Budgeting & Planning

Fiscal Year 2025 Resource Page

FY25 Budget Instructions for Unit Managers

Contains FY25 Assumptions, Timelines and Overhead rates by Account as well as Annual Cycle overview.

Below you will find links to the most widely used resource documents that will help you develop your FY25 budgets within Prophix Cloud.

Questions? email Brad Geene, Director, Financial Planning & Analysis

A Library of Prophix Training Videos and Slides can be viewed at any time on the ALA Share drive: S:\Management\UnitManagers\Prophix Budget and Performance Report Training

  1. Prophix Basics
  2. Managers' Monthly Performance Reports
  3. Budgeting Non-salary lines
  4. Budgeting Salary Expense

Below you will find links related to:

  • FY25 Budget Process, Instructions, Timeline & Assumptions (word document)
  • Endowment LTI 20 Qtr Rolling Average and up to 5.0% Payout for FY25 (% finalized at Endowment Trustees February meeting)
  • Capital Request Form FY25 (with Depreciation math example)
  • FY25 Divisional Overhead Rates by Revenue Account (26.5% full, 13.25% half)
  • Chart of Accounts

Personnel Expense Budgeting at ALA - Instructions for budgeting your Unit's staff within the Prophix budgeting system.

FY25 Budget Instructions for Unit Managers - Contains FY25 Assumptions, Timelines and Overhead rates by Account as well as Annual Cycle overview.

(Pending) Endowment LTI 20 Qtr Rolling Average and up to 5.0% Payout FY23

Used to budget the allowable endowment spending\payout calculated based on 5.0% of the average of the last 20 quarters of performance. Budget in Fund 12 or 13 in Account 5904 as a negative (e.g. expense reduction in Month = August 2020). Payout is determined by the Endowment Trustees, revisited annually. For questions regarding your individual endowments please reach out to Keith Brown at x4255.

FY25 Divisional Overhead Rates by Revenue Account - For FY25 the full rate is 26.5% and half-rate is 13.25% as applicable for type of revenue. See attached for line by line guidance.

Chart of Accounts - Fund - Unit - Account - Project definitions (e.g. 11-550-5110-0000)

Prophix FAQ's

Why can't I enter data in the Budget Template and what does "Dimension spread has been disabled in the template" mean?

Click the drop-down menu to the correct Unit_Project combo. Data can only sit at the 4-digit project level. Your 3-digit Unit number is the sum of all projects. This is very easy to forget and especially so for the managers with only one project number. Just click the drop-down to your desired project (e.g. 0000) and begin to type, then save.

When I am entering data in the Prophix template, a pop-up asks how I want to spread the data. What is the difference between spread-evenly and spread based on existing data for the current member combination?

Spread evenly will simply place 1/12th of your value in each of the 12 months of the fiscal year, September to August. Whereas, spread based on existing data for the current member combination will calculate how a previously entered amount is prorated across the months and apply those exact same monthly prorations to the value you are now entering. This choice is not applicable and will deliver an error message if this is the first time you are entering a value.