2012-13 Budget Preparation


UNIVERSITY OF NOTRE DAME
Department of Athletics

To:              All 2012-13 Budget Preparers
From:          Kathleen Murphy
Subject:      Some Guidelines for You
Date:           March 5, 2012

Attached please find a copy of the 2012-13 budget preparation worksheets for your budget unit(s). These worksheets consist of up to seven (7) pages depending upon the budget unit:

1. Revenue (ie. Expected Ticket Sales/Game, Contract Guarantees Paid/Received, etc)
2. Miscellaneous Salary
3. GIA Recommendations (Including 2012 Summer School)
4. Team Travel Summary
5. Supplies & Expense
6. Travel, R&M and Capital
7. Special Requests to Receive Consideration 2012-13; 2013-14; 2014-15

These worksheets were created in EXCEL for your use. If you have any difficulty with these files, please let us know. We can provide hard copies to you.

KEY DATA:

• The budgeted value of a full Grant-In-Aid for 2012-13 is $54,905.
• The budgeted cost of a full summer school award is $9,950 for the 2012 summer session.

INSTRUCTIONS:

• Review the status of your budget unit(s) using Banner for:
  • Any areas of concern based on revenues/expenses to date.
  • Budget adjustments required before year-end ( 6/30/12 ).
  • Budget allocation changes that should be reflected in the 2012-13 budget.
• Complete each worksheet provided for your unit(s). Where indicated, provide detail for the items that comprise your proposed budget amount for that line item (as opposed to what has been allocated).
• List all GIA recipient recommendations on the appropriate worksheet (you can add rows to this worksheet as needed). Specify the funding source (budget, particular restricted fund) for each award. Include those student athletes who intend to enroll in the 2012 summer session.
• For team travel, estimate the cost of airfares, ground transportation, lodging, meals and miscellaneous expenses for your travel party for each trip that is scheduled or anticipated.
• Repair & Maintenance and Capital proposed budget items must be identified specifically (i.e. R&M: preventative maintenance contract w/Vendor X, Capital: video system). Capital items are generally those that have a unit value that exceeds $5,000. However, the University categorizes computers and furniture, for example, as capital items even if their unit value is less than $5,000.
• Note - beginning last budget year we included proforma columns on all the individual worksheets and a new Special Request to Receive Consideration worksheet.  The proforma columns on the individual worksheets should be used to to reflect anticipated revenue/expense changes that fall within normal operations of your unit.  It is not necessary to carry those changes to the Special Request to Receive Consideration worksheet unless it would reflect material growth within your budget. 
• The Special Request to Receive Consideration is to allow the department to plan for extraordinary circumstances or large purchase items anticipated within the next several years. Special requests for your budget unit(s) for 2012-13 should be listed on this page.  These items must be reviewed and approved by the senior staff, and the Director of Athletics before they can become part of the approved budget.

All worksheets should be completed and submitted to your respective Assistant or Associate AD by Monday, April 2. Meetings to discuss these budget proposals with each Associate or Assistant AD will be scheduled during the following weeks.

Senior staff members will meet to review and revise the department's line item budgets in mid-April. Approval of all budget adjustments by the Director of Athletics will be sought thereafter. Approved 2012-13 budget information (with any approved revisions) will be communicated to you as soon as the Budget Office returns approved line item budgets to the department.

If you have any questions regarding the completion of your budget worksheets, please let me know.

Thank you in advance for your efforts.