Booked Budget Deadlines

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. (This page is edited mid-April before the process opens in May of each year.)

FY24 Booked Budget Process

Date	Budget Officers and their teams	Date	Department / Program Budgeters
May 1st	FY24 Booked Budget Process kicks off Final submissions are due August 15th Variance write-ups are due August 22nd	May 1st	FY24 Booked Budget Process kicks off Check with your budget officer for your due date
Before you start budgeting	1) NO LATER THAN MAY 15TH, 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 1st (tentative)	Base General Fund allocations entered by UBO
May 3rd through August 8th	Open Labs: Join the UBO on Zoom for one-on-one budgeting support.	May 3rd through August 8th	Open Labs: Join the UBO on Zoom for one-on-one budgeting support.
May 10th	New User Exp/Rev Question & Answer Session 10a-noon Register in STARS by May 5th.	May 10th	New User Exp/Rev Q&A Session 10a-noon
May 15th	Pooling Rules Deadline
May 15th	Ensure your unit's Transfer Administration System (TAS) entries are complete and current for upload into Tidemark
May 20th	Labor Distribution files will be loaded as-is, unless you have made other arrangements with the UBO by May 1st.
June 1st	TAS Entries available in Tidemark	June 1st	TAS Entries available in Tidemark
June 7th	New User FundMgmt Question & Answer Session 10a-noon Register in STARS by June 2nd.	June 7th	New User FundMgmt Q&A Session 10a-noon
June 16th (tentative)	Minor user interface changes go live in Tidemark; UBO will disseminate a What's Changed document to explain the changes, if applicable to users.	June 16th (tentative)	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 4th	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.

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