OperatingBudgetManual2015

Operating Budget Manual – August 2010

The detail by object submitted for this request can be an estimate, and will be used to post Cert 1 (initial campus allocations.) Final amounts by object, used to post the Financial Plan certificate, will be due as part of the campus Form 1 submission. Typically, the Budget Office is able to fulfill campus requests for allocation at the start of the year. However, requests are reviewed in total to ensure sufficient allocation is available to meet campus needs, as well as to allow the Budget Office to maintain a System reserve for unanticipated allocation requirements. The amount available to establish targets is dependant upon the level of funding made available in the Enacted Budget. The Financial Plan will include an allocation targets worksheet identifying the total approved campus allocation for Residence Halls and Dormitory IFR (DIFR/DIFR-IFR), General IFR, SUTRA, Hospital Operations, Hospital IFR (HIFR-IFR), Long Island State Veterans Home, and Stabilization Fund, for creating the Financial Plan certificate. These targets are based upon each campus’ response to the Budget Office Spring survey. Again, allocations may be restricted if the initial requests exceed the total available appropriation. Additional needs will be evaluated throughout the year. Initial Allocations Beginning with the 2008-09, a University-wide disbursement ceiling is established in total for the special revenue fund accounts. These disbursement targets will be monitored and managed on a University-wide basis. Additionally, to provide maximum flexibility in setting departmental allocations, campuses are allowed to establish negative allocations. The UA3B is an allocation transfer which allows a negative allocation to be created within an account. The UA3B application was developed to provide campuses the ability to override an account allocation balance error without creating a segregation balance error. Generally, the original intent of this transaction was to be utilized with lump sum accounts prior to the financial plan certificate being processed. The campus can process a negative allocation transaction in the lump sum account and a positive allocation transaction in an operating account within the same segregation while awaiting the financial plan certificate. After the financial plan certificate is posted, the negative allocation will be eliminated in the lump sum account. The effect of the UA3B application is to provide campus operating departments with full allocation. Any negative allocations will be reviewed by the University Budget Office as part of the Form 1 process. Additional Allocation Requests The University Budget Office maintains a contingency of undistributed allocation for each of the Special Revenue Funds. This reserve is available to campuses experiencing unplanned program need. If additional allocation is required, please complete the Special Revenue Fund / Allocation Transfer Form (available upon request from the campus budget analyst).

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