BPS_300 Business Planning Simulation

Transcription

1 BPS_300 Business Planning Simulation BPS_300 Budget Preparation 1 Course Content Implementation of BPS at UK BPS Design and Layouts Sequence of Events Phase I Non-Position Budgets Phase II Salary Proposals Phase III Non-Regular Position Salary Proposals and Budget Entries Reports BPS Help BPS_300 Budget Preparation 2 BPS_300 Budget Preparation 1

2 Implementation of BPS at UK BPS_300 Budget Preparation 3 Implementation of BPS at UK IRIS s tool used for planning and creating budgets Uses the Business Warehouse (BW) environment Fully integrated with BW and uses similar functionality Capabilities Enable budgeting across modules (HR, FM, GM) Provide ability for reporting using BW Allow for extracting and retracting data from and to IRIS BPS_300 Budget Preparation 4 BPS_300 Budget Preparation 2

3 Implementation of BPS at UK Data (budget, employee, etc.) extracted from IRIS to the BPS InfoCubes Users write budget data and salary proposal data into BPS InfoCubes Reports are run from BPS InfoCubes After BOT (Board of Trustees) approval, budget data will be retracted to IRIS Budget to FM/GM; Salary proposals to HR, cost distribution to 1018 Budget maintenance (transfers/revisions) will occur in FM and GM BPS_300 Budget Preparation 5 Security Based on department(s) AFOs (Area Fiscal Officers) assign departments for budget users for security set-up Department assignments control data access in BPS InfoCubes (for reporting and layouts) BPS_300 Budget Preparation 6 BPS_300 Budget Preparation 3

4 BPS Designs And Layouts BPS_300 Budget Preparation 7 BPS Designs & Layouts In BPS, the budgeting platform is by a budgeting area and each area has several layouts There are two budgeting areas: Campus Land Grant One layout per budgeting area for non-position budgeting Non-Position Budget BPS_300 Budget Preparation 8 BPS_300 Budget Preparation 4

5 BPS Designs & Layouts Five layouts per budgeting area for position budgeting and salary proposals Regular Position Budget Adjustment Reason Code Regular Position Budget Only Non-Regular Position Budget Non-Regular Position Salary BPS_300 Budget Preparation 9 Sequence of Events BPS_300 Budget Preparation 10 BPS_300 Budget Preparation 5

6 Sequence of Events Set deadline for all recurring budget transactions (budget revisions and transfers) intra-area and inter-area Set deadline for departmental changes in SAP Units and departments review the cost distribution percentages associated with the cost object on the position master data record (IT 1018) for all employees BW Position Cost Distribution report can be used for this review BPS_300 Budget Preparation 11 Sequence of Events University Budget Office (UBO) coordinates the copy over recurring budget data (from certain commitment items), from current year to future year Area Fiscal Officers (AFOs) request BPS system access for employees who will be making budget entries UBO coordinates the freezing of the salary data in order to take a snapshot of current year base salaries for regular employees BPS_300 Budget Preparation 12 BPS_300 Budget Preparation 6

7 Sequence of Events UBO and Area Fiscal Offices prepare salary summary information for determining salary merit pool used to determine raises UBO prepares budget decision package for budget discussions and decisions by the President s Cabinet Salary and budget allocations and budget guidelines are provided to units for preparing budget entries and salary allocations for the new fiscal year BPS_300 Budget Preparation 13 Sequence of Events Departments prepare income estimates, position and nonposition expense budgets in the time frame set forth in the operating budget calendar Areas submit budgets to UBO in appropriate time frame UBO verifies and balances budget and prepares operating budget document for BOT approval BPS_300 Budget Preparation 14 BPS_300 Budget Preparation 7

8 Requests & Distribution of Information BPS_300 Budget Preparation 15 Requests & Distribution of Information UBO Distributes to AFOs: Operating Budget Calendar (subject to change) Current year operating budget narrative and detail Current year recurring expenditure base Future year budget sheets for affiliated corporations budgets Future year budget sheets for Hospital budgets Future year budget sheets for Service Center/Recharge operations BPS_300 Budget Preparation 16 BPS_300 Budget Preparation 8

9 Requests & Distribution of Information University Units Provide/Prepare: Scholarship budget projections Recurring and major nonrecurring budget requests (items to be funded from central sources) Estimated cost of faculty promotions for future year Estimated health insurance and other benefits Estimated indirect cost reimbursement income Estimated t investment t and endowment income BPS_300 Budget Preparation 17 Requests & Distribution of Information University Units Provide/Prepare: Changes to payroll taxes, including miscellaneous benefit rates Changes to parking permit rates Changes to procard rebate income Charges in property and casualty insurance Changes in utility costs BPS_300 Budget Preparation 18 BPS_300 Budget Preparation 9

10 Requests & Distribution of Information University Units Provide/Prepare: Estimate of future year general fund income and provide descriptive narrative of tentative changes over current year recurring budget Current year salary proposal summaries Current year revised operating budget narrative and detail BPS_300 Budget Preparation 19 Requests & Distribution of Information UBO Distributes to AFOs: Future year tentative salary dollar allocations Future year recurring expenditure bases Operating budget guidelines including salary guidelines Future year operating budget narrative and detail BPS_300 Budget Preparation 20 BPS_300 Budget Preparation 10

11 Requests & Distribution of Information Budget Areas Submit to UBO: Completed budgets for affiliated corporations and Hospital Completed operating budget narrative and financial detail Completed Service Center/Recharge operations and income budgets Budget transmittal letter BPS_300 Budget Preparation 21 Phase I Income & Non-Position Budgets BPS_300 Budget Preparation 22 BPS_300 Budget Preparation 11

12 Phase 1 Income & Non-Position Budgets Budget Preparation Guidelines and Process Non-Position Budget Layout Data Resources and Products Fund Group 22 Income Estimates Fund Group 25 Income Estimates BPS_300 Budget Preparation 23 Budget Preparation Guidelines and Process The general fund income estimate process for the future year is about four to six weeks in length The auxiliary, hospital, and restricted funds income estimate process is about six weeks to two months and is due much later than the general fund income estimate process BPS_300 Budget Preparation 24 BPS_300 Budget Preparation 12

13 Budget Preparation Guidelines and Process Budget Areas submit final income estimates with supporting documentation regarding significant changes: Income estimates t that t will be eliminated i in the new year New income estimates Income estimates which have at least a 10% change from the current fiscal year with an accompanying dollar amount of $10,000 or more BPS_300 Budget Preparation 25 Budget Preparation Guidelines and Process UBO will provide two spreadsheets to AFOs: Used for the initial preparation of the future year income and non-position expenses budgets Departments enter 1. Initial future year general fund income budgets ONLY 2. Initial auxiliary/restricted funds (including affiliated corps) budgets both income & non-position expense Used to upload (only once) the future year budgets into the BPS system Any income and non-position expense budget changes needed after files are uploaded to BPS must be made directly into the BPS system BPS_300 Budget Preparation 26 BPS_300 Budget Preparation 13

14 Non-Position Budget Layout Select the appropriate Non-Position Budget BPS layout Enter a value for each of the following selection criteria: Business Area Department Tip: To search for the appropriate selection, click on the Search button in the field BPS_300 Budget Preparation 27 Non-Position Budget Layout IMPORTANT! The appropriate business area MUST be used with the department This year the system checks to make sure the business area is the correct one for the department If it is not correct, the system will not pull up the records for the department until the correct business area is selected BPS_300 Budget Preparation 28 BPS_300 Budget Preparation 14

15 Non-Position Budget Layout UK Business Areas: 0101 UK w/o component units 0102 Ky Tobacco R&D Center 0103 UK Housing/Dining 0104 Boone Faculty Club 0105 WUKY 0111 UK Hospital 0112 Samaritan Hospital 0113 University Health 0120 UK COMed Clinical Depts 0201 UK Research Foundation 0301 Fund for Advancement of 0400 UK Equine Research Foundation 0500 UK Athletics Association 0600 UK Humanities Foundation 0700 UK Mining Engineering Foundation 0800 UK Business Partnership 0900 UK Center on Aging 1000 Central Ky Management Services (Finances not a part of IRIS) 1100 Boone Center KMSF Kentucky Medical Services Education and Research at UK Med Cntr Foundation BPS_300 Budget Preparation 29 Non-Position Budget Layout Click on the Submit button or press Enter You may receive a system message while the system is working BPS_300 Budget Preparation 30 BPS_300 Budget Preparation 15

16 Non-Position Budget Layout All funds centers (with budgets) in the business area and department entered on the prior screen will be displayed BPS_300 Budget Preparation 31 Non-Position Budget Layout Enter a future year budget by funds center for each appropriate commitment item in the Future field Save the data using the Save button BPS_300 Budget Preparation 32 BPS_300 Budget Preparation 16

17 Non-Position Budget Layout Tips Revenue, recharge and pass-thru budgets should be entered as a credit (negative number) to increase the budget Use the Add button to add a budget (for a funds center/commitment item combination) that is not displayed on the layout System will indicate an error if a non-relevant commitment item is used BPS_300 Budget Preparation 33 Non-Position Budget Layout Tips Only non-position relevant commitment items are allowed on this layout Funds center and Commitment item master data MUST EXIST in IRIS BEFORE the BPS system will save budget entry into the budget layouts The non-position budget layout allows budget entry for future year income and non-position expenses by funds center and commitment item combinations BPS_300 Budget Preparation 34 BPS_300 Budget Preparation 17

18 Non-Position Budget Layout Tips The Campus Non-Position Budget BPS layout will be used for the following non-position fund groups: General funds Restricted funds including affiliated corporations (Does not include fund group 22. Budget entries for fund group 25 are prepared using the land grant non-position BPS layout.) Auxiliary funds For definitions of the revenue and expense commitment items, see IRIS website at BPS_300 Budget Preparation 35 Exercise 1 Non-Position Budget Layout BPS_300 Budget Preparation 36 BPS_300 Budget Preparation 18

19 Fund Group 22 Income Estimates Relates to the government (state and federal) sponsored Student Financial Aid programs of Pell Grants, College Work Study, SEOGs, Science and Math Access to Retain Talent (SMART), Academic Competitive Grant (ACG), Teach Grant, and CAP grants Income and expense budgets are completed on the Operating Budget Worksheet for Restricted Funds Contracts Worksheet is provided by UBO during the operating budget process BPS_300 Budget Preparation 37 Fund Group 22 Income Estimates Operating Budget Worksheet Restricted Funds Contracts (Fund Group 22 Funds Centers) BPS_300 Budget Preparation 38 BPS_300 Budget Preparation 19

20 Fund Group 22 Income Estimates The expense section of this worksheet includes budget category breakdowns by functional area and expense by object for both the revised and future year expense budget data After completion, these forms should be sent to the UBO on the appropriate due dates BPS_300 Budget Preparation 39 Fund Group 25 Income Estimates Land grants that are part of the College of Agriculture from either the Ag Experiment Station or the Ag Cooperative Extension Services Entered only by College of Ag business officers using the Land Grant Non-Position Budget layout BPS_300 Budget Preparation 40 BPS_300 Budget Preparation 20

21 Fund Group 25 Income Estimates Select the Land Grant Non-Position Budget BPS layout (only used by College of Ag business officers) Enter a value for Sponsored Program Click on the Submit button or press Enter BPS_300 Budget Preparation 41 Fund Group 25 Income Estimates Enter a future year budget by grant for each appropriate commitment item in the future budget field Click on the Save button BPS_300 Budget Preparation 42 BPS_300 Budget Preparation 21

22 Fund Group 25 Income Estimates Fund Group 25 Tips Revenue, recharge, and pass-thru budgets should be entered as a credit (negative number) to increase the budget Use the Add button to add a budget for a grant/commitment item combination that is not displayed on the layout Only non-position relevant commitment items are allowed on this layout System will indicate an error if a non-relevant commitment item is used Grants and Commitment item master data MUST exist in IRIS before entering the data into the BPS system BPS_300 Budget Preparation 43 Summary Budget Preparation Guidelines and Process Campus Non-Position Budget Layout Data Resources and Products Fund Group 22 Income Estimates Operating Budget Worksheet Fund Group 25 Income Estimates BPS_300 Budget Preparation 44 BPS_300 Budget Preparation 22

23 Phase II Regular Position Budget & Salary Proposal Process BPS_300 Budget Preparation 45 Phase II Regular Position Budget and Salary Proposal Process Guidelines and Process Position Budget and Salary Proposal Regular Position Layout Adjustment Reason Code Layout Regular Position Budget Only Layout Benefits Budgets BPS_300 Budget Preparation 46 BPS_300 Budget Preparation 23

24 Salary Proposal Guidelines and Process Regular positions are defined by the personnel subareas of the HR organizational structure Salary pools for salary increases Determined by incrementing the general fund salary base by a percentage approved by the President s Cabinet The general fund salary base is determined by totaling the current salaries of individuals filling regular state mandated positions (FCC= M and S) on a specified date Distributed based upon performance (merit) for regular faculty and staff as well as market and equity adjustments for faculty BPS_300 Budget Preparation 47 Salary Proposal Guidelines and Process The UBO distributes salary dollar allocations with associated funding for increased benefits as well as budget guidelines including salary guidelines to the area fiscal officers for budget and salary entries Salary and position budget allocations will be distributed based on the cost distribution of IT 1018 A BW Position Cost Distribution report is available on the BW budget report role for verification BPS_300 Budget Preparation 48 BPS_300 Budget Preparation 24

25 Salary Proposal Guidelines and Process Budget areas must complete position budget entries and salary proposals for the future year on the BPS layouts Proposed salaries are reviewed by the UBO and approved by the Budget Area Heads as appropriate and consistent with approved salary guidelines Once approved, proposed salaries are included as part of the operating budget document to be approved by the UK BOT BPS_300 Budget Preparation 49 Salary Proposal Guidelines and Process Regular position budgets and salary proposals are entered via three BPS layouts Position Budget Adjustment Reason Code Regular Position Budget Only These layouts are available for both Campus and Land Grant budgeting areas BPS_300 Budget Preparation 50 BPS_300 Budget Preparation 25

26 Position Budget Layout Used for regular position budget and salary proposals only Regular flexible employees will be treated as 12-month employees in BPS Salaries will be calculated on a 12-month basis Admin faculty stipends (Wage type 1110) will be included in base pay and are eligible for raise dollars BPS_300 Budget Preparation 51 Position Budget Layout Select the Position Budget BPS layout, either Campus or Land Grant Enter a value for the Department BPS_300 Budget Preparation 52 BPS_300 Budget Preparation 26

27 Position Budget Layout Click on the Submit button or press Enter Four tabs will display BPS_300 Budget Preparation 53 Position Budget Layout Faculty & Monthly Staff tabs are for regular faculty and monthly staff employees only in positions that are filled and participate in the salary proposal process All active regular employees in the department will be displayed BPS_300 Budget Preparation 54 BPS_300 Budget Preparation 27

28 Position Budget Layout Faculty & Monthly Staff tabs: Enter either proposed salary percentage or proposed annual salary amount for each employee if appropriate If entering the % increase, click on the Calculate Salary from % Incr button BPS_300 Budget Preparation 55 Position Budget Layout Faculty & Monthly Staff tabs: Click on the Copy Salary to Budget button to enable the system to copy the proposed annual salary to the new year budget field BPS_300 Budget Preparation 56 BPS_300 Budget Preparation 28

29 Position Budget Layout Faculty & Monthly Staff tabs: Click on the Calculate Benefit button so the system can calculate the new year benefits budget Future year budget and benefits budget amounts may be overwritten if the calculated amounts need to be changed BPS_300 Budget Preparation 57 Position Budget Layout Faculty & Monthly Staff tabs: Click on the Save button to save the data BPS_300 Budget Preparation 58 BPS_300 Budget Preparation 29

30 Position Budget Layout Bi-Weekly/Hourly Staff tab is for regular bi-weekly and hourly paid staff employees in positions that are filled All active regular employees in the department entered on the prior screen will be displayed BPS_300 Budget Preparation 59 Position Budget Layout Bi-Weekly/Hourly Staff tab: Copy the previous year s distribution percentage by clicking on the Copy Distr % from Prior Year button BPS_300 Budget Preparation 60 BPS_300 Budget Preparation 30

31 Position Budget Layout Bi-Weekly/Hourly Staff tab: Enter either proposed salary percentage or proposed pay rate amount for each employee if appropriate If entering the % increase, click on the Calculate Salary from % Incr button BPS_300 Budget Preparation 61 Position Budget Layout Bi-Weekly/Hourly Staff tab: Click on the Copy Salary to Budget button to enable the system to copy the proposed annual salary to the new year budget field BPS_300 Budget Preparation 62 BPS_300 Budget Preparation 31

32 Position Budget Layout Bi-Weekly/Hourly Staff tab: Click on the Calculate Benefit button so the system can calculate the new year benefits budget Future year budget and benefits budget amounts may be overwritten if the calculated amounts should be changed BPS_300 Budget Preparation 63 Position Budget Layout Bi-Weekly/Hourly Staff tab: Click on the Save button to save the data BPS_300 Budget Preparation 64 BPS_300 Budget Preparation 32

33 Position Budget Layout Vacant Posn Budget tab contains position budgets for regular positions ONLY that are vacant Enter a proposed p annual budget amount for each position if appropriate BPS_300 Budget Preparation 65 Position Budget Layout Vacant Posn Budget tab: Click on the Calculate Benefit button so the system can calculate the new year benefits budget The future year budget and benefits budget amounts may be overwritten if the calculated amounts need to be changed BPS_300 Budget Preparation 66 BPS_300 Budget Preparation 33

34 Position Budget Layout Vacant Posn Budget tab: Click on the Save button to save the data BPS_300 Budget Preparation 67 Position Budget Layout NOTE: Any current year salary changes to be made for an employee during the position budget and salary proposal process will be made by submitting an online ZHR_PAR to Compensation Any future year salary changes to be made for an employee after the position budget and salary proposal process is complete will be made by submitting an online ZHR_PAR to Compensation on July 1 BPS_300 Budget Preparation 68 BPS_300 Budget Preparation 34

35 Position Budget Layout Tips Use the Add button to add a line for a Faculty/Monthly Staff funding source (new funds center) or a Biweekly/Hourly cost distribution to the budget layout Do not use the Add button for a missing personnel assignment number (PERNR) To add a new PERNR, contact the BPS listserv (BPS- ISSUES@LSV.UKY.EDU) BPS_300 Budget Preparation 69 Position Budget Layout Enter the PERNR (employee assignment number), position number, funds center, commitment item, and amount for the employee in the Faculty, Monthly Staff, or Bi-Weekly/Hourly Staff tabs Enter the position number, funds center, and commitment item in the vacant position budget tab BPS_300 Budget Preparation 70 BPS_300 Budget Preparation 35

36 Position Budget Layout The Regular Position Budget layout must be used for regular positions budget and salary proposals ONLY If a position is regular and filled and does not appear in the layout, please notify the BPS listserv (BPS-ISSUES@LSV.UKY.EDU) UKY EDU) Reminder Do not insert a line for a missing PERNR! PERNR, position, funds center, and commitment item master data MUST EXIST in IRIS before the BPS system will allow budget entry to be saved in the budget layouts BPS_300 Budget Preparation 71 Clinical Employees (Hospital Salary Enterprise) Affects clinical employees who are part of the hospital salary enterprise structure Two budget layouts used Campus Position Budget Campus Regular Position Budget Only All are bi-weekly and will show on the Bi-Weekly/Hourly Staff tab If no employees are displayed, d you may be on the wrong tab or the position is unbudgeted BPS_300 Budget Preparation 72 BPS_300 Budget Preparation 36

37 Position Budget Layout Enter the budget directly into the future budget field Use the Calculate Benefits button to calculate the benefits budget Although budget can be built for the clinical employees using the Campus Regular Position layout, may be more efficient to use the Campus Regular Position Budget Only layout Campus Regular Position Budget Only layout only reflects budget and only has one button to use No danger of keying in a salary and causing an erroneous retraction back to the SAP system; thus no consequence for affecting an employee s pay record BPS_300 Budget Preparation 73 Exercise 2 Position Budget Layout BPS_300 Budget Preparation 74 BPS_300 Budget Preparation 37

38 Adjustment Reason Code Layout All regular employee salary proposals must be assigned to a salary adjustment code (defaults to M for all salary changes) Available adjustment t salary codes P S M K E L O D - Promotion - Scale - Merit (Default adjustment code) - Market - Equity - Leaving University (only if separating July 1 or after the salary proposal process is closed (usually late April, May, or June) - Other - Distribution Change BPS_300 Budget Preparation 75 Adjustment Reason Code Layout One layout per budgeting area is available for this process Adjustment Reason Code Layout Use this layout if the new year salary increase for a regular position is not entirely merit based Enter all proposed salaries in the Regular Position Layout before accessing the Adjustment Reason Code Layout BPS_300 Budget Preparation 76 BPS_300 Budget Preparation 38

39 Adjustment Reason Code Layout Select the Regular Position Adjustment Reason Code layout Enter a value for Department Click on the Submit button or press Enter BPS_300 Budget Preparation 77 Adjustment Reason Code Layout Faculty tab is for regular faculty employees Monthly Staff tab is for regular monthly paid employees Bi-Weekly/Hourly Staff tab is for regular bi-weekly and hourly paid employees BPS_300 Budget Preparation 78 BPS_300 Budget Preparation 39

40 Adjustment Reason Code Layout Salary increment defaults to M for merit If the proposed salary increase is not entirely merit based, use the Add button to insert a new line BPS_300 Budget Preparation 79 Adjustment Reason Code Layout Enter the appropriate PERNR (employee assignment number), funds center, adjustment code key, wage type, and amount Click on Submit BPS_300 Budget Preparation 80 BPS_300 Budget Preparation 40

41 Adjustment Reason Code Layout The initial merit amount will be adjusted BPS_300 Budget Preparation 81 Adjustment Reason Code Layout Tip Enter all proposed salaries in the Regular Position layout first before accessing the Adjustment Reason Code Layout BPS_300 Budget Preparation 82 BPS_300 Budget Preparation 41

42 Exercise 3 Adjustment Reason Code Layout BPS_300 Budget Preparation 83 Regular Position Budget Only Layout Access to this layout will only be granted AFTER the completion of the salary proposal process Select the Regular Position Budget Only layout Enter a value for the Department Click on the Submit button or press the Enter key BPS_300 Budget Preparation 84 BPS_300 Budget Preparation 42

43 Regular Position Budget Only Layout Faculty tab is for regular faculty employees only Monthly tab is for regular monthly paid staff employees Bi-Weekly/Hourly Staff tab is for regular bi-weekly and hourly paid employees Vacant Posn Budget tab contains prior year position budgets for regular position ONLY that are vacant BPS_300 Budget Preparation 85 Regular Position Budget Only Layout For all tabs: All funds centers with position budgets in the department entered on the prior screen will be displayed Enter changes to the budget amount for the appropriate positions if warranted BPS_300 Budget Preparation 86 BPS_300 Budget Preparation 43

44 Regular Position Budget Only Layout For all tabs: Click on the Calculate Benefit button so the system can calculate the new-year benefits budget BPS_300 Budget Preparation 87 Regular Position Budget Only Layout For all tabs: The future-year budget and benefits budget amounts may be overwritten if the calculated amounts need to be changed Click on the Save button to save the data BPS_300 Budget Preparation 88 BPS_300 Budget Preparation 44

45 Regular Position Budget Only Layout Tips Use the Add button (bottom of the screen) to add a new-year budget for a regular position Enter the PERNR (employee assignment number), position number, funds center, and commitment item for the employee in the Faculty, Monthly Staff or Bi-Weekly/Hourly Staff tabs Enter the position number, funds center, and commitment item in the vacant position budget tab BPS_300 Budget Preparation 89 Regular Position Budget Only Layout Tips The Regular Position Budget Only layout must be used for regular employee budgets ONLY If a position is regular and filled and does not appear in the layout, please notify BPS listserv (BPS-ISSUES@LSV.UKY.EDU) Employee, position, funds center, and commitment item master data must exist in IRIS before the BPS system will allow budget entry into the budget layouts BPS_300 Budget Preparation 90 BPS_300 Budget Preparation 45

46 Exercise 4 Regular Position Budget Only Layout BPS_300 Budget Preparation 91 Clinical Employees (Hospital Salary Enterprise) Campus Regular Position Budget Only layout allows user to create the unit budget for a position Use the future year budget fields to enter the desired budget for your clinical employees, and then use the Calculate Benefits button to calculate the benefits budget BPS_300 Budget Preparation 92 BPS_300 Budget Preparation 46

47 Benefits Budgets Initially, the benefits budgets should not be entered directly into the BPS system, but should be calculated based on benefit percentages determined by a matrix table of the employee categories Employee Category 1 Faculty Reg FT (Incl >.74 FTE) 2 Faculty Reg PT 3 Civil Service Faculty 4 Hourly (Non Exempt) Staff Reg FT 5 Hourly (Non Exempt) Staff Reg PT 6 7 Monthly (Exempt) Staff Reg FT (Includes Exempt Bi-weekly) Monthly (Exempt) Staff Reg PT (Includes Exempt Bi-weekly) 8 Civil Service Staff 9 Post Docs 10 Housestaff 11 Other (LTD, students) BPS_300 Budget Preparation 93 Benefits Budgets The benefit percentages are only used for benefit budget calculations during the budget process The calculated benefit budget amount can be changed directly in the layout if necessary Benefits need to be budgeted in the funds center that is associated with the position budgets they support BPS_300 Budget Preparation 94 BPS_300 Budget Preparation 47

48 Benefits Budgets PLEASE NOTE: Even though the capability is available to change the benefits budgets on a position budget, it is expected that adequate benefits are placed directly against a funds center in the benefits budget column This process does not replace having benefits against each position and does not endorse putting all benefits for an area into one funds center BPS_300 Budget Preparation 95 Summary Regular Position Budget and Salary Proposal Process Guidelines and Process Position Budget and Salary Proposal Regular Position Layout Adjustment Reason Code Layout Regular Position Budget Only Layout Benefits Budgets BPS_300 Budget Preparation 96 BPS_300 Budget Preparation 48

49 Phase III Non-Regular Position Salary Proposals & Budget Entries BPS_300 Budget Preparation 97 Phase III Non-Regular Position Salary Proposals and Budget Entries Non-Regular Position Budget Layout Non-Regular Position Salary Layout Editing Position Budgets after Salary Proposal Process Completion BPS_300 Budget Preparation 98 BPS_300 Budget Preparation 49

50 Non-Regular Position Budget/Salary Use for positions that are either pooled, defined as nonregular, or positions which do not participate in the salary proposal process, such as Temporary Students Clinical Faculty Ag Extension Agents County Secretaries BPS_300 Budget Preparation 99 Non-Regular Position Budget Layout Select the Non-Regular Position Budget BPS layout either Campus or Land Grant Enter a value for Department BPS_300 Budget Preparation 100 BPS_300 Budget Preparation 50

51 Non-Regular Position Budget Layout Click on the Submit button or press Enter All active non-regular positions with prior year budgets in the department entered will be displayed BPS_300 Budget Preparation 101 Non-Regular Position Budget Layout Enter a future year budget by funds center for each appropriate commitment item and position combination in the future budget field If the prior year budget will be the same as the new year budget, click on Copy Budget to New Year BPS_300 Budget Preparation 102 BPS_300 Budget Preparation 51

52 Non-Regular Position Budget Layout Click on the Calculate Benefit button to calculate and enter the benefits budget for the position in the Benefits Budget field BPS_300 Budget Preparation 103 Non-Regular Position Budget Layout Tips Use the Add button to add a budget for a funds center/commitment item/position combination that is not displayed on the layout The Non-Regular Position Budget layout MUST be used for budget entry ONLY for positions that are either pooled, defined as non-regular (e.g., temp, students, etc.) or do not participate in the salary proposal process (e.g., clinical faculty, Ag extension agents, county secretaries) BPS_300 Budget Preparation 104 BPS_300 Budget Preparation 52

53 Non-Regular Position Budget Layout Tips Criteria for this layout are based on positions in a table located and maintained within IRIS If the table needs to be modified due to either a position appearing on the layout that should not be there or a position not appearing on the layout that should be there, notify the BPS listserv (BPS-ISSUES@LSV.UKY.EDU) Funds center, commitment item, and position master data MUST EXIST in IRIS before the BPS system will allow budget entry to be saved into the budget layout BPS_300 Budget Preparation 105 Exercise 5 Non-Regular Position Budget Layout BPS_300 Budget Preparation 106 BPS_300 Budget Preparation 53

54 Non-Regular Position Salary Layout Select Non-Regular Employees Salary Proposal Layout Enter a value for Department Click on the Submit button or press Enter BPS_300 Budget Preparation 107 Non-Regular Position Salary Layout Three tabs will display The Faculty tab displays faculty employees The Monthly tab bis for monthly paid employees The Bi-weekly/Hourly tab is for bi-weekly and hourly paid employees BPS_300 Budget Preparation 108 BPS_300 Budget Preparation 54

55 Non-Regular Position Salary Layout To complete both the Faculty and Monthly tabs: Enter either a proposed salary percentage increase or an annual salary amount for each employee if applicable BPS_300 Budget Preparation 109 Non-Regular Position Salary Layout Faculty and Monthly tabs: If a proposed salary percentage is used, click on the Calc. Salary from % Incr button The new year proposed salary will be calculated The annual proposed salary can be entered directly BPS_300 Budget Preparation 110 BPS_300 Budget Preparation 55

56 Non-Regular Position Salary Layout Faculty and Monthly tabs: Save the data using the Save button BPS_300 Budget Preparation 111 Non-Regular Position Salary Layout Bi-weekly/Hourly tab: Copy the previous year s distribution percentage, click on the Copy Distr % from Prior Year button Change the new year distribution percentage if incorrect BPS_300 Budget Preparation 112 BPS_300 Budget Preparation 56

57 Non-Regular Position Salary Layout Bi-weekly/Hourly tab: Enter either a proposed pay rate percentage increase or a proposed pay rate for each employee if applicable If the proposed pay rate percentage is used, click on the Calc. Salary from % Incr button The new-year proposed annual salary will be calculated BPS_300 Budget Preparation 113 Non-Regular Position Salary Layout Save the data using the Save button Tips Use the Add button to add a line to the budget Enter the PERNR (employee assignment number), position number, funds center, and commitment item for the employee BPS_300 Budget Preparation 114 BPS_300 Budget Preparation 57

58 Non-Regular Position Salary Layout Tips The Non-Regular Position Salary layout must be used for salary entry ONLY for positions that are either pooled, defined as non- regular (e.g., temp, students, etc.) or do not participate in the salary proposal process (e.g., clinical faculty, Ag extension agents, county secretaries, etc.) Criteria for this layout are based on positions in a table located and maintained within IRIS If the table needs to be modified, notify the BPS listserv (BPS-ISSUES@LSV.UKY.EDU) BPS_300 Budget Preparation 115 Non-Regular Position Salary Layout Tips PERNR, position, funds center and commitment item master data MUST EXIST in IRIS before the BPS system will allow budget entry into the budget layouts The proposed salary percentage and the annual salary amount fields should not be used simultaneously BPS_300 Budget Preparation 116 BPS_300 Budget Preparation 58

59 Exercise 6 Non-Regular Position Salary Layout BPS_300 Budget Preparation 117 Editing Position Budgets Editing Position Budgets after Salary Proposal Process is complete When the salary proposal process is complete, access will be provided for making changes to the Regular Position Budget Only layout This allows updates to the future year position budgets for regular positions when needed Access to the Regular Position layout cannot be made available simultaneously with the Regular Position Budget Only layout because both layouts use the same information and data locks will occur BPS_300 Budget Preparation 118 BPS_300 Budget Preparation 59

60 Summary Other Salary Proposals and Balancing the Budget Non-Regular Position Budget Layout Non-Regular Employees Salary Proposal Layout Editing Position Budgets after Salary Proposal Process Completion BPS_300 Budget Preparation 119 Reports BPS_300 Budget Preparation 120 BPS_300 Budget Preparation 60

61 Reports BPS Budget Reports located in BW Role BPS Budget Reports: Position Cost Distribution Budget Income Estimate Land Grant Budget Income Estimate Budget Expense Estimate Land Grant Budget Expense Estimate Budget Narrative Report Budget Reconciliation Report Salary Proposal Detail Report Full Time Regular Employees Salary Proposal Detail Report Part Time Regular Employees Salary Proposal Summary Full Time Regular Employees Salary Proposal Summary Part Time Regular Employees BPS_300 Budget Preparation 121 BPS Help BPS_300 Budget Preparation 122 BPS_300 Budget Preparation 61

62 BPS Help Budget Process Questions First, check with your AFO If needed, check with UBO by using the BPS listserv (BPS- BPS System Questions myhelp Website BPS_300 Budget Preparation 123 BPS Help myhelp Website: Contains: Operating Budget Process Reference Manual BPS_300 Business Planning Simulation Course Presentation BPS Tips, Tricks, and Troubleshooting Quick Reference Cards (QRCs) BPS_300 Budget Preparation 124 BPS_300 Budget Preparation 62

63 Course Summary Implementation of BPS at UK BPS Design and Layouts Sequence of Events Phase I Non-Position Budgets Phase II Salary Proposals Phase III Other Salary Proposals and Balancing the Budget Reports BPS Help BPS_300 Budget Preparation 125 BPS_300 Budget Preparation 63