Academic AffairsFiscal Contacts Meeting

May 19, 2015

14/15 Fiscal ClosingPermanent Budget & StaffingPending Allocations

Closing deadlines available on Blink◦ http://blink.ucsd.edu/finance/accounting/closing/index.html

7/1/15 – deadline for processing transfers affecting the permanent budget

7/10/15 – deadlines for transactions affecting June preliminary operating ledger

7/17/15 – deadline for VCs for adjustments to June operating ledger

7/31/15 – June final operating ledger cutoff 8/7/15 – July operating ledger cutoff

Fiscal Closing Deadlines

2% across the board increase 7/5/15 Step increase 7/5/15 PPS freeze during implementation in June

◦ Review staffing now to verify that CX staff are listed with the correct FTE and salary

Auto-costing for salary increases to be processed 6/15/15 and 6/29/15 (tentative)

Staffing Deadlines – CX Wage Implementation

Analyzing feasibility of any salary increase effective 7/1/15 for non-represented academics

As preparation, please ensure that all faculty merits and promotions effective 7/1/15 are entered in PPS by 6/30/15

Staffing Deadlines –Academic Salary Increases

No new information regarding a program for salary increases for non-represented staff

SX will receive a step increase effective 7/5/15

Staffing Deadlines –Non-Represented Staff & Others

Complete PPS updates by 6/30/15 if possible

Because of compressed timelines for salary program implementation, may not be much time for departments to review auto-costing

May need to make funding corrections in 15/16 for anything missed at closing

Contact Denise Christensen for provision changes and questions◦ dechristensen@ucsd.edu; x20443

Staffing Deadlines - General

GSGEI◦ Allocation for spring quarter to be transferred on

May ledger

Non-Resident Masters Incentive◦ 14/15 is the last year of this program◦ Funds to be transferred to Dean’s Offices in May

Outstanding Annual Allocations

The following allocations will be made after the June prelim ledger deadline (July 10), based on actual costs:

Benefits and general liability for June

Faculty startup and retention◦ Requests for department indexes will be sent in

early June

Child care reimbursement for GSRs

Allocations After June Prelim

15/16 Budget Planning

Campus Budget ProcessFunding SourcesAllocation UpdatesRecharge Activities

Campus Budget Process◦ Goal is to align operating budgets with

actual/projected annual expense◦ Reduced use of formulaic distribution of state

funds and tuition among VC areas◦ Increase in targeted allocations, with increased

accountability◦ In 15/16 budget planning, CFO’s focus was a

detailed review of administrative units

15/16 Budget Planning

Campus Budget Process◦ For 16/17 budget planning, the focus will be a

detailed review of academic units Units can anticipate information requests from

dean’s offices and EVC’s office regarding regular operating expense and expense for targeted allocations

Units may also expect requests for explanations of carry forward balances, including identification of balances designated for individual faculty members

Preview: 16/17 Budget Planning

Temporary FTE - 19900A TA FTE – 19900A Admin Stipends & Ninths – 19900A Equipment Allocation – 19900A Equipment Matching – 19933A Faculty Startup & Retention –

◦ 19933A (AH/SS)◦ combination of 19933A/05397A/19942A (Bio/JSOE/PS)

Undergraduate Seminars – 19900A Graduate Support (incl. block grant) – 19942A Summer Admin Support – 20095A

15/16 Fund Sources for EVC Allocations

To date, 2% overall decline in summer 2015 enrollment as compared to summer 2014

If summer enrollment in your department has decreased from last year, anticipate lower summer TA allocation

Allocations will be calculated and distributed in the week of June 22

Summer instructors and TAs should be paid on fund 20290A (summer session fee)

Summer 2015 – Funding Updates

Starting will Fall 2015, the GSGEI allocation will be equal to the NRST revenue generated by the program’s 1st, 2nd, and 3rd year PhD students, adjusted by a cost-sharing factor

15/16 allocations for a department will likely be reduced if funds from 13/14 and 14/15 have not been spent by 6/30/15

Graduate Student Growth & Excellence Initiative – 15/16

Low-volume, low-revenue activities to be reviewed by campus to determine if services still needed

Recharge activities that have not had their rates reviewed in the last two years will be asked to submit rate calculations and statements of operations that support continuing the current rates◦ First priority will be services that are high-volume,

with recharges to federal funds

Review of Recharge Activities – Rates and Revenue

Single Operating Fund Initiative

Goals are to◦ Eliminate workload◦ Simplify financial management◦ Improve transparency on campus expenses◦ Increase operating flexibility to help innovate,

invest, and diversify revenues

Campus-wide work group established at the end of March

Single Operating Fund Initiative

Why would we consider this?◦ Revenue sources are more variable/unpredictable

than anticipated◦ Variability creates challenges in providing the

same fund sources to units from year to year◦ As additional revenue streams are developed,

additional funds will be added to the mix◦ Some funds are more restricted than others,

adding to the challenge◦ Creating valid reports of operating activity at the

campus-wide level is challenging

Single Operating Fund – Why?

What accounting changes could we make so that units could have fewer and more flexible “core” funds?◦ Consolidate fund numbers◦ Change restrictions on funds◦ Redistribute existing budgets

Are the benefits greater than the costs?◦ Huge workload involved for this kind of change

Single Operating Fund

Started with a list of 130 “core” funds◦ State funds◦ Student tuition◦ Indirect cost recovery◦ Other overhead recovery

Admin share of differential income Admin overhead assessment (ASSA) Gift/endowment fee/recovery

◦ STIP◦ Patent Income (campus share)

Identification of Core Funds

Some core funds already being phased out Some state funds are restricted for specific

purposes Some core funds in use in only one VC area

or one department/unit Main focus is on about 20 funds

◦ 12 commonly used in Academic Affairs Most units have 2-3 regular operating funds

Identification of Core Funds

Determining/discussing reporting requirements (UCOP, state, others)

Developing options to consider◦ Single fund or partial consolidation of funds

Analyzing impacts of these options on operational units

Current Status

We need your input!

What are the benefits?

What are the costs? (both one-time and continuing)

Benefits and Costs