Annual Planning Guidelines

FY25 Annual Planning Guidelines

Budgets are Due

  • Monday, June 10th, 2024, at 8:00 pm.
  • If done prior to the June 10th deadline, email Cynthia Fetsch for review.

Budget Module Data will Populate PBCS

  • Upon completion of entry to Budget Module data will be imported into PBCS for FY2025. Manual entry (by Resource Planning & Allocation staff) into PBCS will be limited to Grants & Contracts revenue and operating expenses.
  • Upon completion of entry to Budget Module and budget approved by Chancellor the uploaded information will be sent out by RPA for verification including the following:
    • Appropriated Target Review
    • Transfers In & Out
    • Non-Appropriated Funds Balanced
    • Taxable Revenue and Part Fees
    • Service Unit Allocations

Premium Services, excluding OPM Premium Services Fund 30313

  • Offered to specific customers that require different levels of service outside of the core services.
  • Defined between departments in a signed Premium Service Agreement.
  • Each department involved in the agreement needs to budget the revenue (491000) or expense (721000).
  • Available fund numbers have been set up for Premium Services. The range is 31950 thru 31959.

Fund Budgets

  • Review ALL funds! Do not allow the same budget to rollover each year without reviewing!
  • Departments are required to establish both revenue (except 30000-39999) and expenditure budgets on all funds.
  • Budgets should be prepared for all funds in the following ranges within which you expect to incur expenditures, receive revenue, or process transfers during FY2025 (unless specified below):
    • 10000-29999 Local
      • 26XXX - Alumni Foundation funds
        • Please budget the amount you expect to receive for both revenue and
          expense.
        • Contact Alumni Foundation if you have questions on your projected
          balance.
        • Budget the revenue using account 478000 and budget the expense in
          proper expense account(s).
        • The revenue and expense budgets should net to zero.
        • Departments should budget the portion of salary and fringes on the 26XXX fund(s) for the named educator following the intent of the UND Alumni Foundation fund.
          • Combo Codes have been established for 26XXXX funds that include a project number that ties to the UND Alumni Foundation Fund. If it is not showing up in the drop down box in HRMS Budget module please contact Cindy Fetsch.
          • Please remember that all 26XXX funds used for salray need to have a project number tied to the UND Alumni Foundation fund.
    • 30000-37999 Appropriated
    • 50000-59999 Scholarships
    • 70200-70299 Quasi-Endowment (departments will not budget these funds)
    • 70500-70599 Endowment Funds (departments will not budget these funds)
    • 79000-79999
      • UND endowments distribution funds
      • Restricted funds reimbursed from Alumni Foundation funds – Please follow similar process as the 26XXX fund; however, combo codes do not have a project number.
  • Departments may choose to budget, yet are not required, for the following fund ranges:
    • 60000-69999 Loans
    • 80000-89999 Agency Funds
  • If a budget is being prepared for funds that are small or have minimal activity, consider consolidating and inactivating funds.
    • How to inactivate a fund:
      • Verify the asset and liability account balances for the fund are zero by running a trial balance in PeopleSoft Finance or TIBCO (Information Builders). A trial balance in
        PeopleSoft Finance must be run with a blank department to 9999. Asset account
        numbers are 6-digit numbers that start with “1” and liability account numbers are
        6-digit numbers that start with “2”.
      • Verify the fund is not being used in an active Campus Connection item type. In
        Campus Connection, using Query Viewer, run the NDU_0086_SF query to Excel.
        Run the query for a SetID of UND01, with a Starting Item Type of “000000000000”,
        and an Ending Item Type of “999999999999”. Filter the query results by the “Fund”
        Column (column G) and look for any active item types that use the fund you are
        requesting to inactivate. If there are any active item types (item types that do not
        contain “DNU” in the description”) contact Mary Anderson to request that the item
        type be inactivated or changed to another funding source.
      • Email Sharon Loiland or Laura Johnson the fund number(s) and fund name(s) to inactivate the funds.

Appropriated Carry-Forward

  • Primary Units
    • See Suggested Funds for Budgeting page for a list of general appropriation suggested fund numbers and carry-forward fund numbers per expense function.
    • If there is a need to budget anticipated FY24 carryforward in FY25, contact Cynthia Fetsch to
      assist in setting up the funding.
      • Final carry-forward from FY24 not budgeted in FY25 will be available after fiscal year end close and reconciliation.
      • If orders were placed in FY24 using carry-forward funds yet you have been informed that items will not be received until FY25, contact Cynthia Fetsch to assist with setting up the budget. It is crucial to set up the correct account numbers, depending on if the invoice is using operating (52XXXX-678999) or equipment (69XXXX) to not disrupt processing in UND Marketplace.

HR Personnel Budgeting (Job Data and DBT)

  • All active positions are listed in the Budget Module.
  • All permanent Job Data changes are reflected in the Budget Module.
    • The following changes cannot be entered in the Budget Module:
      • New hires
      • Terminations
      • Probationary increases
      • FTE changes
    • Submit the change as soon as possible to Human Resources, using the correct process.
  • Review and update the Department Budget Table (DBT) for each position using the correct funding sources, including grants & contracts.
  • Only budget for positions you intend to fill during FY2025.
  • Inactivate positions no longer used or that do not have funding at this time.
    • To inactivate, submit a Position/Request Change Form to Human Resources.
    • In the future, these positions can be reactivated by Human Resources upon obtaining funding.
  • PLEASE DO NOT BUDGET CENTS ON POSITIONS.

Salary Increases

Detailed HR Annual Increase Guidelines

  • Benefitted staff/faculty whose overall documented performance level meets the standards are eligible for a salary increase:
    • Each qualified employee will receive a 2% increase. This increase will be merit, market, or a combination of both.
    • A 2% pool will be available for additional merit or market above the 2%. If an employee is under 2% or over 6%, approval is needed by their respective VP.
  • Benefitted staff whose overall documented performance level does not meet standards are not eligible for any salary increase.
  • For faculty, it is up to their Dean/Chair to assess if the evaluation does not meet expectations.

Faculty Promotions

  • Approved Faculty promotions should be entered in the Promotion column. Additional dollars are not provided centrally for the promotions and are not part of the overall 4% salary calculation or 6% maximum.

Health Insurance Premium

  • Health Insurance Premium will continue at $1,643.08.

Fringe Benefits

  • Fringe benefits for all funds (excluding Grant and Contracts) are budgeted in the Budget Module under FIN Dept Budget Entry.
  • The amount budgeted for fringe benefits should be reviewed and adjusted within your targeted departmental budget to take into consideration the adjusted salary levels and any differences based on your current staffing.
    • Items to consider that may increase/decrease fringes:
      • Years of Service will drive fringe benefits up or down dependent on new hire or
        longevity of employee
        • New employees hired at a lower annual rate would drive fringe benefit rates higher
      • Workers Compensation
      • Spousal insurance differences
      • Vacation and Sick Leave payouts
    • PLEASE NOTE: If increasing the fringe benefit budget results in an amount more than the overall targeted departmental budget, the department will need to reallocate within their target budget to cover the increase in the fringe line.
  • The FY25 Benefits Calculator is on the Human Resources website.

Evaluations

  • Evaluations consistent with current board and institutional policy must be on file.
  • It is the responsibility of each department to make sure an evaluation is on file with the proper office. If an evaluation has not been completed, the employee and their supervisor are not eligible for a salary increase. Refer to the Salary Administration policy if you have questions.
  • Human Resources tracks the completion of staff evaluations in HRMS.
  • UND and Medical School benefited staff evaluations are retained in Human Resources.
  • UND benefited faculty evaluations are retained in various offices. Contact the office of Vice President of Academic Affairs for further clarification.
  • Medical School benefited faculty evaluations are retained in the Medical School Academic Affairs office.

Probation

  • Newly hired employees who have not completed their initial six-month probationary status by June 30, 2024, are not eligible to receive any additional salary increase.
  • Upon completion of an employee’s probation they may qualify for a probationary increase.
  • Budget accordingly for the anticipated probationary increase, as additional dollars will not be provided for this increase.
  • The probationary budget amount should be budgeted in the DBT of the actual position within the Budget Module.
    • Add a comment in the DBT to explain additional amount is for probationary increase.

Vacant Positions

  • Carefully evaluate ALL vacant positions.
  • For positions that are being vacated and a replacement will be hired – budget the dollars in the vacated position (not in a pool position).
  • Vacant positions must have a 2% market increase and can go as high as 6% (market) without VP approval.
  • Positions with no DBT (“not budgeted”, has zero dollars budgeted, has no funding entered, funding has been removed for FY2024, etc.) in the Budget Module will not be uploaded.

Work Study Funding

  • A work-study position will have an Earn Code of H14 and two funding sources listed.  For the work-study to be active there also needs to be a combo code without an H14 earnings code that is used as a “default" funding source, in case the position runs out of work-study funds.  Dollars or %’s can be used for the default funding line.  NOTE: This is not a new process, just a refresh for budget module users.
  • Combo codes for Work-study (H14) will be updated centrally.  

Positions Using Grants & Contracts Funding

  • Budget all positions that will use Grants & Contracts funding sources for FY2025.
    • Contact Grants & Contracts to set up new funding sources for FY2025.
    • Once set up, the funding sources will be available in the Budget Module. 

Personal Vehicle Mileage Rate

  • In accordance with state and UND travel policy, the personal vehicle mileage rate for 2024 has been updated to the current GSA level:
    • 67.0 cents per mile.
    • These changes have been applied to the e-reimbursement system for any travel occurring January 1st, 2024, or after. 
    • Travelers are reminded that the use of a vehicle other than State Fleet must be approved by the employee's supervisor prior to travel.

Telecommunications Operating Reduction

  • Included in the targets will be a base amount that will need to be reduced in the operating line, account 602000. If this amount is incorrect, please notify Cynthia Fetsch.
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