Budget & Fiscal Planning

Fiscal Year End Budget Procedures & Deadlines

2013 Fiscal Year End Procedures & Deadlines (pdf)

FY2013 Year End Procedures and Deadlines - Oregon State University, Office of Budget & Fiscal Planning

Fiscal Year End Deadline for…

“FOAPA” Chart of Accounts Elements
The final date to submit FOAPA Chart Element Request forms for the termination of chart elements in FY2013 is Wednesday, June 12. Termination requests are welcome anytime, but are only guaranteed to be completed in time for a clean fiscal year cutoff if received by this date.

Send completed forms: Campus mail to “FOAPA, Kerr Administration;” courier deliveries should be to Karen Meador (x7-0914), Office of Budget & Fiscal Planning, A510 Kerr Administration; or PDFs may be sent via e-mail to: Karen.Meador@oregonstate.edu.

Fiscal Year End Budget Balancing for…

All OSU Education and General (E&G) Funds (000000 – 019999):
Units may make departmental expenditure budget “clean-up” entries (except for accounts 1095x and 10994) at the option of the budget manager of each College or Administrative unit. Complete and approve all period 12 journal entries for budget redistributions (1xGF, 1xGP and 1xAS rule codes) by noon, Monday, July 8.

Budget adjustments for over-/under-realized revenue are available upon request. Those wishing to request such adjustments should do so by 5:00 p.m., Friday, July 5. Revenue adjustment requests may be made either via a signed “Request for Budget Change” form or by sending a detailed e-mail request to Karen.Meador@oregonstate.edu.

After the books are adjusted and closed, the Office of Budget and Fiscal Planning will determine FY2013 ending balances. Both positive and negative FY2013 balances will carry forward in their respective funds and will post as budget authority in FY2014. Colleges and administrative units will have the opportunity via worksheet to make balance redistributions to the index and activity code level within each fund. The distribution worksheet will include balance calculation detail by fund and index.

Designated Op, Svc Dept and Auxiliary Funds (050000 – 199999):
FY2013 Fund Balances will automatically carry forward within their respective funds but will not post as FY2014 budget authority. Estimated fund balances are included as available resources during the initial budget process for this fund range.

E&G Graduate Assistant Tuition Remissions (account 1095x):
The FY2013 initial E&G budget for each College contained an allocation in support of academic year Graduate Tuition Remission. The funding policy for academic year (3-term) remissions covers Fund 001100 and the College Special Project Funds (001224, 001231, 001241, 001251, 001262, 001271, 001301, 001321 & 001331). Adjustments to align budget with the actual academic year remission costs in these funds will post prior to the close of the fiscal year. Units are responsible for the cost of summer remissions and any remissions generated by the current E-Campus SCH policy. To cover this cost, actions moving resources from departmental S&S budgets will also post prior to year end.

Graduate Tuition Remissions are centrally covered for Cost Share funds (005xxx) via a non-budget transfer transaction. The action to cover these costs is completed automatically, prior to year end, by the Office of Post Award Administration.
E&G funds which are not specifically mentioned as eligible for tuition remission subsidy in the preceding paragraphs must bear the cost of remissions associated with graduate compensation. Some examples of E&G funds ineligible for subsidy are technology resource funds (001115), Provost’s special projects (0015xx), ETIC (006xxx), and endowment match (008xxx). For the full text of the Guidelines for Accounting and Reimbursement for Grad Tuition Remissions, please see the following link: http://oregonstate.edu/dept/grad_school/fundingpolicy.php.

E&G Graduate Assistant Health Insurance Subsidies (account 10994):
Graduate Health Insurance costs post monthly and are funded quarterly by budget change. Final adjustments to align budget with the actual annual cost for subsidized funds (001100, 001224, 001231, 001241, 001251, 001262, 001271, 001301, 001321 & 001331) will post prior to the close of the fiscal year. Funds which are not specifically mentioned as eligible for subsidy must bear the cost of graduate health insurance associated with graduate compensation. Summer Graduate health insurance for Grads, who worked at least one term during the academic year and are registered for fall 2014, is also available per the provisions of the current CGE contract. Departments with eligible graduate employees whose summer insurance was handled via the May triple-deduction process will receive subsidy under the same rules in effect for the rest of the academic year.

Fiscal Year End Deadlines for… Budget Adjustments (JVs)
All FY2013 budget change journal vouchers processed after the close of business on June 30 must carry a June  transaction date.

Funds 000000 – 199999, not crossing college boundaries (1xGF, 1xGP & 1xAS rule codes):

• Complete and approve period 12 budget change journal vouchers by Noon on Monday, July 8.

• Between July 9 and July 19, departments must contact their pertinent Business Center for guidance.

• Business Centers may elect to continue using their 1xGF, 1xGP and 1xAS rule codes during period 14. Business Centers must complete and approve all FY2013 budget change journal vouchers prior to the termination of access July 19, 5:00 p.m.

Funds 000000 – 199999, for budget changes crossing college/unit boundaries:

• Submit budget change requests for inclusion in period 12 to the Office of Budget & Fiscal Planning by 5:00 p.m. on Friday, July 5.

• The Office of Budget & Fiscal Planning uses Period 14 for completing administrative budget actions, but can process a limited number of emergency budget adjustments between funds or between colleges during period 14.

Funds 030000 – 039999:

• Complete and approve period 12 budget change journal vouchers by noon on Monday, July 8.

• Only SWPS administrative budget offices are permitted to process FY2012 budget adjustments between July 9 and July 19. Contacts for those units are:

• Agricultural Experiment Station (030xxx funds) – Lela Mazzo, 737-5908

• OSU Extension Service (034xxx funds) – Christen Harryman, 737-0697

• Forest Research Lab (037xxx funds) – Roger Admiral, 737-3163

Direct questions regarding year-end balancing and deadlines to Karen Meador at 541-737-0914 or via e-mail to: Karen.Meador@oregonstate.edu