for WUFT • Moody’s, Merritt Research and S&P Reports • Bureau of Economic Analysis Quarterly Reports • Review and coaching of departments for complex journal entries during the year • Integrated Postsecondary Educational Data System report (IPEDS) • Fact Tables for Office of Institutional Research and Planning • Financial Information for the International Center • Financial Data for US News and World Report • SACS Data for Office of Institutional Research and Planning • Summary of Component Unit Audit Reports for the Board • Teach Accounting 101 Course offered by Training & Org. Development

6470 – Treasury Management

• Maintain Bank Relationships for main campus and DSOs

• Reconcile Cash/Bank and Investment accounts

• Process Daily University Deposits (Student and Departments)

• Administer Credit Card activities and PCI compliance oversight

• Manage Operating Cash needs and Investments

• Administer Research Participant Payment and Petty Cash funds

• Manage Central Bank Loans

• Assist with Financing Projects

• Coordinate Accounts Receivable writeoffs

• Communicates University policy for controls over collections and monitors compliance with applicable standards and regulations

6480- University Financial Services

• Assessment of tuition and fees (including most self-funded programs)

• Billing of student accounts receivable – Housing, Library, Transportation and Parking

• Disbursement and refunds of Federal, State and Institutional Financial Aid

• Refunds of student overpayments

• Invoicing of third party donors

• Collections of student loans and delinquent student accounts receivable debts

• Processing of undergraduate waivers

• Processing IRS 1098T and 1098E tax documents

• Reconciliation of student fees, financial aid funds (including Scholarships, Federal and Institutional loan funds)

• Annual federal reporting and financial statement preparation

6490 – Cost Analysis

• Directs the annual space survey performed by campus • Responsible for maintaining the Effort Reporting system required by Circular A-21 • Prepares various reports for agencies such as the annual NSF report • Prepares the annual Schedule of Financial Expenditures (SEFA) report required under

Circular A-133.

• Prepares the University-wide indirect cost study • Assists campus and core offices on questions regarding grantor awards and

compliance issues.

College/Office Name: Finance and AccountingDepartment Name: All DepartmentsDeptID (Level 4) 64XXXXXXPerson Completing Form: Michael McKeePhone Number: 392-1321

FY 2013 Proposed Budget

(5% Reduction)


(Optimized)FY 2012 Budget

(FY13 Flat Budget) FY 2011 Actual FY 2010 Actual

FTE 149.70 157.70 154.40 156.20 163.63

Salaries & Benefits - - - - -

Faculty Salaries - - - - -

Faculty Fringe Benefit Pool Expense - - - - -

Faculty Additional Pay Salaries - - - - - Faculty Additional Pay Fringe Benefit Pool Expense - - - - -

Faculty-COM Salaries - - - - -

Faculty-COM Fringe Benefit Pool Expense - - - - -

Faculty-COM Additional Pay Salaries - - - - -

Faculty-COM Additional Pay Fringe Benefit Pool Expense - - - 365,028 389,125

TEAMS/USPS-Exempt Salaries 4,784,945 4,975,145 4,996,905 9,302,924 9,031,908

TEAMS/USPS-Exempt Fringe Benefit Pool Expense 1,435,483 1,492,544 1,499,071 - -

TEAMS/USPS-Exempt Additional Pay Salaries - - - - -

TEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense - - - - -

TEAMS/USPS-Non-Exempt Salaries 2,227,251 2,386,016 2,328,331 - -

TEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense 908,718 973,495 949,959 - -

TEAMS/USPS-Non-Exempt Additional Pay Salaries - - - - -

TEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense - - - - -

Total Faculty and Teams Salaries & Benefits 9,356,397 9,827,199 9,774,266 9,667,952 9,421,033 Other Temporary/OPS Faculty Salaries 56,510 56,604 69,680 35,292 88,539

Other Temporary/OPS Faculty Fringe Benefit Pool Expense 1,469 1,472 1,812 - -

Graduate Assistants Salaries - - - - -

Graduate Assistants Fringe Benefit Pool Expense - - - - -

Graduate Assistants Additional Pay Salaries - - - - -

Graduate Assistants Additional Pay Fringe Benefit Expense - - - - -

Post Docs Salaries - - - - -

Post Docs Fringe Benefit Expense - - - - -

Post Docs Additional Pay Salaries - - - - -

Post Docs Additional Pay Fringe Benefit Pool Expense - - - - -

Clin Post Docs/Housestaff Salaries - - - - -

Clin Post Docs/Housestaff Fringe Benefit Pool Expense - - - - -

Clin Post Docs/Housestaff Additional Pay Salaries - - - - -

Clin Post Docs/Housestaff Additional Pay Fringe Benefit Expense - - - - -

Student Assistants Salaries 2,000 2,000 2,000 - -

Student Assistants Fringe Benefit Pool Expense 62 62 62 - -

Total OPS & Additional Pay 60,041 60,138 73,554 35,292 88,539 Total Salaries & Benefits 9,416,439 9,887,337 9,847,820 9,703,244 9,509,572

Contractual Services 282,392 314,001 314,000 268,441 213,463

Building Maintenance & Supplies 4,254 54,254 9,254 - -

Moter Fuels And Lubricants 5,000 5,000 5,000 - -

FY 2013 Projected Annual Uses of Funds StatementSupport

College/Office Name: Finance and AccountingDepartment Name: All DepartmentsDeptID (Level 4) 64XXXXXXPerson Completing Form: Michael McKeePhone Number: 392-1321


(5% Reduction)




Repairs & Maintenance 17,262 18,262 17,562 21,532 54,661

Utilities (PPD and IA Only) - - - - -

Data Processing 44,339 60,339 63,114 51,659 89,617

Office Supplies / Uniform / Software / Materials / Pubs 89,861 105,462 94,733 60,893 73,747

Rent 2,626 2,626 2,626 2,890 1,893

Printing & Reproduction 26,129 28,129 27,929 21,172 12,696

Insurance 13,694 18,694 18,614 1,359 6,408

Telephone 52,775 54,775 54,775 48,817 47,098

Postage & Freight 62,032 93,032 85,032 78,738 91,326

Food - - - - -

Advertising 2,800 4,971 4,971 1,068 4,516

Travel and Training 110,744 120,820 108,270 80,815 78,424

Dues & Subscriptions 5,054 5,054 5,054 4,696 3,647

Scholarships - - - - -

Graduate Assistantship Tuition Waivers - - - - -

Miscellaneous Other/ Contingencies 21,955 21,955 21,955 37,923 267

Total Operating Expenses 740,917 907,374 832,889 680,003 677,763

Equipment 59,221 103,084 73,584 7,887 166,647

Library Resources - - - - -

Financial Aid Appropriation (Provost and SPA Only) - - - - -

Risk Management Insurance (Budget Office Only) - - - - -

Debt-Service - - - - 28,931

Total Other 59,221 103,084 73,584 7,887 195,578

Administrative Overhead - - - - -

Other Transfers Out - - - - -

Net Transfers - - - - -

Total Expenditures 10,216,577 10,897,795 10,754,293 10,391,134 10,382,913

Direct Bill to Component Units (provide details below) - - - - -

Support Unit Total Expenditures $10,216,577 $10,897,795 $10,754,293 $10,391,134 $10,382,913

Note: Include a reasonable reserve for contingencies based on prior year history.

College/Office Name: Finance and AccountingDepartment Name: University Controller's OfficeDeptID (Level 4) 6410Person Completing Form: Kim SimpsonPhone Number: 392-1321


(5% Reduction)




FTE 9.85 9.85 10.35 10.10 13.13

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Exempt Salaries $832,653 $832,653 $876,144 $1,348,621 $1,328,426TEAMS/USPS-Exempt Fringe Benefit Pool Expense $249,796 $249,796 $262,843TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Salaries $42,686 $42,686 $42,686TEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $17,416 $17,416 $17,416TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $1,142,551 $1,142,551 $1,199,090 $1,348,621 $1,328,426Other Temporary/OPS Faculty Salaries $2,724 $29,341Other Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $0 $0 $0 $2,724 $29,341Total Salaries & Benefits $1,142,551 $1,142,551 $1,199,090 $1,351,345 $1,357,767


College/Office Name: Finance and AccountingDepartment Name: University Controller's OfficeDeptID (Level 4) 6410Person Completing Form: Kim SimpsonPhone Number: 392-1321


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualContractual Services $3,730 $3,730 $3,730 $8,918 $11,218Building Maintenance & SuppliesMoter Fuels And LubricantsRepairs & Maintenance $2,462 $2,462 $2,462 $3,098 $2,462Utilities (PPD and IA Only)Data Processing $22,614 $22,614 $22,614 $20,114 $22,614Office Supplies / Uniform / Software / Materials / Pubs $3,000 $3,000 $3,000 $9,754 $4,999Rent $950 $950 $950 $1,205 $716Printing & Reproduction $13,160 $13,160 $13,160 $13,527 $199Insurance $2,300 $2,300 $2,300 $2,201Telephone $30,544 $30,544 $30,544 $30,325 $27,617Postage & Freight $6,164 $6,164 $6,164 $13,194 $16,450FoodAdvertisingTravel and Training $39,849 $39,849 $39,849 $23,430 $33,354Dues & Subscriptions $1,850 $1,850 $1,850 $2,677 $1,687ScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies $18,745 $18,745 $18,745 $35,524 $178

Total Operating Expenses $145,368 $145,368 $145,368 $161,766 $123,695

Equipment $59,221 $73,584 $73,584 $1,588 $9,514Library ResourcesFinancial Aid Appropriation (Provost and SPA Only)Risk Management Insurance (Budget Office Only)Debt-Service $28,931

Total Other $59,221 $73,584 $73,584 $1,588 $38,445

Administrative OverheadOther Transfers Out

Net Transfers $0 $0 $0 $0 $0

Total Expenditures $1,347,140 $1,361,503 $1,418,042 $1,514,699 $1,519,907

Direct Bill to Component Units (provide details below)


College/Office Name: Finance and AccountingDepartment Name: University Payroll and Tax ServicesDeptID (Level 4) 6420Person Completing Form: Linda OrfieldPhone Number: 392-1231 x 300


(5% Reduction)




FTE 19.00 20.00 20.00 20.00 21.00


Total Faculty and Teams Salaries & Benefits $1,230,245 $1,274,152 $1,274,152 $1,307,209 $1,188,407Other Temporary/OPS Faculty SalariesOther Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants Salaries $2,000 $2,000 $2,000Student Assistants Fringe Benefit Pool Expense $62 $62 $62

Total OPS & Additional Pay $2,062 $2,062 $2,062 $0 $0Total Salaries & Benefits $1,232,307 $1,276,214 $1,276,214 $1,307,209 $1,188,407

Contractual Services $800 $800 $800 $1,228 $648Building Maintenance & SuppliesMoter Fuels And LubricantsRepairs & Maintenance $600 $600 $600 $773 $213Utilities (PPD and IA Only)


College/Office Name: Finance and AccountingDepartment Name: University Payroll and Tax ServicesDeptID (Level 4) 6420Person Completing Form: Linda OrfieldPhone Number: 392-1231 x 300


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualData Processing $21,725 $37,725 $40,500 $30,000 $11,244Office Supplies / Uniform / Software / Materials / Pubs $9,174 $12,000 $9,996 $5,297 $11,221Rent $50Printing & Reproduction $1,000 $1,000 $800 $943 $786InsuranceTelephonePostage & Freight $8,000 $8,000 $78FoodAdvertisingTravel and Training $14,950 $15,000 $14,950 $5,483 $9,895Dues & Subscriptions $219 $219 $219 $219ScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies


EquipmentLibrary ResourcesFinancial Aid Appropriation (Provost and SPA Only)Risk Management Insurance (Budget Office Only)Debt-Service

Total Other $0 $0 $0 $0 $0






College/Office Name: Finance and AccountingDepartment Name: GBAS DeptID (Level 4) 64300100Person Completing Form: Karen KirkmanPhone Number: 392-1324


(5% Reduction)




FTE 0.60 0.60 0.80 0.60 -

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Exempt Salaries $85,786 $114,345 $114,345TEAMS/USPS-Exempt Fringe Benefit Pool Expense $25,736 $34,304 $34,304TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt SalariesTEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $111,522 $148,649 $148,649 $0 $0Other Temporary/OPS Faculty SalariesOther Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $0 $0 $0 $0 $0Total Salaries & Benefits $111,522 $148,649 $148,649 $0 $0

Contractual ServicesBuilding Maintenance & SuppliesMoter Fuels And LubricantsRepairs & MaintenanceUtilities (PPD and IA Only)


College/Office Name: Finance and AccountingDepartment Name: GBAS DeptID (Level 4) 64300100Person Completing Form: Karen KirkmanPhone Number: 392-1324


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualData ProcessingOffice Supplies / Uniform / Software / Materials / Pubs $2,000 $2,000 $1,000RentPrinting & ReproductionInsuranceTelephonePostage & FreightFoodAdvertisingTravel and Training $8,000 $8,000 $3,000Dues & SubscriptionsScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies

Total Operating Expenses $10,000 $10,000 $4,000 $0 $0


Total Other $0 $0 $0 $0 $0



Total Expenditures $121,522 $158,649 $152,649 $0 $0


Support Unit Total Expenditures $121,522 $158,649 $152,649 $0 $0

Note: Include a reasonable reserve for contingencies based on prior year history.Increase in Training is for GBAS Institutes now being held twice a year.

College/Office Name: Finance and AccountingDepartment Name: SSCDeptID (Level 4) 64300200Person Completing Form: Elizabeth AmdurPhone Number: 392-1324


(5% Reduction)




FTE 4.00 4.00 4.00

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Exempt Salaries $92,700 $92,700 $123,316TEAMS/USPS-Exempt Fringe Benefit Pool Expense $27,810 $27,810 $36,995TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Salaries $110,147 $110,147 $110,147TEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $44,940 $44,940 $44,940TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $275,597 $275,597 $315,398 $0 $0Other Temporary/OPS Faculty SalariesOther Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $0 $0 $0 $0 $0Total Salaries & Benefits $275,597 $275,597 $315,398 $0 $0

Contractual ServicesBuilding Maintenance & SuppliesMoter Fuels And LubricantsRepairs & Maintenance


College/Office Name: Finance and AccountingDepartment Name: SSCDeptID (Level 4) 64300200Person Completing Form: Elizabeth AmdurPhone Number: 392-1324


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualUtilities (PPD and IA Only)Data ProcessingOffice Supplies / Uniform / Software / Materials / Pubs $1,200 $1,200RentPrinting & ReproductionInsuranceTelephonePostage & FreightFoodAdvertisingTravel and TrainingDues & SubscriptionsScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies

Total Operating Expenses $1,200 $1,200 $0 $0 $0


Total Other $0 $0 $0 $0 $0



Total Expenditures $276,797 $276,797 $315,398 $0 $0


Support Unit Total Expenditures $276,797 $276,797 $315,398 $0 $0

Note: Include a reasonable reserve for contingencies based on prior year history.Assoc Director salary budgeted at 122,600 in 2012 (2013 flat budget) but actual $92,700.

College/Office Name: Finance and AccountingDepartment Name: Disbursement and Asset ManagementDeptID (Level 4) 6440Person Completing Form: Randy StaplesPhone Number: 392-1331


(5% Reduction)




FTE 53.00 56.00 55.00 60.00 60.00

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Exempt Salaries $945,943 $993,943 $945,943 $2,914,317 $2,837,738TEAMS/USPS-Exempt Fringe Benefit Pool Expense $283,783 $298,183 $283,783TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Salaries $1,010,071 $1,079,967 $1,079,967TEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $412,109 $440,627 $440,627TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $2,651,906 $2,812,719 $2,750,319 $2,914,317 $2,837,738Other Temporary/OPS Faculty Salaries $20,468 $20,468 $20,468 $20,457 $37,862Other Temporary/OPS Faculty Fringe Benefit Pool Expense $532 $532 $532Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $21,000 $21,000 $21,000 $20,457 $37,862Total Salaries & Benefits $2,672,906 $2,833,720 $2,771,320 $2,934,774 $2,875,600

Contractual Services $1,231 $6,177Building Maintenance & Supplies $45,000Moter Fuels And Lubricants $5,000 $5,000 $5,000Repairs & Maintenance $12,000 $13,000 $13,000 $12,300 $10,544


College/Office Name: Finance and AccountingDepartment Name: Disbursement and Asset ManagementDeptID (Level 4) 6440Person Completing Form: Randy StaplesPhone Number: 392-1331


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualUtilities (PPD and IA Only)Data Processing $1,376 $1,648Office Supplies / Uniform / Software / Materials / Pubs $24,000 $25,250 $25,250 $14,949 $24,121RentPrinting & Reproduction $7,500 $7,500 $7,500 $2,585 $4,071Insurance $1,000 $1,000 $1,000 $213Telephone $7,000 $7,000 $7,000 $8,810 $8,887Postage & Freight $29,000 $34,000 $34,000 $38,234 $28,077FoodAdvertising $800 $800 $800 $1,068 $1,316Travel and Training $8,000 $20,000 $13,000 $16,152 $16,394Dues & Subscriptions $2,000 $2,000 $2,000 $1,524 $1,640ScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies $1,950 $1,950 $1,950 $2,526


Equipment $6,299Library ResourcesFinancial Aid Appropriation (Provost and SPA Only)Risk Management Insurance (Budget Office Only)Debt-Service

Total Other $0 $0 $0 $6,299 $0






College/Office Name: Finance and AccountingDepartment Name: Financial ReportingDeptID (Level 4) 6450Person Completing Form: Sheela MoudgilPhone Number: 392-1326


(5% Reduction)




FTE 4.00 4.00 4.00 4.00 4.00

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Exempt Salaries $235,675 $235,675 $235,675 $310,702 $302,553TEAMS/USPS-Exempt Fringe Benefit Pool Expense $70,703 $70,703 $70,703TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt SalariesTEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $306,378 $306,378 $306,378 $310,702 $302,553Other Temporary/OPS Faculty SalariesOther Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $0 $0 $0 $0 $0Total Salaries & Benefits $306,378 $306,378 $306,378 $310,702 $302,553

Contractual Services $50Building Maintenance & SuppliesMoter Fuels And Lubricants


College/Office Name: Finance and AccountingDepartment Name: Financial ReportingDeptID (Level 4) 6450Person Completing Form: Sheela MoudgilPhone Number: 392-1326


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualRepairs & MaintenanceUtilities (PPD and IA Only)Data ProcessingOffice Supplies / Uniform / Software / Materials / Pubs $250 $250 $250 $84 $182RentPrinting & ReproductionInsuranceTelephonePostage & FreightFoodAdvertisingTravel and Training $2,750 $2,750 $2,750 $895 $2,360Dues & Subscriptions $320ScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies



Total Other $0 $0 $0 $0 $0



Total Expenditures $309,378 $309,378 $309,378 $311,731 $305,415


Support Unit Total Expenditures $309,378 $309,378 $309,378 $311,731 $305,415

College/Office Name: Finance and AccountingDepartment Name: General AccountingDeptID (Level 4) 6460Person Completing Form: Sheela MoudgilPhone Number: 392-1326


(5% Reduction)




FTE 9.00 9.00 9.00 8.00 8.00

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Exempt Salaries $456,842 $456,842 $456,842 $631,327 $573,561TEAMS/USPS-Exempt Fringe Benefit Pool Expense $137,053 $137,053 $137,053TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Salaries $27,269 $27,269 $27,269TEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $11,126 $11,126 $11,126TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $632,289 $632,289 $632,289 $631,327 $573,561Other Temporary/OPS Faculty Salaries $5,121Other Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $0 $0 $0 $5,121 $0Total Salaries & Benefits $632,289 $632,289 $632,289 $636,448 $573,561

Contractual Services $589Building Maintenance & SuppliesMoter Fuels And Lubricants


College/Office Name: Finance and AccountingDepartment Name: General AccountingDeptID (Level 4) 6460Person Completing Form: Sheela MoudgilPhone Number: 392-1326


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualRepairs & Maintenance $484Utilities (PPD and IA Only)Data ProcessingOffice Supplies / Uniform / Software / Materials / Pubs $2,000 $2,000 $2,000 $1,847 $2,693RentPrinting & ReproductionInsuranceTelephonePostage & FreightFoodAdvertisingTravel and Training $6,695 $6,695 $6,695 $4,715 $4,759Dues & SubscriptionsScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies



Total Other $0 $0 $0 $0 $0






College/Office Name: Finance and AccountingDepartment Name: Treasury ManagementDeptID (Level 4) 6470Person Completing Form: Cheryl BellPhone Number: 273-0444


(5% Reduction)




FTE 18.00 20.00 18.00 18.00 21.00


Total Faculty and Teams Salaries & Benefits $1,075,786 $1,154,948 $1,114,673 $1,135,823 $1,173,672Other Temporary/OPS Faculty Salaries $10,873 $1,000 $14,076 $1,639Other Temporary/OPS Faculty Fringe Benefit Pool Expense $283 $26 $366Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $11,156 $1,026 $14,442 $1,639 $0Total Salaries & Benefits $1,086,942 $1,155,974 $1,129,115 $1,137,462 $1,173,672

Contractual Services $168,900 $176,565 $186,564 $158,319 $78,785Building Maintenance & Supplies


College/Office Name: Finance and AccountingDepartment Name: Treasury ManagementDeptID (Level 4) 6470Person Completing Form: Cheryl BellPhone Number: 273-0444


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualMoter Fuels And LubricantsRepairs & Maintenance $2,200 $2,200 $1,500 $2,204 $3,371Utilities (PPD and IA Only)Data Processing $54,111Office Supplies / Uniform / Software / Materials / Pubs $24,475 $31,000 $24,475 $19,656 $15,009Rent $65 $65 $65 $65 $1,177Printing & Reproduction $5,765Insurance $1,400 $1,400 $1,320 $1,359Telephone $4,086 $4,086 $4,086Postage & FreightFoodAdvertising $493Travel and Training $7,000 $7,500 $7,000 $5,608 $3,015Dues & SubscriptionsScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies $1,260 $1,260 $1,260 ($127) $89


Equipment $3,623Library ResourcesFinancial Aid Appropriation (Provost and SPA Only)Risk Management Insurance (Budget Office Only)Debt-Service

Total Other $0 $0 $0 $0 $3,623




College/Office Name: Finance and AccountingDepartment Name: University Financial ServicesDeptID (Level 4) 6480Person Completing Form: Ruth HarrisPhone Number: 392-0779


(5% Reduction)




FTE 28.25 29.25 28.25 30.50 30.50


Total Faculty and Teams Salaries & Benefits $1,627,457 $1,679,749 $1,627,458 $1,654,925 $1,627,551Other Temporary/OPS Faculty Salaries $25,169 $35,136 $35,136 $5,351 $21,336Other Temporary/OPS Faculty Fringe Benefit Pool Expense $654 $914 $914Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $25,823 $36,050 $36,050 $5,351 $21,336Total Salaries & Benefits $1,653,280 $1,715,799 $1,663,507 $1,660,276 $1,648,887

Contractual Services $108,962 $132,906 $122,906 $98,106 $116,635Building Maintenance & Supplies $4,254 $9,254 $9,254Moter Fuels And Lubricants


College/Office Name: Finance and AccountingDepartment Name: University Financial ServicesDeptID (Level 4) 6480Person Completing Form: Ruth HarrisPhone Number: 392-0779


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualRepairs & Maintenance $2,673 $38,071Utilities (PPD and IA Only)Data Processing $169Office Supplies / Uniform / Software / Materials / Pubs $22,812 $27,812 $27,812 $9,306 $15,522Rent $1,381 $1,381 $1,381 $1,410Printing & Reproduction $4,469 $6,469 $6,469 $4,117 $1,875Insurance $8,994 $13,994 $13,994 $3,994Telephone $11,145 $13,145 $13,145 $9,682 $10,594Postage & Freight $18,868 $44,868 $44,868 $27,232 $46,799FoodAdvertising $2,000 $4,171 $4,171 $2,707Travel and Training $16,000 $16,000 $16,000 $13,713 $8,647Dues & Subscriptions $276ScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies


Equipment $29,500 $153,510Library ResourcesFinancial Aid Appropriation (Provost and SPA Only)Risk Management Insurance (Budget Office Only)Debt-Service

Total Other $0 $29,500 $0 $0 $153,510






College/Office Name: Finance and AccountingDepartment Name: Cost AnalysisDeptID (Level 4) 6490Person Completing Form: Brenda HarrellPhone Number: 392-5778


(5% Reduction)




FTE 4.00 5.00 5.00 5.00 6.00

Salaries & BenefitsFaculty SalariesFaculty Fringe Benefit Pool Expense $0 $0 $0Faculty Additional Pay SalariesFaculty Additional Pay Fringe Benefit Pool Expense $0 $0 $0Faculty-COM SalariesFaculty-COM Fringe Benefit Pool Expense $0 $0 $0Faculty-COM Additional Pay SalariesFaculty-COM Additional Pay Fringe Benefit Pool Expense $0 $0 $0 $365,028 $389,125TEAMS/USPS-Exempt Salaries $232,821 $307,821 $312,201TEAMS/USPS-Exempt Fringe Benefit Pool Expense $69,846 $92,346 $93,660TEAMS/USPS-Exempt Additional Pay SalariesTEAMS/USPS-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt SalariesTEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $0 $0 $0TEAMS/USPS-Non-Exempt Additional Pay SalariesTEAMS/USPS-Non-Exempt Additional Pay Fringe Benefit Pool Expense $0 $0 $0

Total Faculty and Teams Salaries & Benefits $302,667 $400,167 $405,861 $365,028 $389,125Other Temporary/OPS Faculty SalariesOther Temporary/OPS Faculty Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants SalariesGraduate Assistants Fringe Benefit Pool Expense $0 $0 $0Graduate Assistants Additional Pay SalariesGraduate Assistants Additional Pay Fringe Benefit Expense $0 $0 $0Post Docs SalariesPost Docs Fringe Benefit Expense $0 $0 $0Post Docs Additional Pay SalariesPost Docs Additional Pay Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff SalariesClin Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0Clin Post Docs/Housestaff Additional Pay SalariesClin Post Docs/Housestaff Additional Pay Fringe Benefit Expense $0 $0 $0Student Assistants SalariesStudent Assistants Fringe Benefit Pool Expense $0 $0 $0

Total OPS & Additional Pay $0 $0 $0 $0 $0Total Salaries & Benefits $302,667 $400,167 $405,861 $365,028 $389,125

Contractual ServicesBuilding Maintenance & SuppliesMoter Fuels And LubricantsRepairs & MaintenanceUtilities (PPD and IA Only)


College/Office Name: Finance and AccountingDepartment Name: Cost AnalysisDeptID (Level 4) 6490Person Completing Form: Brenda HarrellPhone Number: 392-5778


(5% Reduction)



(FY13 Flat Budget) FY 2011 Actual FY 2010 ActualData ProcessingOffice Supplies / Uniform / Software / Materials / Pubs $950 $950 $950 $160Rent $230 $230 $230Printing & ReproductionInsuranceTelephonePostage & FreightFoodAdvertisingTravel and Training $7,500 $5,026 $5,026 $10,819Dues & Subscriptions $985 $985 $985ScholarshipsGraduate Assistantship Tuition WaiversMiscellaneous Other/ Contingencies

Total Operating Expenses $9,665 $7,191 $7,191 $10,979 $0


Total Other $0 $0 $0 $0 $0






64XX – Finance & Accounting

FY 13 Budget Cut Scenario (5%)

2012 Budget (2013 Flat)……………………………………………………………………………………………………………………………… $10,754,293 Less: Cost cutting measures detailed by area……………………………………………………………………………………………. $(537,716)

2013 Budget proposed with 5% Cut (required reduction: $10,754,293 x .05 = $537,715)…………………………………………… $10,216,577

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat) $10,754,293 Net changes to flat budget………………………………………………………………………………………………………………… $143,502 2013 Optimal Budget …………….. …………………………………………………………………………………………………………… $10,897,795

University Controller’s Office


2012 Budget (2013 Flat)……………………………………………………………………………………………………………………………… $1,418,042 Less: Cost cutting proposals

• Eliminate .5 FTE (Senior Associate Controller)……………………………………………………………………($79,162) (Impact: This position has been vacant during the 2012 fiscal year. While audit coordination is not as smooth as in previous years, that coordination remains sufficient.)

• Change to reflect movement in positions between Departments..……………………………………..$22,623

• Reduce replacement equipment for all of F&A………………………………………………………………….($14,363) (Impact: We will not be able to keep up with technology or replace obsolete equipment, accordingly, productivity will be affected.)

Total savings: …………………………………………………………………………………..…………………………………………………………………………………… ($70,902) 2013 Budget proposed with 5% Cut…………………………………………………………………………………………………………… $1,347,140

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat) $1,418,042

Changes to budget:

• Change to reflect movement in positions between Divisions………….………………………………..$22,623

• Transfer .5 FTE (Sr. Associate Controller) to Treasury Management to Fund positions for programs that benefit campus (Research Participants, Cash Deposits improvements)……($79,162)

Total change to budget:………………………………………………………………………………………………………………………. ($56,539) 2013 Optimal Budget …………….. ………………………………………………………………………………………………………………. $1,361,503

University Payroll and Tax Services


2012 Budget (2013 Flat)………………………………………………………………………………………………………………………………… $1,344,079 - 1.0 FTE (Position #00023266)…………..……………………………………………………………………………………………($43,907)

(Impact: This position is in the Tax Services area. To eliminate a position, we would have to eliminate some basic services. Some duties would have to be reassigned. Compliance and customer service would decline, risk to UF would increase.

• Eliminate Prior-Year payroll off-cycles. Process all off-cycles as current year. • No longer process Prior 60s. These are Time & Labor adjustments (frequently leave usage or overpayments), more than 60 days

old which cannot be processed by the department or employee. 903 forms were processed in FY 2010-11. • No longer process Wage Refund Calculations. The overpayment would be appropriately reported on the employee’s W-2 and

the department would not recover the overpayment. In fiscal year 2010-11, our office processed 462 wage refund calculations, totaling $423,800.

• No longer produce emergency checks. If a department did not process an employee’s time correctly or in a timely manner, the employee would have to wait until the following pay cycle to be paid. In FY 2010-11, 699 checks were processed, totaling $1,514,706 and 38,981 hours. )

• Increased risk. Compliance with regulatory requirements and UF policies will be reduced. With the regulatory requirements of our operations, our exempt staff is already working evenings and weekends to maintain the current workload. Customer Service will be greatly diminished. There is little to no “down time” to catch up on responsibilities.

Windstar Interface (implementation assistance in FY 12)…………………………………………………………($18,775) (Note: This is a reduction in the Data Processing budget)

- Reduction in Office Supplies……………………………………………………………………………………………………… ($ 822) - Increase in Printing & Reproduction…………………………………………………………………………………………. $ 200 Total savings: ……………………………………………………………………………………………………………………………………………………………… ($63,304)

Postage for Mailing W-2s (Requested, but not funded in the past)…………………………………………………. $8,000 2013 Budget proposed with 5% cut……………………………………………………………………………………………………. $1,288,775

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat): $1,344,079

Changes to budget: - Windstar Interface (continuing support and training………………………………………………………… ($2,775)

(Note: This is a reduction in the Data Processing budget)

- Increase in Printing & Reproduction…………………………………………………………………………………………. $ 200 - Increase in Office Supplies/Software/Materials/Publications……………………………………………………. $ 2,004 - Increase in Travel and Training………………………………………………………………………………………………. $ 50 Total savings ………………………………………………………………………………………………………………………………………………………. ($521)

Postage for Mailing W-2s (requested by not funded in the past )……………………………………………………. $ 8,000 2013 Optimal Budget ……………………………………………………………………………………………………………………………………. $1,351,558

Gator Business Administrator Services (GBAS)


2012 Budget (2013 Flat):……………………………………………………………………………………………………………………………………… $152,649 Less: Cost cutting proposals

• Reduce FTE from .8 to .6 (GBAS Associate Director) ………………………………………………………($37,127) (Impact: Less focus on the administration of the GBAS and Shared Services Center project)

Add: Additional costs:

• Business Institute and other training/meetings are increasing as are the number of participants ……………………………………………………………………………………………………………… $6,000

Total savings: …………………………………………………………………………………………………………………………………………………………… ($31,127) 2013 Budget proposed with 5% cut…………………………………………………………………………………………………………………… $121,522

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat): $152,649 Add: Additional costs:

• Business Institute and other training/meetings are increasing as are the number

• of participants ………………………………………………………………………………………………………………$6,000 Total …………………………………………………………………………………………………………………………………………………………………………… $6,000

2013 Optimal Budget…………...…………………………………………………………………………………………………………………………… $158,649

Shared Services Center (SSC)



• Savings from hiring at salary lower than budgeted………………………………………………………($39,801) Add: Additional costs:

• Funding of office supplies not funded previously….………………………………………………………….$1,200

Total savings: ………………………………………………………………………………………………………………………………………………………………………………… ($38,601) 2013 Budget proposed with 5% cut…………………………………………………………………………………………………………………… $276,797

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat): $315,398

Less: Cost cutting proposals

• Savings from hiring of at salary lower than budgeted……………………………………………….…($39,801) Add: Additional costs:

• Funding of office supplies not funded previously….………………………………………………………….$1,200

Total savings: ………………………………………………………….………………………………………………………………………………………………… ($38,601) 2013 Optimal Budget ……...…….…………………………………………………………………………………………………………………… $276,797

Disbursement Services and Asset Management


2012 Budget (2013 Flat): ………………………………………………………………………………………………………………… $2,881,820 Less: Cost cutting proposals

• Decrease in salaries - 2.0 FTE (2.0 FTE Disbursements) …………….……… ($98,414) (Impact: Reduce Travel employees from 7 to 5 FTE – Change in Travel procedure. Eliminate College level audits.

Reduce customer service to departments (issue resolution, teaching, approver setup, add locations, etc.) and perform sporadic onsite audits of departments. Results in higher risk of inappropriate charges)

• Decrease in expense budget ……………………………………………………….. ($12,250)

(Reduced Repair & Maintenance, Postage, Office Supplies, and Travel. Reduces effectiveness of Equipment and affects staff’s knowledge of applicable laws, rules and regulations.)

Total savings: ……………………………………………………………………………..………………………………………………………….. ($110,664)

2013 Budget proposed with 5% cut …..………………………………………………………………………………………….. $2,771,156

FY 13 Budget Optimal Budget Changes 2012 Budget:…………………………………………………………………………………………………………………………………… $2,881,820 Plus: Increase in budget

• Increase in salaries - 1.0 FTE (Disbursements) ……………………………… $62,400 Restore Administrative Services Coordinator II position. Will be needed to manage ePayables solution for the University)

• Increase in expense budget…………………………………………………………… $52,000 (Increased travel budget by $7,000 which allows new and existing staff to stay abreast of ever-changing laws, rules and regulations. $45,000 to initiate Travelex program to convert

checks to EFT.)

Total Additional Cost: ……………………………………………………………….……………………………………………….. $114,400

2013 Optimal Budget ………..……………………………………………………………………………………………………….… $2,996,220

Financial Reporting


2012 Budget (2013 Flat)……………………………………………………………..……………………………………………………………………… $309,378 2013 Proposed with 5% Cut…………………………………………………………………………………………………………………………………$309,378

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat)……………………………………………………………………………………………………………………… $309,378 2013 Optimal Budget……….…………………………………………………………………………………………………...………….. $309,378

General Accounting


2012 Budget (2013 Flat)…………………………………………………………………………………………………………………………. $640,984 2013 Proposed with 5% Cut……………………………………………………………………………………………………………. $640,984

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat)…………………………………………………………………………………………………………………… $640,984 2013 Optimal Budget………………………………………………………………………………………………………………………. $640,984

Treasury Management


2012 Budget (2013 Flat)……………………………………………………………………………………………………………………………..………$1,355,385 Less: Cost cutting proposals Salary savings due to retirements ………………………………………………………….($38,886)

• OPS budget decrease ………………………………………………………………………………..($3,286) (Impact: Will reduce funds available to hire temp help during fee payment deadlines)

• Contractual services estimated due to fees under new banking contract..($17,665) Total decreases……………………………………………………………………………………………………………………… ($59,837) Increases:

• Repairs/Maintenance……………………………………………………………………………………$700 • Insurance………………………………………………………………………………………………………..$80

Total increases………………………………………………………………………………………………………………………. $780 Total savings ………………………………………………………………………..…………………………………………………………… ($59,057) 2013 Proposed with 5% Cut…………………………………………………………………………………………………………………………….$1,296,328

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat) $1,355,385


• Salary savings due to retirements ………………………………………………………….($38,886) • OPS budget decrease …………………………………………………………………………… ($13,416)

(New FTE could absorb current OPS needs)

• Contractual services due to fees under banking services contract but offset by new services………………………………………………………………………………………..…………………($10,000)

Total decreases……………………………………………………………………………………………………………………… ($62,302)

Additional Costs:

• Transfer of funds from vacant Sr. Associate Controller position to cover two positions needed to implement two new programs…………………………….....$79,162 (Impact is to be able to implement and administer/maintain new services to campus that will increase productivity and efficiently across campus – new Department deposit process and new Research Participation Payment program)

• Increase in Office supplies: o Prepaid debit cards - Research Participation Program……………..…$10,000 o General Office supplies, other …………………………………………………….($3,475)

• Repairs/Maintenance……………………………………………………………………………………$700 • Insurance……………………………………………………………………………………………………..$80 • Training………………………………………………………………………………………………………..$500

Total additional costs…………………………………………………………………………………………………………. $86,967

2013 Optimal Budget……………………………………………………………………………………………………………………………………. $1,380,050

University Financial Services


2012 Budget (2013 Flat)………………………………………………………………………………………………………………………………… $1,923,507 Less: Cost cutting proposals

• Reduce FWS/OPS – this will impact the timely processing of UFS images…………………….($10,227) • Reduce contractual services - (Impact: will reduce collection of debts owed to loans and other

Parts of the University, including Housing, Traffic & Parking, etc)………………….……………………………………………($13,943)

• Reduce repair and maintenance costs – hope that usage will be less……………………………. ($5,000)

• Reduction in office supplies – will be very hard but hopefully manageable…………………. ($5,000)

• Reduction in insurance costs – hope that no worker’s comp claims will be filed…………. .($5,000)

• Reduce printing – due to reduction in printing for 1098T forms)…………………………………..( $2,000)

• Reduce postage – due to electronic mailings…………………………………………………………………($26,000)

• Reduce advertising – hope to accomplish more communication online……………………….. ($2,172)

• Reduce telephone costs – due to current bill history…………………………………………………….. ($2,000) Total savings ……………………………………………………………………………………………………………………………………………………. ($71,342)

2013 Budget proposed with 5% cut………………………………………………………………………………………………………………… $1,852,165

University Financial Services

FY 13 Budget Optimal Budget Changes

2012 Budget (2013 Flat): $1,923,507 Additional Costs:

• 1.0 FTE to provide and improve electronic communications (social networks, Publications, with our customers (students, UF departments, parents and staff……….……$52,291

• Increase in contractual services to improve collections on delinquent non-loan debts…..$10,000

• Renovate of offices to create more efficient workspaces………………………………………………..$25,000

• Additional imaging scanner to increase productivity of imaging UFS documents………………$4,500 Total Additional Costs ……………………………………………………………………………………………………………………...…. $91,791

2013 Optimal Budget……………………………………………………………………………………………………………………………………… $2,015,299

Cost Analysis



• Eliminate vacant Accounting Coordinator 3 position…………….………………………………………($97,500) (Impact – less backup for other staff and Cost Analysis Manager which provides less depth)

• Other savings from position turnovers ………………………………………………………………………… ($5,694) Add: Additional costs:

• Increase in training costs to cover skills lost in not filling AC3 position…………………………….$2,474

Total savings: ……………………………………………..………………………………………………………………………………………………… ($100,720) 2013 Budget proposed with 5% cut…………………………………………………………………………………………………………………… $312,332

FY 13 Budget Optimal Budget Changes 2012 Budget (2013 Flat): $413,052


• Savings from position turnovers …………………………………………..……………………………………..…($5,694)

Total savings: ……………………………………………………………………………………………………………………………………………… ($5,694)

2013 Optimal Budget ……….…………………………………………………………………………………………………………………… $407,358

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