Budgeting

Preparation of the legislative request through the approval of the annual operating budget.

1. HISTORICAL SALARY/SUPPORT/FUNDING/REPORTS

   1. Utilize DSS queries to create reports to facilitate operating budget preparation (historical salary, raise, expenditure and revenue data).

   2. Maintain other data significant or unique to the area.

2. ANNUAL BUDGET PREPARATION

   1. Prepare annual operating budget in accordance with current guidelines and policies including appropriate tables and supporting documentation.

      1. Process Change in Budget (Form 1008) documents prior to recurring cutoff, assuring accurate base budget.

      2. Process 1209 for new funds prior to BUTP input, if necessary.

      3. Verify current data in BUTP System and update (i.e., flags, FTE and funds).

      4. Maintain accurate proposed salary spreadsheets as necessary.

      5. Facilitate budget decisions and preparation by clarifying and assisting unit with guidelines and policies.

      6. Interact with appropriate unit staff to obtain proposed budget data in an efficient and timely manner.

      7. Enter proposed budget data in accordance with Budget & Fiscal Planning guidelines (http://www.purdue.edu/budgetfp/).

      8. Ensure that operating budget is mathematically correct, balances with budget control totals and is a reflection of anticipated expense.

      9. Prepare budget tables and supporting documentation per Budget & Fiscal Planning guidelines.

      10. Review operating budget, as appropriate, within unit.

      11. Submit to Budget & Fiscal Planning within specified time frames.

3. REVIEWS/PRESENTATIONS/AD HOC REQUESTS

   1. Assist in preparation of materials to present budget internally.

   2. Respond to Legislative requests for input.

Sponsored Programs proposal processing (http://www.purdue.edu/sps/proposals/Welcome.html). 

1. BUDGET PREPARATION

   1. Prepare budget in accordance with sponsor and internal guidelines.

      1. Have a working knowledge of agency/University guidelines.

      2. Prepare budget utilizing sponsored research budget program (COEUS) after consultation with Principle Investigator (PI).

      3. Make appropriate inquiries to assure full cost recovery.

      4. Ensure stated department commitments are obtained.

      5. Interact with SPS staff as needed to clarify specific details.

      6. Do your best to facilitate a timely submission of the proposal (i.e., make PI aware of deadlines).

      7. Work closely with other business offices, including Discovery Park when appropriate, on interdisciplinary proposals.

2. PROPOSAL PACKAGING AND PROCESSING

   1. Assist in proposal packaging and processing to provide appropriate forms, formatting and copies in accordance with sponsor and internal guidelines and deadlines.

      1. Ensure appropriate documentation for cost-sharing/matching commitments.
      2. Provide appropriate budget work papers.
      3. Assist unit in preparing appropriate sponsor specified forms.
      4. Facilitate processing for appropriate signatures.

3. PRE-AWARD AUDITS/SITE VISITS

   1. Provide accurate, complete and timely information for pre-award audits and site visits.

      1. Communicate that the activity is occurring to both SPS and supervisor, as appropriate.
      2. Prepare any additional documentation as needed.
      3. Respond to all inquiries related to these activities as a top priority.
      4. Coordinate with SPS regarding their involvement.