BCS Budget Workbench Basics

Transcription

1 BCS Budget Workbench Basics NAVIGATING TO THE BUDGET WORKBENCH Open Internet Explorer and log onto Firefly: SEARCH BY BUDGET: SELECT ENTRY SCREEN The Search by Budget screen allows you to quickly query the Original (7/01/13) Permanent Budget, Current Permanent Budget and Current Temporary Budget balances of a budget line by individual or nested budget line attribute docx 1

2 Begin your search by entering one value, a range or series of values for one or more of the attributes listed: docx 2

3 If you select more than one different attribute or nest a query selection the attributes as you move down the screen represent the priority the attributes will be given in the search. In the screen shot below where Fund Center and Position number have been selected the Fund Center will first be queried, then the docx 3

4 Position number IF it exists within that Fund Center will be returned in the query. If the lower priority attribute does NOT exist within the higher priority attribute a No data found message will be returned. Once you have selected the attribute(s) to query on click on the Next button to return the results. The Workbench screen will pop up with the results of your search. Each line will have the Original (7/01/xx) Budget, Current Perm budget and Current temp budget balances in addition to the 5 key fields: Funds Center, Commitment Item, Position number, Personnel number and Wage Type plus other attributes unique to the budget line. If the query returned several lines you will need to use the slide or arrows to the right of the data to scroll down thru the data until you find the item you are looking for docx 4

5 The bottom two thirds of the screen includes Document Header and Entry /Transfer sections used when using this screen to post budget transactions. These functionalities are reserved for the Budget office and power user units given the security to pre-post budget transactions. SEARCH BY DOCUMENT: QUERY SCREEN The Search by Document processing mode is used to search for existing budget documents in BCS docx 5

6 This processing mode can be used to research budget entries posted to your unit s cost centers or to copy a previous posting for repetitive entries. Unlike the Search by Budget query, Search by Document mode allows you to only select one attribute in addition to the date / date range to narrow down the search. If you know by whom, but not when an entry was posted start with the User ID of the person that did the entry. This will return all documents posted by that person from which you can select docx 6

7 Once you selected the entry by clicking the grey box to the left of that line click next to return that entry. The document can then be copied or printed docx 7

8 HELPFUL HINTS Multiple session entry Whether operating with dual monitors or a single screen, it is advisable to open more than one session of Firefly in order to toggle back and forth between queries or confirm data. BUDGET RESOURCES ON SAPPHIRE Business Forms [ Sapphire>Business Forms>UNL>Finance] -Budget Transfer forms Reference Guides [ Sapphire>Reference Guides>UNL>Budget] -Budget FTE Guidelines -Budget Reporting in BCS docx 8

9 Key Codes POSITION Color (last digit of Reporting Relationship) UNCA G State Aided - 21xxxxxxxx UNCSN N NRI xxxxxx UNL T Tobacco xxxxxx UNL & IANR P PoE - 21xxxx51xx or 21xxxx52xx NRI (UNL & IANR) F F&A - 21xxxx4xxx Split UNL & IANR E Distance Ed - 21xxxx57xx IANR X Revolving - 22xxxxxxxx UNK A Revolving F&A - 22xxxx48xx UNO Y Auxiliary - 23xxxxxxxx UNMC W Grants - 24's, 25's, 26's, 27's ES/GRP (2,AN) Employee subgroup. Defaults from Position Number file. Commitment Item If ES/GRP is: A1 Reg Other Academic Salary (518950) F, J, K, L, or P A2 Reg Other Academic Hourly (518955) M (Chairperson) B1 Reg Managerial/Professional Salary (518955) M (Director/Administrative) or N B2 Reg Managerial/Professional Hourly (518960) B or Y C2 Reg Office/Service Hourly (518965) C or Z C6 Reg Office/Service Hourly Ag A, D, or H D1 Student Grad Asst. Salary S D2 Student Grad Asst. Hourly F1 Temp Academic Salary F2 Temp Academic Hourly POSN TY H1 Reg House Officer Salary P - Permanent J1 Reg Specific Term Faculty Salary G - Group J2 Reg Specific Term Faculty Hourly PX - Base Salary for Administrator with Admin Stipend (PA) K1 Reg Tenured Faculty Salary PA - Admin Stipend for Administrator with Base Salary (PX) K2 Reg Tenured Faculty Hourly L1 Reg Special Faculty Salary L2 Reg Special Faculty Hourly Wage Type M1 Reg Academic Admin Salary (Chair - Dean) Hourly Rate N1 Reg Admin Salary Regular Monthly O0 Non-working Without Pay month/12 month Salary P1 Reg Health Faculty Salary mo/12 mo Salary Q0 Reg Benefits Only Without Pay Admin Stipend - Salary S1 Student Salary Professorship S2 Student Hourly V0 Volunteer Without Pay W1 Temp Non-Faculty Salary TERM W2 Temp Non-Faculty Hourly 01-9 mo/9 mo 02 - AY/12 mo X1 Temp Administrative Salary mo/10mo mo/12 mo Y1 Temp Managerial/Professional Salary 08 - Other (tempora12-12 month Y2 Temp Managerial/Professional Hourly Z2 Temp Office/Service Hourly Z6 Temp Office/Service Hourly Ag docx 9