Created by: Date of creation: Changed by: Date of the last changes: Version: Christine Rogerson 4 May 2007 v01 The University of Cape Town Planning & Budget Guidelines and Assumptions Planning FY 2008 Index Item 1. Dates What is this? Important dates to diarise Inflation rates - CPIX Parameters - course fees & operating costs 2 Variable data Salaries COE (Cost of Employment) add-on for CTC (Cost to company) calc Exchange rates Telephone costs - landline, fax Computer consumables Fuel cost Printing and photocopier costs Paper cost Travel - accommodation, airfares, mileage reimbursements Computer hardware (non-capex) Network infrastructure Plan on (Real Internal Orders) RIOs Fee income Fee income template Naming Conventions: UCT Courses Use as a guideline for costs you need to increase by the forecast inflation rate Parameters to be used as a ceiling for revenue and cost increases April 2007 COE + add-on = CTC = resource price Loaded into SAP CO centrally to convert e.g. travel airfare foreign USD to ZAR SAP CO & other info. Page Sheet no. no. 3 4 1 2 3 Other costs Planner profile transaction code: KP04 Planner profile: UCT200 Resource planning: Other costs start with letter "X" Change plans transaction code: KP06 5&6 3 7 Forecast student headcount by course For information only Resource planning: Courses start with letters 'ZC' Planner profile: ZFMAC NB Course expenditure can be planned directly on management & support cost center, you do not have to use RIOs. See guideline page 7. N/A Resource planning: start with cost center Transaction code: KP04/Planner profile: UCT200 Resource planning: start with the letter 'W' Transaction code: KP04/Planner profile: UCT200 Non-resource planning / Cost element planning Transaction code: KP04/Planner profile: UCT210 Budget submission: MS Excel 11 4 8 & 9 4.1 10 4.2 Course expenditure Guidelines - Continuing 4 activities Copyright costs Plan on Cost centers Staff salaries Vacant staff posts Depreciation 7 4 Guidelines: CAPEX One-off capital requests Guidelines: 5 Non-continuing Guidelines: Research Non-continuing activities 5 Budget submission: SAP non-continuing cost centers 11 5 Research activities Template: Research activities Summary templates Hotel furniture & equipment Computer equipment Motor vehicles Office furniture & equipment Standard teaching equipment Space related Asset retirements & disposals Budget submission: MS Excel 11 12 13 14 15 16 17 18 19 20 5 5.1 6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6 Capex Budget submission: MS Excel Important dates to remember for FY 2008 plan process Date 28 & 30 May 2007 Time Venue Training - refresher course (optional) Training - new planners (compulsory) SAP open for 2008 CO Planning Version 29 Faculty & PASS dept plans completed in SAP 09h30 - 11h30 ICTS Training Room 2, Kramer 29-May-07 09h00 - 12h30 ICTS Training Room 2, Kramer 4-Jun-07 16-Jul-07 23 Jul to 03 Aug 2007 31-Jul-07 10-Aug-07 08h00 08h00 N/A N/A Planning & budget working group review of plans Areas will be invited to book Finance Meeting Room, Bremner a time 13h00 All day N/A Senate Room, Bremner Final date for fee and course additions post budget submission to be included in 2008 plans Show & tell presentation: Deans / Exec directors' presentation of plans to SLG First UFC review of plans Plans presented to USC & UFC Fees to Council for approval Final UFC review of plans University Council review of plans 17-Aug-07 14h00 - 17h00 Finance Meeting Room, Bremner 31-Aug-07 08h30 - 11h30 Pifer or Senate Room, Bremner 5-Sep-07 16h00 14-Sep-07 14h00 - 17h00 Finance Meeting Room, Bremner 3-Oct-07 16h00 Senate Room, Bremner 1 Dates Page 3 of 20 On this sheet: Inflation rates - CPIX Parameters - course fees & operating costs Salaries COE add-on for CTC calc Exchange rates Paper cost Variable Rate 2008 Rate 2007 Rate 2006 Cost Inflation - CPIX (average) USD Inflation Course increase Staff annual increase Salary CTC "add on" - Recurrent Salary CTC "add on" - NonRec Average operating costs increase ZAR vs. USD (average) ZAR vs. GBP (average) ZAR vs. EURO (average) Copyright Costs per page (incl VAT) Paper (A4 80g per 500 ream (incl VAT) 1 2 5.00% 2.00% Outstanding Outstanding 2.00% 4.00% 3.50% R 7.48 R14.48 R 9.83 N/A R 26.79 4.80% 2.70% 7.70% 5.50% 2.00% 4.00% 3.00% R6.20 R11.80 R8.20 N/A R 22.80 5.00% 2.00% 7.70% 5.00% 6.00% 5.00% 3.50% R6.60 R12.30 R8.60 0.42 R 24.45 3 1 Course fees: UFC to recommend 2008 general fee increase to Council post the version 29 submission. Finance will then update as required. Staff annual increase: Staff resources will be loaded based on April 2007 COEs PLUS the percentage add on for CTC (refer above for Recurrent & NonRec), and will EXCLUDE an estimated 2008 annual increase %. The staff resources will be re-valued post the version 29 submission. It is therefore important to follow the procedure and plan all staffing using the resources provided. NB WGEN resource (R1) will NOT be revalued. Where applicable, use the correct vacant post resource. Copyright costs: To be planned centrally in VCO area, not by individual areas 2 3 2 Variable data Page 4 of 20 On this sheet: Telephone costs - landline, fax Computer consumables Fuel cost Printing and photocopier costs Travel - accommodation, airfares, mileage re-imbursements Computer hardware (non-capex) 2008 Expected 2008 Cost (per Expected Cost (per month/unit or Unit of service) measure annum/unit) UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI 1,440.00 2,532.00 72.00 840.00 960.00 1,080.00 1,608.00 576.00 1,056.00 0.00 0.00 60.00 72.00 1,200.00 N/A N/A N/A 1,080.00 6,288.00 Per Service Per Service Per Service Per Service 1,440.00 2,532.00 Per unit 180.00 0.00 Per unit Per unit Per box of 10 Per box of 10 120.00 211.00 6.00 70.00 80.00 90.00 134.00 48.00 88.00 0.00 0.00 5.00 6.00 100.00 Not for rent Not for rent Not for rent 90.00 524.00 625.00 313.00 363.00 313.00 120.00 211.00 500.00 15.00 0.00 220.00 500.00 80.00 50.00 1.00 Other costs ('x' Resources) Telephone - landline Resource acronym XTELLINE01 XTELLINE02 XTELLINE03 XTELLINE04 XTELLINE05 XTELLINE06 XTELLINE07 XTELLINE08 XTELLINE09 XTELLINE10 XTELLINE11 XTELLINE12 XTELLINE13 XTELLINE14 XTELLINE15 XTELLINE16 XTELLINE17 XTELLINE24 XTELLINE25 XTELLINE18 XTELLINE19 XTELLINE20 XTELLINE21 XTELEFAX01 XTELEFAX02 XTELEFAX03 XTELEFAX04 XTELEFAX05 XCOMPCON01 XCOMPCON02 XCOMPCON04 XCOMPCON05 XCOMPCON06 Resource name PABX Telephone Extension (incl. basic handset) Telkom Telephone Extension Voicemail Ergoline D320 Ergoline D325 Ergoline D330 Ergoline D340 DSS for Ergoline D340 Zenia DECT Handset Baseline E-Tel E-Tel and Headset IF Baseline Pro Handsfree Polycom Conference Headset Headset Supra & Curly Cord Hookswitch IP handset ADSL Outdoor transfer (between buildings) Indoor transfer (within building) New Service Installation Disconnection PABX Facsimile Extension Telkom Facsimile Extension Facsimile Cartridge/Toner (preferred supplier average cost) Incoming Personal Fax Outgoing PC Fax Service Inkjet Cartridge (preferred supplier average cost) Laser Cartridge/Toner (preferred supplier average cost) Box of 10 CD-RW cd's (preferred supplier average cost) Box of 10 CD-R cd's (preferred supplier average cost) Misc Computer Consumables Cost element code 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2960 2900 2900 2950 2900 2880 2880 2880 2880 2880 2130 2130 2130 2130 2130 Cost element description Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Telephone Rentals Rent/Mtce GPO Rent/Mtce GPO Telephone Installation Costs Rent/Mtce GPO Fax Services Fax Services Fax Services Fax Services Fax Services Computer Consumables - General Computer Consumables - General Computer Consumables - General Computer Consumables - General Computer Consumables - General 1. 2. Note 1 & 2: If you get a switchboard line, you pay a rental per month (which includes an E-TEL phone or baseline at no extra cost). However, if you want a fancier phone, you pay the line rental, plus extra for the phone. (Was XTELLINE 22) (Was XTELLINE 23) Telephone - facsimile 3 4 Note 3,4 & 5: Users of external direct lines for fax services should consider moving to either PABX extension connections, or to PCbased fax services, to achieve significant rental savings. Note 6: Outgoing PC fax only attracts direct call charges, no rental. 5., 6. Computer consumables 3 Other costs Page 5 of 20 Other costs ('x' Resources) Vehicle costs Printing costs Resource acronym XVEHCOST01 XPRINTIN01 XPRINTIN02 XPRINTIN03 XPRINTIN04 XPRINTIN05 XSTATION01 XTRACCOM01 XTRACCOM02 XTRACCOM03 XTRACCOM04 XTRACCOM05 XTRACCOM06 XTRAIRFA01 XTRAIRFA02 XTRAIRFA03 XCOMPADD01 XCOMPADD02 XCOMPADD04 XCOMPADD05 XCOMPADD06 XCOMPADD07 XCOMPADD08 XCOMPADD09 XCOMPADD10 XCOMPADD11 XCOMPADD12 XCOMPADD13 XCOMPADD14 XCOMPADD15 XNWKINFR01 XNWKINFR02 XNWKINFR03 XNWKINFR04 Cost element Resource name code Cost element description Fuel Costs (average cost per litre) 3480 Petrol / Diesel Purchases Printing Cost @ Depot - Single Sided (incl VAT) Printing Cost @ Depot - Double Sided (incl VAT) Nashua Copier Cost (per page, incl rental, incl paper) (incl VAT) Nashua Copier Cost (per page, incl rental, no paper) (incl VAT) Copier Cost (per page, separate rental & paper costs) (incl VAT) Paper (per ream) (incl VAT) Local Hotel Costs Local B&B Costs Local S&T Allowances (incidental costs only) Local S&T Allowances (meals and incidentals) Overseas Hotel Costs (in USD) Foreign S&T Allowances (in USD) Local Airfare (average cost) Local Mileage Reimbursements Overseas Airfare (average cost) (in USD) UCT spec entry desktop PC (complete with monitor) UCT spec P4 desktop PC (complete with monitor) 17'' monitor (average cost) Inkjet Printer (average cost) Laser Printer - Black (average cost) Scanner (average cost) Portable HDD plus case (average cost) Mouse (average cost) Keyboard (average cost) USB 2.0 Memory Stick (1GB) Avg Spec Laptop R/unit Misc Computer Hardware 17" LCD Flat panel monitor (average cost) Additional serviced disk storage, per 250MB New network access point Installation, inc flylead Indoor transfer (within building) Flylead, additional or replacement 3m Flylead, additional or replacement 5m 3010 3010 3000 3000 3000 Printing Printing Photocopying Photocopying Photocopying 2008 Expected 2008 Cost (per Expected Cost (per month/unit or Unit of service) measure annum/unit) L Per litre 6.30 UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI KM UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI UNI 0.25 0.43 0.24 0.18 0.07 26.79 414.00 414.00 63.20 208.00 200.00 200.00 2,300.00 2.46 1,500.00 5,900.00 9,800.00 Obsolete 800.00 3,000.00 1,000.00 1,000.00 114.00 90.00 215.00 12,000.00 1.00 1,700.00 50.00 1,200.00 345.00 37.00 53.00 7 Stationery costs Travel - accommodation 3270 Paper 3380 3380 3380 3380 3370 3370 Subsistence & Travel - Local Subsistence & Travel - Local Subsistence & Travel - Local Subsistence & Travel - Local Subsistence & Travel - Foreign Subsistence & Travel - Foreign Travel - airfare and transport 3360 Airfare - Local 3420 Travel - Mileage Claims - Staff 3350 Airfare - Foreign 4320 4320 4320 4320 4320 4320 4320 4320 4320 4320 4320 4320 4320 4320 3690 3690 3690 3690 Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Computers Additional Components Cabling and site preparation Cabling and site preparation Cabling and site preparation Cabling and site preparation Computers hardware non capex Note 7: After the end of May 2007, ICTS will no longer provide support for the Windows 98 operating system. In addition, all Windows 98 PCs must be disconnected from the UCT network by 30 June 2007. Please refer to ICTS website for full announcement. 8 Note 8: This is the entry level standard monitor. Network infrastructure 3 Other costs Page 6 of 20 Guidelines: Continuing activities Planning on Real Internal Orders (RIOs) Fee income Course fees and student numbers for courses: Finance Managers to obtain 2008 forecasted student headcounts from faculty academic admin. managers - data to be submitted on fee template. This will be sent separately by email to each Faculty. (For fee template example, see 4.1) NOTE: There are 3 separate processes related to 2008 course prices 1) UFC to recommend 2008 general fee increase to Council in July 2007 (Hardy Maritz) 2) Review of existing 2007 course fee anomalies to be managed separately per faculty (Peter Grant) 3) New 2008 courses to follow agreed process through Senate (Richard van Huyssteen) For 2 &3 above: Only revised prices / new courses which have been routed via the above process will be factored into the 2008 plan. Course prices and student headcounts will be uploaded into SAP by central finance. However, the responsibility for verifying courses, prices and headcounts remains with the Finance Managers. In turn, the Finance Managers need to get sign off from Faculty Academic Admin Managers. If you do not report on course expenditure in detail, i.e. by course, then planning for these expenses can be added to the Management and Support cost center, where the course revenue settles. However, if useful, please continue to plan on RIOs as before, (use planner profile ZFMAC) and email Christine to let her know when you're finished, so that RIOs can be settled to the Management & Support Cost Centers. The copyright budget (an amount per full time equivalent student) will be planned for centrally by Registrar's office, and there is no need for the departments to budget individually. Copyright costs for short courses need to be budgeted for by faculties / departments. Course expenditure Copyright costs Planning on Cost centers (CCs) Staff salaries FMs to verify April 2007 payroll data - person, salary and cost center. Where there are problems, FMs need to liaise with HR to make needed corrections. NB All salaries must be planned on the RESOURCE. The staff resources will be re-valued post the version 29 submission by Central Finance. It is therefore important to follow the procedure and plan all staffing using the resources provided. NB WGEN resource (R1) will NOT be revalued. Where applicable, use the correct vacant post resource. FMs to plan using resources. Resource set at mid-point of range. (Website: http://hr.uct.ac.za/ → Remunerations & Benefits → Cost of Employment) The SAP depreciation forecast report should be used to plan for existing assets (see procedure below to run report). The report provides a depreciation forecast which can be used to estimate 2008 depreciation, by adjusting the figures per the report to allow for planned asset movements. Due to IFRS changes in 2006, base your estimates on 2007 depreciation per the report. HOW TO RUN THE DEPRECIATION FORECAST REPORT: 1. In the SAP Menu, go to UCT – Asset Accounting Menu > Information System > Report selection > Depreciation forecast > Depreciation on Capitalized Assets (Depreciation Simulation). 2. In the Selection section, enter the cost center (run a separate report for each cost center as required) . 3. In the Settings section, enter the Report date e.g. 31.12. 2007. The report will list 2006 and 2007 depreciation. 4. In the Select display variant section, tick summary report if you require the report at summary level or leave blank for a list of assets. 5. Click the execute button. Vacant staff posts Depreciation 4 Continuing Page 7 of 20 Budget FY 2008 - Fee template: Example only Separate templates will be sent out to each faculty each containing 3 worksheets for 2008 planned headcounts, new 2008 courses and course corrections. NOTE: This column to be completed by Faculty: sign off by Academic Admin Manager INPUT BY CENTRAL FINANCE: DO NOT OVERWRITE (These are endangered cells that have been protected for a reason.) Input by Faculty Acad Admin Course code Description Dept FACULTY 2006 Actual Head count 166 6 15 28 0 0 1244 AAE5000H AAE7002W AAE7003W AAE7004W AAE7005W AAE7006W ACC1006F AAE5000H Anaesthesia AAE7002W Prt 3: MMed Anaesth AAE7003W Prt I: MMed Anaesth AAE7004W Prt 2: MMed Anaesth AAE7005W Prt I MPhil Asp CritC AAE7006W Prt 2:MPhil Asp CritC ACC1006F Financial Accntg IA AAE AAE AAE AAE AAE AAE ACC FME FME FME FME FME FME FCO 2007 YTD Actual Head count 170 4 12 24 1 1 1076 2007 Fee (Ex Fees Booklet) 1140 540 2690 2690 2720 1160 2760 2008 Planned 2008 2007 YTD Headcount x Planned TOTAL FEES 2007 Fee Headcount 193,800 205,200 2,160 2,700 32,280 53,800 64,560 67,250 2,720 13,600 1,160 5,800 2,969,760 3,036,000 0 0 0 0 0 0 0 0 0 0 0 0 3,266,440.00 3,384,350.00 180 5 20 25 5 5 1100 1459 1288 INPUT BY FACULTY New courses not included above to be entered on separate worksheet: Course code Description Dept Faculty Fee: based on 2007 equivalent course 2008 Planned Head count INPUT BY FACULTY Incorrect descriptions or departments to be entered on separate worksheet: See Note on Descriptions 4.1 Fees Page 8 of 20 Budget FY 2008 - Fee template: Example only Separate templates will be sent out to each faculty each containing 3 worksheets for 2008 planned headcounts, new 2008 courses and course corrections. NOTE: This column to be completed by Faculty: sign off by Academic Admin Manager INPUT BY CENTRAL FINANCE: Input by faculty academic admin DO NOT OVERWRITE (These are endangered cells that have been protected for a reason.) Formulas do not overwrite Formulas - do not overwrite; Check that this is ZERO Course code Description 2008 HEAD COUNT Jan Period 1 2008 HEAD COUNT Feb Period 2 140 5 20 25 5 5 1100 2008 HEAD COUNT Mar Period 3 10 2008 HEAD COUNT Apr Period 4 2008 HEAD COUNT May Period 5 2008 HEAD COUNT Jun Period 6 2008 HEAD COUNT Jul Period 7 30 2008 HEAD COUNT Aug Period 8 2008 2008 2008 2008 HEAD HEAD HEAD HEAD COUNT COUNT COUNT COUNT Nov Dec Sep Oct Period 9 Period 10 Period 11 Period 12 2008 HEAD COUNT TOTAL 180 5 20 25 5 5 1100 0 0 0 0 0 0 1340 2008 Check total Heads 0 0 0 0 0 0 0 0 0 0 0 0 0 0 AAE5000H AAE7002W AAE7003W AAE7004W AAE7005W AAE7006W ACC1006F AAE5000H Anaesthesia AAE7002W Prt 3: MMed Anaesth AAE7003W Prt I: MMed Anaesth AAE7004W Prt 2: MMed Anaesth AAE7005W Prt I MPhil Asp CritC AAE7006W Prt 2:MPhil Asp CritC ACC1006F Financial Accntg IA 0 1300 10 0 0 0 30 0 0 0 0 0 INPUT BY FACULTY New courses not included above to be entered on separate worksheet: Course code Description INPUT BY FACULTY Incorrect descriptions or departments to be entered on separate worksheet: See Note on Descriptions 4.1 Fees Page 9 of 20 Naming Conventions for UCT courses Background When People Soft was originally set up, we were informed by Elsa Steyn (Finance consultant, People Soft) of the following: PeopleSoft Requirements from Finance Description We need the exact description as it should appear on the students account and on statements The description should not be longer than 30 characters, including spaces Eg: ACC1006F Fin Accounting 1A We therefore had to ensure that all the Real Internal Orders that were set up in SAP conformed to the above. The limitation on the length of the course description is NOT with SAP but People Soft. In order to identify the course easily in the light of the limited characters, it was decided that the course code must be included in the description. This accounts for 9 characters (8 plus space), which only leaves 21 characters for the rest of the description. Some of UCT courses have very long descriptions and there is no way you can condense it sensibly into 21 characters. It would appear that the departments/Academic Admin have not been informed of the limitation as new courses are constantly being set up with any number of characters. See list below as example of how requests for new RIOs are coming to Finance from People Soft: RIO Description AST4002Z Observational Techniques I AST4003Z General Astrophysics I AST4004Z General Astrophysics II AST4005Z Computational Methods MAM4011Z Astrophysical Fluid Dynamics MAM4012Z Observational Techniques II: Radio Astronomy PHY4004Z Classical Electrodynamics PHY4005Z Computational Physics (Project) None of these descriptions meets the PEOPLE SOFT requirement. When setting up the descriptions for courses in SAP, I have applied the following conventions, (although sometimes have to shorten even these): Use Arabic NOT Roman numerals for course levels Use the accepted abbreviations for department subjects, i.e. Acc for Accounting, Eco for Economics, CompSci for Computer Science, Zoo for Zoology, Ast for Astrology Abbreviate other common words whenever possible: Fin for Financial, Proj for Project, Sys for Systems, Class for Classical, Diss for Dissertation, Pt for Part, Gen for General, Cwk for Coursework Take out spaces if necessary and make next letter of joined words, capital, e.g. Astphysical FluidDyns Take out brackets and other punctuation Replace “and” with & Take out “in” eg NOT PhD in Biochemistry, Hons in Microbiology, xxx in SA Take out “the”, “of”, “to” and anything not absolutely essential e.g. “Introduction to Financial Accounting” shd be Intro FinAcc Refer to SAP RIO list of courses to ensure that names for courses follow same conventions for different levels/semesters e.g. ECO4018F Fin Anal & Port Mngt ECO4018S Fin Anal & Port Mngt Sometimes, we (Finance System Support) do not have time to make these abbreviations, which should be controlled centrally by People Soft, and just uploaded into SAP as given. This is when the course names appear cut off on the Fees accounts as PS cuts off exactly on 30 characters. 4.2 Course Descriptions 10 of 20 Guidelines: One-off capital requests (CAPEX) Assets (CAPEX - Capital items with a unit cost greater than R15,000) Please submit sheets 6.0. to 6.7. to Hardy. Sheet 6 is a summary report. This will be consolidated into CAPEX requests for Budgeting and Planning Working group review. No change to last year - this is via Properties and Service's planned maintenance and routine support provisions, which is then considered. No change to last year - proposals with justifications and motivations go via the University Building & Development Committee (UB&DC), which are then considered in competition with other proposals. Areas must ensure NO double counting occurs between themselves and Properties & Services. Finance Managers must liaise with Geoff de Wet and John Critten before submitting plans. Planned maintenance (part of P&S Operational plans ONLY) Major capital projects Guidelines: Non-continuing activities (incl PYRs) All plans for non-continuing activities must be entered in SAP, by cost center, by cost element or resource. This will be exactly the same as planning on continuing activities and must include minor assets and capital projects < R15,000. Other non-continuing activities, including Prior Year Reserves (PYRs) Guidelines: Research activities Research activities No change to last year. Please use Excel spreadsheet 5.1. to report to Hardy. Summary Plan for: Assets > R15,000 Minor Assets/minor capital projects < R15,000 Major capital projects > R15,000 Via: Excel Spreadsheet (CAPEX template on sheets 6.0 to 6.7 of Guidelines) SAP - Continuing/Non Continuing , depending on activity UB&DC (considered in competition) Will be submitted to Central Finance by John Critten/Geoff de Wet. If rejected by UB&DC, can include in Non Continuing plans but must be itemised unit by unit in review meeting. Use of Prior Year Reserves must also be presented as part of Budget Review process. Planned maintenance Non continuing activities Research Prior Year Reserves Ensure requests are included on P&S plans. See note above. SAP: Non continuing cost centers Excel spreadsheet (Template on Sheet 5 of Guidelines) Part of Non Continuing activities. Must be presented as part of Budget Review process 5 Oth Activities page 11 of 20 Budget Template 2008 Research activities Input field Notes INCOME 1a 1e 1f 1h 1k State Subsidy Sales Revenue Donations External Funding of Academic Posts Internal Recoveries - Other Investment Income Rentals Received Research Recovery/Levy Income UCT Foundation Grant Income UEC/URC Grants Other Income Total Income EXPENDITURE Staffing Staffing : Permanent Staffing : Fixed Term Staffing : Ad Hoc Total Staffing Costs Other Expenditure Administration and Operating Expenses Telephone costs (landline) Cellular Telephone costs Facsimile Costs Advertising and Marketing Costs Books and Periodicals - Non Library Computer Consumable Costs Entertainment and Functions Costs Examination Costs External Consulting Insurance and Excess Costs Laboratory Supplies Motor Vehicle Costs Postage and Courier Costs Printing Costs Stationery Costs Subscriptions to Clubs, Associations and Other Travel Costs - Accomodation Travel Costs - Airfare and Transport Transport Costs - Jammie Shuttle Field Work / Professional Training Travel and Accomodation Other Computer equipment Office Furniture & Equipment Standard Teaching Equipment Space Renewal/Maintenance Lifts and Hoists Repainting of Rooms/Buildings Furniture and Fittings Repairs Minor Space Reconfiguration Costs Other Internal charges - Other Space and Facilities Cleaning and Housekeeping Costs Gardens and Grounds Maintenance Security Costs Other Rates Expense Utilities Water Electricity Gas Refuse Removal Other Library Acquisition Costs Training Costs Other Staff Costs Other Grants and Allowances Other Costs UEC/URC Expenses Total Other Expenditure TOTAL EXPENDITURE SURPLUS/(DEFICIT) FOR THE YEAR 5a 2007 Approved Budget 2008 Proposed Budget 1i 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5b 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5i 5a 5.1 Research Template Page 12 of 20 Budget Template 2008 CAPEX Input field Notes 1 1 PASS dept / Faculty Description 2007 Approved budget 2008 Proposed budget Total proposed acquisitions 0 0 Hotel furniture & equipment 0 0 Computer equipment 0 0 Motor vehicles 0 0 Office furniture & equipment 0 0 Standard teaching equipment 0 0 Space related 0 0 Retirements & disposals of assets 0 0 Note 1 - please enter PASS dept or faculty name in column B 6 Capex Page 13 of 20 Budget Template 2008 CAPEX Hotel furniture & equipment Input field A Description B 2007 Units C 2008 Units D 2007 Cost (per unit) E 2008 Expected Cost (per unit) 2007 Approved Budget 2008 Proposed Budget 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NOTES: Please enter item desciption in A, the number of items to be planned for in C, and the cost per item in E. B & D must be completed using the 2007 final approved template Any items that are added to this sheet should have a per unit cost greater than R15,000. 6.1 Hotel Furn&Equip Page 14 of 20 Budget Template 2008 CAPEX Computer Equipment Input field A Description B 2007 Units C 2008 Units D 2007 Cost (per unit) E 2008 Expected Cost (per unit) 2007 Approved Budget 2008 Proposed Budget UCT High Spec Laptop Computer Servers 16,980.00 16,000.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NOTES: Please enter item desciption in A, the number of items to be planned for in C, and the cost per item in E. B & D must be completed using the 2007 final approved template Any items that are added to this sheet should have a per unit cost greater than R15,000. 6.2 Computer Equip Page 15 of 20 Budget Template 2008 CAPEX Motor vehicles Input field A Description B 2007 Units C 2008 Units D 2007 Cost (per unit) E 2008 Expected Cost (per unit) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2007 Approved Budget 2008 Proposed Budget 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NOTES: Please enter item desciption in A, the number of items to be planned for in C, and the cost per item in E. B & D must be completed using the 2007 final approved template Any items that are added to this sheet should have a per unit cost greater than R15,000. 6.3 Motor vehicles Page 16 of 20 Budget Template 2008 CAPEX Office furniture & equipment Input field A Description B 2007 Units C 2008 Units D 2007 Cost (per unit) E 2008 Expected Cost (per unit) 2007 Approved Budget 2008 Proposed Budget 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NOTES: Please enter item desciption in A, the number of items to be planned for in C, and the cost per item in E. B & D must be completed using the 2007 final approved template Any items that are added to this sheet should have a per unit cost greater than R15,000. 6.4 Office furn&Equip Page 17 of 20 Budget Template 2008 CAPEX Standard teaching equipment Input field A Description B 2007 Units C 2008 Units D 2007 Cost (per unit) E 2008 Expected Cost (per unit) 2007 Approved Budget 2008 Proposed Budget 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NOTES: Please enter item desciption in A, the number of items to be planned for in C, and the cost per item in E. B & D must be completed using the 2007 final approved template Any items that are added to this sheet should have a per unit cost greater than R15,000. 6.5 Std Teaching Equip Page 18 of 20 Budget Template 2008 CAPEX Space related Input field A Description B 2007 Units C 2008 Units D 2007 Cost (per unit) E 2008 Expected Cost (per unit) 2007 Approved Budget 2008 Proposed Budget 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 NOTES: Please enter item desciption in A, the number of items to be planned for in C, and the cost per item in E. B & D must be completed using the 2007 final approved template Any items that are added to this sheet should be capital in nature and not just REPAIRS. 6.6 Space related Page 19 of 20 Budget Template 2008 CAPEX Asset retirements & disposals Input field A Description B 2007 Approved Budget C 2008 Proposed Budget 0 0 NOTES: Please enter item desciption in A, with the disposal consideration in C B must be completed using the 2007 final approved template 6.7 Asset Retire&Disposals Page 20 of 20