Following are the instructions for budget preparation for fiscal year
XXXX-XXXX (September 1,200X through August
31, 200X). The forms need to be completed electronically. Enclosed
are the diskette/s that you are requested to complete for
the department/s under your jurisdiction. Please note
that these diskettes contain confidential information.
The following instructions are aimed at assisting you with
the completion of the forms.The Finance Department is ready to assist you and give
you all the support you may require during this complex
process. Feel free to contact the Budget Analyst on extension
2237 whenever you encounter any difficulties.
GENERAL
A. Exchange Rate:
For conversion from AE Dirham to other currencies
and vice versa, consult the Finance Department. For USD
- DH conversion use DH 3.65 for 1 US $.
B.
Cost Center Structure:
- The diskette/s distributed with the instructions
are to be filled in accordance with procedures and directives
explained herein. In theirupper parts, these forms identify
the source of information i.e. the division, the cost center
or the sub-cost center.
-The cost center is a unit in the division. For example
the College of Arts and Sciences (code 1100) is a unit in the division of Instruction and
Departmental Research.
-The sub-cost center is a unit in the cost center.
For example, the Intensive English Program (code 1114) is
a sub-cost center in the College of Arts and Sciences.
You need to complete the forms for each cost center.
Accounts
Structure:
The forms essentially are made up of three sections:
-Operating budget request.
-Personnel budget request.
-Capital Budget request.
Operating Expenditures
A. Budget request for Operating Expenditures
(Click here
to see list of Accounts)
B. Form 2: Personnel Budget Request
This is the form used for developing cost estimates
for salaries, benefits and allowances. The form shows the
current figures for each cost center. Please amend this
form as necessary (for example, to include recent recruits
or promotions), and add the new positions you plan to recruit
for 2001 - 2002.
The first
column is set for the sequence number of the position. The
sequence numbers are assigned to positions as follows:
Management
(Deans and Directors) 001-010
Academic
(Instructors, Assistant Professors,
Associate
professor, Professor)
011-100
Academic
Part Time101-150
Academic
Overload150-200
Non-Academic
Staff 201-300
Non-Academic
Casual 301-350
Student
Employment
351-400
Overtime
401-500
-Column 2 is for employee name. Indicate new positions
by New and vacant positions by Vacant a name is not usually
required for Academic Part Time, Academic Overload,
Non Academic Casual, Student Employment and Overtime.
-Column 3 is for ID number and column
4 is for the grade. Grades apply only to non-academic and
non-managerial positions. Use 00 grade
for academic and managerial positions. Column 5 is for position
title. For more information about grades assigned to various
positions please contact the Human Resources Department.
-FTE in column 6 indicates the full-time
equivalent of a position. 1.00 indicates full time employment,
0.50 means the position is half time basis only, and so
on. Column 7 indicates in which currency the position is
being paid, which is either UAE Dirham or US Dollars, presented
by D or $. However, all the figures in form 2 are expressed
in UAE Dirham at the rate $ 1 = AED 3.65.
-The current or expected monthly salary
should be entered in column 8. For new positions please
consult the HR Department regarding salary rates. Please
only enter the monthly salary, the grade (for non-academic
positions) and the number of months. Once this information
is entered, the other benefits and allowances shall be automatically
updated. Some spaces are provided for new positions. If
more spaces are required, you may insert a row/s as required,
between the existing spaces. Doing that will ensure that
the formulas for benefits and allowances are copied automatically
to the newly added row/s.
**If you encounter any problems, please call the Budget Analyst
extension 2237 immediately.
Please note that the allowances are calculated based on the average
allowances for FY 01, and in accordance with the HR policy
manual.
-For Academic Part Time and Overload,
enter the amount requested in column 10. There are no benefits
or allowances associated with these positions.
-For Non Academic Casual Wages and Student
Employment, the detailed sheets "Casual" and "Student Employment" need to be filled. Once filled,
the information on these sheets will automatically update
the staffing sheet, which in turn will automatically update
the budget request form.
C. Capital Budget Request
Account 591: Capital Budget: the detailed sheet needs
to be completed for each account. Please consult the Purchasing
Department for pricing of the items required prior to the
budget submission.
