UCLA BUDGET CYCLE SUMMARY FY 2015-16

UCLA BUDGET CYCLE SUMMARY
FY 2015-16
Jul. Aug.
Sept.
Oct.
Nov.
Dec.
Jan.
Feb.
Mar.
Apr.
May
June
Discuss
Send preBudget
VC/CFO
changes
populated
Review
Start Budget Conferences cont. Appropriation letters
presents
with
budget
all
to units
campus changes to conference Conferences Send updated
budgets
budget guidelines
advisory
packets to
campus
committee.
each Org.
Academic
Planning
& Budget
Receive
Budget &
Planning
documents
Schools/
Divisions/
Orgs
Budget
Budget submisison:
Budget
conferences
March through late
Conferences cont.
begin
May
FY 2016-17
Jul. Aug.
Academic
Planning
& Budget
Schools/
Divisions/
Orgs
November 12, 2015
Sept.
Oct.
Year-End Review.
Start budget
Distribute UCLA
training
Campus Budget
sessions
Report
Year-End Review
Attend
budget
training
sessions
Nov.
Dec.
Jan.
Feb.
Mar.
Apr.
May June
Send preBudget
populated
Review
Start Budget Conferences cont. Appropriation letters
budget
all
to units
conference Conferences Send updated
budgets
budget guidelines
packets to
each Org.
Budget
Budget submisison:
Budget
conferences
March through late
Conferences cont.
begin
May
2015-16 & 2016-17 Implementation Plan**
UCLA Budget and Planning Calendar
October
September
Due From
Academic Planning & Budget (APB)
Mid-September
• Instructional Enhancement Initiative (IEI) fee: Transfer
of Summer IEI fee revenue to Schools/Divisions
Staffing:
• COLA funding guidelines released to campus for sub 00*
• New fiscal year staffing rosters available for review.
• Start-funding sub – actions for new fiscal year.
Late October
• OP Tax: APB sends information to campus on amount
due and transfer process (due February).
• ICR: Calculation of ICR funding for Industry Sponsored
Research. Off the top allocation for current year
distribution.
*Timing subject to UCOP budget process
**Timing subject to change.
FY 2015-16
2015-16 Communication &
Meetings with Campus**
Due From Organizations
VC/CFO Olsen meets with campus
advisory committee.
Units receive distribution of research share of patent
royalties.
Final faculty search plans due to EVC Waugh.**
•
VC/CFO Olsen meets with
Deans/VCs
•
Late OCT: APB meets with
campus advisory committee.
Page 2 of 11
•
November
•
•
•
•
•
•
December
•
•
Due From
Academic Planning & Budget (APB)
Due From Organizations
PDST: Communicate Regents’ approval of rates*
IEI: Transfer of Fall IEI fee revenue to Schools/Divisions.
Academic metrics: Provide fall actuals for enrollment
and instruction. Also provide prior year degree
productivity.
ICR: Distribution of ICR funding (subject to confirmation
by Mike Bradley).
APB schedules Budget Conference meetings.
Budget conferences: Preliminary agenda items for
Budget Conferences discussed with campus.
Budget Guidelines: Send preliminary budget guidelines
for next fiscal year budget.
•
Staffing: COLA fund requests due back to APB.
S&S - CSS/GF budget & rate proposals: POSSSE budget
hearing #1 (No less than 6 weeks after budget guidelines
letter is distributed)
Budget conferences: Send pre-populated packets to
each Organization.
•
S&S - Campus Support Services/General Fund
(CSS/GF) submissions due, 30 days after
distribution of budget guidelines letter.
*Timing subject to UCOP budget process
**Timing subject to change.
2015-16 Communication &
Meetings with Campus**
VC/CFO Olsen & APB meets w/
Organization and Divisional
Representatives
• Provide preliminary budget
guidelines.
• Begin Budget Conference
conversation.
• New Chancellorial commitment
process.
APB meets with Organization and
Divisional Representatives:
Communication, updates,
questions.
Page 3 of 11
February
January
Due From
Academic Planning & Budget (APB)
Due From Organizations
Early January
Mid-January
• Self-Supporting Degree Programs (SSDP): APB sends call Budget Conferences begin
letter from UCOP* to campus.
• Complete budget conference packet and submit
to APB one week before scheduled meeting.
Mid-January
• Submit proposed reorganization plans, if
applicable, at direction of Dean or VC.
• IEI: Transfer of Winter Quarter IEI fee revenue
• Budget Conferences begin
• Submission of requests for Chancellorial
resources.
• Budget guidelines: Update if have additional
information
S&S - POSSSE budget hearing #2 & #3
• Schedule Chancellor budget retreat
Units receive net-proceeds from Summer Session.
• S&S – CSS/GF budget & rate proposals: POSSSE budget
hearing #2 & #3
Patent royalties: Net-proceeds from previous year’s patent
distribution received from OP.**
• Budget Conferences continued
• POSSSE budget hearing #4.
• Supplemental budget training.
•
•
•
Budget Conferences continued
POSSSE budget hearing #4.
Fee submissions deadlines (Feb 1):
o Course Materials Fee Applications due for
following FY2016-17.
2015-16 Communication &
Meetings with Campus**
APB meets with Campus Advisory
Group
APB meets with Organization and
Divisional Representatives:
Communication, updates,
questions, support (tentative).
APB with Campus Advisory Group
Late February
• OP tax due
*Timing subject to UCOP budget process
**Timing subject to change.
Page 4 of 11
May
April
March
•
•
Due From
Academic Planning & Budget (APB)
Budget Conferences continued
Chancellorial commitments (March – April): Review all
remaining commitments (except for benefits and those
based on cost reimbursements).
• SSDP: APB reviews SSDP proposals and submits to
UCOP.
• Supplemental budget training.
Communication to Campus
• Update budget guidelines (if applicable).
• 415(m) communication. (Supplemental retirement
restoration plan for IRS capped individuals.)
• Service center rates communicated to campus.
• Course Materials Fees/Student User Fees: Chancellor
communicates approvals based on SFAC
recommendation.
•
• Student Services Fees: Letter describing Chancellor
approval based on SFAC recommendations is distributed.
Late April
• IEI: Transfer of Spring Quarter IEI fee revenue.
•
•
•
•
•
•
•
•
Campus based fees: Calculation of increases.
Academic metrics: Final academic year data for regular
session enrollment and instruction are available.
Staffing: Fiscal close schedule released.
Review of all submitted budgets:
o APB works with all units/orgs to make needed
changes to submitted budgets.
o Approval of budgets by campus leadership by
June 30.
*Timing subject to UCOP budget process
**Timing subject to change.
•
Due From Organizations
Budget Conferences continued
SSDP submissions due.
Patent royalties: Deans receive distribution of
net-proceeds. **
Fee submission deadline: Requests for 2016-17
Student User Fees need to be submitted to APB
no later than March 1, 2016.
2015-16 Communication &
Meetings with Campus**
APB meets with Organization and
Divisional Representatives:
Communication, updates,
questions, support (tentative).
APB with Campus Advisory Group
Mid-March: Budget input begins (loading of budgets
into budget system).
•
415(m) due from units.
APB meets with Campus Advisory
Group.
April or May (Specific Date TBD): Budgets submitted
through budget system.
•
•
Staffing: Sub 00 fund requests for current fiscal
year actions due back to APB.
EVC Waugh sends call for three-year faculty
search plan.**
Update submitted budget, if necessary in
collaboration with APB.
APB meets with Campus Advisory
Group.
Page 5 of 11
June
•
•
•
Due From
Academic Planning & Budget (APB)
General budget letter from EVC Waugh.
SSDP: Rate approval communicated to campus*.
Chancellorial commitments: Transfer of benefits and
cost reimbursements.
KMPG Audit: KMPG reviews UCLA’s budget and variance
analysis process
Chancellor approval of all budgets by June 30
*Timing subject to UCOP budget process
**Timing subject to change.
•
Due From Organizations
Chancellorial commitments: Submit cost
reimbursement requests.
2015-16 Communication &
Meetings with Campus**
APB meets with Campus Advisory
Group.
Staffing:
• Sub 00 fund requests for new fiscal year actions
due back to APB.
• Staffing: Balance staffing for sub 00 & sub 01.
Chancellor approval of all budgets by June 30
Page 6 of 11
2016-17 Implementation Plan**
UCLA Budget and Planning Calendar
•
September
August
July
•
•
Due From
Academic Planning & Budget (APB)
Review and confirm Chancellorial commitments.
PDST: APB sends Professional Degree Supplemental
Tuition (PDST) call to campus.*
Student Services Fees (SSF): Transfer SSF funds to
approved requests.
Due From Organizations
2016-17 Communication &
Meetings with Campus**
Draft faculty search plan due to EVC Waugh.**
APB meets with Organization and
Divisional Representatives:
• Discuss previous year process and
upcoming year. Listen to feedback,
questions.
• NEW: Discuss fall year-end review.
• Discuss campus budget document
that will be published by APB.
Year-End Review
Includes but is not limited to:
• Student Fees Year-End report: Course
Materials Fees (CMF) and Student User Fees
year-end report on prior year’s income and
expenses as required under the UCOP policy
statement. Includes IEI fees.
• Sales &Service (S&S)
Campus Submission of year-end budget to
actual variance.
APB meets with Campus Advisory Group.
Late August
• PDST: APB receives fee rates and submits them to
UCOP for approval at November Regents meeting.*
• Chancellorial commitments: Begin release of noncontingent commitments. **
Mid-September
• Instructional Enhancement Initiative (IEI) fee:
Transfer of Summer IEI fee revenue to
Schools/Divisions
Staffing:
• COLA funding guidelines released to campus for sub
00*
• New fiscal year staffing rosters available for review.
• Start-funding sub – actions for new fiscal year.
Late September
• Publish UCLA Campus Budget Document.
*Timing subject to UCOP budget process
**Timing subject to change.
Page 7 of 11
December
November
October
Due From
Academic Planning & Budget (APB)
Due From Organizations
2016-17 Communication &
Meetings with Campus**
Early October
• Launch budget training sessions
Early October
• Attend budget training sessions
APB meets with Organization and
Divisional Representatives (tentative).
Late October
• IEI: Transfer of Fall Quarter IEI fee revenue
• OP Tax: APB sends information to campus on
amount due and transfer process (due February).
• ICR: Calculation of ICR funding for Industry
Sponsored Research. Off the top allocation for
current year distribution.
• Budget Guidelines: Send preliminary budget
guidelines for next fiscal year budget.
• Budget training sessions continue
• PDST: Communicate Regents’ approval of rates*
• IEI: Transfer of Fall IEI fee revenue to
Schools/Divisions.
• Academic metrics: Provide fall actuals for
enrollment and instruction. Also provide prior year
degree productivity.
• ICR: Distribution of ICR funding (subject to
confirmation by Mike Bradley).
• APB schedules Budget Conference meetings.
• Budget conferences: Preliminary agenda items for
Budget Conferences discussed with campus.
• S&S - CSS/GF budget & rate proposals: POSSSE
budget hearing #1 (No less than 6 weeks after
budget guidelines letter is distributed)
• S&S - CSS/GF budget & rate proposals: POSSSE
budget hearing #2
• Budget conferences: Send pre-populated packets to
each Organization.
Units receive distribution of research share of
patent royalties.
APB with Campus Advisory Group.
*Timing subject to UCOP budget process
**Timing subject to change.
Final faculty search plans due to EVC Waugh.**
•
•
•
•
•
Attend budget training sessions.
Summer Session Course Materials Fee
Applications Due
Staffing: COLA fund requests due back to APB.
S&S - Campus Support Services/General Fund
(CSS/GF) submissions due, 30 days after
distribution of budget guidelines letter.
APB meets with Campus Advisory Group.
S&S - POSSSE budget hearing #2
APB meets with Organization and
Divisional Representatives.
Page 8 of 11
Due From
Academic Planning & Budget (APB)
January
Early January
• Self-Supporting Degree Programs (SSDP): APB
sends call letter from UCOP* to campus.
Mid- January
• IEI: Transfer of Winter Quarter IEI fee revenue
• Budget Conferences begin
• Budget guidelines: Update if have additional
information
• Schedule Chancellor budget retreat
• S&S - CSS/GF budget & rate proposals: POSSSE
budget hearing #2 & #3
February
Patent royalties: Net-proceeds from previous year’s
patent distribution received from OP.**
• Budget Conferences continued
• S&S - POSSSE budget hearing #4.
Due From Organizations
2016-17 Communication &
Meetings with Campus**
Mid-January
APB meets with Organization and
Budget Conferences begin:
Divisional Representatives (tentative).
• Complete budget conference packet. Submit to
APB one week before scheduled meeting.
APB meets with Campus Advisory Group.
• Submit proposed reorganization plans, if
applicable, at direction of Dean or VC.
• Submission of requests for Chancellorial
resources.
S&S - POSSSE budget hearing #2 & #3
Units receive net-proceeds from Summer Session.
•
•
•
Budget Conferences continued
S&S - POSSSE budget hearing #4.
Fee submissions deadlines (Feb 1):
o Course Materials Fee Applications due
for following FY2016-17.
APB meets with Campus Advisory Group.
Late February
• OP tax due
*Timing subject to UCOP budget process
**Timing subject to change.
Page 9 of 11
May
April
March
•
•
Due From
Academic Planning & Budget (APB)
Budget Conferences continued
SSDP: APB reviews SSDP proposals and submits to
UCOP.
• Supplemental budget training.
Communication to Campus
• Update budget guidelines if have additional
information.
• 415(m) communication. (Supplemental retirement
restoration plan for IRS capped individuals.)
• Service center rates communicated to campus.
• Course Materials Fees/Student User Fees:
Chancellor communicates approvals based on SFAC
recommendation.
.
• Student Services Fees: Letter describing Chancellor
approval based on SFAC recommendations is
distributed.
Late April
• IEI: Transfer of Spring Quarter IEI fee revenue.
•
•
•
•
•
•
•
•
Campus based fees: Calculation of increases.
Academic metrics: Final academic year data for
regular session enrollment and instruction are
available.
Staffing: Fiscal close schedule released.
Review of all submitted budgets:
o APB works with all units/orgs to make
needed changes to submitted budgets.
*Timing subject to UCOP budget process
**Timing subject to change.
•
Due From Organizations
Budget Conferences continued
SSDP submissions due.
Patent royalties: Deans receive distribution of
net-proceeds. **
Fee submission deadline: Requests for 201718 Student User Fees need to be submitted to
APB no later than March 1, 2017.
2016-17 Communication &
Meetings with Campus**
APB meets with Organization and
Divisional Representatives (tentative).
Mid-March: Budget input begins (loading of
budgets into budget system). 6 weeks to submit.
•
415(m) due from units.
April or May (Specific Date TBD): Budgets
submitted through budget system.
•
•
Staffing: Sub 00 fund requests for current fiscal
year actions due back to APB.
EVC Waugh sends call for three-year faculty
search plan.**
Update submitted budget, if necessary in
collaboration with APB.
Page 10 of 11
June
•
•
•
Due From
Academic Planning & Budget (APB)
General budget letter from EVC Waugh.
SSDP: Rate approval communicated to campus*.
Chancellorial commitments: Transfer of benefits
and cost reimbursements.
•
Due From Organizations
2016-17 Communication &
Meetings with Campus**
Chancellorial commitments: Submit cost
reimbursement requests.
Staffing:
KMPG Audit: KMPG reviews UCLA’s budget and variance • Sub 00 fund requests for new fiscal year actions
due back to APB.
analysis process
• Staffing: Balance staffing for sub 00 & sub 01.
Chancellor approval of all budgets by June 30
*Timing subject to UCOP budget process
**Timing subject to change.
Chancellor approval of all budgets by June 30
Page 11 of 11