Self Service Budget Development (SSBD) 201819 Instructor: Erin Byrd - - PDF document

SSBD Hands on Training FY19 1/16/2018 1

Self Service Budget Development (SSBD)

2018‐19

Instructor: Erin Byrd

erin.byrd@unf.edu

• Please turn cell phones to silent
• Course length: about 2 hours
• Hands‐on class with exercises
• Please ask questions!

A little housekeeping…

• This course is designed for those who develop,

input and review budget data submitted by their department or division.

Intended Audience

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• Finance Self Service
• Knowledge of Excel

Prerequisites

• SSBD is used with:

– E&G Funds – Auxiliary and Local Funds

• SSBD is NOT used with

– Agency Funds – Concession – Construction – Contracts & Grants

SSBD Funds

• What is SSBD?
• University Funding Sources
• SSBD Access
• SSBD Queries
• Input Budgets into SSBD
• Download and Print reports
• Non E&G Guidelines
• How to submit Auxiliary Budget Workbooks

We will cover:

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• Self Service Budget Development (SSBD) is the

web interface that allows users to input next year’s budget information into our system.

What is SSBD?

• SSBD is a budgeting tool that lets us:

– Balance budgets to targets – Create reports – Review allocations – Provide comments and justifications – Realign and Reallocate resources

What is SSBD?

• SSBD is used only during budget development
• Departments and Divisions work in SSBD

February 1 to mid‐March

• Budget Office prepares SSBD documents for

Budget Approval processes

• SSBD data is balanced to our final approved

budget figures

• SSBD data feeds into Banner as Budget for

2018‐19

What is SSBD?

SSBD Hands on Training FY19 1/16/2018 4

The following is 2018‐19 Budget Timeline:

• May 2017 – BOG staff prepares Budget Guidelines for

LBR (Legislative Budget Request) 2018‐19

• June 2017 – Receive LBR 2018‐19 instructions from

BOG

• September 2017 – UNF submits LBR 2018‐19 Revision

to SUS

• November 2017– Governor’s Office prepares

consolidated 2018‐19 Budget Request Document

• January 2018 – UNF begins Budget Development for

2018‐19

• January 2018 – Legislative Session begins. Review

2018‐19 Budget

State Budget Cycle/Process

2018‐19 Budget Timeline Continued:

• March 2018

– Legislative Session ends, 2018‐19 Budget Released to UNF President. – UNF E&G and Non E&G 2018‐19 Budget Finalized

• June 2018

– President recommends 2018‐19 UNF Operating & Capital Budget for UBOT approval. – UNF submits 2018‐19 Expenditure Plan to BOG. – UNF Receives 2018‐19 E&G and PECO Allocation.

• August 2018

– UNF 2018‐19 Operating Budget Details Submitted to BOG

State Budget Cycle/Process

• If you have questions regarding the budget

process, contact your divisional budget officer, see Appendix A in the SSBD Manual.

• If you have questions concerning SSBD, please

contact the Office of Planning and Budget at ext. 2502.

Getting Help

SSBD Hands on Training FY19 1/16/2018 5 University Funding Sources

Education and General Funds Auxiliary Services Student Fees

Public Education Capital Outlay (PECO) Direct Support Organizations

Agency Funds

Sponsored Research and Federal Pass‐ Through Dollars

• E&G Funds are appropriated by the State Legislature

to carry out and support the primary mission of the University: education, research, and public service. State funding for higher education comes from three sources:

• General Revenue (GR) fund comes primarily from

sales tax receipts and receipts from other state taxes such as corporate income tax, estate tax and beverage taxes and licenses.

• Fund 110000 ‐ General Revenue (GR)
• Fund 111000 – Cary Forward (CF). Any unexpended E&G

funds of the current year approved operating budget may be carried forward in accordance with Florida Statutes.

Education and General (E&G)

• Educational Enhancement Trust Fund

(Lottery) (Fund 12xxxx)

– According to Florida Statute: At least 50% of monies paid for lottery tickets is returned to public in the form

• f prizes; At least 39% of monies paid for lottery tickets

is deposited to Educational Enhancement Trust Funds; Remaining dollars pay operating expenses of Lottery Department.

• Student Tuition & Fees (Incidental Revenue)

(Fund 13xxxx)

Education and General (E&G)

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• Non‐E&G Funds are not appropriated by State

Legislature, but approved by the University Board

• f Trustees (UBOT) to support the mission of the

University.

Non E&G Funding

• Auxiliary Funds

– Unrestricted current funds from self‐supporting entities supported primarily by fees and/or charges directly related to the cost of goods and services provided. Auxiliary Funds are activities for the benefit of students, the general public, faculty and staff. – They include activities such as Housing, Bookstore, Food Services, Convenience Copier, Duplicating, Continuing Education, etc. Auxiliary activities receive interest on cash balances and (with a few exceptions such as Instructional Labs) are subject to the University’s overhead assessment.

Non E&G Funding Examples

• Local Funds

– Unrestricted current funds containing operating resources for Student Activity, Concessions, and Student Financial Aid & Scholarships.

• Contracts & Grants

– Restricted funds containing activities in support of research, public service, and training. These activities are funded with awards from federal, state, local and private entities.

Non E&G Funding Examples

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• Grants & Donations (Foundation)

– Unrestricted Foundation funds may be used for any legal and reasonable purpose in support of the

• University. Contact Foundation for more information on

their expenditure guidelines.

• Concession

– Discretionary fund under the University President which is funded by vending revenue and used for the benefit of the University. These funds may be used for expenses such as food, entertainment, awards, etc. that cannot be charged to the E&G budgets.

Non E&G Funding Examples

• Agency Funds

– Funds held or generated for reimbursement of specific expenditures for activities such as Study Abroad Programs, field trips, and other ‘flow‐through’ activities. These funds are held for others for which the University acts as custodian or fiscal agent on behalf of the payer. Agency activities are not subject to the University

• verhead assessment.

Other Funds

• Public Education Capital Outlay (PECO)

– Funds from the state for construction of educational buildings and maintenance funds for PECO funded buildings.

• Capital Improvement Trust Fund (CITF)

– Fee paid by students to fund non‐educational buildings and grants paid to Child Development Research Centers to subsidize on campus child care.

Other Funds

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• Rules governing expenditures by fund at UNF are

based on Florida State Statute, Internal Revenue Code, Florida Board of Governors policies, UNF Board of Trustees’ directives and UNF policies.

• Expenditure Guidelines and Expenditure Matrix

are on Controller’s website under Accounts Payable Procedures and also on Procurement Services’ website under Policies, Procedures & Guidelines.

Allowable Expenditures Getting Started in SSBD

Phase:

• BASE ‐ Recurring E&G base budget of

expenditures and OPS. Salary is NOT included in

• BASE. Redirect and justify expense budget in

SSBD.

• NONEG ‐ Non E&G budget for local and auxiliary
• funds. NONEG is for revenue, salary, expense, and

transfer budgets.

• We are using BASE and NONEG Phases for SSBD.

SSBD Definitions

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Budget Duration:

• Permanent Budget

– BASE phase posts as E&G Permanent Budget. (BD01) – NONEG phase posts as Permanent Budget (BD01). – Duration is Permanent Budget for both phases

• Temporary Budget

– Do NOT use. We will only use Permanent Duration this year.

SSBD Definitions

E&G vs. Auxiliary SSBD Quick Guide

• Follow guidelines and instructions from your

Division’s Auxiliary Budget Workshop.

• Complete required Non E&G budget forms, found
• n Budget Office website:

http://www.unf.edu/anf/budget/Forms.aspx

• Input Non E&G budgets in SSBD.
• Email or send forms to appropriate departmental
• r divisional budget person.

Non‐E&G Workbook

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• University Funding Sources & Budget Cycle
• Access to SSBD
• Budget Development Queries
• SSBD Budget Input
• SSBD Reports
• Non E&G Budget Workbook submission

We Covered…

• Thank you for attending today’s session.
• Please complete your course evaluation and turn

in face‐down as you leave.

• Reach out if you have any questions!

Erin Byrd Coordinator, University Budgets Office of Planning and Budget erin.byrd@unf.edu 904‐620‐2504

Thank You