Budget Basics The Office of Institutional and Academic
Budget Basics The Office of Institutional and Academic Programs 1160 Boylan Hall 718. 951. 5102
Aim • Manage Tax Levy and Non-Tax Levy budgets more efficiently • Create a clear understanding of the budget reports • Guide you through the Tax Levy and Non-Tax Levy budget processes Topics • What is a budget? • Funding Types • Tax Levy and Non-Tax Levy Chartfield Crosswalks • Budget Reports • Budget Transfers • Best Practices and Tips • Q&A
What is a budget? • A budget is a plan that represents funds available to be spent. • It works as a framework for ensuring that the aspirations and activities of the College are met with necessary and appropriate resources. Fiscal Year • The University’s fiscal year runs from July 1 to June 30 • We are in Fiscal Year 2020 (FY 20) Submission deadlines are scheduled throughout the fiscal year and are listed on our website.
Chartfields • Chartfields enable the College to organize transactional and budget data. There are eight chartfields used in CUNYfirst. • Chartfield strings are comparable to budget units and indicate: • • WHO is the transaction for WHERE will the transaction be funded from WHICH is the higher education purpose of the transaction WHAT is the transaction for CUNYfirst. TL/IFR Chartfieldand CUNYfirst NTL Chartfield Crosswalks • Navigate to www. brooklyn. cuny. edu/budget> Training and Resource Library > Instructions and Guidelines > CUNYfirst Chartfield Crosswalk or CUNYfirst NTL Chartfield Crosswalk
Chartfield Crosswalks
Budget Reports • Budget reports for OTPS, TS, CSS, and U. S. Mail Postage are distributed every Friday. Non-Tax reports are distributed monthly. • The distribution list for Tax Levy is based on the CUNYfirst e. Procurement department approverrole. • The reports are a useful planning tool which enables users to view the details of what has been charged to thebudget.
OTPS Budget Report
Temporary Services (TS) Budget Report
CSS Budget Report
Postage Budget Report
CUNYfirst Budget Queries • Financials Supply Chain > Reporting Tools > Query Viewer
Budget Transfer Requests • Requests may be submitted totlbr@brooklyn. cuny. eduor via e. Procurement Notes (if tied to a specific requisition or purchase order). • Requests must indicate: • • Budget unit (the department and program) Budget group (OTPS or TS) Amount Specific purpose (e. g. “For [Employee Name] appointment for. FY 20”, “To cover the costs for conference room furniture”) • Requests must have department approver authorization • Transfers out of the Postage, Campus Support Services, PSC Travel Fund, and Grant Budgets are prohibited
Best Practices and Tips • Review your budget reports regularly • If relevant, ask your department approver to forward copies of budget reports • Check the available budget before submitting requisitions • Bookmark the CUNYfirst Chartfield and CUNYfirst NTL Chartfield Crosswalks in your web browser Navigate to www. brooklyn. cuny. edu/budget> Training and Resource Library > Instructions and Guidelines • Inform the Budget Office of any discrepancies in the budget reports
Contacts Budget: EXT 5220 • Michael Lanza (mlanza@brooklyn. cuny. edu) • Tax Levy Budget Reports (tlbr@brooklyn. cuny. edu) Access / Permissions: EXT 5009 • Lisa De. Stefano (lisad@brooklyn. cuny. edu) CUNYfirst Budget Query support: EXT 5116 • David Gretah (dgretah@brooklyn. cuny. edu) Trainings: EXT 1550 / 5102 • Patrick O’Connor (patricko@brooklyn. cuny. edu)
Register for our other classes! • Brooklyn College. Knowledge • Introduction to Purchasing • CUNYfirst e. Procurement Workshop • Introduction to Travel & Expense • Travel & Expense Workshop
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