Frequently Asked Questions
Budget Adjustments are used to move funds between object codes (i.e. from supplies & services to student wages) and/or between accounts that are within the same fund group. Fund groups are identified by the first four digits of the account number (i.e. General Operating Fund accounts all begin with 0011). If you need to complete a transaction between accounts that are in different fund groups, you will need to complete a Journal Entry and forward it to Financial Accounting and Reporting Services.
Departments wanting to establish a new account should complete a Request for New Account form and submit it to Financial Accounting and Reporting Services. Based on the information provided on the form, Financial Accounting and Reporting Services will determine the appropriate fund group, organization, program, etc. and assign an account number that reflects this information.
Go to the MEMFIS tab in MyUNIverse and click on MEMFIS Forms. Complete the form labeled MEMFIS Authorization for Access and route for approval as directed. When the form has been processed, you will see a new link added to your MEMFIS tab called Budget Adjustments.
Links to Quick Reference Guides that describe how to use the Budget Adjustment functionality are available on this web site. For additional questions, call Brenda Neff at 3-2383.
One-sided Budget Adjustments are used to establish a new budget or to modify an existing budget after the fiscal year has begun. For example, a department may decide to host a conference. Fees will be collected from attendees in the form of advance reservations. Expenditures will need to be made for space, speakers, food, travel, etc. The department will request an account number from Financial Accounting and Reporting Services. With notification of the assigned account number, the department will receive direction to contact the Budget office to establish a budget for the new account. The Budget Adjustment is used for this purpose, however, since we are not decreasing anything, the FROM column of the form may be left blank. Only the Increase and Explanation sections are completed. In leaving “half” of the transfer blank, we have a “one-sided” transfer. One-sided Budget Adjustments are only used in accounts outside the General Operating Fund (Note: General Operating Fund accounts all begin with a 0011).
The function BUA9 (Budget Browse by Account) is still available. End users can view budget information from July 1993 through December 2004 (when Phase II of the MEMFIS project was implemented). The function can be used to view account history but is no longer maintained.
When completing a Personnel Action Form you will find guidelines for determining Unit membership by clicking on the questions mark next to the Job Category field in the PAF form. The guidelines for Unit Membership are summarized in the following table:
Appointments do not need to be in successive semesters.
The Personnel Expenditures Report coupled with the Statement of Account posted each month should provide you with the information you need to calculate salary savings. Salary savings occur on a line when the incumbent resigns, retires or goes off payroll for some reason. To calculate the amount available to hire a replacement, compare the amount actually paid out to date with the amount budgeted to determine the amount remaining. If the incumbent gives you two months notice, and you are attempting to anticipate your salary savings, you need to also calculate and subtract whatever vacation and/or sick leave entitlements the incumbent may have.
Each individual in your department is eligible for certain benefits, such as FICA, Worker’s Compensation, Unemployment, life insurance, disability, health insurance, dental insurance, and/or retirement. Some people select family coverage, some have single coverage. The programs that calculate fringe benefits for the Budget add up each of the components for each individual in an employee group to determine an average fringe benefit “rate” for the group. A table of fringe benefit rates is available on this web site. Additional questions may be directed to Bruce Rieks at 3-7498.
The payroll convention is that a faculty contract is nine months long, or thirty-six weeks. Therefore, someone teaching full time for one month during the summer would receive one-ninth of his academic year salary. Someone working full time both June and July would receive two-ninths of his academic year salary. To calculate compensation for one week’s work between the end of the Spring semester and the beginning of the Summer session, you would divide the academic year salary by thirty-six weeks.
If the Budget Adjustment has the approval of the Department Head, the Dean and the Division Vice President, it will be processed.
There are two versions of the budget, an internal version and an external version. The external version is the one that is printed and bound, and the one posted on line. This version includes all accounts where employees are budgeted as well as any account whose activities are expected to exceed $25,000 in expenditures. Accounts with budgets of less than $25,000 are not printed in the external version of the Budget, but they are still part of the budget.
With the introduction of Access UNI in 1998, any on campus end user with access to the Web acquired access to the Budget, thereby diminishing the need to print numerous copies for distribution. Copies are provided to the Board of Regents and Board staff, as well as a variety of offices on campus including the Library, where copies are held at the Reserve Desk. If your office doesn’t have web access and/or hasn’t received a copy of the Budget book, please call Brenda Neff at 273-2383 or e-mail firstname.lastname@example.org.