University of Northern Iowa

division of  Finance & Operations

Proposed Self-Support Account Budgets General Guidelines

Generally, budgets will be requested for accounts with personnel, accounts with expected expenditures greater than $25,000, accounts with deficit conditions, and others as deemed appropriate by division heads. Budgets will not be required for grants and contracts or incentive funds, plant funds or agency accounts. If an activity will be discontinued, enter a zero on all budgeted lines and click the “Close this Account” button at the bottom of the worksheet. You will be asked to provide account information to close any balances to. If you have a new activity for FY 2013-2014, complete a “Request for New Account” form available at MyUniverse/Memfis Forms, and submit to the Financial Accounting & Reporting Services office. When an account number has been assigned, a Self-Support Fund Budget can be completed and routed using the Budget Adjustment functionality.

Actual Prior Year July 11-June 12 - reflects revenues and expenses for the twelve months that ended June 30, 2012.

Actual Current Year July 12-June 13 - reflects actual revenues and expenses for the nine months that ended March 31, 2013.

Actual Projected July 12-June 13 - reflects TOTAL expected revenues and expenses for FY 2012-2013. This column will assist the preparer with the completion of the FY 2013-2014  budget.

Budget Current July 12-June 13 – reflects the original FY 2012-2013  budget and adjustments processed through March 31, 2013.

Budget Proposed July 13-June 14 - needs to be completed with BOTH proposed revenues and proposed expenses for the fiscal year July 1, 2013 through June 30, 2014. The University’s Internal Auditors have recommended that additional explanation should be provided for any Self Support Fund Budget that exceeds a 10% increase on the previous year’s actual expenditures.

Revenue: Rate changes, new sales or significant variances from the current year may need explanation (Comment column). Proposed "Transfers In" should be explained and include Oracle account numbers.

Activities should at least break-even. Generally, a previous year fund balance carried forward is considered available for non-recurring expenses but is not recommended for recurring costs like salaries.

An account with a deficit balance should identify a specific plan and time line for eliminating the deficit (Comment column and/or contact Budget).

Salaries:   In preparing these activity budgets, estimated salary information has been pre-populated on the worksheets. If major staffing changes are not anticipated, no additional entries should be required in this section. If you DO anticipate staffing changes, please contact Budget.  Please note that the Proposed Fringe Benefit Rates should be used to calculate the fringe budgets.

Supplies and Services:   Supplies and Services expense may be  budgeted  in lump-sum, (60002) as Supplies and Services expenses OR departments may budget at the detail object code level if this will facilitate reporting.

Proposed "Transfers Out" should be explained and include Oracle account numbers.

Questions: call Bruce Rieks (3-7498) or Brenda Neff (3-2383).

Worksheets should be completed online and “returned” to Budget no later than Monday, May 13, 2013