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A Maryland University of National Distinction
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SU Budget Process

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The FY19 Budget Submission is due April 2, 2018 to the Budget Office.  Please verify with your Dean or Vice President as to when they expect your online draft template to be completed for their review and approval prior to the April 2 deadline.

Each Budget Administrator is expected to review their current fiscal year expenditures and evaluate the budgets that were submitted for FY18.  Changes to line item accounts should occur in most cases and funds may shift around.  For example, you may have budgeted $2,000 for printing expenses in FY18 and as you have made some changes in your department, you may only expect to spend $1,000 for the current year.  Think about the past and the upcoming year and analyze what amount should be requested for printing.  Do not just forward the budget template you prepared last year as this year’s submission.

This is the third year of the de-centralized budget process.  As some of you are aware, we have implemented the next phase of the process which is the development of a new on-line budget system. The system was created by IT and resides in the PeopleSoft Financials database and replaces the former use of Excel for submitting budgets.

The system is considered to be in Phase 1 of development.  We appreciate your willingness to work with the system through this current budget cycle and request continued feedback to assist us in providing additional functionality that will make the process smoother in future budget seasons.

For example, some enhancements we have already identified for Phase 2 development include:

  • Automated email notifications at each level of budget approval
  • Development of formatted reports for each department, school, admin unit and VP
  • Development of an 02 Budget Pool Worksheet within the system
  • Development of a mechanism to capture revenue for auxiliary departments

The new on-line budget system provides budgeted and actual expenses for both FY17 and FY18 (through Feb 2018) by account code to assist in the formulation of the FY19 budget.  We have created two levels of access – Budget Entry and Budget Approval.  There are several levels of approvals – Budget Administrator (required), Dean/AVP (optional) and VP (required).  Those administrative support personnel with Budget Entry access can only enter budget information into the new system.  Any of the potential three levels of approval can also enter and/or modify the budget information.  Once the proposed FY19 budget entry is complete, the budget is reviewed and approved by the Budget Administrator, then by the Dean/AVP (if warranted), and then by the respective VP. An approval in the system by the VP indicates to the Budget Office that the proposed FY19 budget is ready for review.

Please see the links below from the Budget Guidelines for details and other areas of concern and interest.

Budget Guidelines

General Overview & Guidelines

University Revenues and Expenditures
What is a Budget and Why Do We Do Them?
Budgeting Approaches
Types of University Departments
     Academic Versus Non-Academic
     Controlled Budget
          Departments with a Controlled Budget
          Departments without a Controlled Budget

SU’s Internal Accounting Structure

Financial System
Chart of Accounts
     Departments
     Projects
     Accounts
     Funds
     Programs

SU’s Expenditure Budget Policies & Procedures

Internal Budget Timeline
Internal Financial Processes
     Operating Budget Submission
     Enhancement Proposal Submissions
     3-5 Year Budget for Large Expense Items such as: Equipment & Software
     Budget Overages
     Budget Adjustments/Transfers
     Encumbrance Rollovers
     Journal Entries (Non-Payroll Related)
     Journal Entries (Payroll Related)

Salaries & Benefits Expenditure Policies

Position Roles and Responsibilities
     Budget Administrators
     Administrative Assistants
     Signing Authority

01 Budget Category – Exempt and Non-Exempt PIN Employees

General Staff Position Information
Budgeting for PINs
Additional PINs
Replacing a PIN

01 Budget Category – Faculty PIN Employees

General Faculty Position Information
Budgeting for Faculty PINs
Additional Faculty PINs
Replacing a Faculty PIN
Splitting Percentage of Faculty PIN Costs to Various Departments Budgets
Transitional Leave
Sabbatical Leave

02 Budget Category – All Non-Pin Staff Employees

General Information - Staff & Students
Contractual I
Contractual II
Graduate Assistants
Students

02 Budget Category – All Non-Pin Faculty Employees

General Information - Faculty
Chair Stipends
Adjuncts and Overloads
     Fall/Spring
     Summer/Winter
PTNTT (Part-Time Non-Tenure Track Faculty)
FTNTT (Full-Time Non-Tenure Track Faculty)

Overtime
Tuition Remission
Position Reclassifications
Payroll Accruals & ReversalsBudget Category – All Non-Pin Faculty Employees

Operating Expenditure Policies

Faculty Start-up expenses
Moving Expenses
Faculty Professional Development Funds
Travel
     State Budget Allowance per Faculty Member
     Staff Travel Budget
     Travel from Other Resources
     Student Trip Travel

Search Expenses
     Fingerprinting
     Travel Expenses for Candidates
     Food Expenses & Reimbursements
     Advertising

Food Purchases
Classroom Furniture
Computer Purchases
Online Database and Journal Subscriptions
Internal Sponsorship of Campus Events

Internal Service Charges

Telecommunications
Postage
     Bulk Mail
     First Class Mail and USPS Packages
Motor Pool
Support Services
     UPS Packages
     PIC Operations/Event set-ups
Physical Plant
Housekeeping
Vehicle Accident Insurance Deduction
Publications and Copy Center Billing
Canon Printing Charges
Event Charges     

PeopleSoft Reports

Control Budget Summary & Budget Transaction Detail Reports
Using Budget Overview to find year-to-date Summary Information
Create Automatic Recurring reports
Cash Balance Report - Only run for centers and auxiliary department codes – Not State codes
Trial Balance Report

Questions? Who to Contact?

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Salisbury University 1101 Camden Avenue Salisbury, MD 21801 410-543-6000

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