The Budget Plan Submission process is designed to assist Budget Planning Units (BPU’s) align their departmental initiatives with
the 2020/21 Budget Plan:
2021/2022 – 2022/23 General Operating
Budget Plan Guideline
Introduction:
Overview:
New this year, as we move to a more dynamic budgeting process, we are requesting your support in completing unit forecasts twice in 2020/21 and multi-year budget planning for 2021/2022 and 2022/2023. This was outlined in the planning roadmap as included in
Appendices (optional) III.
Completed Budget Plan Forms, with Reference Notes (appendix) II.
Planning Document and Required Approvals I.
institutional priorities through transparent and accountable budgeting. Budget Plan Submission Package:
As part of the budget plan submission process, each BPU will be providing a Budget Plan Submission package inclusive of the following:
The first forecast was completed in September 2020. The main purpose of this forecast was to provide mid-year budget/actual updates to the Board of Governors, including an update on the financial impacts of the COVID-19 pandemic.
As noted in the 2020/2021 General Operating Unit Forecast Guideline | Institutional Research and Planning (uoguelph.ca) the second forecast will be due on January 18, 2021. The main purpose of this forecast is to provide budget/actual updates/changes from the September forecast to the Board of Governors and updates on the financial impacts of the COVID-19 pandemic.
The budget plan submission, as discussed in this guideline, will be due on February 8, 2021 for Admin unit and February 11, 2021 for Colleges s.
frozen grants and tuition), University leadership are requesting that units submit their 2021/22-2022/23 budget plans using the ▪ The budget will align and support the values, vision and strategic directions of the University of Guelph.
▪ The budget will support academic and strategic plans by the Stewarding of Valued Resources through responsible and nimble planning as to sustain economic downturns and other unforeseen challenges.
▪ The budget will promote collaboration between Colleges, other university units and external partners to enhance the academic mission.
▪ The University of Guelph is committed to an exceptional student experience and student success. The budget will reflect these commitments.
▪ The University of Guelph is proud of its many distinct areas of study and research, including historic and emerging areas of strength. This distinctiveness rests on our excellence as one of Canada’s top comprehensive Universities. The budget will support ongoing differentiation alongside its commitment to the values of a comprehensive university.
▪ Resource allocation processes are transparent, easy to understand and foster responsible decision making.
▪ The budget will incentivize innovation through cost effective operational efficiencies and revenue generating opportunities that support sustainable affordability.
▪ The budget will ensure that there is a sustainable support for shared services with no opt-out of services and support for institution-based expenditures such as student aid, infrastructure, deferred maintenance and debt servicing payments.
Given the ongoing pressures related to the global pandemic and the current fiscal environment of the post-secondary education (i.e.,
1. Reduce 2021/22 gross base expenditures budget (relative to 2020/21 gross base expenditures budget) by 3%. following parameters:
2021/22 Planning Parameters / Guidelines:
the cost containment savings anticipated in the 2020/21 forecast.
Given the current fiscal environment, new one-time budget requests should be put on hold while the university assesses the This reduction will allow units to right-size their base budgets to align with actual trends. For example, in 2019/20 the forecast was anticipating a deficit of $8.3M – although this swung to a surplus of $1.8M at year-end. This adjustment will be similar to
2. Do not submit any one-time budget requests.
To complete the required budget plan, download the ‘Forecast and Budget Planning Template Package’.
Please follow the step-by-step instructions in Appendix B – Instruction for Budget Planning Template to complete the required template.
Please prepare a Budget Plan template for each of your areas of responsibility separately by fund for the General Operating funds (100 - General Operating; 102 - OVC Special Grant; 104 - Diploma Education; 105 – OVC HSC). Please refer to the Budget Liason
Contacts Updated.pdf (uoguelph.ca), for details on the budget planning units to report on by fund. The Dean’s Office or Directorate
Office is responsible for consolidating, reviewing, and approving the detailed budget plans for their respective college or directorate, as outlined in the contact listing.
The Office of Institutional Research and Planning compiles all the college/divisional forecasts and budget plan information into the University summary and is presented to the Board of Governors. To be able to do this efficiently and accurately, we need consistent submissions from all units, in the templates provided.
The FRS system functionality allows the direct download of FRS report data into an Excel spreadsheet. Detailed instructions for data downloading for the Forecast and Budget Planning Template Package are provided in the 2020/2021 General Operating Unit Forecast
budget@uoguelph.ca
Budget Planning Preparation Support:
For assistance in preparing your budget plan, please contact your Budget team liaison member, as outlined in the Budget Liason
Contacts Updated.pdf (uoguelph.ca) for each budget planning unit.
Appendix A
:
Planning Document and Approvals
A Planning Document and Approvals Template has been created and made available for your use for this section. The planning document should be a maximum of 4 pages plus the signatures page.
2.1.1 Planning Document
The written portion of the Budget Planning Submission document should be in Word Format and should comment on the following: SUBMISSION DEADLINE BUDGET PLANNING: February 8, 2021 for admin units and February 11, 2021 for Colleges.
Guideline | Institutional Research and Planning (uoguelph.ca) and should have already been completed as part of completing your
units Forecast.
Please review your unit budget plans to ensure the information is correctly consolidated, calculated and the automatically populated columns reconcile to FRS with any additional adjustments clearly noted.
PLEASE E-MAIL YOUR COMPLETED AND APPROVED FORECAST TEMPLATE PACKAGE CONTAINING YOUR (COMPLETED JANUARY 18, 2021) TO:
Budget Plan Highlights and Narrative – This section of the submission will be an opportunity to highlight to the committee briefly, the mission, mandate and scope of activities for the BPU. This brief overview will provide the context for the proposed Budget Plan.
Major Activities/Initiatives and Potential Gaps: – This section will allow for a chance to highlight major activities or initiatives. These can either be previously approved initiatives (i.e., already in the template), or new initiatives that the BPU is planning to undertake within current resources of the BPU. Descriptions of new initiatives should include a Return on Investment (ROI) assessment using your measure of desired outcomes compared to the inputs invested in the activity. Include any impacts the base budget reduction will have on delivering strategic priorities or gaps in service delivery. How will these impacts be addressed?
Efficiencies and Revenue Sources – The purpose of this section is to identify proposed or on-going approaches to finding new efficiencies and building on existing strategies geared towards efficiencies. This section is also an opportunity to highlight ways to increase revenue-generating initiatives.
Summary and Change in Financial Position – This section should include summary comments on the current financial situation of the BPU including major changes or trends across the three years of financial data being presented. Please expand on the planned use of any carryforwards for example in terms of budget gaps, capital planning and strategic initiatives and if required, please add an appendix with these carryforward details. This section should be supplemented by the Reference Notes that are included as analysis to the line items in the Budget Plan Form (excel tables described in next section).
Faculty Hiring Plans [only required for Colleges] – This section should outline key data and trends to support the prioritized faulty hiring plans as outlined in the Prioritized Faculty Hiring Request template explain in Appendix E.
For the data requested above, most can be found on the data portal in the budget section of the dashboard here: Budget Support Quick Links | Institutional Research and Planning (uoguelph.ca).
Required Signatures:
The final package is reviewed by the BPU’s respective VP prior to submission. The submission of the planning document and template must be accompanied by the signature page, with approvals from:
• Budget Plan Unit Leader
• Appropriate AVP/VP (second signature only required where BPU Leader reports to an AVP/VP in their role as a Submitter) • Financial Lead
Budget Plan forms for 2021/22 and 2022/23 need to be completed for each BPU.
The multi-year budget plan will inform the Universities planned budget position for the next two fiscal years. The information from these plans will be incorporated in the 2021/22-2022/23 Budget Plan presented to the Board of Governors.
This provides general instructions for preparing budget plan forms in a consistent format for summary purposes. Notes and explanations are an integral part of every budget submission.
needs or may arise due to the addition or elimination of initiatives for example. Please include notes on the budget planning
Below is an example of the budget planning template. The following sections are a description of the budget planning template format.
Appendix B
: Budget Plan Form Instructions
A. Purpose of Budget Plan:
B. Assumptions:
Each budget unit will have different methods and capabilities of completing this budget plan. Some have ongoing planning
procedures; others have periodic planning efforts depending upon both the time of year and status of their budget. This requirement to complete a budget plan should be an extension of those procedures and not in addition to or separate from them. Methods of
identifying adjustments to expenditures and revenues are individual to units but may include using historical trends to identify future
C. General Information of the Budget Planning Template
BUDGET PLAN DETAILS TEMPLATE
Purpose: Unit multi-year budget planning. Columns L-P & Q-U represent your 2021/22 budget plan and 2022/23 budget plan including anticpated base and one-time adjustments for the identified fiscal planning years.
Note
Actuals 2020/21 2021/22 2022/23
Information Source: FRS FRS Template Forecast FRS FRS Template Forecast Template Forecast Formula Unit Unit Forecast Salary Formula Unit Unit Forecast Salary
Forecast 2018 / 2019 Actuals 2019 / 2020 Actuals 2020 / 2021 Forecast Budget ( Base) Budget ( One-time) 2020 / 21 Base Adjustment 2020 / 21 One-time Adjustment 2020 / 21 Budget 2021 / 22 Base Budget 2021 / 22 Base Adjustment 2021 / 22 One-time Adjustment 2021 / 2022 Inflation 2021 / 22 Budget 2022 / 23 Base Budget 2022 / 23 Base Adjustment 2022 / 23 One-time Adjustment 2022 / 2023 Inflation 2022 / 23 Budget D E F G H I J K= G+ H+ I+ J L= G+ I M N O P= L+ M+ N+ O Q= L+ M+ O R S T U= Q+ R+ S+ T Unit: College xx 2018/19 2019/20 2020/21 2020/21 2020/21 2020/21 2020/21 2020/21 2021/22 2021/22 2021/22 2021/22 2021/22 2022/23 2022/23 2022/23 2022/23 2022/23 Summary 40 , 756 , 814 41 , 976 , 531 39 , 373 , 168 42 , 025 , 536 4 , 760 , 984 - - 46 , 786 , 520 42 , 025 , 536 - 7 , 413 , 352 1 , 551 , 559 50 , 990 , 447 43 , 577 , 095 - 7 , 413 , 352 1 , 273 , 549 52 , 263 , 997 Revenues H I N C D E F G
Provincial Operating Grants - - - -
Tuition Fees - - - -
Other Student Fees and Contracts - - - -
Sales of Goods & Services ( 263 , 254 ) ( 227 , 499 ) ( 38 , 899 ) ( 205 , 000 ) - - - ( 205 , 000 ) ( 205 , 000 ) - - - ( 205 , 000 ) ( 205 , 000 ) - - - ( 205 , 000 )
Guelph Humber - - - - Other Revenue ( 662 , 134 ) ( 594 , 664 ) ( 205 , 480 ) ( 383 , 991 ) - - - ( 383 , 991 ) ( 383 , 991 ) - - - ( 383 , 991 ) ( 383 , 991 ) - - - ( 383 , 991 ) Total Revenue ( 925 , 388 ) ( 822 , 163 ) ( 244 , 379 ) ( 588 , 991 ) - - - ( 588 , 991 ) ( 588 , 991 ) - - - ( 588 , 991 ) ( 588 , 991 ) - - - ( 588 , 991 ) Expenses Salaries 30 , 933 , 390 32 , 653 , 159 30 , 297 , 869 31 , 240 , 763 2 , 009 , 777 - - 33 , 250 , 540 31 , 240 , 763 - - 1 , 245 , 865 32 , 486 , 628 32 , 486 , 628 - - 1 , 023 , 281 33 , 509 , 909 Benefits 6 , 656 , 808 6 , 985 , 725 6 , 827 , 290 7 , 314 , 853 51 , 884 - - 7 , 366 , 737 7 , 314 , 853 - - 295 , 637 7 , 610 , 490 7 , 610 , 490 - - 240 , 060 7 , 850 , 551 Scholarships and Busaries 983 , 660 994 , 053 487 , 755 680 , 668 74 , 123 - - 754 , 791 680 , 668 - - 10 , 057 690 , 725 690 , 725 - - 10 , 208 700 , 933
Utilities 2 , 883 2 , 622 - - - -
Operating 2 , 168 , 298 1 , 787 , 119 1 , 400 , 697 4 , 049 , 111 ( 1 , 694 , 989 ) - - 2 , 354 , 122 4 , 049 , 111 - - - 4 , 049 , 111 4 , 049 , 111 - - - 4 , 049 , 111 Internal Recoveries/Charges & Transfers 1 , 495 , 863 934 , 716 836 , 727 ( 112 , 168 ) 216 , 800 - - 104 , 632 ( 112 , 168 ) - - - ( 112 , 168 ) ( 112 , 168 ) - - - ( 112 , 168 )
Carryforward - - - - 4 , 103 , 389 - - 4 , 103 , 389 - - 7 , 413 , 352 - 7 , 413 , 352 - - 7 , 413 , 352 - 7 , 413 , 352 Total Expenses 42 , 240 , 901 43 , 357 , 394 39 , 850 , 338 43 , 173 , 227 4 , 760 , 984 - - 47 , 934 , 211 43 , 173 , 227 - 7 , 413 , 352 1 , 551 , 559 52 , 138 , 138 44 , 724 , 786 - 7 , 413 , 352 1 , 273 , 549 53 , 411 , 688 Transfers From OMAFRA ( 558 , 700 ) ( 558 , 700 ) ( 232 , 792 ) ( 558 , 700 ) - - - ( 558 , 700 ) ( 558 , 700 ) - - - ( 558 , 700 ) ( 558 , 700 ) - - - ( 558 , 700 ) From Ancillary - - - - From Heritage - - - - Total Transfers ( 558 , 700 ) ( 558 , 700 ) ( 232 , 792 ) ( 558 , 700 ) - - - ( 558 , 700 ) ( 558 , 700 ) - - - ( 558 , 700 ) ( 558 , 700 ) - - - ( 558 , 700 ) Net Results 40 , 756 , 814 41 , 976 , 531 39 , 373 , 168 42 , 025 , 536 4 , 760 , 984 - - 46 , 786 , 520 42 , 025 , 536 - 7 , 413 , 352 1 , 551 , 559 50 , 990 , 447 43 , 577 , 095 - 7 , 413 , 352 1 , 273 , 549 52 , 263 , 997
a. The template reflected in the picture above shows a new budget planning template, however, is designed around the same categories and principles as the forecast template units submitted in September 2020.
b. Also reflected in the budget plan template image above, column headers highlighted in purple indicate that the information for that section (i.e. Salary Inflation) will
automatically populate in the forecast template.
c. The first column contains the object categories, which is consistent with how the budget plan document reports to the Board of Governors (new category Internal Recoveries / Charges & Transfers is reported in Operating for Board Reporting). There are three major categories: Revenues, Expenses and Transfers. Revenue categories include tuition,
grants, student fees, sales of good and services, Guelph Humber, and other. Expenses include salaries, benefits, scholarships and bursaries, utilities, operating, Internal Recoveries/Changes & Transfers (new) and carryforward for budget only. The last section is Transfers. Transfers are from three main streams: OMAFRA, Ancillary and Heritage. These major cost and revenue object categories are further broken down by expense or revenue type. Note: For ‘Salaries’, one-time and base adjustments must be completed at the object code level (excel template grouping level 3) to ensure
accurate calculation of benefits and inflation. For other categories, at a minimum, units should be budgeting at the type level (excel template grouping level 2) but are able to budget at the object level if desired. To see a full list of object codes for each section, please expand all rows in the excel template.
d. The seven columns headers colored green, 2018/2019 Actuals, 2019/2020 Actuals, 2020/2021 Forecast, Budget (Base), Budget (one-time), 2020/21 Base Adjustment and 2020/21 One-time Adjustment will be populated automatically, from the FRS excel downloads or the forecast template as indicated in the template. The FRS downloads should have been completed during the forecasting process. Instructions for the data downloads and forecast template can be found in the 2020/2021 General Operating Unit
Forecast Guideline | Institutional Research and Planning (uoguelph.ca).
• 2020/2021 Forecast presents the units forecast of actual results to April 30, 2021.Note: this unit forecast information will directly pull from your Forecast tab containing the Forecast information that was due on January 18, 2021.
• Budget (Base) and Budget (One-time) presents your 2020/2021 budget. Budget (One-time) includes carryforward from 2019/2020.
Budget, 2022/23 Base Budget and 2022/23 Budget, are formula driven columns.
f. The four column headers highlighted in orange: 2021/22 Base Adjustment, 2021/22 One- time Adjustment, 2022/23 Base Adjustment, and 2022/23 One-time Adjustment are columns where unit input is required.
• 2021/22 and 2022/23 Base Adjustment columns are to be used if the unit has a
3. Units are welcome to complete a Forecast and Budget Planning Template Package
e. The five column headers colored in blue: 2020/21 Budget, 2021/22 Base Budget, 2021/22
g. The two column headers highlighted in purple: 2021/2022 Inflation and 2022/2023 Inflation are applicable for salary and benefits only and will automatically populate as indicated above.
Below are some general instructions for the 2021/2022 – 2022/2023 budget plan procedure: 1. You will need to create a separate budget plan report for each sub-fund in General
Operating (fund #100,102,104,105) as part of your Forecast and Budget Planning Template Package you create for each sub-fund in General Operating.
2. Notes should be made in the note column on the budget planning template describing adjustments made and any assumptions used for adjustments indicated in columns M-N and R-S.
package for the budget unit(s) you are reporting on, as outlined in the contact listing.
Budget Liason Contacts Updated.pdf (uoguelph.ca) however you must submit a summary
(including the budget plan template) at lower hierarchical levels then indicated in the base budget adjustment that is expected
• 2021/22 and 2022/23 One-time Adjustment columns are to be used if the unit has a one-time budget adjustment that is expected
• 2020/21 Base Adjustment reflects if the unit has a base budget adjustment that is expected but has not yet been recorded in FRS at the time of the budget data download.
• 2020/21 reflects if the unit has a one-time budget adjustment that is expected but has not yet been recorded in FRS at the time of the budget data download.
Please ensure that the data downloads and forecast template as instructed are complete before completing the Budget Planning Template as instructed below.
Step 1: Add in your units Base and/or One-time budget adjustments into columns M-N and R-S. Please refer to Appendix A – Section ‘f’ for the definition of both ‘2021/22 and 2022/23 Base Adjustment’ and ‘2021/22 and 2022/23 One-time Adjustment’. For ‘Salaries’, one-time and base adjustments must be completed at the object code level (excel template grouping level 3) to ensure accurate calculation of benefits and inflation. For other categories, at a
minimum, units should be budgeting at the type level (excel template grouping level 2) but are able to budget at the object level if desired.
Note: the 2021/2022 and 2022/2023 inflation columns O and T will automatically populate based on template data.
Appendix C: Instructions for completing Budget Planning
Template
Appendix D: Budget Plan Template Summary
6. Auto Annualization Calculation: Annualization calculation estimates in this template are on faculty inflation only. Note: Units will be required to include non-faculty inflation annualization and regular position annualization in their Base Budget adjustment columns as required for 2021/22 and 2022/23.
5. Auto Inflation Calculation: In this template, inflation will automatically be calculated for relevant object codes. For those object codes that Central does not provide inflation funding for, the template will automatically add 1% inflation with the funding offset in object code 61520 – Salary Adjustment. The inflation rates used in this template are estimates for budget planning purposes.
rates will be held constant at 2020/21 levels.
and populated in the appropriate object code line (62306). It is being assumed that benefit 4. Auto Benefit Calculations: In this template, benefits will automatically be calculated
Appendix E: Prioritized Faculty Hiring Request template
Colleges are asked to use the accompanying excel form to provide a prioritized listing of all positions for which you plan to submit a request to recruit for the next three years (2021/22, 2022/23 and 2023/24).
Within the Forecast and Budget Planning Template Package there is a ‘summary’ tab that should be familiar to most units. This tab contains a summary view of your forecast template and budget planning template in the format of the ‘Budget Submission Form’ template used by units over the past two planning years. This summary view can be used to aid in the budget planning process and provides units the opportunity to compare 2020/21 budget to their budget plan from the prior year or provides units an alternative way of looking at their multi-year budget.
