2008-2009 Budget Planning Information

December 7, 2008 / 2008-2009 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

2008-2009 Budget Resource Request Form
2008-2009 Vice President Budget Priority Rollup Template
2008-2009 Fee Recommendation Worksheet

The budget planning process for FY2009 is largely predicated on the Governor and General Assembly budget deliberations which will begin with Governor Kaine's proposed budget on December 17th, 2007 and subsequent General Assembly actions. Base Budgets are being printed and distributed to allow Departments the time to review actual FY2007 expenditures, the current 2008 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 2007 base budget, the 2008 original base budget, and your current base budget. The 2009 Base Budget is current inclusive of any changes since July 1, 2007. 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 36.6 percent.
3. Salary Actions: Requests for in band adjustments or salary changes to existing positions should add employee benefits at 22.68 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 11.62 percent will change to 10.62 percent for FY2009. 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 = 17,964(Regular Session - on campus fall/spring = 12,243; Summer Session - on campus only = 1,441; Annual Off-Campus = 4,100); Fall On-Campus headcount = 17,414; Fall Off-Campus Headcount = 5,797; Total Fall Headcount = 23,211.

BUDGET SUBMISSION REQUIREMENTS

• Vice Presidential area budget submissions should consist of four parts - an Executive Summary, VP Budget Priority Rollup 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.
  
• VP Budget Priority Rollup Template: An Excel template that requires prioritizing VP area budget requests by fund groups such as E&G, Auxiliary, CE/PS, Discretionary, etc.. It also requires annotating pertinent budget detail breakdown which can be easily aggregated in accordance with each Vice President's and the University's needs. You can download this form from the Template section above. Do not use last year's template as formulas and fiscal year rows have been updated.
  
• Resource Request Form: Describes and prioritizes your requests. It also provides a breakdown of the budget amounts and positions related to each request. You can download this form from the Template section above.
  
• Fee Recommendation Worksheet: 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 22 February 2008. 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.

FY2009 Budget Process and Timeframes
Budget Process	Projected Timing
Realign revenue forecasts based on known and anticipated State GF $	December 3, 2007
Alternative Tuition Increase Models
Base Funding Level Parameters
Budget Guidance Memo Requesting:	December 7, 2007
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 7, 2007
Base Budget Worksheet	December 7, 2007
Organizational Hierarchy Report	December 7, 2007
Budget Planning Assumptions - Fringe Benefits, Indirect Rate	December 7, 2007
Five Year Planning Model for Auxiliaries; A & F Auxiliary Models in process	December 7, 2007
Tuition Fees & Service Charges	December 7, 2007
Budget Webpage Templates	December 7, 2007
Governor Kaine's December 17th Budget Proposals	December 17, 2007
Concurrent Regional Public Hearings on Proposed State Budget	January 3, 2008
General Assembly Convenes, Senate Finance & House Appropriations	January 9, 2008
Committees begin their budget amendment process
Senate Finance & House Appropriations to complete their budget analysis	February 6, 2008
Senate & House to act on their Budget Bills	February 8, 2008
Budget Material Submissions Due	February 22, 2008
First Conference on the Budget Bill	February 21, 2008
Budget Bill Conference Report Available	February 22, 2008
General Assembly Session closes	February 25, 2008
Realign revenue forecasts based on General Assembly Budget Actions	March 11, 2008
Alternative Tuition Increase Models
Request Budget Modification Plans if General Assembly actions necessitate	March 11, 2008
Budget Reviews with President Runte	March 12 - 21, 2008
Governor's Review of General Assembly Actions	until April 7, 2008
General Assembly Reconvene	April 16, 2008
Tuition & Fee Proposal to Board of Visitors	April 11, 2008
Budget Guidance Memos with Decisions	April 25, 2008
Budget Office Webpage Instructions with detailed Operating Instructions
Base Budget realignments (net zero)	due May 23, 2008
Review of draft budget adjustments for Auxiliaries	due May 23, 2008
Budget Proposal to Board of Visitors	June 13, 2008
Base Budget Roll for FY2009 Operating	June 19, 2008
Academic Affairs submits Ed Foundation Transfer Requests	June 27, 2008
Implement Budget Actions in New Fiscal Year	July 1, 2008
Load non-base budget adjustments for one-time-only adjustments	July 1, 2008