Financial Affairs
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BUDGET PLANNING

Beginning in early September each academic and administrative office begins the annual budget planning process for the following fiscal year.  Budget managers and associated executives, vice presidents or deans are designated budget responsibility for coordinating, reviewing and approving that area’s budget.

Budgeting Process
Each year, the President appoints a nine-member Strategic Resource Allocation Committee (SRAC) chaired by the Executive Vice President.  SRAC has responsibility for recommending proposed University operating and capital budgets for the next fiscal year and meeting periodically throughout the year to review budget versus actual performance.  

SRAC is responsible for approving budget instructions, soliciting budget requests, conducting budget hearings of all major budget units of the university, and recommending an annual operating and capital budget to the President. The Office of Budgets and Operational Reporting is responsible for supporting SRAC through the following functions:

Please review the University Budget Process policy for additional information pertaining to the budget process.  For information regarding budget changes to the current fiscal year budget please click here.

Answers to frequently asked questions about the budget planning process are included below. If you need more information, please contact a member of the Budgets & Operational Reporting team.

Where can I find the 2018-19 Budget Instructions?
Where can I find the Budget Planning System documentation?
Where can I find the 2018-19 Budget Planning / SRAC Calendar?
How should New Initiative Requests be submitted?
How are training sessions offered for the Budget Planning System?
When are 2018-19 proposed budgets due?
Can I view or edit my budget proposal after the deadline?
How do I delegate access to the Budget Planning System?
How do I login to the Budget Planning System?
When will Endowment Earnings be populated in the Budget Planning System?
When will Tuition Income be populated in the Budget Planning System?
How should I budget for Salaries and Benefits?
How should I budget for Telephone Expense?
How should I budget for access to carry-forward available balances?


Q: Where can I find the 2018-19 Budget Instructions?
A: 2018-19 Budget Instructions can be downloaded here.

Q: Where can I find the Budget Planning System documentation?

A: 2018-19 Budget Planning System documentation can be downloaded here.

Q: Where can I find the 2018-19 Budget Planning / SRAC Calendar?
A: The 2018-19 Budget Planning / SRAC Calendar can be downloaded here .

Q: How should New Initiative Requests be submitted?
A: New Initiative Requests should be submitted to your Executive Area Liaison using the New Initiative Form.

Q: How are training sessions offered for the Budget Planning System?
A: Online training modules will be offered to (re)familiarize budget planners on the use of the Budget Planning System. The training modules offered are:

Module 1 - Assigning Budget Planning Delegation
Module 2 - Budget Planning System
Module 3 - Additional pages and user configuration

Please contact us at extension 2-6321 or e-mail us at controller@depaul.edu if you have any questions.

Q: When are 2018-19 proposed budgets due?
A: The budget submission deadline is October 11, 2017 for all departments.

Q: Can I view or edit my budget proposal after the deadline?
A: It is possible to view the 2018-19 budget proposal after it has been submitted, however you must contact your Executive Area Liaison to make any edits.

Q: How do I delegate access to the Budget Planning System?
A: Delegations can be done on the Budget Mgr Delegates page ('For Employees->Budget Managers->Budget Manager Delegation'). Refer to the Budget Planning System documentation for more information. You may also review the instructions in the online training Module 1 - Assigning Budget Planning Delegations.

Q: How do I login to the Budget Planning System?
A: Login to campus connection, then navigate to the Budget Planning Application by selecting 'DePaul Financial System>DePaul Budget Planning>DePaul Budget Entry'.

Q: When will Endowment Earnings be populated in the Budget Planning System?
A: Departments do not need to budget current year distributions or expenditures of the current distributions. These endowment distributions will be calculated by the Controller’s Office and populated in the Budget Planning System by mid September. Endowment distributions will continue to be available for expenditure in the fiscal year distributed. Any unspent distributions will be returned to the endowment’s principal at the end of the fiscal year. These distributions will grow the respective endowment’s principal, creating a higher distribution in subsequent years available for expenditure.

Q: When will Tuition Income be populated in the Budget Planning System?
A: Tuition Income will be populated into the Budget Planning System after Tuition rates have been submitted to and approved by SRAC in mid November.

Q: How should I budget for Salaries and Benefits?
A: Please use the salary amounts budgeted for the current fiscal year, base 2017-18, when submitting base budget proposals for fiscal year 2018-19. The Budget Planning System will automatically calculate the corresponding benefits based on the entered salary amount. The benefit amounts will be automatically budgeted at 35 percent of budgeted salaries for full-time, benefits-eligible positions and 10 percent of budgeted salaries and wages for part-time positions. Note that student employees, including graduate assistants, are not eligible for benefits, therefore budgeted wages for these positions have no impact upon the departmental benefits expense.

The salary increase and benefits pool for 2018-19 will be added to your base budget once these amounts have been determined by SRAC and approved by the President and the Board of Trustees.

To aid in the process of salary and budget planning, units should confirm that base 2017-18 salary budgets, by dept. id and account code, accurately reflect actual 2017-18 salaries and wages. If you note a discrepancy, please work with your executive area liaison to make the necessary corrections to the base 2017-18 budget. It is important to verify that 2017-18 salary amounts are correct to ensure that attributions for benefits and merit pool increases are made using accurate base amounts.

Q: How should I budget for Telephone Expense?
A: Departments will only be billed for actual long distance and local toll use, so planning for the telephone expense account (553180) should be based only on anticipated usage expenses and any anticipated cellular telephone related charges. Please consult your telecommunications summary and detail reports for information about current and previous fiscal year usage costs.

Q: How should I budget for access to carry-forward available balances?
A: You may budget access to carry-forward balances for funds 230/240 endowments up to the carry-forward balance reported in the Budget Planning System for that particular department. Budgeted access to carry-forward balances is only valid for one fiscal year. If access is required in subsequent years then additional budgets must be planned in each year.

A: You may also budget for access to historical carry-forward gift balances for fund 200 gifts. Historical carry-forward balances, similar to endowments, are reported in the Budget Planning System for that particular department. During budget planning you may budget access to your historical carry-forward balances using the specific accounts listed below. If you intend to budget access to your historical carry-forward balances subsequent to the budget planning cycle please work directly with your executive area liaison.

Please use the following carry-forward accounts when planning access to your F200 historical carry-forward balance:
416252 - Carry-forward Scholarships
501922 - Carry-forward Salaries
531922 - Carry-forward PT Salaries
542112 - Carry-forward Benefits
555252 - Carry-forward Departmental Expense

Carry-forward amounts displayed for each department for funds 200, 230 and 240 reflect balances as of the date indicated in the system.

A: Budgeting for other carry-forward/fund 200 balances, such as indirect cost recoveries, fee sharing, etc., will be handled in a manner consistent with past years. If you manage a carry-forward department, please work closely with your executive area liaison to evaluate budgetary needs and plan accordingly. Please contact your executive area liaison if you need additional information.