Booked Budget Deadlines
Main content start
In addition to the UBO Calendar of Activities, Budget Officers and Departments will find this page useful to keep track of Booked Budget specific deadlines. (Note: This page will be updated specifically for the CPB system in mid-April before the process opens in May of each year.)
FY25 Booked Budget Process
| Date | Budget Officers and their teams | Date | Department / Program Budgeters |
|---|---|---|---|
| May 6th | FY25 Booked Budget Process kicks off Final submissions are due August 15th Variance write-ups are due August 22nd | May 6th | FY25 Booked Budget Process kicks off Check with your budget officer for your due date |
| Before you start budgeting | 1) NO LATER THAN MAY 20TH, make any necessary updates to your unit's Pooled Budgeting rules. 2) Let the UBO know of any changes to your budgetable orgs 3) Let the UBO know if you wish to override salary or Labor Distribution data coming from Peoplesoft and Axess. Alternate salary data can be uploaded from Excel. 4) Make any changes to planning assumptions that have been inherited from UBO entries. | Before you start budgeting | Make sure you understand your Budget Officer's internal budgeting deadlines and expectations. |
| Before you start budgeting | Booked Budget Overview training video live in STARS; these videos replace the live refresher sessions offered in prior years for returning users. New Users will have additional Q&A Sessions they can join. | Before you start budgeting | Booked Budget Overview training video live in STARS; these videos replace the live refresher sessions offered in prior years for returning users. New Users will have additional Q&A Sessions they can join. |
| May 3rd (tentative) | Base General Fund allocations entered by UBO | ||
| May 6th through August 15th | Open Labs: Submit a Service Request for an appointment to meet with the UBO on Zoom for one-on-one budgeting support | May 6th through August 15th | Open Labs: Reach out to your Dean's office for one-on-one budgeting support. If you still need help, submit a Service Request for an appointment to meet with the UBO support team. |
| May 9th | New User Exp/Rev Question & Answer Session 10a-noon Register in STARS by May 8th. | May 9th | New User Exp/Rev Q&A Session I, 10a-noon |
| May 10th | Units wishing to receive LD Excel files to make changes to LD must request by May 10th. | ||
| May 20th | Pooling Rules Deadline | ||
| May 21st | Labor Distribution excel files will be distribtuted by the UBO by EOD May 21. These files should be requested by May 10th. Any LD changes via the excel files should be submitted to the UBO no later than May 24. | ||
| May 24th 4pm | Ensure your TAS entries are complete in TAS for loading into Tidemark. | ||
| May 24th EOD | TAS Entries available in Tidemark LD excel file changes submitted back to UBO. | May 24th EOD | TAS Entries available in Tidemark |
| May 28th | Labor Distribution files will be loaded for units for all units. | ||
| June 6th | New User FundMgmt Question & Answer Session 10a-noon Register in STARS by June 5th. | June 6th | New User FundMgmt Q&A Session II, 10a-noon |
| June 17th (tentative) | Possible user interface changes go live in Tidemark; UBO will disseminate a What's Changed document to explain the changes, if applicable to users. | June 17th (tentative) | Possible minor user interface changes go live in Tidemark; UBO will disseminate a What's Changed document to explain the changes, if applicable to users. |
| August 5th | Last Day to make endowment principal changes in Endowment Planning application; email ubo-budgetsys@lists.stanford.edu when you want payout data migrated to your Booked Budget | ||
| By August 15th | 1) Ensure your Base GF allocation from the provost has been fully allocated to PTAs in your unit; email the UBO when this step is done 2) Adjust your calculated ISC in Setup & Fund Management; ensure you have budgeted the 2% ISC recovery that is allocated to Dean/VP offices 3) Check that no budgets have been entered on Inactive PTAs, or fix the PTAs in Oracle 4) For units that enter Department Allocations, ensure that you have fully funded them. | Check earlier internal deadline | 1) Adjust your calculated ISC in Setup & Fund Management 2) Check that no budgets have been entered on Inactive PTAs, or fix the PTAs in Oracle 3) For units that receive Department Allocations, ensure that you have fully allocated them to PTAs in your unit. |
| By August 22nd | Variance narratives explaining material differences between the FY24 Booked Budget and the FY24 Budget Plan are due. As a suggestion, you can use the Tidemark 215 report or the 241 report as a starting point. |