By Juan Mason,2014-08-05 12:26
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     Attachment A

    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: Look for the section, “Cal

    Profiles Extracts.”

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

    by the campus deadline. If you are considering a new technology project, the project sponsor

    should first contact the Technology Program Office (TPO) through 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

    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

     Attachment A

    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

    Attachment C.

    ? Indicate whether the activity will result in any savings in time or money or in a reduction to

    staffing levels.

    ? 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

    the activity.

    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 You are

    FY 2009-10 Operating Budget Process Page 2

     Attachment A

    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

    retirement contributions.

    ? 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

    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 no later than 5

    p.m. March 9, 2009.

    FY 2009-10 Operating Budget Process Page 3

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