2009-2010 Budget Planning Information

December 10, 2008 / 2009-2010 Budget Development Instructions

TABLE OF CONTENTS

Available Resource Information

1. Organization Hierarchy Report
2. Resource/Base Budget Summary Table(s)
3. Five Year Planning Model
4. Budget Worksheet Report
5. Schedule of Tuition, Fees, and Service Charges

Planning Assumptions

1. New Positions
2. Salary Actions
3. Wage Positions
4. Work Study Funds
5. Auxiliary Indirect Costs
6. Tuition and Fees
7. Enrollment
8. Budget Submission Requirements

Templates

2009-2010 Budget Resource Request Forms
2009-2010 Fee Recommendation Worksheet

The budget planning process for FY2010 is largely predicated on the Governor and General Assembly budget deliberations which will begin with Governor Kaine's proposed budget on December 17th, 2008 and subsequent General Assembly actions. Base Budgets are being printed and distributed to allow Departments the time to review actual FY2008 expenditures, the current 2009 budget, and areas where the current base budget needs to be realigned. For your information and ongoing use, Base Budget reports are accessible via the Banner FBIBUDG screen (see the Banner How Do I? link on our website for instructions on How To Check Your Base Budget). In addition, since the Banner system does not provide a concise hierarchical level summary of base budget reports, we have provided you with spreadsheets that supplement the system-generated reports in order to assist you in determining your base budget needs.

AVAILABLE RESOURCE INFORMATION

1. Organization Hierarchy Report: Provides a listing of all budgets within your area of responsibility. Hierarchical budget unit changes are best managed with budget development to achieve July 1 implementation and fiscal year data congruity.
   
2. Resource/Base Budget Summary Table(s): Provides a summary of revenue, expenditure and transfer information by Vice Presidential area by Ledger by budget unit. Additional Resource Summary Tables are included for auxiliary and sponsored program base budgets only.
   
3. Five Year Planning Model: (Auxiliary Units Only) Provides an overview of auxiliary budgets over a five year period. Since these budgets are self-supporting and the fund balance is carried forward each year, this model will forecast the budget balances and compare them to the SCHEV guidelines.
   
4. Budget Worksheet Report: Provides prior year 2008 base budget, the 2009 original base budget, and your current base budget. The 2010 Base Budget is current inclusive of any changes since July 1, 2008 including the 5% state reduction. As your budget requests are approved by the President, these changes will be added to the base budget. Note customized reports are also available for Ledger 1 budget units comparing 2007 actuals, 2008 budget, 2008 ytd/encumbered, and 2009 current base budget
   
5. Schedule of Tuition, Fees, and Service Charges: Provides the listing of tuition, fees and service charges approved by the President. This schedule can be accessed through the University Budget Office Web Page. If you wish to add or revise any fees in this schedule, please download the template (see Budget Office Webpage Template Forms link) and complete the Fee Recommendation Worksheet.

PLANNING ASSUMPTIONS

1. Salary, Wages, and Employee Benefits (Full-Time Positions) - The Commonwealth's budget status will determine the prospect for salary increases. We will assume the status quo and adjust when we know more.
2. New Positions: Employee benefits for new full time positions should be calculated at 37.24 percent.
3. Salary Actions: Requests for in band adjustments or salary changes to existing positions should add employee benefits at 23.32 percent of the salary change.
4. Please note that Position Budgeting Worksheets are no longer provided with the budget materials. If you are considering any position actions and need this information, please contact the Budget Office
5. Wage Positions - The cost for temporary wage positions (part-time faculty, hourly and students not enrolled in classes) should include the wage plus 7.65 percent for FICA
6. Work Study Funds - The base budget contains all funds for work study student employees supported by the Federal grant. Work study revenue will continue to be allocated based on 75 percent of the expense. In addition, federal regulations require 7 percent of our work study funds to be spent on Community Service related endeavors.
7. Auxiliary Indirect Costs - The current rate of 10.62 percent will not change for FY2010. This rate should be applied to any additions or changes to auxiliary expenditures.
8. Tuition and Fees - Budget requests should assume no increases for tuition and student fees. Reallocations need to be made to cover inflation and programmatic changes. If the approved rates are different, the Budget Office will adjust for the changes.
9. Enrollment - Your planning should consider the following enrollment numbers:
   • Annual FTES = 18,827(Regular Session - on campus fall/spring = 13,050; Summer Session - on campus only = 1,500; Annual Off-Campus = 4,277); Fall On-Campus headcount = 18,256; Fall Off-Campus Headcount = 6,047; Total Fall Headcount = 24,303.

BUDGET SUBMISSION REQUIREMENTS

• Vice Presidential area budget submissions should consist of four parts - an Executive Summary, Template, Resource Requests, and Proposed Fee Changes.
  
• Executive Summary: Provides the overall summary of your budget requests. The executive summary will be the format followed in your hearing with the President.
  
• Resource Request Forms: Describes and prioritizes your requests. It also provides a breakdown of the budget amounts and positions related to each request. You can download these forms from the Template section above.
  
• Fee Recommendation Worksheet 2010: Provides information on any fees you wish to add or change. You can download this form from the Template section above.

The Budget Requests are due in the Budget Office on 12 February 2009. Each Vice President's Office should submit the original and three (3) paper copies of your materials. Also, please email the information to jduffy@odu.edu . The Budget Office will distribute your materials to the President for her review prior to your hearing date (which will be scheduled in mid-March). Please contact the Budget Office (extension 3-3127) with any questions.

FY2010 Budget Process and Timeframes
Budget Process	Projected Timing
Realign revenue forecasts based on known and anticipated State GF $	December 10, 2008
Alternative Tuition Increase Models
Base Funding Level Parameters
Budget Guidance Memo Requesting:	December 10, 2008
Revised Budget Plans
E & G Base budget realignment by subaccount, net zero
Organizational Hierarchy proposed changes for 7/1/08
Fee & Service Charge changes/additions
Budget Resources
Base Budget Summary Tables	December 10, 2008
Base Budget Worksheet	December 10, 2008
Organizational Hierarchy Report	December 10, 2008
Budget Planning Assumptions - Fringe Benefits, Indirect Rate	December 10, 2008
Five Year Planning Model for Auxiliaries; A & F Auxiliary Models in process	December 10, 2008
Tuition Fees & Service Charges	December 10, 2008
Budget Webpage Templates	December 10, 2008
Governor Kaine's December 17th Budget Proposals	December 17, 2008
Concurrent Regional Public Hearings on Proposed State Budget	January 8, 2009
General Assembly Convenes, Senate Finance & House Appropriations	January 19, 2009
Committees begin their budget amendment process
Senate Finance & House Appropriations to complete their budget analysis	February 3, 2009
Senate & House to act on their Budget Bills	February 5, 2009
Budget Material Submissions Due	February 12, 2009
First Conference on the Budget Bill	February 17, 2009
Budget Bill Conference Report Available	February 19, 2009
General Assembly Session closes	February 28, 2009
Realign revenue forecasts based on General Assembly Budget Actions	March 11, 2009
Alternative Tuition Increase Models
Request Budget Modification Plans if General Assembly actions necessitate	March 11, 2009
Budget Reviews with Acting President Broderick	March, 2009
Governor's Review of General Assembly Actions	until April 3, 2009
General Assembly Reconvene	April 17, 2009
Tuition & Fee Proposal to Board of Visitors	April 2, 2009
Budget Guidance Memos with Decisions	April 24, 2009
Budget Office Webpage Instructions with detailed Operating Instructions
Base Budget realignments (net zero)	due May 22, 2009
Review of draft budget adjustments for Auxiliaries	due May 22, 2009
Budget Proposal to Board of Visitors	June 19, 2009
Base Budget Roll for FY2009 Operating	June 18, 2009
Academic Affairs submits Ed Foundation Transfer Requests	June 26, 2009
Implement Budget Actions in New Fiscal Year	July 1, 2009
Load non-base budget adjustments for one-time-only adjustments	July 1, 2009