UCOP FY1314 Budget Proposal Process Using BDS II
Explore the UCOP FY1314 budget proposal process utilizing BDS II, including budget entry phases, payroll distribution matrix, FAQs, and payroll data refresh details. Learn about budget allocation by project code, payroll entry tabs, supplies and expenses management, adjustments to proposed budgets, and more for effective budget management.
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UCOP FY1314 Budget Proposal Process using BDS II 2/20/2013
Agenda What s new in BDS II BDS II Demo BDS FAQs for FY1314 budget proposal BDS access, training, support and deadline Acknowledgements
Whats new in BDS II BDS Phase I (FY1213 budget) Budget Entry BDS Phase II (FY1314 budget) Project Code N/A Allows budget allocation by project code Payroll 3 Payroll entry tabs 1 Payroll entry tab and 2 Payroll summary tabs Supplies and Expenses S&E Perm tab only S&E Perm, S&E Temp and project allocation for each Budget reference: Prior year actual/current FY budget Current FY Q1+Q2 actual is added GAEL auto-calculated. Account Budget Balance account budget by adjusting appropriation/expenses Auto-balancing, no entry required Quarterly Distribution At Sub account level At Expense category level Budget Office 1 Show adjustments made to proposed Perm/Temp budget Show post-adjustment Perm/Temp and Total budget Budget Office 2 Show current FY and approved Next FY Perm budget and the difference Also shows current FY and approved Next FY Perm FTE and the difference
Payroll Distribution Matrix Sub Account Permanent Budget Academic employee on Permanent funding Temporary Budget Academic employee on Temporary funding Sub 0 Career employees Career employees Sub 1 Vacancies (Permanently budgeted position) Temporary or Contract employees (non-TOPs employees) Temporary or Contract employees (non-TOPs employees) Sub 2 Lump Sum budget (reserved for over- time/equity increase, etc) Sub 6 TBD TBD
BDS FAQs for FY1314 budget proposal Budget Type Item Units should ... General New department, account, fund set up Contact budget office Susan Ohye and Pei-Ru Allocate budget by Project code Establish Code, implement through Payroll and BRC Payroll Additional FTE FY1213 BDS budget is the base , request additional FTE by March 1 Benefits Costs Increase TBD Excess Benefits Costs Budget in Sub 8 Merit Increase TBD Payroll Data Refresh 3/1, 3/15, 4/1, 4/15, 5/1 Temporary Budget System-wide Initiatives Contact budget office to see if the funding will become Permanent Multi-year Contracts & Grants Budget only for FY1314 portion FY1213 Restricted Funds carryforward Estimate the year end operating balance that will be used in FY1314
BDS Access, Training, Support Date and Time Session Sign up Feb 20, Wed, 1-3pm BDS II for New Users By Invitation only Feb 22, Friday 9-10:30 BDS II for Experienced Users UC Learning Center Feb 25, Mon, 9-10:30 BDS II for Experienced Users UC Learning Center Feb 27, Wed, 1-3pm BDS II for New Users UC Learning Center Feb 28, Thu, 9-10:30 BDS II for Experienced Users UC Learning Center Mar 1, Friday, 9-10:30 BDS II for Experienced Users UC Learning Center Mar 6, Wed, 1-2:30pm BDS II for Experienced Users UC Learning Center BDS II User Manual will be on UCOP Budget Office Website later this week BDS Deadline for Budget Submission 5/15/2013
Useful reports for FY1314 budget proposal FY1213 and FY1314 budget overview Budget variance report (YOY comparison) Budget submission reports FY1213 expense trending by quarters Summary report Expense by quarter
Acknowledgements Division BDS User BDS User Academic Affairs Jessie Catacutan Beaumont Yung Danielle Horne Wanda Kwong Julie Chen Susan Shinomoto Business Operations Alicia Wilson Bob Baum OGC Peter Church Audit Teresa Alvarez Claudia White Many Thanks to the above BDS users for helping us with System Enhancement suggestions and System Testing!
