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Budget and Financial Management

The Budget and Financial Unit is responsible for managing the Academic Affairs operating budget which includes the allocation of permanent and temporary funds from a variety of funding sources. In addition, this unit oversees budget planning and allocation processes including those associated with the Program Review Committee (PRC) and its various subcommittees.

Please see drawers below for more information on the allocation models and links to related tools and resources.

Please note you must have a UCSD gmail account for EVCAA google drives access

Division Support Model

The Division Support model was created to standardize the metrics in which resources are calculated. In line with our efforts to ensure academic excellence, we provide our divisions with the resources necessary to accomplish our mission. The model identifies the general components needed to run an average department and division (e.g. HR, Finance Manager, IT Support, Grad Advisor, etc.). The calculations are then determined by the actual variables per department and division.

Allocations are processed by EVCAA to Divisions in the Fall. Departments, please contact your division for allocation timeline. Division contacts can access the DSM via Division Google Drive. To request access please contact Adrian Petersen.

Graduate Student Growth and Excellence Initiative Model

The GSGEI Model was created to support the initiative to expand our non-resident enrollment. Through our Graduate Student Growth and Excellence Initiative, we are expanding our Ph.D. population, enhancing opportunities for our Principal Investigators to recruit the world’s best graduate students and increasing average net stipends paid across all divisions and departments. The model looks at first, second, and third-year non-resident enrollments in doctoral and MFA programs under Academic Affairs. Allocates 90% of the non-resident supplemental tuition back to the departments for these students while also showing the breakdown of the minimum quarterly return to faculty.

Allocations are processed by EVCAA to Departments in the Fall.

MSOs and approved department contacts can access the GSGEI Model via MSO Google Drive. To request access please contact Adrian Petersen.

Masters Growth Incentive Program Model

The Master’s Growth Incentive Program was created to provide incentive for the growth of master’s level students and boost opportunities for revenue growth and to heighten our contribution to the public. The MGIP model provides a budget structure that supports the growth of students seeking master’s degrees by directly returning some of the tuition back to departments, divisions and fellowships. A baseline of enrollments was created using the average enrollment of Resident and Non-Resident master's students from FY 2012/2013 and 2013/2014. For every student above the baseline, the revenue share is as follows:

47% Department 47% Department Breakdown
7% Division  25% goes to Home Department of the student
10% Diversity  75% is broken down and allocated to each of the Course Department appropriately
20% Campus  
16% EVC  

Allocations are processed by EVCAA to Departments in the Fall.

MSOs and approved department contacts can access the MGIP Model via MSO Google Drive. To request access please contact Adrian Petersen.

Temp FTE Allocation Model

The Temp FTE model was created to standardize and expedite the way Temp FTE allocations are calculated and transferred from the EVCAA office to the divisions/departments. The model uses faculty FTE and quarterly course count to calculate the approximate amount of lecturers needed for departments to cover the Unmet Course Load. It provides funding for the teaching of undergraduate courses, and the allocation is fungible to use for temporary faculty or TAs.

Calculation of Department Temp FTE Need:

S Annual Salary Rate for Lectures
C Count of Scheduled Courses in 3 Quarters
F Ladder-Rank Faculty FTE
FW Faculty Workload (ranges from 2-3 courses)
TW Temporary Faculty Workload (either 6 or 8 courses)

Course Load is a product of: Workload Factors, Unit Adjustments, and Size Load. For more details on the logic behind these factor download the Course Load Factor document.

Allocations are processed by EVCAA to Divisions in the Fall and adjustments in the Spring with the exception of the College Writing Programs, allocations are done in the Spring based on actuals. Departments, please contact your division for allocation timeline.

Division contacts can access the Temp FTE Model via Division Google Drive. To request access please contact Adrian Petersen.

Teaching Assistant Allocation Model

The TA Allocation model was created to standardize and expedite the way TA allocations are calculated and transfer from the EVCAA’s office to the divisions/departments. It provides funding to hire TAs for undergraduate and graduate courses. The allocation is fundgible to use for TAs or temporary faculty. The methodology helps ensure that students and faculty receive the proper amount of guidance and have the necessary support per course. It uses permanent and temporary faculty FTE and quarterly enrollments to calculate the approximate amount of TAs needed based on recommended class size per faculty.

TA FTE = 90% x (enrollment - course debit) / PRC Ratio / 4

  1. Enrollment includes only lecture courses that have more than 20 students and is an average of the prior winter, spring, and current fall enrollment
  2. Course debit is 20 times the number of counted courses with enrollments greater than 20 students
  3. PRC Ratio varies per Division/Department

TA Allocation = TA FTE x salary

Summer TA Allocation Model - Please contact Summer Session

Allocations are processed by EVCAA to Divisions in the Fall and adjustments in the Spring with the exception of the College Writing Programs, allocations are done in the Spring based on actuals. Departments, please contact your division for allocation timeline.

Division contacts can access the TA Allocation Model via Division Google Drive. To request access please contact Adrian Petersen.

Net Operating Report

In an effort to assist divisions and departments with financial analysis, EVCAA created the Net Operating Report. With the implementation of the Simplified Operating Funds Initiative (SOFI) and the new use of program hierarchy, this report was developed to highlight funds and analyze current revenue/expenses within the divisions/departments. The report looks at Core Funds broken down by either Division or Department. It shows the breakdown of Operating Budgets, Expenses and available balances broken down by program codes.

MSOs and approved department contacts can access the Net Operating Report via MSO Google Drive. To request access please contact Adrian Petersen.

Benefits

EVC Academic Affairs decentralized the benefit pool in 2016/2017. EVCAA now provides budget allocations for employee benefits along with every salary allocation. The benefits allocated are a percentage of the salaries allocated. Current percentage rates for allocating benefits to departments and units under Academic Affairs are the following:

Faculty (Sub 0 Staffing): 35%
Lecturers (Temp FTE): 32%
Staff (Divisional Support Model and Sub 1 Staffing): 45%
TA (TA Allocation): 2%

For additional information including Reconciliation/True up process, please download EVC Benefit Summary document.

Allocations are processed by EVCAA to Divisions and Departments in the Spring.

Course Materials and Services Fees

Departments may only assess and collect mandatory course-related fees that have been specifically approved by the Chancellor. The campus Course Materials Fees Committee is responsible for the review of new fee proposals, including proposals to adjust existing fees, and providing recommendations to the Chancellor. The Course Materials Fees Committee encourages departments to plan the submission of Course Materials Fee proposals for fall quarter implementation. The following is a required five-step review process:

  1. The chair of an academic department or the director of an academic program submits a course materials fee proposal to their respective academic deans. The proposal shall contain appropriate supporting materials, as described below in the "Proposal Format" section.
  2. If the academic dean concurs with the chair's proposal, he or she forwards the proposal package to the Chair of Course Materials Fees Committee through the Campus Budget Office, mail code 0936, by the end of November. Step 2a: Submit proposal to EVCAA (Adam DiProfio) for approval and endorsement. EVCAA Office will submit complete proposal to CBO.
  3. The Chair of Course Material Fees Committee distributes the proposal to all committee members for review and discussion. Final committee recommendations to the Chancellor shall be made by January 15.
  4. The Chancellor determines whether to authorize the fee in accordance with the May 13, 1996 delegation of authority letter by the end of January.
  5. Upon receiving approval from the Chancellor, the Course Material Fees Committee will inform the department to notify the Registrar's Office of approved changes to be incorporated in the quarterly Schedule of Classes and Account Receivable System. The department is also responsible for updating the campus General Catalog via UCSD Publications by the established deadlines.

For additional information on CMSF policy and proposal form please see PPM 120-9

2019/2020 Timeline for Fee Proposal Submission

Fiscal Contacts Group

The purposes of the Academic Affairs Fiscal Contacts Group are:

  • To provide a venue for information sharing and training for Academic Affairs fiscal staff
  • To share best fiscal practices
  • To provide opportunities to make the most of automated systems
  • To create opportunities for networking among fiscal staff

The group meets on a monthly basis.  Meetings are held on the third Tuesday of each month, 8:30 a.m. - 10:00 a.m., at the University Center 111A Conference Room in the Chancellor's Complex.

Requests to be added to a fiscal contact group mailing list can be submitted to the following:    

 Presentations from Past Meetings:

2019/20

2018/19

2017/18

Please contact Adam Diprofio (x22565 or adiprofio@ucsd.edu) for additional information.

Other Resources