Staff Appointments: Forecast
and budget reconciliation
Guidance notes for
completing the form
1.
Department:Enter the department where the post is budgeted e.g.
Information Systems or Campus
Administration.
2.
Campus: The Campus where the post is
based.
3. Budget
Head: This will normally be
staffing.
4. Staff
Category: Full-time lecturers,part-time lecturers,
technician,administration or
researcher.
5. Cost
Centre: The cost centre whose budget is being reconciled
in the form.
6. Month of
reconciliation: The month from which the Prophecy figures
are taken. This should be the latest month
available.
7. Name:
Enter , on a separate line, each member of staff costed to the cost
centre.
8. Post
no.: For each individual , enter the post number they
occupy, either a "P" permanent or "T" temporary post. This should
include the post for which clearance is
sought.
9.
Forecast/Month: For each individual , for each
month remaining for the financial year, enter the monthly pay cost
, either actual from Prophecy or forecast , including employer
overheads. Enter the total in the bottom line "Total forecast
monthly spend".
10. Annual
total: Add the actual cost for each post across the form
and enter the total in this column. The vertical total of these
should be entered in box E giving the total forecast monthly spend
for the remaining parts of the year.
11. Total per
Prophecy at month... Enter in box A the cumulative year to
date expenditure on staffing for the cost centre - i.e. the latest
cumulative expenditure figure from the monthly management report
which is also held on the Finance
Intranet.
12. Forecast spend
to 31 July: This is the total of boxes E minus A , giving
box F
13.Court approved
budget: Enter in box B the budget notified by Central
Finance as approved by the Court of Governors for the year. Where
the individual cost centre budget is a sub-division of the Court
approved budget, that budget figure should be used but a
reconciliation of all staffing budgets making up the Court approved
budget will additionally be required.
14. Virements in
the year: The total of all virements in and out of the
original opening-year budget should be entered in box C and a
schedule attached.
15. Current
revised budget: Enter in box D the total of boxes B and
C.
16. Budget
available/(shortfall)): This is box D minus box F. This
must be a positive value for the post to be
approved.
17. X
Factor: this is the monthly cost of the post for which
approval is being sought times the number of months contained the
Prophecy year to date figures. This value must not be greater than
the budget available value. If it is , there will be an overspend
or overcommitment in the following
year.
18. Prepared
by: The person preparing the reconciliation should sign
and date the form.
19. Approved by
budget holder; The budget holder must sign and date the
form as evidence of approval and review for
accuracy.