Financial Management - University of Wisconsin-Stout

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Nov 10, 2013 (3 years and 11 months ago)

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Department Chair Training


Financial Management


Where do the funds come from?







Dollars



FTE


University 102 budget:

$48,929,798


699.89


ASA 102 budget:


$34,284,845


500.25


This equates to 70% of the 102 dollars and FTE.





2012
-
13 ASA 102 Budget Allocations:







Dollars


FTE


Provost’s Office




$ 904,746



6.30


Assoc. Vice Chancellor


$ 1,711,549




9.25


CAHSS




$6,269,338


106.92


CEHHS




$6,688,217


109.92


COM




$ 4,532,118



68.28


CSTEM




$8,956,753


124.45


Student Services



$ 1,264,746



20.21


RSS Learning Center


$ 1,845,913



20.09


Discovery Center



$ 519,374



7.92


Enrollment Services


$1,600,644



26.91

Budget Officers:


CAHSS:


Michelle Greenway

X4048





CEHHS:


Tina Bauer



X2678



COM:


Colleen Rogers


X2326



CSTEM:


Jo Anderson


X2195



Provost:


Bonni Falkner


X2458

Managing the funds…

Role of the Department Associate
in budget management:


Prepare hiring papers (ES forms); LTE requests;
student work authorizations and other related forms


Work with the new TAM system to facilitate
recruitments


Prepare lump sum forms (overloads)


limit of 35% of
previous year’s base during the calendar year


Process/approve student payrolls in HRS


Manage student payroll and LTE budgets


Manage Travel/Services & Supply budgets

PERSONNEL FUNDS:


How will I know what I have available for hiring
personnel within the department
?



College budget officers will share a personnel listing
with you. This includes vacancies assigned to your
department as well as filled positions.



Any additional allocations to meet departmental needs
must be requested from your dean.



Deans will request additional allocations through the
Provost if unable to meet your needs from within the
college.


E
nrollment growth (based upon excess tuition revenue)


Provost funded


Filled positions
:


Unclassified staff


Faculty (tenured or probationary)


Ongoing academic staff (rolling horizon or fixed term)


Adjuncts hired on a year to year (emergency hire) basis



Classi
fied staff


Department Associates, Program Associates, and
Technicians


Bi
-
weekly payroll must be approved through HRS

Vacancies
:

Important things to remember when hiring
:


FTE available

is based upon your department’s
allocation (even if you have $’s, you still need FTE)


Avoid confusion regarding personnel dollars available
within your department


be aware of:


Retirement assessment: 10% to the Provost from the
base


Vacancy assessments

all vacancies not filled
permanently: 7% to the University


current year


Initial budget intent philosophy

Other personnel dollars
:


Graduate Assistants:


Current Academic Year (AY) base: $20,720


Maximum of 50% contract


Enrolled minimum of 6 credits/semester


FTE needed



LTE:




Work with HR to establish correct title and base


Hourly


No FTE needed


Bi
-
weekly payroll must be approved through HRS



Student Payroll:


State payroll


P
aid directly from one of your department accounts

you
must have funds available in the state payroll budget line


All students are eligible


Work
-
Study


F
ederal program and your department receives an
allocation


Student
also

must have an allocation in order to work for
your department


Summer Session Salaries:


No FTE needed for summer session contracts


Provost allocates summer instructional budgets to
the colleges


Work with your Budget Officer to determine
available instructional/administrative funds for
your department


Summer instruction
is paid
based upon daily rate


Determine daily rate by dividing academic year base by 180


Five days equals one credit of instruction


Full
-
time summer load = 40 days


Exceeding 40 days requires Provost approval


Federal grants do not allow individuals paid all or in part on
the grant to exceed full
-
time (40 days) without agency
approval


Academic staff can be paid at a per credit rate if it is greater
than their daily rate:


Lecturer: $1,400/credit


Senior Lecturer: $1,650/credit


Work with your Budget Officer to determine rates for low
enrolled courses: <15 UG, <12 GR





WinTerM Salaries:


Paid as an overload (lump sum) based upon:


Lecturer/Asst Professor


$1,400/credit


Sr Lecturer/Assoc Professor

$1,650/credit


Full Professor



$1,850/credit


Low enrolled courses will be pro
-
rated based upon:


Enrolled number/15 x full pay amount


UG


Enrolled number/12 x full pay amount
-

GR

NON
-
PERSONNEL FUNDS
:


Services/Supplies
:


Telephones


Copy costs/duplicating


Postage


Office supplies


Memberships/subscriptions


Software


Lab supplies


Physical plant charges


Computers and related (computer cost share)


Travel: Travel expense report (TER)/fleet vehicles/
conference registrations, etc.




Travel Policies:


Travel policies change frequently


important to stay
informed


Check the travel link for specific information


Accounting Services website.


Watch the daily e
-
mail for travel change
announcements


Questions: Carla Greiber, x2334


D
epartment Associates are very knowledgeable of
travel rules and regulations

but when in doubt

CALL CARLA!


Capital Equipment
:


For budgeting purposes,
capital

is defined to
include any item having a cost of $5,000 or
more and a useful life of one year or more.

W
hen in doubt….





Call
Procurement and Materials Management

(
x
2453) if unsure about anything, i.e.


Purchasing deadlines


Mandatory contracts


Best judgment: $5,000 or less including freight charges (if
not on mandatory contract)


Simplified bidding: $5,000
-

$49,999 (3 bids)


Official sealed bids: $50,000 or greater (call x2453 for
assistance)


Purchasing card usage

can we or can’t we buy this on a p
-
card?


Call Brent Tilton, Director, x
-
2346


to arrange
department training on purchasing rules

Fund descriptions…



What
types of funds
will I be expected to
manage?






102 funds



(GPR
-
general purpose revenue) used for
general program operations


Source: tax revenue and tuition


Basic administrative, instructional, and public service
activities are operated with these funds


T
hese are typically the largest part of your budget
responsibilities


Now includes lab modernization funds (formerly fund
number 114)

Definition of various
funds
:


128 funds



auxiliary enterprises


Course fees from non
-
required courses


Segregated fees


User charges



131 funds



academic student fees


Customized tuition


Access to learning fees


Enrollment Growth (formerly known as Excess Tuition
Revenue)


133 funds



grants and contracts
--
private


Non
-
federal grants


Non
-
federal indirect cost reimbursement



136 funds



other operating receipts


Fee for service activities


Conference accounts



144 funds



federal grants






145 funds



Federal aid

work
-
study



150 funds



Federal indirect cost reimbursement



233 funds



Donation accounts



University Foundation funds



funds donated to
the Stout Foundation on your department/program’s
behalf


Time frame for use of funds:


Fiscal year timeline
:
Use within the fiscal year or
funds will be lost (July


June)


102


department budget, lab mods


131
-

access to learning, enrollment growth


145


work
-
study



Grant/project specific timeline
:
Use within time
period allocated by funding source


133


non
-
federal grants


144


federal grants



No specific timeline
:
Revenue carries forward


128


course fees


131


customized funds


133


non
-
federal indirect cost reimbursement


150


federal indirect cost reimbursement


233


donations unless otherwise specified by donor


Foundation funds

Web resources:


Human Resources
-

http://
www.uwstout.edu/hr/index.cfm




Travel
-

http
://
www.uwstout.edu/bfs/travel/index.cfm




Accounting Services
-

http://
www.uwstout.edu/bfs/accounting/index.cfm




Research Services
-

http://
www.uwstout.edu/rs/index.cfm




Foundation Expense Guidelines
-

https://www2.uwstout.edu/foundation/pdf/Foundation_Fu
nd_Expenditure_Policy_2_14_09.pdf



Questions?