Budget Guidelines for the VP Financial Leaders

Budget Guidelines

Remember to budget your Part-Time Adjunct, Teaching Assistant, Graduate Assistant, and Student Assistant positions!

- Part-Time Adjunct salaries (Jobcodes 0430 [Inst 10] and 0475 [Lect 10] with FTE < 1) are not pre-loaded in CBM during the data load process. Expenses for these employees should be budgeted as Regular in aggregate on the employee pages using Jobcode 1136 - Adj Lect. (CBM was programmed to omit the calculation of UUP location pay when this Jobcode is selected.) What you budget this year for Part-Time Adjuncts will NOT be copied forward to next year's models since CBM is loaded with an employee snapshot from HR each year.
- Teaching Assistant and Graduate Assistant salaries should be budgeted as Temporary in aggregate on the employee record using Jobcode 0492 for TAs and Jobcode 0552 for GAs. What you budget this year for TAs/GAs will NOT be copied forward to next year's models since CBM is loaded with an employee snapshot from HR each year.
- Student Assistant salaries should be budgeted in aggregate on the Account OSE panel using GL Class TS_SA.

Also note that Employees with Jobcode 1983 [Tech Asst] are not pre-loaded in CBM during the data load process.

In an effort to clean up historical budget entries, for State, IFR and SUTRA Accounts, CBM will not be pre-loaded with the prior year Account OSE (holiday, overtime, etc.), the Account OTPS (supplies, equipment, etc.), or Revenue as of model 2019. Use your prior year actual expenditure data (via SUNY BI) to help you determine your budget for these items in the new year. Referencing the Budget to Actuals panels in CBM will also be helpful.

- Account OSE is set to 0 in new models
- OTPS is set to 0 in new models
- IFR Revenue is set to 0 in new models
- Account and IFR notes will not be copied forward to new models

As of model 2018, the ‘C’ model is a copy of the locked Proposed model that Stony Brook submitted for Form 1. The ‘C’ model will remain open for input.

The budgeted anticipated revenue should be consistent with historical data. You MUST include a detailed clarifying note in the OSE or OTPS Notes field explaining the source of this funding.

Any remaining shortfall MUST include a detailed clarifying note and should be budgeted using these GL classes:

- PS9058 – Base Shortfall – object 0000
- PS9059 – Fiscal Shortfall – object 0000
- TS9028 – Base Shortfall – object 2000
- TS9029 – Fiscal Shortfall – object 2000
- OS9068 – Base Shortfall – object 5000
- OS9069 – Fiscal Shortfall – object 5000
- OS9088 – Budget Reduction OTPS – object 5000
- PS9087 – Budget Reduction PSR Non-Inst – object 0000

You should align expenses with the revenue stream. (e.g. Summer Session)

Overview