Office of Budget and Finance Organizational Profile
Major Service Responsibilities
Resource Planning - As a process, Resource Planning includes but is not limited to the annual budget process, biennial legislative appropriations process, routine and ad hoc fiscal reports and financial analysis.
Acquisition - Includes, but is not limited to, facilitation of purchases, contracts and other acquisitions, and finding the best value in acquiring goods and services.
Oversight and Information Distribution - Includes financial compliance with federal and state laws and University policies and reports distribution to various internal and external constituents.
Risk Assessment/Mitigation - Includes development and delivery of internal controls, budget versus actual analysis, and legislative analysis.
Transaction Processing - Includes payroll, accounts payable, accounts receivable, collections, receipts, reconciliations, travel, purchasing, and contracts.
Security Services – Includes Information Security outreach, compliance, analysis, and identity management.
Employee Profile
The Office of Budget & Finance is made up of 124 budgeted positions including vacancies. Due to the variety of functional units within the division, we have 64 unique job titles. We are a relatively young division with 60% of our employees having less than six years with UTD. 27% of our employees have been with the University for less than 2 years, 29% from 2 to 5 years, 38% from 6 to 20 years, and 6% over 20 years (Figure 1).
The employee population is 63% female, 37% male (Figure 2). 77% of our employees have an Associate Degree or higher. There are no organized bargaining units within Budget & Finance.
Annual Operating Budget (FY15 Proposed)
Budget Item Amount Percentage
Salaries and Wages $8,556,051 86%
Maintenance and Operations $1,377,258 14%
Total $9,933,309 100%
Regulatory Environment
State and federal statutes, regulations, and mandates significantly impact our operations. Budget and Finance must comply with requirements of numerous regulatory agencies, including but not limited to, the Higher Education Coordinating Board, Legislative Budget Board, Texas Education Agency, Comptroller, Internal Revenue Service, Social Security Administration, U.S. Department of Labor, and regulatory acts, such as, Family Educational Rights and Privacy Act, and Health
Insurance Portability and Accountability Act. Reporting is done annually, monthly and daily, and a significant amount of our efforts center on timely and accurate reporting to regulatory entities.
Organizational Relationships
The Vice President for Budget and Finance reports to President of UT Dallas.
Major Customers
Senior Administration (Provost, Vice Presidents, the UT System Board of Regents) – Budget and Finance provides financial and operational information for decision making, budgeting, and fulfilling regulatory reporting requirements for the University.
Students - Services we provide to students include financial services, purchasing, collaborating with student government on policy issues, and providing employment opportunities at Budget and
Finance.
Employees - The payroll and travel reimbursement functions are areas where Budget and Finance directly impacts employees.
College & Departmental Business Units – Budget and Finance supports University business units through providing financial oversight and delivering financial services as efficiently and effectively as possible.
External Customers – Budget and Finance provides a variety of information and services to the local community and the State of Texas, e.g. agencies, organizations, legislators, and citizens.
Core Values
Operational Excellence – Does it make us better? Customer-focused – Is it good for our customers?
Continuous Process Improvement – Does it make us more efficient or effective? Employee-centric – Is it good for our employees?
Strategic Themes and Map
Organizational Performance Improvement
Our Key Performance Measures, or those that are most important to our success, are:
Audit Findings - Audits are performed regularly by internal and external groups in order to identify areas for improvement.
Customer/Employee Satisfaction and Retention - Routinely measuring customer and employee satisfaction and retention enables Budget and Finance to measure employee engagement and identify opportunities for improvement.
Financial Performance versus Budget – Financial performance is tracked regularly and is quantified in financial reports which present the University’s financial performance and viability.
Revenue Enhancement/Cost Savings – Ongoing identification of business opportunities result in new and/or enhanced revenue streams or cost savings on behalf of the University.
Continuous Process Improvement: Improvement efforts of the core processes and technology enable to the office to gain efficiencies and advance Budget and Finance’s contribution to customer success.
Office of Budget and Finance Departments
V I C E P R E S I D E N T F O R B U D G E T & F I N A N C E PRIMARY SERVICES Strategic Planning
Operational Oversight REPORTS TO President’s Office STAFFING 4 ANNUAL OPERATING BUDGET $1,329,665
LOCATION AD 2.408
B U S I N E S S I N T E L L I G E N C E
PRIMARY SERVICES Business Analytics, Internal Financial Analysis REPORTS TO Associate Vice President and Chief Budget Officer STAFFING 2
ANNUAL OPERATING BUDGET Included in Office of VP for Budget & Finance Budget
LOCATION AD 3.108
F I N A N C E O P E R A T I O N S PRIMARY SERVICES Project Management
Central Business Office Organizational Support
REPORTS TO Vice President for Budget & Finance STAFFING 3
ANNUAL OPERATING BUDGET Included in Office of VP for Budget & Finance Budget
LOCATION AD 3.402
A C C O U N T I N G & F I N A N C I A L R E P O R T I N G PRIMARY SERVICES General Ledger Accounting
Internal & External Financial Reporting REPORTS TO Associate Vice President and Controller STAFFING 31
ANNUAL OPERATING BUDGET $1,934,166
B U D G E T & R E S O U R C E P L A N N I N G PRIMARY SERVICES Annual Operating Budget
Financial Analysis
REPORTS TO Associate Vice President and Chief Budget Officer STAFFING 11
ANNUAL OPERATING BUDGET $794,621
LOCATION AD 3.108
I N F O R M A T I O N S E C U R I T Y PRIMARY SERVICES Risk Assessment and Analysis
Internal Security of Sensitive Information Identity Management
REPORTS TO Vice President for Budget & Finance STAFFING 22
ANNUAL OPERATING BUDGET $2,581,713
LOCATION ROC 2.604
P A Y R O L L & D A T A M A N A G E M E N T PRIMARY SERVICES Payroll
Federal Tax Compliance
REPORTS TO Associate Vice President and Controller STAFFING 12
ANNUAL OPERATING BUDGET $759,656
LOCATION AD 2.224, AD 2.226
P R O C U R E M E N T M A N A G E M E N T PRIMARY SERVICES Purchasing
Accounts Payable/Travel
REPORTS TO Vice President for Budget & Finance STAFFING 26
ANNUAL OPERATING BUDGET $1,307,257
LOCATION AD 3.418
S T U D E N T F I N A N C I A L S E R V I C E S ( B U R S A R )
PRIMARY SERVICES Proper assessment, billing, and collection of all tuition and fees
REPORTS TO Associate Vice President and Controller STAFFING 16
ANNUAL OPERATING BUDGET $1,226,231
