Annual Budget
Annual Budget Resources
PeopleSoft Budget Module Training Manual (as of 01-18-23)
FY24 Annual Budget Preparation Checklist
FY24 Annual Planning Schedule
The following schedule includes key steps in the annual planning and budget process. Dates are tentative and subject to change.
| Timeframe | Key Step | Responsible Unit |
|---|---|---|
| 1/12/2023 | Budget Module Preparation Checklist emailed to Budget Contacts | RPA |
| 1/12/2023 | Updated Budget Module Training Manual available | RPA |
| 1/12/2023 | Budget Module is OPEN in HRMS | RPA, All |
| 2/21/2023 | DRAFT of Service Unit Targets available and emailed to units (adjustments will occur after close of legislative session) | RPA, Service Units |
| March 2023 | Estimates due to RPA for local funds, taxable revenue and unit margins as well as Grant and Contract estimates | Primary & Auxiliary Units, RPA |
| 3/31/2023 | Annual Evaluations due to HR (individual areas may have earlier due dates) | All |
| 4/11/2023 | DRAFT Salary Increases for VP Service units due to respective VP offices | RPA, Service Units |
| Late April early May 2023 | SBHE finalizes annual budget and tuition guidelines | SBHE |
| Late April early May 2023 | NDUS Board Office will send out budget guidelines | NDUS |
| Early May 2023 | EC finalize budget guidelines for Campus | EC |
| 5/12/2023 | Deadline for completion or review of salary increases and operating budgets by departments or divisional offices for SERVICE UNITS ONLY | RPA, Service Units |
| 5/12/2023 | Appropriated fund targets, as determined by revenue allocation based on activity drivers and Colleges/Schools graduate tuition projections for all PRIMARY UNITS and AUXILIARIES | Primary and Auxiliary, RPA |
| 6/12/2023 @ Midnight | Budget Module is closed. | All |
| 6/16/2023 | Deadline for RPA to work with Service units for any refinement of salary increases and or operating budgets. | Service units, RPA |
| 6/16/2023 | Deadline for completion or review of salary increases and operating budgets for PRIMARY UNITS and AUXILIARIES | Primary Units and Auxiliaries |
| 6/22/2023 | Budget Module upload into PeopleSoft. This file is used to populate PBCS by fund category to prevent double entry into PBCS and to make sure Original budget ties to PCBS Plan Complete. | RPA |
- Department/Fund/Project Listing (1/13/2023)
- FY24 Annual Planning - Account Numbers
- Suggested Appropriated Funds for Budgeting
Annual Planning FAQs
Budget overtime in account 514000-Overtime; budget cell phone reimbursement in account 518000-Other Taxable Compensation.
In FIN Dept Budget Entry, add the 514000 and 518000 accounts by adding a row in the same manner as any other expense account (even though they are salary accounts). These two accounts will need to be added each fiscal year in the Budget Module as they reset each year.
Please contact Human Resources to check on the availability of the Staff Market Report and the Faculty Market Report.
Note that all market increases will need to be done through HR.
Resource Planning & Allocation will let you know the amount (date TBD). Auxiliaries will budget this amount in a local fund (10000-29999).
For Academic Primary Units, your appropriated (3XXXX) targets will be net of the service unit allocation.
Set up a zero dollar budget for revenue and expense.
Budget one expense account that will be used in the new fiscal year at $0 (click "Not Budgeted" for all other expense accounts) and leave all revenue accounts budgeted at $0. This will allow all revenue and expense transactions to flow through automatically.
The following is an example of budgeting for indirect cost recovery revenue and distributions to departments.
| College Fund Level | Budget Module | Model Statement |
|---|---|---|
| Estimated IDC Revenue (484000) | 1,000,000 | 1,000,000 |
| Expenses | ||
| Participation Fee (628000) | 158,000 | 158,000 |
| Budgeted Amount for Strategic-Expenses at College Level | ||
| Faculty (515000) | 100,000 | 100,000 |
| Grad Research Assistant (517000) | 100,000 | 100,000 |
| Fringe Benefits on GRA (516000) | 16,000 | 16,000 |
| Travel (521000) | 150,000 | 150,000 |
| Equipment (691000) | 116,000 | 116,000 |
| Expenses Subtotal: | 482,000 | 482,000 |
| Budgeted Amount for Distribution to PI (722000) | 200,000 | |
|
Budgeted Amount for Distribution to Dept (722000) |
160,000 | |
| Grand Total at College Level: | 1,000,000 | 640,000 |
| Department Budgets for Actual Expenditure Categories of Net Distribution | ||
| Example A: PI Budget for Distribution | ||
| Transfer In from College (490000) | ||
| Budgeted Amount for Expenses at PI Level: | 200,000 | |
| Grad Research Assistant (517000) | 100,000 | 100,000 |
| Fringe Benefits on GRA (516000) | 8,000 | 8,000 |
| Travel (521000) | 25,000 | 25,000 |
| Equipment (691000) | 67,000 | 67,000 |
| Grand Total at PI Level: | 200,000 | 200,000 |
| Example B: Department Budget for Distribution | ||
| Transfer In from College (490000): | 160,000 | |
| Budgeted Amount for Expenses at Dept Level: | - | - |
| Grad Research Assistant (517000) | 75,000 | 75,000 |
| Fringe Benefits on GRA (516000) | 6,000 | 6,000 |
| Travel (521000) | 50,000 | 50,000 |
| Equipment (691000) | 29,000 | 29,000 |
| Grand Total at Dept Level: | 160,000 | 160,000 |
| Unit Margin on Local Funds: | 0.00 | 0.00 |
If you take your distribution down to the Principal Investigator level and are unsure as to how those funds will be spent, it may be best to budget that fund with a zero budget.