For Department Budget Managers, Chairs, Deans & Cabinet
February 21, 2020
We are implementing a change to the annual budget process from a ‘rollover’ budget to a ‘zero based’ budget. This type of bottom up budgeting will provide a more inclusive and transparent budget, allowing each budget manger’s needs to be considered in the final roll up of the University’s budget.
As you know, each year, expenses increase at a greater rate than revenues. During the budget and planning process, we look for areas where we can be as efficient as possible with our available funds as well as develop new and innovative ideas to increase revenues, which will support the overall fiscal needs of the University.
In the past, we have asked you to allocate, by account number, the portion of the University’s entire budget that was assigned to your department or area. This year we are asking for your participation in building a budget that will support all departments, across the university, to find opportunities and build on our successes.
The budget building worksheets (BBW), organized by department, include only those operating accounts that have had expenditures in the past three years. We are asking you to build your budget using your knowledge of and experience with the three year history provided. Please note that past expenditures are not always the best indicator of future spending, but with the knowledge of your own spending patterns, needs and expectations, you will be the best judge of your budgetary needs.
Timeline
February 28th – Budget Building Worksheets sent to Cabinet Members & their direct reports
March 6th – Schedule Q&A and training sessions for the Potsdam campus and a visit to the CRC (see times and dates below)
CRC
Tue, March 3rd Room 002 9:00 – 10:00
Tue, March 3rd Room 002 10:00 – 11:00
Potsdam Campus
Wed, March 4th Room 142 Rowley Lab 1:00 – 2:00
Thu, March 5th Room 142 Rowley Lab 9:30 – 10:30
Fri, March 6th Room 239 Snell Lab 2:00 – 3:00
March 13th – Completed Budget Building Worksheets due to your Cabinet Member
March 20th – Budget Building Worksheets due (from Cabinet Members) to Budget & Planning Office
March 27th – Templates, with Target Budget Tolerance, due to Cabinet from Budget & Planning, (includes compiled BBWs, non-operational salaries & wages, and endowment spending)
April 3rd – Templates due to Budget & Planning from Cabinet checked and balanced to be within Target Budget Tolerance
April 10th – Final Review from Cabinet (if needed)
April 17th – Budget & Planning compiles all Cabinet Templates and compares to Prophix
April 24th – Budget & Planning prepares FIRST DRAFT of FY21 Proposed Budget for CFO’s review
May 1st – Budget & Planning prepares FINAL DRAFT of FY21 Proposed Budget for President’s review
May 8th – Finance & Budget Committee conference call
May 15th – Final draft of Proposed Budget presented to the Board of Trustees Financial Affairs Committee
May 30th – Approved budgets distributed to all budget managers
June 12th – Approved budgets will be loaded into PeopleSoft
Detailed instructions will accompany your Budget Building Worksheets.
Paula Sturge
Director of Budget & Planning
315-268-2016