Skip to main content

FAQs

Process Overview

What materials should be submitted in advance of the resource meeting?

  • School/units seeking incremental Central support for operating budgets should fill out and submit an Operating Resources Request Worksheet.
  • School/units exploring or implementing a capital project should complete the Capital Resources Request Worksheet.
  • Any additional information or documentation  that can provide context to your requests should also be submitted with the worksheets. 
  • The Office of Budget and Planning will be providing a financial statement to school/unit leadership in advance of the meeting in order to help inform the conversation.  

What is the deadline for submitting resource request worksheets?

Both operating and capital resource request worksheets should be submitted to the school/unit’s Office of Budget and Planning Analyst one week prior to the school/unit’s scheduled resource meeting.

Who is in the Resource Planning Workgroup?

The Resource Planning Workgroup includes: 

  • Provost 
  • Executive Vice President 
  • Office of the Provost designee 
  • Office of Budget and Planning designee
  • Office of Change Management designee
  • Office of Administration and Planning designee

What are the criteria used to evaluate resource requests?

The Resource Planning Workgroup utilizes the following criteria when assessing and prioritizing all operating and capital resource requests:

  • How well does the request align with institutional priorities?
  • How well does the request align with school/unit’s strategic framework?
  • How well does the request align with the financial position of the University?
  • What is the proposed composition of funding sources (i.e., across school/unit and central resources)?

How will request approvals be communicated to schools/units?

Preliminary discussions of individual resource allocations take place early in the spring quarter and will be pending the Board of Trustee's final approval of the University budget in June. At that time, the school/unit receives its final operating and capital resource allocations.

Completing Resource Requests

What types of resource requests should be made as part of the Resource Planning Process?

Operating resource requests, such as:

  • New faculty and/or staff positions
  • Supporting commitments for new positions (recruitment/retention packages)
  • Programmatic funding
  • Support for a new initiative

Capital resource requests, such as:

  • New construction, expansion, renovation, or demolition project for an existing and/or proposed facility
  • Need for and/or acquisition of new space, land, building, or lease
  • Space requests/needs, feasibility studies, conceptual studies, and master plans

If a school/unit can self-fund an entire project or request, should it be included on a resource request worksheet?

  • Operating resource requests – No. If your school/unit is using fund balance or reallocating existing appropriated dollars and does not require additional Central support, it does not need to be included on the Operating Resources Request Worksheet.
  • Capital resource requests – Yes, if the project exceeds $100,000 and requires a plant account be established. All capital project requests exceeding $100,000, regardless of funding source, should be included on the Capital Resources Request Worksheet. in order to align capital projects and University finances and cash flow, ensure project alignment with institutional priorities and prioritize impact to the University.

If a school/unit has a FY2019 commitment that was approved during a previous planning cycle (i.e., the commitment was communicated in the school/unit’s FY2018 allocation letter from the Provost), should it be included on a resource request worksheet?

  • Operating resources – No. Please note, if a commitment is not listed on a school/unit’s FY2018 allocation letter, it has not been formally approved and should be included on the Operating Resources Request Worksheet.
  • Capital resources – Yes.

If a school/unit has a capital project currently underway that was not listed on the school/unit’s FY2018 allocation letter, should it be included on the Capital Resource Request Worksheet?

Yes, these projects should be included. For reference, please include the plant fund established for those projects in process in the “Notes” section of the worksheet.  

How should resource requests for large, complex initiatives or programs be submitted?

New initiatives that include both operating and capital components should be listed in both the operating and capital resource request worksheets. For example, a new academic initiative could include operating requests for new faculty and staff positions, programmatic support, and discretionary funds along with capital requests for space renovations and buildout. The operating components should be included in the Operating Resources Request Worksheet and the capital components should be included in the Capital Resources Request Worksheet.

Should faculty hiring or retention commitments be included on the resource request worksheets?

Yes, please include all estimated costs for faculty hiring and/or retention commitments anticipated for FY2019. This will include any Central support that was requested in the school/unit’s FY2019 faculty hiring plans for recruitment or retention, including cost share eligible items (startup, discretionary, renovation funds, etc.). In addition, please include any Central support that may be needed to meet anticipated promotion, tenure, and retention commitments beyond the faculty salary planning parameter.

Estimated commitments for multiple faculty members can be grouped together by expense type. For example, one line in the worksheet could contain all of the salary needs for FY19 recruitment, and a second line could contain all of the startup package needs.

*Please use rows 6 and 7 on the "Example" tab of the Operating Resources Request Worksheet as a guide.

What if an updated estimate changes the amount of a request after the resource meeting and before March 1st?

Please submit an updated resource request worksheet, highlighting the updated information, to the school/unit’s Office of Budget and Planning Analyst.

How should potential costs of requests be estimated?

  • Please submit your best estimate based on prior year expenses, industry standards, anticipated needs, trends in the field, research strategy, existing planning documents (faculty hiring plans, feasibility studies, etc.), or projections using approved planning parameters.
  • For capital projects, please list the best estimate that you have available. Consultants should not be engaged to estimate costs in the Capital Resources Request Worksheet. Facilities Management will be engaging consultants for approved capital facilities projects after resource allocation decisions have been communicated.

Can a cost range (e.g., $150k-$200k) be entered in the resource request worksheet?

  • If a significant expense range is anticipated, please input the median value in the support requested column and indicate the total range in the “Notes” section of the worksheet.
  • For capital projects, if an estimate is unavailable or unknown, you may input “TBD” into the worksheet. The Capital Workgroup will be consulted to help determine a reasonable estimate for the project.

When making capital resource requests, should annual R&R and/or amortized projects be submitted in the Capital Resources Request Worksheet?

No. R&R funds, planned maintenance, and amortized projects are prioritized by Facilities Management and are not included in the Resource Planning Process.

When making capital resource requests, should furniture modifications and/or purchases be submitted in the Capital Resources Request Worksheet?

No. Furniture modifications and/or purchases that do not require physical modifications to space and/or infrastructure, or those that are funded through operating funds, do not need to be included.

When making operating resource requests, what is the difference between single-year and multi-year support?

  • Single-year support – An investment to support a short-term need for one year.
  • Multi-year support – An investment to support a longer-term need for more than one year. Additional details regarding the length of support needed can be indicated in the “Notes” section of the worksheet.

Should salary costs/requests include fringe benefit costs as well?

No, please include only estimated salary expenses on the Operating Resources Request Worksheet.

Back to top