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I. |
Budget and Approval Process |
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A. |
Between November 15 and January 31 of each fiscal year, divisions establish
Budgets and user fee rates for the next fiscal year for all new and existing
programs/fees.
The Divisional Office submits the following information to the
Office of Resource Analysis no later than the unit's due date: |
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1. |
For each new fee, Divisions submit: |
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a. |
A Questionnaire for New
User Fees (Form A); |
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b. |
An Addendum to Questionnaire Competition with the Private Sector
(Form B); |
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c. |
Revenues and expenditures should be included in your divisional submission. |
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d. |
Click here
for policy on how to set fees. |
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e. |
If a division is establishing a new organization or revising an existing
organization, send an Organization Action
Request form to the Controller's office.
Contact the Controller with questions about
the appropriate fund/program. |
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f. |
Schools and Colleges must enter Special Course Fee information into PAWS in
a timely manner to meet the publishing deadlines established by Enrollment
Services for inclusion in the
Schedule of Classes. |
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2. |
For existing programs, Divisions submit one divisional budget for Fund 128
and one for Fund 136 including: |
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a. |
Questionnaire for Existing
Fees (Form C) for each user fee changing by +/-5%. |
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b. |
All proposed user fee rate
changes must be reported to the Office of Resource Analysis during the budget
building process. |
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c. |
Divisional Cash Balance Narrative
(Form
C1) explaining either of the following situations: |
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1.) |
When the divisional projected ending cash balance for the budget year is negative;
or |
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2.) |
When the total divisional budget year's projected cash balance exceeds 15% of the annual
divisional expenditures and is more than $50,000. |
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d. |
A Divisional Program Revenue
Budget for Fund 128 in Excel or Adobe
format or for fund 136 in Excel or Adobe
format. |
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1.) |
Resource Analysis: enters actual revenue and expenditure numbers for the prior fiscal year and distributes sheets to divisions with the budget instructions for non-auxiliary accounts/user fees in November. |
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2.) |
Divisions furnish to Office of Resource Analysis one divisional Fund 128
budget and one divisional Fund 136 budget containing: |
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a.) |
Estimated actual revenue and expenditure information for the current fiscal year. |
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b.) |
Proposed revenue and expenditure information for the next fiscal year. |
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B. |
When establishing a new fee outside of the budget process time frames, the Divisional Office submits the following information to the
Office of Resource Analysis: |
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1. |
A Questionnaire for New
User Fees (Form A) and an Addendum to Questionnaire Competition with the Private Sector
(Form B), if applicable, for each new fee. |
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2. |
Click here for policy on how to set fees. |
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3. |
And to the Controller's Office: |
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1.) |
If establishing a new organization or revising an existing organization,
divisions submit an Organization Action
Request form to the Controller's office .
Contact the Controller with questions about
the appropriate fund/program. |
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2.) |
A Request
for Budget Transfer
form to establish a budget for the current fiscal year, as needed. |
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C. |
Schools and Colleges
must enter Special Course Fee information into PAWS
in a timely manner to meet the publishing deadlines established by Enrollment
Services for inclusion in the
Schedule of Classes. |
| II. |
Accounting |
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A. |
Divisions with programs funded by program revenue: |
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1. |
Carry forward to the next fiscal year any cash balances remaining at the end of the fiscal year; use only for purposes related to the program. |
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2. |
Maintain a reasonable cash balance at the divisional level in order to cover contingencies and emergencies that may arise within the
division. |
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3. |
The total divisional end of the fiscal year cash balance (actual or budgeted) for
the division should not exceed 15% of the division's annual expenditures (actual or budgeted). |
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4. |
The Controller's office will monitor cash balances, either negative or excess
balances, on a semi-annual or annual basis, as appropriate. |
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B. |
Schools and Colleges retain all funds to be used exclusively for related programming activities and their development. |
| III. |
Risk Management |
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A. |
User fee related programs have the potential of raising various liability and risk management issues. |
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B. |
Program directors should be familiar with
University Safety and Assurances. |
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Receipts |
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A. |
Divisions collect receipts from Departments or Program Directors with user fee related programs and then deposit these receipts in the appropriate program revenue account. |
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B. |
Divisions should be familiar with and ensure that departments follow proper
cash
handling procedures. |
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C. |
Wisconsin State Sales Tax must be collected on all taxable items - Click here. |
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Budget preparation questions should be directed to the
Coordinator of Resource Analysis (x4586).
Accounting questions should be directed to the Assistant
Controller (x6652).
Receipt and deposit questions should be directed to the
Cashier's Office. (x4527)
Expenditure questions should be directed to the Travel Office (x6651).
Direct liability and risk management questions
to
University Safety and Assurances. (x5079)
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