Budget Worksheet Person by qnp13884

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									Budgeting Tool Payroll Module
Jill Goldstein
Office of Management and Budget
What is the Payroll module?
One complete worksheet for budgeting personnel expenses by person
thereby making budget submissions easier with increased accuracy
  – Brings together all of the people in your administrative department, individuals
    from foreign departments that are paid from your accounts, as well as
    accounts from foreign departments that your people are charged to
  – Can see actual payments of salary for University employees by account used
    to pay, by department, and see how it is distributed at a given point in time
  – Can budget a person across multiple accounts, earnings codes, departments,
    and various time periods
  – Provides the ability for a financial manager to ensure that all of their accounts
    are fully budgeted, and that all of their people are fully budgeted (across local
    and foreign accounts)
  – The Payroll Budget Worksheet person presentation saves departmental labor
    in the budget development stage and each subsequent time the budget is
    revised


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What does it do?
Advantages of the Payroll module
  – Can enter fiscal year budgets for the current and future fiscal years using
    actual Labor Distribution System data as a comparison
  – Consolidates all of the people budgets by individual account and sub-code,
    and generates Direct Activity transactions in the Budget Tool
  – The Payroll module will automatically calculate fringe and administrative fees
    in the direct activity transactions
  – The Payroll Budget Worksheet is available for download into Excel
  – Can add budget lines for a new employee ID, account, sub-code or earnings
    code using the Payroll Upload function from Excel. Only “Placeholders” must
    be added directly from the worksheet screen
  – Developing a download to assist in the variance analysis of personnel
    expenditures. You can see how the actual compensation by person varies
    from the assumption in the estimate, and then focus on specific business units
    for further inquiry


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How to budget your personnel
Payroll Budget Worksheet Rules of Operation
  - If you enter the module with a sub-department filter selection, it is displayed at
    the top of the worksheet. You will see a sub-set of accounts based on the filter
    selection, and the people associated with these accounts

  - Budgets are entered in whole dollars only, credit amounts (revenue) are
    entered with a leading negative sign, just like Direct Activity

  - % of RG, % of Total, and Original Budget are displayed to aid in accuracy

  - To initially populate all FY09 CE budgets with the YTD Salary amounts, check
    the growth rate box, enter a zero growth rate above the FY09 CE column, and
    Save + No Exit

  - Do not leave the FY09 CE blank. Blanks are treated as zero values, so if you
    leave a budget amount blank, it will zero the sub-code when you Apply the
    worksheet



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How to budget your personnel
Payroll Budget Worksheet Rules of Operation Continued
  - Add Placeholder people assigning names such as TBN1 (To be named) or a
    job position description
  - If a person is leaving your department this year, their YTD Salary can be the
    FY09 CE, no need to enter future year budgets
  - After a new person is paid, they will appear in the worksheet with their actual
    amounts
  - When adding foreign account numbers to your people, you must know the
    account number
  - When you enter a budget for your person on a foreign account, it appears on
    that department’s worksheet. When the foreign department Applies their
    worksheet, the Direct Activity transaction generated for that account will
    include your budgeted amount
  - All Direct Activity transactions are generated as Open Items, requiring
    Release and Approvals to be performed manually


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How to budget your personnel
Worksheet Summary Rules of Operation
  - The Proposed section is what you are budgeting in the worksheet
  - The Current Direct Activity section is what you have entered in Direct Activity
  - The blue lines in the Current Direct Activity section are sub-codes that have
    budgets entered in Direct Activity but have not yet been added to the
    worksheet
  - The blue sub-codes must be zeroed from the Direct Activity module
  - Fringe sub-codes will always display in blue, they are not in the worksheet
  - The Change to Estimate section is the increase/decrease that you are making
    when you Apply the worksheet
  - After the worksheet is completed and sent to FAS, the Change to Estimate
    section can tell you if an account and sub-code budget was adjusted in Direct
    Activity. It shows the amounts not categorized to a person



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How to budget your personnel
Shortcut tips
   - Budget the OTPS sub-codes in the Direct Activity module first
   - Manually calculate fringe sub-codes such as 1803 from the Direct Activity
     module. When the actual charges appear in the worksheet, you can then
     assign the amounts by person
   - To find a person in the worksheet, use CTRL F. You can also use CTRL C
     (copy a name), CTRL F (find), CTRL V (paste the name), and Enter to go
     back to a person
   - View by Account is in a Direct Activity account sub-code presentation with
     sub-totals, and can be used to check for accuracy
   - Use the Download worksheet in Excel, it is in a format ready for future Upload
   - To list all of the Direct Activity transactions that were generated when you
     Applied, from the “Open Items” Process screen, use “Find” in the upper-right
     hand corner and enter PBT



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Creating transactions (Save + Apply button)
Reasons that would prevent transactions from processing and how to
correct them
  - When you Apply and generate Direct Activity transactions for individual
    accounts, if there is an existing transaction for an account with a status of
    Finally Approved, you will receive an error message. You must recall the
    Finally Approved transaction before the worksheet can be applied

  - If the budgeted amount does not match the allocated amount for an account, it
    will not Release nor Approve. Either the budgeted amount or the amount of
    the allocation must be revised




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What’s new
 Advanced Features
 - There is an optional checkbox to include the Summary section in the Payroll worksheet.
   The default mode of entry will be to display the Detail section only, as this method
   improves response time. Before “Applying” the Payroll worksheet, please be sure to
   enter the module by checking the box, and reviewing the Summary information

 - Frozen and deleted accounts are included. The actual labor distribution information and
   budgets by person for these accounts will be available and display-only. Being that
   frozen and deleted accounts are not budgeted, they are included in the Payroll module
   download, but will not be permitted for upload and entry of fiscal year budgets

 - The “Add Person/Account” button has been expanded to allow for the addition of
   separate earnings codes. You can now add an account, sub-code and enter any valid
   earnings code to the Payroll worksheet

 - When adding a person or account, you can now add the following fringe and OTPS sub-
   codes to the Payroll module worksheet: 1803 FICA Chg A1/A2, 5210 Tuition Fees
   Graduate Student, 5220 Stipend Checks Graduate Student, 5410 Trainee Stipends, and
   5440 Tuition Fees Trainee. You can now budget these sub-codes by person from the
   Payroll module along with the personnel sub-codes


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New screen fields
 Additional information for budgeting
 - FY2009 Original Budget has been added alongside the FY09 Current
   Estimate and future year budgets columns by person

 - Base salary (including guaranteed A1) has been added to the person line for
   local persons only

 - Administrative sub-department has been added to the person line

 - “View by Account” option now has account number sub-totals




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Payroll budget upload
 In the Payroll module worksheet, there is a new button for “Upload”
 - This functionality works in a similar fashion to the Batch module upload,
   whereas the mandatory columns are employee ID, account number, sub-
   code, earnings code, and fiscal year budgets in addition to the first row header

 - The “Upload” format works in conjunction with the “Download” format, where
   only the fiscal year budgets need be modified in the Excel file to be uploaded

 - To add a person/account, a new budget line consisting of an employee ID,
   account, sub-code, earnings code, and budget can be inserted in the Excel file
   and uploaded. A line for a “Placeholder” or a person/position that doesn’t have
   an employee ID must be added to the Payroll module worksheet first using
   the “Add Person/Account” button




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Step by step instructions
  To upload an Excel spreadsheet to the Payroll module
  -   First add any “Placeholder” persons, accounts, sub-codes or earnings codes
      so that their individual detail lines to be budgeted in the Payroll worksheet
      are present

  -   Next choose the “Download” button to create the Excel spreadsheet

  -   The detail lines to be downloaded will be displayed. Choose “Continue”

  -   Save and rename the file locally to your workstation or server

  -   Choose “Open”, to open the file in Excel. Enter desired budget amounts. All
      budgets must be entered in whole dollars only, just like the Payroll screen.
      Do not enter budget amounts for accounts in a frozen or deleted status




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Step by step instructions
  To upload an Excel spreadsheet to the Payroll module Continued
  - From the Excel menu bar, choose “File”, “Save as”, choose “Save as file
    type:” to be “Text (tab delimited)”, and for the “Filename:” change the
    “filename.xls” extension to be “filename.txt”
  - Choose “Yes” in the dialog box
  - From the Payroll module worksheet, choose the “Upload” button
  - Click “Browse” and choose the tab delimited text file and “Open”. Click
    “Continue”
  - Your file will be validated for errors, and if necessary, each error found will be
    accompanied by an associated error message. Make the appropriate
    corrections in the Excel spreadsheet, and repeat from Step 6 until zero errors
    are found
  - Click “Continue”, and your budget amounts have been loaded directly into the
    Payroll worksheet



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Next steps
Start entering budgets in the Payroll Module
   – Detailed Budgeting Tool user manual for reference (Chart of Accounts, Direct
     Activity, Allocations, Transfers, and Process modules)
      •   http://www.finance.columbia.edu/omb/pdf/BudgetingToolManual.pdf

   – Major changes to the system or it’s availability are broadcasted through the
     FFEALL mail distribution list
      •   If you have not been receiving e-mail messages from FFEALL, please send a note
          with your e-mail ID to ffetech@columbia.edu

   – For technical support or weekend assistance
      •   Email ffetech@cuvmc.ais.columbia.edu

   – For hands-on support of the Budgeting Tool contact Jill Goldstein at 854-
     5905 or via email at jtg2006@columbia.edu



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