The Budget Office is responsible for the planning and development of budget forecasts, management reporting, and analyses to support resource allocation and decision-making as requested by unit financial administrators for academic and non-academic units, as well as senior administration.
What is UD's Fiscal Year?
UD's fiscal year begins on July 1st and runs through June 30th.
What are the major milestones in the budget process and when do they occur?
Look here for the Budget Office's annual calendar.
How do I view my budget?
You can view your units budgeted amounts by specific purpose in UDataGlance. If you are looking to view a more robust report of your units budget that aggregates the purposes that you have access to based on your Row Level Security, then visit the Financial Reports page on the Budget Office's website.
What is a temporary budget revision?
A temporary budget revision is a move of funds to a Purpose to fund activity in the current fiscal year only. These funds will not carry over the following year or become part of the unit's permanent budget.
Temporary budget funds may be moved to a Purpose from any other operating budget or supplemental fund during the year. The unit must process a budget revision, selecting "TEMPBUD" in order to make the transfer.
What is a permanent budget?
The unit's allotted budget as determined in the BTA process for the fiscal year, is its beginning permanent budget. Throughout the year, additional funds may be added or deducted to the permanent budget through permanent budget transfers, subject to the appropriate approval. The total permanent budget in each fiscal year will the permanent budget for the following year.
Who is responsible for processing Budget Revisions?
Generally, each unit is responsible for processing their own budget revisions. Exceptions are when budget revisions from or to university-wide purposes are needed.
How do I know what is permanently budgeted for my area?
Each unit receives its permanent budget for the year through the BTA process. These are defined in the "BEGBUD" ledger. Any changes made are updated in the "PERMBUD" ledger. You can see these entries in your UDataGlance snapshot for each Purpose.
How do I set up a new Purpose?
Please contact your budget analyst to set up a new basic budget (1-book) or self-supporting budget (2-book) purpose code. You will need to provide information on the acronym to be used, the type of Fund and the Program. Once the Purpose is set up you will need to process a permanent budget revision to move funds to it.
How do I move budgeted money from one account to another?
You can process a budget revision to move funds from one account to another within a Purpose.
Why do I need to do revenue/expense projections?
Revenue/expense projections help units better understand their current financial position and help predict the outcome at the end of the fiscal year. Projections are an excellent tool to prepare for possible deficits or to plan ahead for major variances. Please contact your budget analyst for any assistance needed with projections.
What happens if I don't spend my entire budget?
Unspent budget dollars for basic budget (1-book) operations are swept at the end of the fiscal year to the unit's designated reserve. This reserve may be used to cover deficits or approved one-time expenses. The reserve rolls forward from year to year.
How do I set up a new self-supporting (2-book) activity?
Please contact your budget analyst with information about the proposed 2-book activity. You will also need to have cash collection procedures for your revenue generating activity approved by Billing and Collections.
Are all benefited employees in the Labor Allocation Module (LAM)?
All semi-monthly benefited employees are in the LAM. Hourly employees (AFSCME), miscellaneous wage, graduate non-contract pay and S-contracts are not in the LAM.
There are new hires not in the LAM. Do departments have to send requests to the Budget Office? What about graduate students?
The Budget Office receives copies of New Hire (JEDs) and activates the employees in the LAM. The LAM distribution is populated based on the JED.
New graduate students may be automatically populated in the LAM when the JED is processed by checking the appropriate check box on the form. Departments must notify the Budget Office to activate new graduate students.
Why do departments have to send the Budget Office lists of graduate students to be activated in the LAM?
This is the only way for the Budget Office to know about the graduate students because they do not receive copies of graduate student JEDs.
Why aren't my graduate students on contract in the LAM?
Graduate students on contract do not have to be in the LAM. If they are going to be paid from the same funding for their entire contract period, then it is not necessary to put them in the LAM. However, if a graduate student is going to be paid from different funding sources every couple of weeks or months over their contract period, they should be in the LAM. The LAM makes it possible to change a student's funding distribution without having to process a JED every time the funding changes.
What do I do if I have questions about RBB in general?
Visit the RBB Webpage which is maintained and updated by the Budget Office or contact your analyst. Emails may also be sent to the Budget Office.
Is there any available training for RBB?
See here for all current and archived trainings and presentations offered by the budget office.
Is the age of the infrastructure/buildings a factor in the facilities, utilities and capital maintenance algorithms?
No, the calculation of charges for facilities, utilities and capital maintenance is based on the total net assignable square footage as reported in the annual Space Survey to General Accounting. At this time, colleges are charged based on the square footage occupied within two categories. The two categories are general/classroom space and wet lab space.
Is there an expectation of how the Colleges will implement a budget process within each college?
No. Deans are given full authority to decide the best mechanism to use for budgeting within each specific College given the significant differences in programs and enrollment.