Budget Office
Fiscal Year 2002-2003

2002 - 2003 NON E & G Budget Checklist for Colleges and Departments

18, 19, and 29 Non-Student Fee Accounts

GENERAL:

      Creators and reviewers check BHG command for documents status

      PRINT working copy of BDL before making changes

___Changes of more than plus or minus 10% in budget line items must be explained in the NOTES or REMARKS (Section 7)

      Use the NOTES or REMARKS (Section 7) to provide any information that would reduce questions for budget reviewers

SECTION 2 LINE-ITEMS:  FACULTY SALARIES

(Very rare if ever in 18, 19, or 29 Non-Student Fee Accounts)

SECTION 3 LINE-ITEMS:  ADMIN & PROF SALARIES

      Longevity should be budgeted as a separate line item

      Update & Verify Annual Rates and Job Class Codes

      Update & Verify Appointment Dates and Percent Time

SECTION 4 LINE-ITEMS: CLASSIFIED SALARIES

      Longevity should be budgeted as a separate line item

      Verify Annual Rates and Job Class Codes

      Verify Appointment Dates and Percent Time

      Establish Merit Pool of at least 3.25% using 9998 job code.

SECTION 5: ALL OTHER EXPENDITURES SUB-ACCTS

FRINGE BENEFITS

      Evaluate reasonableness based on actual to date, budgeted, OGA estimate, or use 32% of all salaries for a starting point.

      Fringe Benefits Percent for Wages is a flat rate of 8.4%

      Check to make sure fringe benefits are budgeted in “14” subaccount

      If the Fringe Benefits line item includes fringe benefits for more than one kind of salary, e.g.., A & P, Classified, and Wages, please itemize the amount for each by using the “X” option.

NON-FRINGE BENEFITS OTHER EXPENDITURES SUB-ACCTS

      Update the Recommended Column Amount of Lump Sum Sub-accounts if applicable OR Itemize changes using the “X” option.

SECTION 6:  REVENUE SUB-ACCOUNTS

INCOME:

      Update income estimates if applicable.

      Verify that estimates of income are reasonable based on historical trends and any rate increases

      Explain in NOTES or REMARKS (Section 7) if income budget increases/decreases by 10% or more from 2001-02 budgeted income.

TRANSFERS:

     Adjust and/or add transfers within or outside the budget group.

     If the account is funded via a transfer from: Administrative Charge for Designated funds

    (19-0206-0695), Interest on Temporary Investments (19-0618-1094), Interest on Temporary Investments-Auxiliary(29-7100-0094), Administrative Charge for Auxiliary Enterprises

    (29-7120-0095), or Indirect  Cost Recoveries – Building & Equipment Use Charge

(19-0610-1096),  the transfer amounts should not increase from 2001-02 unless the department has a memo of approval for an increase.

     For accounts subject to the 2% Administrative Fee, update transfers to Administrative Charges for Designated Funds (19-0206-0695) or Administrative Charges for Auxiliary Enterprises

(29-7120-0095) to reflect changes to expenditure estimates

     No transfer to/from Non-Numeric accounts except for “36”, “57”, or “87” accounts

     Transfer amounts to 36 Accounts for internal debt service should be verified with Andy Gordon(a.gordon@mail.utexas.edu)  in the Office of the Controller.

     All external debt service must be budgeted as a transfer to 87-XXXX-XXXX.  A schedule showing the amounts of this debt service by account number will be available from Roger Waguespack (rwaguespack@mail.utexas.edu)  in the Office of the Controller.  The amount budgeted should equal the amount on this schedule.  Explain the use of any other amount in the NOTES or REMARKS(Section 7).

BEGINNING BALANCES:

     Any use of Beginning Balances to balance a budget must be explained in the NOTES or REMARKS (Section 7).

     Review Actual Free Balance for 8/31/01(13th Month).  Any balance that exceeds 25% of annual expenditures may be considered excessive and should be explained in the NOTES or REMARKS (Section 7).  Valid reasons for balances in excess of 25%, which would provide 3 months of operating reserve, would be for equipment reserves or a need for more than 3 months of operating reserve to address operating uncertainties.

SECTION 1:  SUMMARY OF BUDGET GROUP

      Summary of budget group total on cover sheet should not be negative.

SECTION 7:  GENERAL BUDGET INFORMATION

      Check Name and Title of Department Head and update if needed.

      Enter REMARKS that should travel with the document.

SECTION 8:  RECONCILIATION

      Reconciliation is not needed for 18, 19, and 29 Accounts.

OTHER:

      VERIFY Budget from Cover Page.

      PRINT Document and Review Final Recommendations

      Check BHG command to ensure that all documents have been routed forward