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Budget Entry Codes

Budget data entry codes, or BD codes, are used during the budget process to categorize transactions to identify realignments, budget corrections, permanent reductions in expenses and new revenue/new expense requests. If you have any questions regarding the appropriate BD code to use, please see the budget entry guidelines below or contact your Budget Analyst.


BD05

Revenue and Expense Realignment

The purpose of this entry is to move the budget to the appropriate revenue and expense account codes so the budget is reflective of what the actual revenue or expense has been. Revenue entries should offset one another and expense entries should offset one another. When these entries are complete, your total revenue, total expense and total transfers will be the same as before the entries are posted, but the classifications within revenue, expenses and transfers will be more accurately budgeted.

BD06

Revenue and Expense Corrections

A Supplemental Information form must accompany this request.

The purpose of this entry is to correct the budget for cases when the revenue budget is greater than or less than historical actual revenue by a material amount. This entry may have a corresponding increase or decrease to the expenses that support the generation of the revenue. When completed, revenue and/or expenses may be more than the prior year budget.

BD07

Permanent Expense Reduction

A Supplemental Information form must accompany this request.

The purpose of this entry is to permanently reduce expenses in the budget. This represents a sustainable cost savings.

BD08

New Revenue Entry


New Expense Entry

A Supplemental Information form must accompany this request.

The purpose of this entry is to increase revenue for rate changes, volume changes or changes in new activities expected in the new budget year. The increase in revenue may or may not have corresponding new expenses to support the revenue.

This entry may also be a request for new expense that does not have corresponding revenue. The expense could relate to volume increases, service level changes or new non-revenue generating activities. 

BDXX

Staffing Plan Entries
FYxx Salary and Fringe Entry
Vacancy Savings

The Budget Office will make entries to your budgets in accordance with the Staffing Plans that were submitted and approved at the VP level.

Salary increase percentage will be included along with fringe adjustments.

Vacancy savings will be estimated and recorded centrally by the Budget Office.

The Supplemental Information form is included in the Vice President's budget review book and the purpose of it is to provide information about the budget request so the Vice Presidents have adequate information upon which to base their decisions. Please be concise and informative in the narrative and highlight the necessity of the request and its benefits to the University.

The Supplemental Information form is needed in the budget preparation process if an area has budget corrections (BD06) where revenue and expenses do not balance. This is primarily expected to impact funds that have their own revenue sources. After budget corrections, if revenue is less than the expenses required to generate the revenue, then a Supplemental Information form with additional information about the situation is required.

A Supplemental Information form is also needed for Sustainable Cost Savings (BD07) and New Revenue/New Expense requests (BD08).

Budget Entry Guidelines

  • BD05 Revenue and Expense Realignment

    Revenue:

    • Budgets should be reviewed and adjustments should be made to revenue accounts to make the budget reflective of actual revenue realized by revenue account codes.
    • Revenue realignment entries will offset one another within the same fund. Total budgeted revenue will not change but the accounts within the total revenue budget will more accurately reflect actual revenue.
    • Historical actual revenue should be reviewed as a guideline for realigning revenue budgets.

    Expense:

    • Budgets should be reviewed and adjustments should be made to expense accounts to make the budget reflective of actual expenditures incurred by expense account codes.
    • All expense entries should offset each other within the same fund. Total expenses in the budget will not change, but the accounts within the total expense budget will be more accurately budgeted.
    • Historical actual spending should be reviewed as a guideline for realigning expense budgets to equal expected expenditures. (Three years of historical actual is provided in the manager reports.)
    • Personnel expense entries are limited to realignments of personnel expense account codes that are not included in the staffing plan such as GA/TA stipends, student wages, non-student hourly, and overtime account codes. All other positions should be addressed within the area staffing plan.
  • BD06 Revenue and Expense Correction
    • These are entries to correct revenue and the expenses related to generating those revenues. These entries will change the total revenue and possibly the total expense budget of the area. These entries will be primarily in 2xxx funds and 108xx funds - funds that contain their own source of revenue.
    • When revenue has historically been more than or less than the budget by an amount material to that particular budget, then the revenue should be corrected.
    • This revenue correction does not represent "new" revenue to the University because the revenue has been realized but it was not budgeted for the correct amount. If you are expecting rate or volume changes in the new budget year - those budget requests will be considered a New Revenue/New Expense Request BD08.
    • If the revenue budget is reduced, then the corresponding expenses to produce that revenue should be reduced. If the area wants to maintain spending authority for the same level of expenses, with reduced revenue, a Supplemental Information form must accompany the budget request.
    • If an expense correction involved personnel expenses, it must be included in the staffing plan. All staffing plan entries will be input by the Budget Office. However, corrections may be required for non-staffing plan personnel expenditures such as GA/TA stipends, student wages, non-student hourly and overtime.
    • If the revenue is properly budgeted but expenses are under budget and require an increase, a Supplemental Information form must accompany the budget request.
  • BD07 Permanent Reduction of Expenses (Sustainable Cost Savings)
    • These budget requests represent sustainable cost savings. They are a permanent reduction to the budget.
    • If the permanent expense reduction involves personnel expense, it must be included in your staffing plan. All staffing plan entries will be input by the Budget Office.
    • If sustainable cost savings are identified in a fund that has its own revenue source, the amount of the sustainable cost savings may require a non-mandatory transfer. Please consult your budget analyst if you have a sustainable cost savings of this nature.
    • A Supplemental Information form detailing the reduction is required. Please make note if the reduction of expense is a result of a reduction of services.
  • BD08 New Revenue and New Expense

    Revenue:

    • These are entries that represent new revenue to the University. New revenue is defined as a rate or volume change that results in an increase to an existing source of revenue, or a new activity that results in a new source of revenue to the University. The difference between this and a budget correction is that a budget correction the rate or volume change that caused the budget to be under or overstated happened in prior years. New revenue is revenue that will occur in the new budget year.
    • The new revenue may require some new expenses to support the revenue generation. New expenses are defined as an increase to an existing expense or an expense that has not previously been incurred in the area.
    • New revenues with corresponding new expenses will require an accompanying Supplemental Information form.
    • If the corresponding new expense for faulty, exempt or classified personnel, it must be included in the staffing plan. All staffing plan entries will be input by the Budget Office.
    • If the new revenue is from a proposed new academic fee or an adjustment to an existing academic fee, the Budget Office will input the revenue and related expense after the fee is approved. Academic fee forms are on the Budget Office Website. They are currently named "Academic Fees Charged by Course" which is an excel worksheet and "Course Fee Request Form" which is a pdf to be used for all of the academic fee types. These forms must be submitted to the curriculum depository with a copy sent to the Budget Office. The Special Assistant to the Provost will review fee requests and forward them to the Budget Office upon approval.

    Expense:

    • These are entries that represent a new expense.
    • The new expense could relate directly to a new revenue or it could be a stand-alone expense because it relates to a new activity in the University, but that activity is not supported by its own revenue source.
    • The new expense could relate to an increase or change in service levels for an existing activity in the University, but that activity does not have its own revenue source. It may be funded by tuition or central sources of revenue.
    • A new expense could relate to new legal or regulatory compliance.
    • A new expense will require an accompanying Supplemental Information form.
    • If a new expense is for personnel, it must be included in the staffing plan. All staffing plan entries will be input by the Budget Office.
    • New expenses relating to utilities expense, postage increases, minimum wage increases (which primarily impact student employment), bond debt, and capital leases will be input by the Budget Office.