Instructions for Completing the Basic Budget Expense Budget Turnaround (BTA)

Contents:

I. UD Dropbox Pickup for BTA Worksheets

II. Worksheet Format and Completion

III. Salary Budgeting

IV. Benefits Budgeting

V. Support Budgeting

VI. UD Dropbox Drop-off of BTA Worksheets

VII. Budget Office Contacts

I. UD DROPBOX PICK-UP FOR BTA WORKSHEETS

Each BTA worksheet will be sent via the UD Dropbox. When the initial worksheet is sent, you will receive the following email:

The format above is true whether you are using Thunderbird or Outlook. You should click the underlined link to get to the Pick-up location, then click the Filename and open or save as applicable. From here, you may then begin your unit’s BTA process.

II. WORKSHEET FORMAT AND COMPLETION

FORMAT

Worksheets for each College or Administrative area are provided by DeptID, and subtotaled by Purpose and Department. The Actuals data on the right side of the worksheets is shown only for historical information.

Each worksheet will have the Total FY10 Budget Target amount reflected at the top and bottom on the left side so it can easily be referred to when scrolling through the sheets. Some items to note:

· The worksheet’s Grand Total must equal the Budget Target

· Only update the ‘FY10 Proposed Budget’ amounts

· The ‘FY10 Calculated Changes’ will automatically update after entering the Proposed Budget

· Comments are optional

COMPLETION

After receiving the BTA worksheet, you may either complete it in its’ original format or create your own, as long as it includes the Program Code, DeptID, Purpose, and Account for each FY10 budgeted amount. A few items to note:

· For both Colleges and Non-College areas, the Grand Total needs to match the BTA worksheets FY10 Budget Target, indicated on the top and bottom of the sheet

· If the worksheet Grand Total is less than the Budget Target because you would like to hold funds in reserve and need a new Purpose, please contact your Budget Analyst in the Budget Office

· New Purposes can be added to the worksheet by inserting a line where applicable

· Budget as accurately as possible by Purpose and Account

· Areas with multiple departments may split-up the worksheets to different managers – however, the BTA files must be returned as one worksheet with one tab to ensure the Grand Total matches the FY10 Budget Target amount

· The re-compiled worksheets can have just a Grand Total at the bottom; although the original sheets reflected subtotals, this is not required on the returned submissions

III. SALARY BUDGETING

The FY10 proposed Salary budgets on the worksheets do not include the Employee BTA increases. The salary budgets equal the FY09 Permanent Budget. There are two possible methods for increasing your salary budgets:

· Method 1 – If all unit employees are full-time and paid via the same Purpose, then you may use the Employee BTA screens to obtain the salaries. If this applies to you and your unit has vacant salary lines, you should consider applying an increase to them.

· Method 2 – If unit employees are paid via multiple Purposes, you may add the merit % increase to the FY10 Proposed Salary Budget shown in that column, rather than line-by-line for each Purpose. The vacant lines are already part of the total salary budget.

Some additional reporting will be available to aid in determining Salary and Benefit amounts. Two Obligation queries in Financial Reporting (FIRPT) – OBL_QRY_ACCT and OBL_QRY_PURP – show salary obligations for each Purpose. They show FY10 fiscal yr. salary obligations now, but won’t reflect FY10 academic yr. salary obligations until Sept. In particular, the ACCT query provides Salary and Benefit obligation information by Account. See the screen print on the next page.

Note that the data reflects all pertinent information about all the employees paid within a particular Purpose, and provides the Accounts, Salaries, and associated Benefits for each.

IV. BENEFITS BUDGETING

Benefit rates are provided for assistance in calculating the amount associated with each salary and corresponding benefit account, to include 129100, 129300, 129500, or 129700. Benefit amounts are not automatically calculated due to possible vacant lines; however, even if the lines are currently vacant, you should budget the benefits for the full year. The reason for this is because you are submitting a Permanent Budget and you will need those funds to cover future benefit expenses.

The screen print below shows the Benefit percentages in the account description for each salary line:

Benefit rates appear next to each salary and benefit account so you can see which ones are associated with each other.

To accurately determine whether a salary line has an associated benefit account, please go the Budget Office homepage and click the ‘General Instructions and Guidelines’ link.

You will then see a ‘Benefit Rates’ link which will take you to the Internal Rates page. At the bottom of this page, click the ‘…Salary PS Accounts Listing’ to obtain an Excel spreadsheet which shows the full listing of all applicable Salary Accounts and their associated Benefit percentages and Accounts. Use the FY09-10 percentages to complete your BTA.

If you need add an additional Purpose or Account, you may insert a line and enter the necessary data.

V. SUPPORT BUDGETING

Support budgets can be entered for any Support account. Most budgets are currently in 140000, but others can be used, such as Travel or Graduate Student Labor if you choose.

As a guideline, Support accounts greater than 129700 have previously been budgeted in the major account category, such as 130000, 140000, and so forth. You may budget in each specific account spent from, but it is not necessary.

VI. UD DROPBOX DROP-OFF FOR BTA WORKSHEETS

To begin the Drop-off process, enter the following address into your web browser: http://www.udel.edu/dropbox. This will take you directly to the Dropbox screen as noted:

You will then click the blue button titled ‘Drop-off’ to bring you to the next screen:

From here, complete the following:

· Block 1 – enter your name and email address

· Block 2 – enter ‘bta’ in both the Name and Email boxes

· Block 3 – upload your BTA file and provide a brief description, to include the name of your area; this helps the Budget Office identify those submissions we have received.

Once you have completed Block 3, click the ‘Drop-off the File(s)’ button to submit your BTA file to the Budget Office inbox.

VII. BUDGET OFFICE CONTACTS

The screen print below is taken directly from the Budget Office homepage link, ‘Budget Office Staff and Contacts’

If you are unsure of who is your analyst, contact x1234 to speak with Bob Bosler; he will direct you to the appropriate person.