Guidelines for Fiscal Year 2009-10 EVCP Operating Budget Plans
Your operating budget plan for 2009-10 should focus on the following areas, where applicable:
budget strategy; surplus balances; outstanding budget deficits; and funding request. As the funds
available for allocation will be extremely limited this year, we ask that you use available reserves
and carry forward funds to the extent possible to support your on-going miscellaneous needs.
Please be succinct in your narrative and provide quantitative information where appropriate. To
help you, resource and workload data for your unit for the years 1994-95 to 2007-08 may be
accessed from the Cal Profiles at: http://calprofiles.vcbf.berkeley.edu/. Look for the section, “Cal
1. Budget Strategy
Please include a short description of specific budget strategies you are considering for your unit
for the upcoming fiscal year. In your budget document, please describe the potential impact of
the following budget scenarios on your control unit and how you would address them.
An 8% permanent reduction to the size of your permanent budget as shown in
Attachment D. You will note that permanent incumbent I&R and OR faculty, library
collections, and financial aid have been excluded from base budgets, where applicable.
A 2% increase in the administrative full costing rate, from 4% to 6% per year as of
July 1, 2009
2. Funding Requests
Information Technology (Separate Forms): For 2009-10 and 2010-11, the Chancellor
anticipates focusing the IT Bank and IT Loan Pool funds on supporting projects that can deliver
significant direct savings or measurable increases in revenue to the campus. Projects currently
receiving IT Bank or IT Loan Pool funds will not automatically receive continued funding.
Instead, project sponsors needing continued funding must submit renewal requests through their
control unit process, with the control unit submitting IT funding requests to email@example.com
by the campus deadline. If you are considering a new technology project, the project sponsor
should first contact the Technology Program Office (TPO) through firstname.lastname@example.org so the
project sponsor, TPO staff, and the appropriate Associate CIO can discuss the new project,
assess its potential savings or whether it can be combined with other projects addressing similar
needs, and decide whether or not to develop and submit the project for 2009-10 IT Bank or IT
Loan Pool funding. More information, including instructions and forms, for 2009-10 IT funding
requests will be available soon at http://technology.berkeley.edu/planning/it-budget/fy-2009-10/.
Please be sure to attach completed forms to your 2009-10 EVCP budget submission and include
the requests on Form 3 in the appropriate priority order. Your IT proposals will be submitted to
Chief Information Officer Waggener for a comprehensive review.
Summary of Requests (Form 3): Please list all 2009-10 resource requests from EVCP sources
on Form 3. If you request salary funds, we will assume that benefits based on 20% of the
total projected salary cost are included. Note that as funds for allocation will be severely FY 2009-10 Operating Budget Process Page 1
limited, EVCP resources will be primarily devoted to TAS, faculty start-up, and certain ongoing
programs dependent on annual infusions of EVCP funds. We ask that you use available reserves
and carry forward funds to support your on-going miscellaneous needs where possible.
For each funding request, including those with an information technology (IT) component,
? Indicate the predominant Category Two activity level for each request using the Activity
Based Budgeting Approaches (ABBA) – Taxonomy of Activities given in Attachment C.
? Specify the amount of one-time and on-going funding needed. You need only include
summary detail and methodologies used in determining the amount of new funding,
including estimates for any incremental employee benefits. You should assume no salary
cost increases for staff positions and 3% for academic positions. We will request additional
information if necessary.
? Indicate the dollar value of internal funds for this activity.
In addition, in the text of your budget submission:
? Describe the significance of each of your requests, indicating how it is aligned with the
Chancellor’s objectives as shown in Category Two of the ABBA classification in
? Indicate whether the activity will result in any savings in time or money or in a reduction to
? Discuss your plan for funding this activity through the allocation of unit resources by using
either reserves, carry forward funds, or the reallocation of funding from existing programs.
? Describe any cost-sharing, matching, or external fund sources that might be used to support
3. Surplus Balances
In your narrative, please explain how you intend to use any available funds from reserves or
carry forward balances in 2009-10. Include the elimination of any unit deficits in your
discussion. Describe the historic levels of carry forward balances, noting whether the levels have
increased or decreased. Provide your best estimate of what a reasonable and appropriate carry
forward balance, or reserve, would be given the mission and goals of your unit and your
programs and activities. This information will help us better understand how resources are being deployed to meet unit obligations and priorities.
4. Deficit Elimination and Waivers At the close of 2008-09, the campus will follow the July 2005 Campus Policy on Deficit
Resolution for a fourth year. In preparation for this year-end activity, please monitor the status
of any deficits throughout the winter and spring, using the BAIRS GL Sum Department Fund
Prog Deficits and the GL Sum Department Fund Deficits – C&G funds only reports, and
refresh yourselves on the procedures for clearing deficits as outlined in the Campus Policy,
accessible from http://campuspol.chance.berkeley.edu/policies/deficitresolution.pdf. You are
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expected to eliminate all deficits as they arise, but no later than year end, through an
appropriate transfer of funds or transfer of expense.
For those units with previously-approved deficit waivers and resolution plans, please provide a
brief status report on the progress you have made to date in achieving your plan. If you do not
expect to eliminate the full amount of the deficit reduction planned for 2008-09, you will need to
request a new waiver at the close of 2008-09 for the remaining amount.
5. Planning Assumptions
Use the following assumptions to develop your plans:
? No general merit increases for staff for 2009-10.
? Central campus will continue to fund increases in centrally funded benefits, including
? Central campus will continue to fund merit increases for faculty.
? Central campus will fund negotiated salary increases for represented staff who are
budgeted on central funds.
? Estimate benefits costs at 20% of salary unless more accurate historic data is available.
? Departmental costs for 2009-10 may increase due to the implementation of a new
sustainable funding model for the campus communications network. Control units will
be contacted in early February with more detailed information to use for budget planning
6. Instructions for Submitting Fiscal Year 2009-10 Operating Budget Plans
Copies of this call letter and forms will be available for downloading in February from the
Campus Budget Office website at http://budget.vcbf.berkeley.edu/.
Please submit one unbound hard copy of your budget narrative and accompanying forms to
Acting Assistant Vice Chancellor Michael Glogowsky, 611 University Hall, Mail Code 1510;
and one electronic version of the materials by email to email@example.com no later than 5
p.m. March 9, 2009.
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