The UTRGV Budget Process

  1. Preliminary Preparations

    Planning and Analysis staff reviews the accounts en masse looking for discrepancies and working with project (account) managers and divisional staff as needed.

    Preliminary revenue estimates are prepared in consultation with staff in the Comptroller’s Office and available balances compiled. Departments are contacted for assistance as needed for items such as enrollment data projections.
  2. Budget System is Opened

    The budget cycle is formally commenced with an email announcement to senior staff in each division that the Hyperion budget application has been made available. Along with the announcement, budget instructions are distributed. Senior staff in each division disseminates these instructions based on guidance from their division heads that includes special directives for department heads in their respective divisions.
  3. Project (account) Managers Meet with Deans and Directors

    Although each division sets its own internal budget timelines & activities, it is expected that Account Managers engage in recurring discussions of budget needs with their respective deans or directors as budget recommendations are developed and promoted through the chain of command.
  4. Deans and Directors Meet With Their Respective Vice President

    Division heads are given great latitude in their approach to arriving at their budget recommendations. Generally, deans and directors meet with their respective divisional Vice Presidents.
  5. Draft Budget Executive Meeting

    UTRGV executives meet to review budget status including ways in which the budget will be balanced as requests, needs, and commitments routinely exceed available funding. These meetings are iterative.
  6. Board of Regents Release Budget Policies

    The University of Texas - System Board of Regents budget policies include a timeline for budget development and guidance on salary and other increases.
  7. UT-System Administration Issues Budget Instructions

    The UT-System administration issues budget instructions and information such as assessments to the UT institutions for shared costs, workers compensation rates, unemployment compensation insurance (UCI) rates.  A detailed budget timeline as well as a listing of special reports and schedules to be submitted as part of the budget development process is included in these instructions.
  8. UT-System Resource Allocation Hearings

    UTRGV executives meet with UT-System administrators via videoconference.

    There are two key elements associated with the hearing, (1) discussion of a summary pro-forma institutional budget which is submitted to UT-System ahead of the hearing and (2) responses to a series of questions distributed by UT-System ahead of the meeting.  The meeting allows the institution to alert UT-System administrators of relevant information and/or items of concern.  UT-System administrators in turn provide guidance and alert the institution of any statewide and/or system-wide issues.

    Depending on the issues raised in any given year, supplemental guidance may be communicated to UTRGV account managers, directors, and others involved in the budget process on campus.
  9. Hyperion System is closed for Entries

    The division heads, after having reviewed the department requests with his or her deans and/or directors and account managers, have their staff populate the Hyperion system with his or her recommendations.  The planning and analysis office closes the Hyperion budget system.
  10. Requested Funding Levels Are Assessed

    The budget requests recommended by the division heads are reviewed by the Planning and Analysis office; positions are assessed for conformity to correct salary level and job classification and an assessment made on the overall impact of the requests to the institution and projected revenue.  Special reports and analysis are generated as requested by the UTRGV executives. In this step coordination between various departments, most commonly the Planning and Analysis Office, Comptroller’s Office, Human Resources, and staff in the respective division is often required.
  11. Review by the Executive Vice President for Finance & Administration

    As the Planning and Analysis staff reviews the information and prepares reports, the EVPFA is kept informed to help ensure that to the extent possible issues are addressed at the division head level.  The EVPFA engages the president, individual colleagues in the cabinet or the entire executive team as needed.
  12. Funding levels are finalized

    The Planning and Analysis staff provides the EVPFA with summary information, including the recommended approach to balance the budget.  The EVPFA uses his/her judgment to engage the president, executive team or others to arrive at a final budget. This communication is iterative with updated information provided until the budget is balanced.
  13. Finalize Supplemental Reports

    Once all data has been settled, supplemental reports required by UT-System are prepared.
  14. Draft Budget Submitted to UT-System

    The draft budget is submitted to the UT-System comptroller for review.  It is important that the UT institutions prepare a good draft budget as changes are discouraged by UT-System.
  15. Draft Departmental Budgets with Final Funding Levels are Distributed
     
    Budget coordinators for each division may, at their discretion, run reports from the Hyperion system to share project budgets with department heads in their respective division.  Further changes are discouraged at this point, but are at times made if extenuating circumstances exist or errors found.

    The primary purpose of this review is for correctness of technical matters i.e. ensure that titles, names, and salary levels are correct and ensure that employees have not been left off the budget document.  It is not an opportunity for unit managers to reiterate their case for approval of their budget requests.  Funding level concerns are addressed through the chain of command.
  16. Feedback From the Divisions is Received

    The Budget is updated by Planning and Analysis staff as feedback is received.
  17. UT-System Budget Administrators & UTRGV Planning and Analysis Staff Discuss the Draft Budget Document

    The UT-System staff and senior Planning and Analysis staff discuss the draft budget via teleconference.   Problem areas, corrections, needed adjustments, and clarifications are discussed.  At this point the UT-System staff may request additional information on selected areas of interest.

    Depending on the materiality of the items discussed, this information is brought to the attention of the EVPFA, at the discretion of the UTRGV Associate VP for Planning and Analysis.
  18. Final Budgets are submitted to UT-System

    The final budget is submitted to UT-System, along with updated supplemental schedules.
  19. Budgets Delivered to Regents

    UT institution budgets along with supplemental reports prepared by the UT-System staff are made available to each regent by the UT-System comptroller’s office.
  20. UT-System Board of Regents Consider Budget Approval

    The UT-System Board of Regents, after reviewing the budget documents and associated summary reports, consider approval of the proposed budgets for the UT institutions.
  21. Budget Printing & Distribution
     
    After Board of Regents approval of the operating budget an initial printing is done locally.  These budgets are distributed to a select number of individuals and departments with critical roles in institutional financial management such as the loading of budget information into the ERP system e.g. Comptroller’s Office, Human Resources Office, Procurement, etc.  At this point the new fiscal year is fast approaching and setup work for the new year begins to peak.

    Copies of the final summary and detail budget documents are sent to the Library for reference by the media, public and the university community. The summary budget document, which is the official budget, is also published on the University’s Reports to State webpage. Downloadable budget data, in Excel format, is also made available on the UTRGV Planning and Analysis website.

    Detailed budget sheets, in PDF Format, are made available to each division for dissemination to their respective project (account) managers at their discretion.

    The Hyperion budget application remains open for inquiries by budget administrators within each of the divisions throughout the year.