Budget: Introduction to Annual Budget Cycle
An introduction to UNL's annual budget cycle.
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- [00:00:00.000]This is an introduction to the University of
Nebraska–Lincoln’s annual budget cycle.
- [00:00:06.800]At the University of Nebraska, the fiscal year runs
from July 1st through June 30th.
- [00:00:14.133]Throughout the fiscal year, UNL departments
actively manage their current fiscal year’s budgets
in the Budget Control System also known as BCS.
- [00:00:25.966]In February and March, in preparation for the
upcoming fiscal year, Departments verify all
aspects of their current budget,
- [00:00:36.233]because the current permanent budget will provide
the structure for their next fiscal year’s budget.
- [00:00:43.133]From April through June, the Budget Office and
campus departments prepare the new budget in
the Budget Prep System.
- [00:00:52.333]In May, the Budget Office calculates and loads the
approved raise pool into Budget Prep and new
salary rates become effective July 1st.
- [00:01:03.400]During July and August, the Budget Office finalizes
the non-salary lines of the new budget.
- [00:01:11.400]The finalized budget is moved from the Budget
Prep system into SAP in August.
- [00:01:18.966]There are three data management systems used
to transact and analyze budget information.
- [00:01:25.200]All three are accessed through the Firefly portal,
but are identified on separate tabs.
- [00:01:32.700]BCS is located on the tab labeled “Budget.”
University departments use BCS throughout the
year to maintain their budget,
- [00:01:42.466]for example to review or adjust budget attributes
- [00:01:47.733]The Budget Preparation system, located on the
tab labeled “Budget Prep,”
- [00:01:52.766]is used to make the changes to permanent budget
for the new fiscal year.
- [00:01:58.800]SAP is located on the “SAP Logon” tab. It is the
official “source of record” for all financial and
- [00:02:08.800]SAP reports may be used to assist managerial
- [00:02:14.933]Under the “Reporting” tab reports are available to
review data from the transactional systems.
- [00:02:21.900]Throughout the fiscal year, which begins July 1st, a
department utilizes BCS to manage their
- [00:02:31.300]When February rolls around, the campus begins to
plan for their next fiscal year.
- [00:02:38.033]This is when validation of permanent budget is
- [00:02:42.566]It is important to thoroughly review and validate the
current year’s permanent budget prior to April 1st.
- [00:02:51.566]On April 1st, a copy of the current permanent
budget is transferred from BCS to Budget Prep.
- [00:02:59.433]While the campus is beginning to develop the next
fiscal year budget in Budget Prep,
- [00:03:04.733]they continue to manage the current year’s
permanent budget in BCS.
- [00:03:10.833]Meanwhile, the salary data that was copied from
the current permanent budget is used to develop
the raise pool.
- [00:03:19.366]The raise pool is developed by multiplying the total
perm budget of all filled positions by the rate in the
approved salary guidelines.
- [00:03:30.633]In May the Budget Office calculates and loads the
approved raise pool into Budget Prep and the
departments distribute the raise pool.
- [00:03:41.200]The new salary rates created in Budget Prep are
copied over to the SAP HR module.
- [00:03:49.133]New salary rates are uploaded from Budget Prep
to SAP in two groups.
- [00:03:54.966]Biweekly and monthly salaries are uploaded into
SAP in late June. Faculty salaries are uploaded
into SAP in mid-July.
- [00:04:08.366]In August, the budget is uploaded into BCS and
SAP, becoming the new fiscal year’s permanent
- [00:04:18.533]UNL’s Budget Office staff is available to assist you
with your department’s budget and financial
- [00:04:25.800]If you have questions about the budget process or
about the data management systems, please
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