Background/general awareness

• This article relates to budgets in ISRS funds 110 General and 830 M&E Repair and Betterments (which in Workday is essentially FD0039 and FD0040).  Budgets for grants, revenue funded cost centers, etc are loaded via separate process. 
• FY25 initial budget loads were done in ISRS, prior to the Workday conversion on July 1, 2024; both ISRS and Workday terminology is used below.
• Budgets were
  • loaded to ISRS by FM staff (late May)
  • loaded into Workday by the System Office NextGen Team (late June)
  • reconciled at fund level by Metro State staff (early July)
• The Workday Budget vs Actual reports column labeled as "Budget YTD", actually reflects our full year budget. 
  • Metro State budgeted FY25 for the year by object code (not by month).
  • FM is not using a 1st load, 2nd load process like in FY24.  All was loaded in late May.
• Workday does not have a reporting feature like ISRS had to match up actual to centralized expense budgets.  ISRS allowed, for example, the ability to point actual fringe expense in multiple cost centers to go against a budget in one central cost center. 
• Carry forward of FY24 remaining budget into FY25/Workday has not happened yet.
  • Cost Center managers do not need to request carry forward of their balances -- FM plans to review holistically and communicate with CC Managers.  We are currently awaiting functionality from System Office + also needed ISRS to have all FY24 activity (SO completed that in late Sept)
  • FM will also be reviewing how to identify cash balances of ISRS cost centers in GEN that had their own GLs and convert that into Workday.
• FM will be using Workday's Adaptive Planning tool for budgeting in FY26.  We expect to be trained starting in Oct and are hopeful it will increase structure and reduce spreadsheets.

Budget Load for General Fund  

• Salary:  
  • As a general rule, vacant positions not in search at the time of budgeting were excluded from the budget. 
  • Academic Affairs:  Originally loaded each college's total salary budget ot the dean's ISRS cost center, however it was redistributed on 9/30/24 to match the original Academic Affairs budget load spreadsheet  In addition a salary and nonsalary budget was established for Academic Advising out of the Academic Affairs program.
  • Non-Academic Affairs: Base salary budget loads may be slightly higher than actual.  Any amounts in excess of actual salary should be absorbed back into GEN to minimize fund balance use (i.e. not available for use by the division). 
• Fringe:   32% of salary budget was loaded as a fringe budget to 215220-Central Salary and Fringe Benefit Costs (University cost center managed by FM)
  • Fringe expense will show at the program/cost center level, but not the budget (since it is loaded centrally). 
  • Fringe variances to budget at the cost center or program level may be ignored, as FM will monitor fringe at the university level.
  • While somewhat undesirable, this currently seems to be our best option.  
  • FM is working on identifying a university level report for fringe to show our use of that budget.
• Student Assistant:  loaded to the academic dept or other specific cost center as provided (some change underway in Sept due to the MSU Student Association funding provided for student employees)
• NonPersonnel:  loaded to the academic dept or other specific cost center as provided
• Revenue: 
  • Not all revenues were budgeted as part of the process used, however most major revenue budget amounts were loaded to the cost center in which actual is expected to be recorded.  FY25 will be a learning and transition year as we transition our budget vs actual reporting to align with financial system data (vs using a combination of financial system expense data and revenue in budgeting spreadsheets)
  • Revenue for Personal Property Service Fee - loaded to dean's ISRS cost center; break down between colleges was based on info in the RCM model spreadsheet.