Budgeting FAQ
This webpage is designed to answer some of the frequently asked questions dealing with budgets and the budget process at BYU.
- How long is the budget year at BYU?
- What should I know about the annual strategic resource planning process?
- How are budgets and expenses reported to campus?
- How do I make adjustments to my budget?
- How do I budget for Research Funding in the Fund 1 (FD01)?
- What Fund 1 (FD01) budgets can be carried over from one year to the next?
- What happens if I overspend my Fund 1 (FD01) budget?
- How are benefit rates used on campus calculated?
- What if I have questions about my monthly financial reports?
- Nothing here has helped, where can I get more information?
How long is the Budget Year at BYU?
At Brigham Young University, the budget year runs from January 1 through December 31. However, tuition and salaries follow the academic year, which spans from September 1 through August.
What should I know about the annual strategic resource planning process?
The annual strategic resource planning process is how the University prepares and presents its budget for the upcoming year. This process involves all areas of campus, with individual units submitting budget proposals through their respective deans or directors and line vice presidents. These proposals are then reviewed and approved by the President’s Council before being submitted to the Commissioner of Education and the Church Budget Office.
The Church is the University’s primary funding source. Each year, during the strategic resource planning cycle, the Church provides guideline increases for each budget category—such as salaries, supplies, and travel. These guidelines indicate the percentage by which the continuation budget may increase. Any funding requests for new or expanded programs (referred to as program improvements) must be submitted as part of this process.
Once all budget proposals are approved by the President’s Council, they are compiled into a consolidated university budget. This final proposal is submitted to the Church for review.
The process typically begins in the spring and summer. A final draft of the budget is submitted to the Church Budget Office in the fall, and the University is notified of the approved budget in December. Occasionally, the submitted budget may be revised or reduced by the Church.
How are budgets and expenses reported to campus?
Various financial reports are available in Workday to individuals assigned specific roles—such as Manager, Spend Approver, Financial Analyst, and Finance Business Partner—for each Worktag in the system. Additional users may be granted access as needed.
Financial reports can be accessed through the BYU Finance Dashboard within Workday.
How do I make adjustments to my budget?
During the year, it may be necessary to move budget amounts between accounts and spend categories or from one Worktag to another. These changes are made using the Spreadsheet Budget Amendment Form or directly through the user interface in Workday.
Unless otherwise specified with the permanent amendment type, budget amendments are applied only to the current year’s budget. All proposed amendments must be reviewed and approved by the Budget Office before they are posted.
How do I budget for Research Funding in Fund 1 (FD01)?
This guidance applies only to research funding within the Fund 1. It does not apply to externally funded research, which is managed through the Grant worktags.
Research allocations from central administration are typically placed in spend category SC0103 within Fund 1. Additional research funding from colleges or departments may also be placed in Fund 1 worktags, but these funds are usually categorized under specific line items such as travel, wages, or supplies.
Carryforward Rules for FD01 Research
- Spend category SC0103 balances may be carried forward for one year only.
- After year-end, unused SC0103 funds are moved into spend category SC0104, which designates that these funds will not be carried over a second time.
- Faculty members should be informed that University Research or Alcuin funding does not continue indefinitely. Regardless of the award date, funding will expire at the end of the following fiscal year.
- Example: If funding is awarded in month 11 of the fiscal year, it will expire 13 months later at the next year-end.
Transfers to Faculty Consolidation (FD04) worktags
If FD01 research budgets (from SC0103 or SC0104) are transferred to Fund 20 operating units, the one-year carryover limit no longer applies. These funds will carry forward indefinitely in FD04.
What Fund 1 (FD01) budgets can be carried over from one year to the next?
Certain Fund 1 (FD01) budgets at BYU are eligible for carryover into the new budget year. These include the following:
1. Equipment, Software, and Library Books:All unused original Equipment, Software, and Library Book budgets allocated to a college or division will be carried forward to the new year. This carryover applies only to the original budgets. Any funds transferred into these accounts from Salaries, Supplies, Travel, or Annual Flexible Budget categories will not be included in the carryover calculation.
2. Research/Unallocated budget:Unused balances in the SC0103 spend category will carry forward for one year only. All other Fund 1 research budgets will expire at year-end. It's important to note that recipients of University Research or Alcuin funding often mistakenly believe these funds are ongoing. Regardless of when the funds are awarded, they will only carry forward to the next year-end.
Example: If funds are awarded in month 11 of the current year, they will expire at the next year-end—approximately 13 months later.
3. Access:All unused Access Equipment funds allocated to a college or division will be carried forward to the new year.
What happens if I overspend my Fund 1 (FD01) budget?
An over-expenditure reduction occurs when the total available balance for a college or division is negative and the end of the year. The deficit amount is deducted from the following year’s budget to offset the overspending.
How are benefit rates used on campus calculated?
Because we receive government research grants, we are required to use a methodology that complies with federal guidelines. To meet this requirement, we group similar employees into categories and apply an average benefit rate to all employees within each category. This means that individual choices—such as whether an employee participates in matched savings or which insurance plan they select—do not result in different benefit rates for that employee. While individual selections do influence the overall average, they do not change the rate applied to a specific person.
With input from DMBA and based on recent historical data, we determine proposed benefit rates for each category and submit them to the federal government for approval. Once approved, these rates are applied uniformly to all payroll activity across campus. We are not permitted to use different rates for research grants versus other types of campus activities.
What if I have questions about my monthly financial reports?
If the question relates to budgets, please contact the Budget Office as indicated below.
If the question relates to the report structure, changing report recipients, not getting reports, etc., please contact your university accountant.
Nothing here has helped, where can I get more information?
If you have any questions, or if we can be of help in any way, please contact Joel Christensen at 422-3693 or Salani Pita at 422-3784. We are located at D-208 ASB.