Guidelines for Completing the FY05 Core Budget Template Spreadsheet

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Guidelines for Completing the FY05 Core Budget Template Spreadsheet Powered By Docstoc
					                             Fiscal Year 2013 Core Budget - Guide

Assumptions

1. All accounts that have Core related revenues or expenses should be included in this
   spreadsheet (this budget should be an “All Funds” budget). Accounts should be captured as
   columns under each fiscal year; if you need to add additional accounts, please insert a
   column under the relevant fiscal year. Please make sure that you list the charstring and
   department for each account.
2. If you need to add revenue or expense line items that are not on the spreadsheet, please insert
   a new row under the respective revenue or expense category and adjust your formulas
   accordingly.
3. Most of the Core’s revenue and expenses should be charged to the Recharge Account. If
   Core related revenue or expenses are charged to other accounts, be sure to list those accounts
   in the appropriate columns under the relevant fiscal year. If a Capital Reserve Chartstring
   (CRC) was established to allow capital equipment depreciation expenses to be included in
   the Core’s prices, please insert a column for the CRC.
4. Revenue and expense for the Core must be completed for all 3 years - the actual amounts that
   were incurred in FY2011, anticipated amounts for FY2012, and the budgeted amounts for
   FY2013.
5. When creating new rows or columns, please copy/adjust the appropriate formulas rather
   than entering calculated amounts, where applicable.

Instructions/Explanation of Line Items

Prior Year Surplus/Deficit – Any prior year surplus or deficit that relates to the Core should be
placed in this revenue code.

Revenues
Core revenue in each of the following categories should be allocated to the appropriate accounts
and listed in the appropriate columns.


Recharge Income – All recharge income or service income that you receive or anticipate
receiving for the Core should be placed in this revenue code.

Facilities & Administrative Cost Recovery Pool – If any F&A revenues (i.e. indirects) are being
used to support the Core, the revenue should be placed in this revenue code.

Grant Support, operating costs – Any received or anticipated operating funds derived from
grants should be included in this revenue code.

Grant Support, equipment – Any received or anticipated equipment funds derived from grants
should be included in this revenue code.

NU Office for Research (i.e. VPR), operating costs – Any received or anticipated operating funds
support from the NU Office for Research should be included in this revenue code.




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NU Office for Research (i.e. VPR), equipment – Equipment grants from the NU Office for
Research should be included in this revenue code. In general, these funds will be offset by an
equal expense under “Capital Equipment.”

College or School, operating costs – Any received or anticipated operating funds support from a
college or school (e.g. FSM) should be included in this revenue code. The name of the college or
school should be inserted. If funds are received from more than one college or school, please
insert additional lines and list them individually.

College or School, equipment – Equipment grants and matching funds from a college or school
(e.g. FSM) should be included in this revenue code. In general, these funds will be offset by an
equal expense under “Capital Equipment.”

Affiliate Support – Any received or anticipated support from the Northwestern Medical Faculty
Foundation (NMFF), Northwestern Memorial Hospital (NMH), Children’s Memorial Hospital
(CMH) or other affiliates should be included in this revenue code. The name of the affiliate
should be inserted. If funds are received from more than one affiliate, please insert additional
lines and list them individually.

Department/Center Support – Other Department or Center funds that are used to support the
Core should be included in this revenue code, with the exception of transfers from Gift or
Endowment funds. The name of the Department or Center should be inserted. If funds are
received from more than one Department or Center, please insert additional lines and list them
individually.

NMT - from Department Gift Account – Any non-mandatory transfers that you made or
anticipate making into a Core account from a Departmental gift account should be placed in this
revenue code.

NMT - from Department Endowment Account – Any non-mandatory transfers that you made or
anticipate making into a Core account from Departmental endowment income spending accounts
should be placed in this revenue code.

Other Income – List any income not captured under the other revenue codes and specify the
source of the income.

REVENUE SUBTOTAL – This line is populated automatically from the information you provide.
The formulas may have to be adjusted if new columns or rows are added to the spreadsheet.

Expenses
Core expenses in each of the following categories should be allocated to the appropriate
accounts and listed in the appropriate columns.


Faculty Salaries – All faculty salaries and fringe that relate to the Core should be included in this
expense code.

Staff Salaries - All staff salaries and fringe that relate to the Core should be included in this
expense code. This includes administrative staff and research technicians.


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Other Wages - All other type of wages, such as overtime, temporary staff, work-study, additional
pay, etc. should be included in this expense code.

Capital Equipment - Capital equipment is tangible property having an acquisition value of $5,000 or
more and a useful life expectancy of one year or more. Fabricated equipment that has an aggregate
cost of $5,000 or more and a useful life expectancy of one year or more is considered capital
equipment. Repairs, maintenance parts or components, warranty costs, maintenance contracts or
annual software licensing fees are not considered capital equipment. Please also provide a list of
capital equipment in the Core on the tab labeled “Depreciation Schedule”. The following link
provides a useful lives table to help estimate the useful life:
http://www.northwestern.edu/equipment-inventory/propertycodes.html

Equipment Lease – All expenses related to the leasing of equipment for the Core should be
included in this expense code.

Service Contracts – All service contracts that relate to the Core should be included in this
expense code. This includes repairs, maintenance parts or components, warranty costs, maintenance
contracts and annual software licensing fees.

Supplies/Services – All other supplies/services that relate to the Core should be included in this
expense code. This includes office/computer and laboratory supplies as well as animal care costs.

Travel – All travel paid out of the Core’s budget should be listed in this expense code.

Other Expense – List any expenses not captured under the other expense codes and specify the
type of expense.

EXPENSE SUBTOTAL – This line is populated automatically from the information you provide.
The formulas may have to be adjusted if new columns or rows are added to the spreadsheet.

Other Information:
The line items below “NET POSITION” are populated automatically from the information you
provide. The formulas may have to be adjusted if new columns or rows are added to the
spreadsheet.




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