Budget Planner with Chart by ddb80330

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									  Salary Planner/
Budget Development



                     1
                  Objectives
At the end of today’s session, you will:
1. Understand the purpose of the Salary
   Planner/Budget Development process
2. Understand the steps to ensure your staff are set up
   properly in Salary Planner
3. Be able to perform these steps
4. Be familiar with the timeline for FY11 and
5. Know where to go for help



                                                          2
                              Agenda
Course Overview
  1. Why are we here?
  2. Overview of the FY11 Process
  3. Overview of Steps
     a) Salary Planner (Reappointment and Budget)
        a)   List by Employee (Slides 13-23)
        b)   List by Position (Slides 24-36)

     b) Budget Development (Slides 37-66)
  4. Reports/Analysis/Quality Review (Slides 67-80)
  5. Contacts & Lab Sessions



                                                      3
          Why Are We Here?
We use the Salary Planner and Budget
 Development Process to:
1. Ensure staff are configured in the system to get paid,
   to be paid from the right source, and to have
   appropriate budget allocations.
2. Ensure operations are appropriately budgeted for
   each Index

Today’s training will ensure you understand and can do
  the necessary steps and where to go for help if you
  need it.
                                                            4
                Process Overview
                              I                                    II
                       Salary Planner
                                                       Budget Development
              List by Employee      List by Position   (Budgeting Operations)
              *Reappointment Side   *Budget Side
              (NBAJOBS)             (NBAPBUD)

Reappoint
                   X                                           X
Only

Reappoint &                               X                    X
                   X
Budget

Budget
                                          X                    X
Only

FY Non-
                  X                       X                    X
Tenure/Ext


                                                                          5
        Special Case: BZ Adjuncts
                              I                                      II
                       Salary Planner
                List by Employee       List by Position
                                                          Budget Development
                *Reappointment Side   *Budget Side         (Benefits & Operations)
                (NBAJOBS)             (NBAPBUD)



BZ Adjuncts        X                        X                        X



Why Special?
1. Extended Deadlines (for Reappointing)
2. Do List by Position (Budget) first, but
   may do List by Employee later



                                                                                6
         FY11 Salary Planner/
      Budget Development Timeline

• May 10th to 14th – Salary Planner/Budget Development Training

• May 17th – Salary Planner/Budget Development Open for Input

• May 17th to June 4th – Salary Planner/Budget Development Help Sessions

• June 4th – Budget Side of Salary Planner/Budget Development CLOSED




                                                                       7
Accessing Salary Planner
   From MSU homepage, click on MyInfo link




                                             8
9
10
11
12
List by Employee
  *Reappointment Side
      (NBAJOBS)




                        13
14
15
If changes
need to be
made to an
employees’
base salary use
this slide for
assistance.




            16
Don’t forget to download the spreadsheet to double check for
  accuracy. See the section titled “Reporting and Analysis”




                                                               labor




                                                               17
     Frequently Asked Question
If you do not plan on reappointing an employee for
  the fall, but the employee will be returning in the
   spring, follow the steps in the next three slides.


If your employee is not to be reappointed and is
not returning, please submit a terminating EPAF.



                                                18
19
20
21
  Frequently Asked Question

When I am in the Job Detail section of
“List by Employee”, what is the difference
between the Current, Base, and
Proposed records?




                                         22
“Job Detail” record explained




                                23
List by Position
   *Budget Side
   (NBAPBUD)




                   24
25
26
                   Copy Estimated Budget to Budget




                                If you click “Copy Estimated Budget to Budget” first, this will automatically populate the change
                                amount and Proposed Budget based upon the associated employees’ current base rate(s) and # of
                                pays. This amount if found under the column, “Estimated Fiscal Year Budget”

                                This will usually save you time. You will need to make additional changes to positions with associated
                                longevity, vacant positions, and pooled positions.

                                Only click ONCE. If you click it again after you have made other changes it will overwrite them.
**Hit the “Save” button OFTEN

                                                                                                                              27
                                  Other Manual Changes


                                                                Changes to budget
                  The Mass Change         If necessary, you     can be entered in the
                  section will not be     can type in changes   Change Amount           To change the
                  used in a fiscal year   to the Proposed FTE   field. You will want    BUDGET distribution,
                  without across-the-     and TAB out.          to enter the ENTIRE     click on the link.
                  board raises.           Please use 4          budget amount and
                                          decimal places.       TAB out.




**Hit the “Save” button OFTEN

                                                                                                               28
                    Position Distribution Changes



Current NBAPBUD Distribution




New Distribution




                               Click the “Percent” link to make
                               changes to that index. You may
                               also “Add a new record”. The total
                               must always equal 100.00




                                                                    29
                                     If you have had to add a
                                     new record, type in the
                                     Index and then click the
                                     “Default from Index”
                                     button.

                                     Manually enter the
                                     Account that is
                                     associated with the
                                     position.

                                     Enter the percent that is
                                     associated with the Index that
                                     you just filled in and TAB out.
                                     This will automatically fill in the
                                     Amount. If you need to remove
                                     distribution from a particular
                                     index enter 0.00

Click “Save” after each entry. Complete as many entries as necessary to Total 100%.




                                                                                      30
  Frequently Asked Question

How do I budget for a position that is split
funded between state money and “soft”
money (IDCs or Grants)?
Example: A position is 60% funded by a grant and 40%
funded by a state fund.




                                                   31
Change the FTE to match
whichever portion of the budget       The distribution will need to
will be covered by state funds. So,   be changed, so click on
from the example, .4000 for 40%.      “Distribution” under links.
TAB out and click the “Save”
button.




                                                                      32
The percent distribution for the
state index (or whichever index is
not the grant/IDC) should equal
100%. If it is not 100%, use the
steps outlined in presentation to
make changes.




                                     33
Frequently Asked Question

I’m finished with Salary Planner, what
now? What steps do I take to complete
the Reappointment process?




                                         34
Employees on a Letter of Appointment (LoA):

    •    If employee was reappointed through Salary Planner, Human
    Resources will need the “Reappointment LoA” (LoA with the box in
    the corner) submitted.
    •    If employee was not reappointed through Salary Planner,
    Human Resources will need both a PTF and a LoA submitted.

 Employees on a MUS Contract:

     •   If employee was reappointed through Salary Planner, Human
     Resources will need nothing more. Human Resources will print the
     MUS contracts around mid-November once the contracts are
     approved by OCHE.
     •   If employee was not reappointed through Salary Planner,
     Human Resources will need a PTF.




                                                                       35
Other Types of Contracted Employees:

    •   USRA Contracted Employees must be reappointed by
    submitting a completed PTF and USRA Contract (positions
    can still be budgeted through Salary Planner).

    •   Post-Retiree Contract Employees must be reappointed
    by submitting a completed PTF (positions can still be
    budgeted through Salary Planner).


  **Submit any Labor Distribution Change EPAFs necessary
  for payroll changes.




                                                              36
BUDGET DEVELOPMENT
Budgeting for Operations




                           37
                     Key Points
– Budgeting at a high level is allowed as long as you are not
  using account codes that end in “00” such as 62800.
    • Instead use account codes ending in “99”, such as 62899.
– A maximum of $10,000 is allowed in 62899.
– If budget is initially showing in the “00” accounts, the
  budget should be moved and those accounts ending in “00”
  deleted.
– All accounts that contain $0 in their budget need to be
  deleted.
– Use A11GL1 as the Budget Phase when entering your
  budget information.
– DO NOT budget IDC or Grant funds (436%, 437%, 4W%, or
  425%-429%).

                                                                 38
 Select the
Finance
Services tab
at the top of
MyInfo and
then click the
Budget
Development
link in the
menu below




          39
 From here
there are 3
options.
Choose
“Create
Budget
Worksheet”




       40
 Click the
“Create
Query”
button
without
changing any
other
parameters
on the screen.



         41
 Make sure
that at least
the top two
boxes are
checked
when
selecting
columns to
display
amounts.



         42
CORRECT BUDGET
PHASE IS A11GL1




      MUST HAVE:
  CHART OF ACCOUNTS=1
    BUDGET ID=FY2011
  BUDGET PHASE=A11GL1




                        43
Selecting and Adding Your Index
                            Click on the
 CLICK ON INDEX
                           Index button to
 BUTTON
                           select the
                           proper index.
                           This process
                           ensures the
                           proper fund,
                           org, and
                           program
                           components is
                           pulled in with
                           your index.

                                      44
 In the Index
Criteria box you
can enter your
index number.




         45
 Your index
will display on
your screen
with a link.
Click on the link
under the
Index heading.




          46
 If you are
not sure of
your index,
enter part of
the index and a
“%” for a
wildcard search
(i.e. 4%)




         47
A list will be
returned.
Locate the
index that you
want to budget
and click on the
link below the
Index heading.




          48
                   Once you
                  have clicked
                  the link, the
                  correct fund,
                  org and
FUND, ORG, AND
                  program will
PROGRAM WILL BE
POPULATED, BUT
NOT THE INDEX.
                  pull into the
                  screen. The
                  index will not
                  display at this
                  point.


                            49
                                   Do not
                                   change the
                                   Budget
                                   Duration Code
                                   or Display Fin
                                   Mgr from
                                   options.
         DO NOT CHANGE
                                   Check to
             CHECK TO INCLUDE
             ALL OF THE OPTIONS.
                                   include: all
                                   boxes. Click
                                   the Submit
CLICK HERE
                                   button.


                                            50
 Making Changes to Your Budgets

 3 Options for Making Changes:

  Decreasing the current budget amount

  Increasing the current budget amount

  Creating budgets for additional account codes




                                                   51
 To start, the
program will
automatically
pull in the
accounts that
are currently
budgeted
within your
index as well
as the budgets
associated
with them.


          52
 Leave the
rounding at
1.00 to round
to the
nearest
whole dollar
amount.




       53
Decreasing Budget Amounts

                         Enter the
                        amount, in
                        whole dollars,
                        by which you
                        would like to
                        decrease each
                        specific
                        account code
                        as a negative
                        number in the
                        “Change Value”
                        column.

                                54
Increasing Budget Amounts
                        Enter the
                       amount, in
                       whole dollars,
                       by which you
                       would like to
                       increase each
                       specific
                       account code
                       as a positive
                       number in the
                       “Change Value”
                       column.

                                55
Adding Budget to New Account Code
                           There is an
                           area for adding
                           new rows at the
                           bottom or the
                           screen. Enter
                           the account
                           code in which
                           you wish to add
                           budget as well
                           as the proposed
                           budget amount,
                           in whole dollars.

                                      56
Calculating Changes
                       Once you
                      have entered
                      all of your
                      information,
                      you can click
                      the “Calculate”
                      button to see
                      the proposed
                      changes you
                      have made to
                      your budget.


                                57
 You will now
see the amounts
that you entered
in the
“Cumulative
Change” column
and the
calculated new
budget in the
“New Budget”
column.



           58
Posting Budgets

                   Once you
                  have verified
                  that your
                  budget
                  amounts are
                  correct, press
                  the “Post”
                  button.




                            59
Summary of Changes Posted
                       After posting,
                      there will be a
                      summary of
                      changes by
                      account type at
                      the bottom of
                      the screen. In
                      most instances
                      your cumulative
                      change should be
                      $0.00.


                                60
Deleting Accounts
                     After posting,
                    if you have any
                    accounts codes
                    with the New
                    Budget column
                    equal to zero,
                    these need to be
                    deleted. Check
                    the “Delete
                    Record” box and
                    hit the “Post”
                    button again.

                             61
 Although the
account code
still appears
after posting
the change, it
now has a
notation in the
status column
(DEL) that
indicates it will
be deleted.



            62
Looking Up Account Codes

                       If you need to
                      add an account
                      code, but are
                      not sure of
                      what it is, use
                      the account/
                      program code
                      lookup. First,
                      click on the link.



                                  63
 In the code
criteria box,
enter part of the
account code
with a “%” to do
a wildcard
search. Change
the max rows
returned to the
highest number
possible.



           64
65
Budgeting Additional Indexes




                               66
 Reporting and Analysis
 Using Salary Planner to extract data and
verify accuracy

Using SAIS Reports to verify total budgets




                                              67
Salary Planner Download Feature




                                  68
69
Data Sorting for Analysis




                            70
Data Sorting for Analysis




                            71
Data Sorting for Analysis




                            72
Data Sorting for Analysis




                            73
Analyze Data for Inconsistencies




                                   74
          Look for Exceptions and
             Inconsistent Data
             Position types and start dates
•4A positions - Academic Year (AY) Faculty - begin Aug. 1
•4B positions - Fiscal Year (FY) Faculty – reappointed July 1
•4C positions - Professional positions
   •Look for PY employee class – begin Aug. 1 or Aug. 16
   depending on the Contract or Letter of Appointment
   •Other 4C positions - reappointed July 1
•4E positions - Executives most are reappointed July 1
•4M positions - Classified Salaried – Reappointed July 1
•4N positions - Classified Hourly– Reappointed July 1



                                                                75
Look for exceptions and inconsistent data-
           FTE and Hrs Per Pay
• FTE should be consistent with hours per pay
  and number of pay
  –   4A 9 month positions at 1FTE = 173.33 hrs
  –   4A 10 month positions at 1FTE = 156 hrs
  –   4B,4C,4E at 1FTE = 173.33 hrs
  –   4M, 4N at 1FTE = 174 hrs
• % FTE x Hrs for 1FTE = hrs per pay




                                                  76
Look for exceptions and inconsistent data-
           FTE and Hrs Per Pay

• FTE should be consistent with hours per pay
  and number of pay EXAMPLES:
  – 4A position 9 month at .75 FTE
           .75 X 173.33 = 130 hrs per pay
  – 4A Position- 10 month at .5 FTE
  –        .5 X 156 = 78 hrs per pay
  – 4M position at .8 FTE
  –        .8 X 174 = 139.2 hrs per pay


                                                77
Report to Verify Operation and Position
          Budgets Combined
• Go to the Banner Report Web (https://sais.montana.edu)
   – Click on the Banner Application Switchboard Link
   – Log In using your Banner ID and Password

• On the left in the dropdown box, select Finance Reports

• Click on the Budget Preliminary Summary report (2 below the box)




                                                                78
Click Execute       In the Org field, enter the Org you
Report(s) to run.   would like to view.

                    In the Fiscal Year field enter
                    FY2011

                    In the OBPH Code field enter
                    A11GL1



                                            When the
                                            report is done
                                            running, click
                                            the TXT link
                                            next to the
                                            report you
                                            would like to
                                            view.

                                                     79
               The top portion of this report will
               show you what you have budgeted,
               in the listed Index, on the “List by
               Position” or Budget side of Salary
               Planner for each position listed.
               PLEASE verify this is what you
               would like budgeted for that
               particular Index.



                 The bottom portion will show you
                 what you budgeted for each
                 account code in your operations in
                 Budget Development. Make sure
                 that you have not budgeted
                 amounts in the account codes
                 listed in the top portion (this would
                 double the budget in position
                 account codes)


The total listed for your Index is the
total amount budgeted in positions
and operations. This amount should
NOT exceed the amount that was
allocated to this Index by your
executive.

                                           80
         Help Session Information
• Tuesday, May 18th from 9-11am in Reid 303

• Friday, May 21st from 2-4pm in Reid 303

• Monday, May 24th from 9-11am in Reid 303

• Wednesday, May 26th from 1:30-3:30pm in Reid 303

• Tuesday, June 1st from 2-4pm in Reid 303

• Friday, June 4th from 9-11am in Reid 303



**Please RSVP to Angie Dangerfield at angie.dangerfield@montana.edu or
at 994-2990.


                                                                    81
         What do I do if I find
          discrepancies?
• You can continue to make changes in
  Salary Planner until it is locked.

• If there is a discrepancy in the current
  record contact your payroll technician
  immediately and cc Amber Phillips-Muir at
  amber.phillipsmuir@montana.edu


                                              82

								
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