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FAQ

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What does the Budget Office do?

The Budget Office has many responsibilities including:

  • Prepare the university's annual operating budget.
  • Monitor over-expenditures of salary and operating budget lines.
  • Process budget changes including transfers, supplements, and carry forwards.
  • Provide training, advice, and assistance for account managers and their assistants.
  • Prepare special studies and financial models that support financial decision-making and planning activities.
  • Coordinate budget systems and procedures with Payroll, Human Resources, Accounting, Faculty Records, and other related departments.
  • Prepare Legislative Appropriations Requests to submit to the state.

What is my account?

An account is usually made up of three identifiable numbers:

  • Fund - identifies the source or nature of funding for the account.
  • Funds Center - identifies the area of the university in which expenditures occur.
  • Funded Program - identifies a particular program or project within an area of the university for which expenditures occur (some accounts are not funded programs, so the third number may be NR, for not relevant).

It is the combination of Fund/Funds Center/Funded Program that makes up a unique account.  You may have multiple accounts for different functions and expenses.

What is meant by Method of Finance?

Method of Finance is the name of a certain group of funds that are funded primarily by appropriations and tuition (both statutory and designated).  Accordingly, Method of Finance excludes accounts funded by other fees, income generated from sales and services, or restricted gifts and grants.

  • Method of Finance accounts are called Method, for short.
  • Accounts not funded by Method of Finance are called Non-Method.

Method of Finance includes most (but not all) State or E&G accounts (fund numbers beginning with 1XXXXXXXXX).  It does not include organized activities (which are income-generating accounts), nor does it include Coordinating Board grants.

Method of Finance also includes the Designated Method fund (20000110XX).  The operating lines (student wages, travel, maintenance & operations, and capital) for most Method fund centers have been budgeted in Designated Method.  Transfers between an E&G Method account and a Designated Method account must be initiated (pre-posted) by the Budget Office.

How much is Texas State's Budget?

That depends upon how “budget” is defined.

Texas State’s operating budget is made up of accounts in the Current Unrestricted fund groups (Educational & General, Designated, and Auxiliary Enterprises).
 
Restricted accounts (funded by gifts, grants, and contracts) are excluded from the operating budget because of the restricted and uncertain nature of their funding. The best estimate for the Restricted budget in the current year is Restricted expenditures in the prior year.  Include that amount if you are including all research funds and funded student aid (not unfunded student aid, or "discounts") in your definition of "budget."

Plant funds are not part of the operating budget either, since they are not spent on current operations.  Even so, the annual funding for capital improvements is an important use of current funds so transfers for capital improvements are included in the operating budget.  Include this amount if your definition of "budget" includes capital expenditures.

To see actual operating budgets for current and previous fiscal years, look under the Budget Numbers tab for the Operating Budget webpage.

Where can I find information on Texas State salaries?

Copies of the detailed Salary Report are available in the Alkek Library and the Faculty Senate office.

What is administrative overhead?

The University charges administrative overhead to all Current Unrestricted accounts except Method of Finance accounts (those accounts funded by appropriations and tuition).  This charge ensures that the cost of operating the university is borne by Method and non-Method sources.  It is a charge for administrative services such as Information Technology, Accounting, Purchasing, Human Resources/Payroll, Budgeting, Student Business Services, and general administration which are paid by Method.

Our administrative overhead rate is only 3.5% of non-personnel expenses (excluding scholarships).  It is like the indirect cost rate charged to grants.