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Budget Implementation – Operating Fund

The Budgeting and the Operating Fund section refers to three components or stages in the budget process – budget development, budget implementation and monitoring/forecasting. This section covers budget implementation and addresses the following:

Summary of Important Budget Rules

Detailed Instructions For Completion of the Divisional Budgets

 

Summary of Important Budget Rules

Annually, in February, the Planning and Budget Office issues budget instructions which include all current budget rules. Operating budget instructions for academic divisions and shared service divisions are available on the Planning and Budget website.

 

Detailed Instructions for Completion of the Divisional Budgets

The B-6 Form (Salary Detail)

Approximately 76% of the University’s operating budget is applied to salaries and benefits. Not surprisingly, then, much of the focus of budget implementation is on salaries and benefits for appointed staff.

The B-6 form is an AMS on-line document which is initially populated with HRIS information containing staff names and current salaries. The “as at” date for B-6 information is indicated in the Budget Instructions letter issued annually by the Planning and Budget Office.

The following is a summary of important information regarding the B-6 Form:

  • It is used as an on-line worksheet to formulate the salary budgets;
  • It provides
    • detailed support for salary budgets
    • a record of the rank and position of staff for analytical purposes
    • a record of salary recoveries
  • It contains download information from HRIS: names, current salaries at the time of download, FTE, rank, etc.
  • The department or division modifies the B-6s for complement changes, salary/FTE changes, etc.
  • B-6 forms are provided to divisions and completed/returned to the Planning and Budget Office through on-line access in AMS.

B-6 documentation and B-6 Training Tutorials can be found in the Training and Documentation section of the EASI website.

 

Operating Expenditures

General Information and Instructions

  • for multi-department divisions, the office of the Principal, Dean or Director should complete a divisional summary to show the total expense budget for the division;
  • the final budget must equal the “Net Budget” figure stated in the approved Divisional Budget schedule for your division. A division may need to increase the Gross Expense budget by an equal and off-setting increase in Revenue/Recoveries. These changes should be communicated to the Planning and Budget office;
  • divisions which generate income should refer to the Operating Revenue/Recoveries procedure below for completion instructions.

Completing the Budget for Operating Expenditures
Operating expenditures are entered by the divisions/departments into FIS through the cost centre plans. Detailed procedures are available in the FAST area of the Financial Services Department website.

 

Operating Revenue/Recoveries

General Considerations
Income should include all items relating to the operating budget such as:

  • income from endowments for specific operating purposes;
  • government grants for specific operating purposes;
  • income from sales or services provided externally or internally;
  • fees from non-credit courses;
  • non-tuition-related compulsory ancillary fees; and
  • departmental overhead income from research grants.

Provincial grants and tuition fees for credit courses are not included here.

General Information and Instructions
For multi-department divisions, the office of the Principal, Dean or Director should complete a divisional summary to show the total revenue/recoveries budget for the division.

The final budget may not necessarily equal the Divisional Revenue/Recoveries Budget figure stated in the approved Divisional Budget Schedule for your division. Divisional Revenue/Recoveries can be modified for equal and offsetting increases in Divisional Expense. These changes should be communicated to the Planning and Budget Office.

Completing the Budget for Operating Revenue/Recoveries
Operating Revenue/Recoveries are entered by the divisions/departments into FIS through the cost centre plans. Detailed procedures are available on the Planning and CO Reporting Portal page.

Last revision April 2007