Fiscal Year 2010 Budget GuidElines

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The University Budget Office oversees the preparation of the institution’s annual and biennial budget. Although the University Departments have minimal involvement in the biennial budget process, each is responsible for developing and managing their respective annual budgeted amounts.

The annual budget is a transition between the biennial budget and accounting for how funds are spent. This process provides for allocation and assignment of resources and sets the plan for the coming year. The plan is then placed into the general ledger as the framework for spending.

Institutional Budget Philosophy
The annual budget is a plan based on the best information available at any given time. Budgets are completed for most types of funds (appropriated, local, grant/contract, etc.). Each department is expected to assume responsibility for managing the resources assigned to it. This includes living within funds available. Deficits are not an acceptable practice.

State Board Requirements
The North Dakota State Board of Higher Education (SBHE) requires the University to submit annual payroll and operating budgets as well as biennial budgets. These budgets are developed consistent with SBHE guidelines. The budgets represent a comprehensive financial plan for the institution, and as such, they include not only state funds, but also local funds, auxiliary funds, and grant and contract funds for both the University and the Medical School.

Budget Preparation
The preparation of the individual budget documents vary slightly, but generally fall into the following steps:

Planning - Early in the budget cycle, discussions regarding the budget process and priorities occur. The University Planning and Budget Committee, Council of Deans, and President's Cabinet are consulted. In support of the budget decisions that must be made, the Budget Office updates budget schedules, revenue projections, and various fee/recharge rates, as well as determining tentative funds available.

Pending Budget Needs - Budget requests are received from various departments or divisions through their respective Vice President/President on an ongoing basis. These requests are tabulated by the Budget Office in a pending needs list. This list is used to identify current needs as resources become available at various times during the year.

Review - Budgets are reviewed by the Budget Office Budget Analyst to ensure accuracy and compliance with SBHE guidelines. A comparison of budget to available funding is also performed.

Department Preparation - Upon completion of the review process, the final budget documents are assembled by the Budget Office and are distributed to the appropriate board, agency, or individual.

Monitoring - Comparison of actual revenue and expenditures to budget occurs at various levels within the institution.

FY2010 Budget Schedule

The following **DRAFT** schedule includes target dates for key steps in the annual budget process.  Any department that has budget data completed prior to these dates is encouraged to submit their budget prior to the listed deadline.

December 18 (Thursday), 2008	SBHE approves guidelines for Room and Board Rates.
March 13 (Friday), 2009	2009-10 Room and Board Rates approved by the President, due to NDUS Office.
March 13 (Friday), 2009	Campus requests for new and increased program fees due to NDUS Office.
March 19 (Thursday), 2009	SBHE Scheduled meeting.
April 6 (Monday), 2009	Budget Web Application “live.”
May 6 (Wednesday), 2009	Legislative Session limited to 80 days.
May 11 (Monday), 2009	President’s Cabinet meeting (decision on 2009-10 UND annual budget guidelines taking into consideration SBHE action).
May 14 (Thursday), 2009	State Board of Higher Education meeting (approval of 2009-10 annual budget guidelines, including tuition rates and other fees); this date could change depending on date of Legislature adjournment.
May 15 (Friday), 2009	Budget kick-off meeting.
May 15 (Friday), 2009	Department targets, annual budget guidelines and time schedule for remainder of budget process e-mailed to departments, colleges or VP offices.
TBD by Each Division	Divisional offices may have earlier deadlines, please verify with those offices.
June 1 (Monday), 2009	Deadline for payroll (position) and operating budgets to be complete within web application. Notify the Budget Analyst via email cindyfetsch@mail.und.nodak.edu as soon as your department(s) is completed. (Please do not wait until June 1st if finished earlier.)
June 3 (Wednesday), 2009	Test date for upload from web application due to ConnectND Team (by Budget Analyst).
June 11 (Thursday), 2009	Budget Office review of all position and operating budgets complete.
June 12 (Friday), 2009	Final HR (position) data for upload to ConnectND Team.
June 17 (Wednesday), 2009	Completion of budget document, including Board Office schedules.
June 18 (Thursday), 2009	Earliest date the HR salary notification letters can be printed/sent to employees.
June 22 (Monday), 2009	Final operating data ready for upload to ConnectND Team.

If you need assistance please feel free to contact Cindy at the Budget Office at 7-4156.