BUDGET AND POSITION CONTROL

Transcription

1 BUDGET AND POSITION CONTROL Introduction Budget Development Highlights Menu Navigation Table System Forms Operating Budget Maintenance Form...(FTMOBUD) Budget Query Form...(FBIBUDG) Budget Request by Account Form...(FBABDRA) Budget Request Entry Form...(FBABDRQ) Budget Maintenance Form...(FBABDMN) Budget Distribution Parameter Form...(FBABDDS) Budget Distribution by Amount Form...(FBABDDA) Mass Budget Change Form...(FBAMCHG) Budget Process Control Parameters Form...(FBABPRC) Operating Budget Validation Form...(FTVOBUD) Budget Phase Validation Form...(FTVOBPH) Position Control Introduction Position Control Highlights Position Budgeting Highlights Position Control Processing Forms Position Definition Form...(NBAPOSN) Position Class History Form...(NBICLSH) Position Incumbent List Form...(NBIPINC) Position List by Position Classification Form...(NBIPLST) Position List by Organization Form...(NBIPORG) Position History Form...(NBIPOSH) HR/Finance Set Up Rule Form...(NTRFINI) Employee Jobs Form...(NBAJOBS) Inquiry Forms Fiscal Year Form...(NBAFISC) Position Budget Form...(NBAPBUD) Position Budget Totals Inquiry Form...(NBIBTOT) Fringe Charge Back Budget History Inquiry Form...(NBIBHSC) Fringe Actual Budget History Inquiry Form...(NBIBHSF) Premium Earnings Budget History Inquiry Form...(NBIBHSR) Position Budget History Inquiry Form...(NBIBHSP)

2 Labor Distribution Change History Form... (NBIJLHS) Employee Job Inquiry Form... (NBIJLST) Work Schedule Hours Inquiry Form... (NBIWKSH) List of Budget Development and Position Control Reports and Processes SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

3 Introduction 19 Budget and Position Control Budget and Position Control Budget Development is an online, integrated component of Banner Finance that enhances efficiency and analytical capability in the budget development process. Department managers and budget office personnel can jointly enter and update budget data for future periods. The budget office can monitor departmental requests as they occur and update recommended allocations based on established guidelines. The Budget Development module can be used as a a development and modeling tool. In addition, the module can be used to update the budget at any time throughout the fiscal year in response to events that affect resources. This provides for tighter budgetary control and ensures synchronization between the Budget Development and General Ledger modules. Budget Development Highlights User-defined Budget Periods You can set up an unlimited number of budget IDs (for example, fiscal years) and phases within a budget ID using the Operating Budget Maintenance Form (FTMOBUD). Dynamic Budget Queries A flexible query is available to allow you to retrieve data by any component of the chart of accounts and to review the status of budget requests. You may specify which components of the chart of accounts are retrieved and which phases are displayed. Forecasting and Modeling You may develop budget forecasts using base-year budgets defining prior, current, or future year. The Budget Process Control Parameters Form (FBABPRC) allows you to specify the source of the initial data for each budget ID and phase. For example, the source may be current year data from the operating ledgers or budget data from another phase. Mass Budget Change You can apply mass budget changes to the budget model for: a selected range of budget units individual classifications of accounts or all accounts within a classification selected line items of revenue, expenditure, or transfers Budget Development also includes these features: maintenance of current year budget distribution of budget to periods by percentage or amount unit budgets for performance measurement February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-3

4 Menu Navigation Table If you know the seven-letter name of the form you want to access, you may use Direct Access to bypass the intervening menus. To use Direct Access at any menu, enter the seven-letter name of the form you want at the Direct Access prompt. Instructions for accessing menus are in Chapter 2, Using Banner, in this manual. Access this menu from the Finance System Menu (*FINANCE). FTMOBUD FBIBUDG Operating Budget Maintenance Form Enables you to create and maintain budget identification and phase data. Budget Query Form Enables you to view comparative budget phase data. FBABDRA FBABDRQ FBABDMN FBABDDS FBABDDA FBAMCHG FBABPRC FTVOBUD Budget Request by Account Form Enables you to create new budget requests or change existing requests supporting development of the next fiscal period's budget in an all-encompassing data-entry mode. Budget Request Entry Form Enables you to enter a budget request for a particular combination of Fund, Organization, Account, Program, Activity, and Location (FOAPAL). Budget Maintenance Form Enables you to update budget amounts in the Budget Development module and the General Ledger for the current fiscal year simultaneously. This feature, which is only available for Budget IDs that have been activated, can calculate committed and uncommitted budgets together, or it can calculate budgets separately by commit type. Budget Distribution Parameter Form Enables you to distribute budget amounts to periods by a specified percentage. Budget Distribution by Amount Form Enables you to distribute budget amounts to periods by specified dollar amounts. Mass Budget Change Form Enables you to make global changes within a specified budget phase. You must execute the Budget Mass Change Process (FBRMCHG) to implement these changes. Budget Process Control Parameters Form Enables you to set up a parameter record for the required budget action for each phase of the budget process. Operating Budget Validation Form Enables you to query budget IDs, their titles, number of years budgeted to each budget, and the period type for the budget. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

5 FTVOBPH *FINPOSN Budget Phase Validation Form Enables you to query budget phases for budget IDs and chart of accounts. Position Control Processing Menu Provides access to the forms used to define employee positions and apply them to your budget. Access this menu from the System Menu (*FINBUDG). NBAPOSN NBIPINC NBIPLST NBIPORG NTRFINI NBAJOBS *FPCBUDGET *FINPRULE Position Definition Form Enables you to define and maintain all positions, regular earnings totals, premium earnings totals, fringe totals, and position labor distributions. Position Incumbent List Form Enables you to view a list of position incumbents by fiscal year as of a user-specified date. Position List by Position Classification Form Enables you to view a list of all the positions assigned to a position classification. Position List by Organization Form Enables you to view a list of positions defined for a specified organization. HR/Finance Set Up Rule Form Enables you to capture the Banner Finance rule class codes used for Human Resources transactions. Employee Jobs Form Enables you to maintain information on a job as defined for a specified employee, including position, job description, start and end dates, status, hours, and salary information. Inquiry Forms Menu Provides access to the functional query forms that support fringe charge back processing, position budget history, premium earnings budget history, position budget totals, job labor distribution, and general employee status information. Position Control Rule Forms Menu Provides access to the Position Control Rule forms. See Chapter 20, Position Control Rule Tables. Access this menu from the Position Control Processing Menu (*FINPOSN). February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-5

6 NBAFISC NBAPBUD NBIBTOT NBIBHSC NBIBHSF NBIBHSR NBIBHSP NBIJLHS NBIJLST NBIWKSH Fiscal Year Form Enables you to define the parameters of a fiscal year for purposes of position control. Position Budget Form Enables you to define position and budget information for a particular position number, employee class, and fiscal year. Position Budget Totals Inquiry Form Enables you to query budget totals for regular salaries, premium earnings (such as overtime), and fringe benefits. Fringe Charge Back Budget History Inquiry Form Enables you to query fringe charge back budget totals. Fringe Actual Budget History Inquiry Form Enables you to query fringe actual totals. Premium Earnings Budget History Inquiry Form Enables you to query premium earnings budget totals. Position Budget History Inquiry Form Enables you to query position budget totals. Labor Distribution Change History Form Enables you to query the labor distribution history for a specified employee and assignment. Employee Job Query Form Enables you to query job information by employee. Work Schedule Hours Inquiry Form Enables you to view the total hours worked by the employee for each day of the month in a particular year. System Forms This section provides you with examples and descriptions for each form within the main menu of the module. The Budget Development module enhances efficiency and analytical capability in the budget development process. This module enables department managers and budget office personnel to jointly enter and update budget data for future fiscal year budgeting requirements. The budget office can then monitor departmental requests as they occur and update recommended allocations based on established guidelines. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

7 Budget Development Budget development provides continual maintenance of budgets throughout the fiscal year, so it serves not only as a developmental and modeling tool, but also as the mechanism for revising and adjusting allocations in response to events that affect resources. This provides tighter budgetary control and ensures synchronization between the Budget Development and General Ledger modules. The Budget Development module uses these forms in conjunction with human resources information, in most cases provided by the Banner Human Resources System and accounting information provided by other Finance modules. Budget Development works in tandem with Position Control to oversee your site s work force while enabling you to effectively manage your financial resources. Forms in this section flow in the order that they appear on the Budget and Position Control System Menu (*FINBUDG). Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide. For more detailed information on how to use these forms, refer to Chapter 3, Processing. Operating Budget Maintenance Form (FTMOBUD) Use the Operating Budget Maintenance Form to create and maintain budget identification and phase data. Access this form from the Budget and Position Control System Menu (*FINBUDG). This form allows you to establish an unlimited number of user-defined budget IDs and budget phases with budget IDs. Phases within budget IDs enable you to define distinct versions of the budget, such as general guidelines budget office recommendations departmental requests tentative, final approved, and temporary budget phases used to develop models and projections Enter budget information such as Budget ID and periods budgeted for budget queries. Enter the budget phase and budget status. Use the fields provided to specify summary and comparative data. In addition, use these fields to specify budget and finance rule posting of complete budget amounts and an activation date. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-7

8 Budget Phase Information Window Select the Allow Summary Codes checkbox to enter budgets for accounts that are not data enterable. This item is optional. Select the Display Comparative Data checkboxto have the system populate the Key Information data of the Budget Request Entry Form (FBABDRQ). The default data indicates whether the system displays operating ledger data for comparison to the budget amounts. This item is optional. Select the Accumulate Budget checkbox to have the system populate the Key Information data of the Budget Request Entry Form (FBABDRQ). The Accumulate Budget checkbox indicates whether the comparative data retrieved is to be an exact match to the FOAPAL data. Leave this checkbox cleared to have the system retrieve comparative data as a single line item that is an exact match for the FOAPAL fields. This data populates the Accumulate Budgets on Entered Keys checkbox on FBABDRQ. The Accumulate Budget checkbox on FTMOBUD is optional. When you select Accumulate Budget, the system accumulatescomparative datafrom multiple line items that match the entered FOAPAL items. For example, leave the activity and location blank and the comparative data displays for the same fund, organization,account,program,andanyactivityandlocation. The AccumulatePriorYearBudgetcheckbox indicates whether to roll uncommitted and committed budgets together or uncommitted budgets only when rolling a budget from the previous year to the current year. This item is optional. Select Accumulate Prior Year Budget to combine uncommitted and committed budgets when rolling the Operating Ledger budget into this phase. Leave the checkbox cleared to roll only committed budget from the Operating Ledger (OPAL). Budget Query Form (FBIBUDG) Use the Budget Query Form to view comparative budget phase data. Access this form from the System Menu (*FINBUDG). The Budget Query Form consists of a main window and two additional windows. Enter the Budget ID, Chart of Accounts, FOAPAL components, budget phases, and budget values on this form. If you do not know the values request a List for each field. Lists of values are available. The Budget ID, Chart of Accounts, andphase 1 fields are required. Select Next Block to access the Budget Data Information Window. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

9 Budget Data Information Window The Budget Data Information Window queries the records based on the budget data you entered on the form. The Budget and title default. Select Next Block to access the Budget Total Information Window. Budget Total Information Window The Budget Total Information Window provides the total dollar amounts of each queried budget phase you entered initially. If you modified the query in the Budget Data Information Window, those changes are not reflected in this window. Budget Request by Account Form (FBABDRA) Use the Budget Request by Account Form to create new budget requests or change existing requests supporting development of the next fiscal period's budget in an allencompassing data-entry mode. Access this form from the Budget and Position Control System Menu (*FINBUDG). The various amounts that you enter on this form can represent various levels of budget requests, from finance director requests to departmental management requests for specific revenue and expenditure line items. You may view comparative data concerning the budget amount for the current fiscal year on the Operating Ledger table. The Account Entry Information displays all related budget data for the requested line item. Enter values in the Budget ID, Phase, COA, and Fund fields before proceeding. Entering FOAPAL values refines a budget through several phases. The Account code is optional, permitting a query of several accounts. Enter FOAPAL data for each budget request. The Budget ID and Phase must already exist to initiate budget requests, and the Phase must include an activation date. Enter budget requests on the Operating Budget Maintenance Form (FTMOBUD). The Budget ID value supplies FBABDRA with a fiscal year for which the budget is being developed and the current fiscal year that the system uses to access current budget data. To display comparative data, select the Display Comparative Data checkbox. Note: The Key Information also displays current year budget data for reference purposes. Because it involves some background processing, the default for Display Comparative Data is to display matching data. The Accum. Budgets on Entered Keys checkbox indicates whether the comparative data retrieved for a specified account is to include values that match the entered FOAPAL set of values. For example, you may leave the Activity and Location fields blank and still gather comparative data for the same Fund, Org, Account, Program, and any Activity and Location when this checkbox is selected. Leave the checkbox February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-9

10 cleared to have the system retrieve an exact match for Activity and Location. The default is to find an exact match. The Account Entry Information allows you to enter multiple budget requests for separate accounts using a quick data entry mode. Upon entering new accounts, rule edits verify the following items: The budget is being developed for a defined fiscal period. All required fields on this form have been entered. The data is validated for any user-defined edits. The accounts are operating accounts. The system performs an automatic query which retrieves any existing request records matching the FOAPAL values you supplied. If the Display Comparative Data checkbox is selected, the value of the current budget year displays in the CY (Current Year) field. The account description is retrieved from the Account Table (FTVACCT) for display purposes, and the form retrieves the current amount requested from the Budget Line Item Table (FBBBLIN). If you add text describing this request, then Y displays in the Text Exists field. You may only add text to a request when it is first created. The value in the Dur field represents the duration of the budget request. The value in the Dur field may be either P (Permanent) or T (Temporary). The Dur field is a unique key factor for this item, so you can have two records with the same account number: one with Permanent duration, and one with Temporary duration. For a new request, enter a value in the Acct, Current Amount,andChange Amount fields. Enter data for existing records in the Change Amount fields. Enter data for new records in the Acct and Description fields. Enter an amount for new requests and changes to requests. In the % (Percent) field, enter P to increment the changed amount by a percent, or leave this field blank to indicate amount increments. Define Dur (Duration) as P for permanent budget or T for temporary budget. With a new request or an existing request, the Current Amount field cannot be left blank before you commit the budget request. Budget Request Entry Form (FBABDRQ) Use the Budget Request Entry Form to enter a budget request for a particular combination of Fund, Organization, Account, Program, Activity, and Location (FOAPAL). Access this form from the System Menu (*FINBUDG). The Budget Request Entry Form also specifies budget phase and provides a comparative display of selected prior and current year budget and accounting data. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

11 Enter the appropriate Budget ID, Budg. Phase, and desired FOAPAL combination for a particular request. The Accumulate Budgets on Entered Keys checkbox indicates whether the comparative data retrieved for a specified account is to include values that match the entered FOAPAL set of values. For example, you may leave the Activity and Location fields blank and still gather comparative data for the same Fund, Org, Account, Program, andanyactivity and Location when this checkbox is selected. Leave the checkbox cleared to have the system retrieve an exact match for Activity and Location. Thedefaultistofindan exact match. To display comparative data, select the Display Comparative Data checkbox. Budget Maintenance Form (FBABDMN) Use the Budget Maintenance Form to update budget amounts in the Budget Development module and the General Ledger for the current fiscal year simultaneously. This feature, which is only available for Budget IDs that have been activated, can calculate committed and uncommitted budgets together, or it can calculate budgets separately by commit type. Access this form from the Budget and Position Control System Menu (*FINBUDG). Select the Accumulate Prior Year Budget checkbox on the Operating Budget Maintenance Form (FTMOBUD) if you want the system to accumulate both committed and uncommitted budgets. Do not select this checkbox if you do not wish to accumulate budget data. Enter a document number in the Document field. Leave this field blank or enter NEXT to generate a sequential document number. If you leave the Document field blank, the system assigns a document number at commit time. The system checks the document number to see if FBABDMN created it. Note: FBABDMN does not allow you to view or update documents originally created on the Journal Voucher forms (FGAJVCD and FGAJVCQ). In the Transaction Detail information, the Fund and Acct fields are required. Journal Voucher Listing Report To print the Journal Voucher Listing Report (FGRJVLR) directly from the main window of the Budget Maintenance Form (FBABDMN), select Print Journal Voucher from the navigation frame or select that choice from the Options Menu. This transfers you to the job submission Process Submission Control Form (GJAPCTL) where you can print the Journal Voucher Listing Report. Budget Maintenance Window To access this window, select Budget Maintenance Information from the navigation frame or select Next Block from the main window. Refer to Chapter 3, Processing, in this manual for details on the functions of the additional windows in this form. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-11

12 Balancing/Completion Window To access this window, select Access Completion from the navigation frame or select Complete from the Options Menu on the Budget Maintenance Window. If you click the Complete button, the system edits the document and submits it to posting. If you click the In Process button, the system saves the work done on this form but does not submit the document to posting. Selecting the In Process function allows you to research the document for any open issues before sending it to posting. Document Verification Window The Document Verification Window appears and displays a message if errors are found. Click or select Exit to exit this window and correct the errors. Budget Distribution Parameter Form (FBABDDS) Use the Budget Distribution Parameter Form to distribute budget amounts to periods by a specified percentage. Access this form from the Budget and Position Control System Menu (*FINBUDG). Use the Budget Distribution Summary Process (FBRBDDS) in conjunction with the Budget Distribution Parameter Form (FBABDDS). Refer to Chapter 29, Reports and Processes,formoreinformationonFBRBDDS. Distributes all the budgets within processing, distributes budget line items at their defined level, and also distributes line items at any subordinate levels within the relevant hierarchy. Enter the budget data, FOAPAL values, duration, period type, and measurement type. When you select the Distribute all the budgets within checkbox, you must run the associated Budget Distribution Summary Process (FBRBDDS). FBRBDDS provides hardcopy output of the budget data, FOAPAL values, and distribution you have processed. When you execute a budget distribution and request a redistribution of the budget, select the Redistribution checkbox. The system zeros existing distribution records in the database but does not remove records from the database. Distribution Parameter Information Window To access this window, select Distribution Budget by Period from the navigation frame or select Next Block from the main window. Use this window to allocate budgeted funds to conform to previously established organizational spending patterns. If you distribute 100% of all budgeted funds for a single FOAPAL, the form processes the data online, eliminating the need to run the summary. Specify the Start Period, Number of Periods, anddistribution % (percentage) for the budget. Values for Start Period must be unique. If you qualify a fiscal year in two periods, your start periods may be 01 and 02. You cannot qualify the two periods as SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

13 01 and 01. The system performs an edit on the start period values to ensure that they areuniquewhencommitted. ThesystemvalidatesthenumberyouenterintheNumber of Periods field based on the Period Type entered on the main window. Period Type A (Annual) allows you to define only one period in the distribution. Period Type Q (Quarterly) allows you to define from one to four periods in the distribution. Period Type P(Period) allows you to define from one to 13 periods in the distribution. Percentage Data Your distribution percentages must add up to 100% based on the number of periods defined. When you save your budget distribution, the system performs an automatic Rounding Process if a round-off amount remains. The system adds any round-off amount to the first period. When you are finished entering period and percentage records, save the records. If this is the only distribution you wish to define, exit the form. If you have another budget distribution, select Next Block to navigate back to the main window where you may add subsequent distributions. Budget Distribution by Amount Form (FBABDDA) Use the Budget Distribution by Amount Form to distribute budget amounts to periods by specified dollar amounts. Access this form from the Budget and Position Control System Menu (*FINBUDG). Specify the Bud (Budget) ID, Phase, and desired FOAPAL combination. The system displays the period and amount for each period as determined by previously defined budget and period data using the Budget Distribution Parameter Form (FBABDDS). Enter changes to a period in the appropriate record of the Change to Amount column. The Change to Amount column recalculates to reflect your changes. Changes entered in this column also affect amounts displayed on the Budget Request Entry Form (FBABDRQ). Mass Budget Change Form (FBAMCHG) Use the Mass Budget Change Form to make global changes within a specified budget phase. You must execute the Budget Mass Change Process (FBRMCHG) to implement these changes. Access this form from the System Menu (*FINBUDG). Enter the Budget ID, Budget Phase,andCOA. Entry of a FOAPAL combination is optional based on the scope of the change being made. To change the entire budget, do not enter these fields. For example, to change all funds within a budget, leave the Fund field blank. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-13

14 Enter P (Permanent Budget) or T (Temporary Budget) in the Duration field. Enter A (Annual), Q (Quarter), or P (Period) in the Period Type field. Measurement type may be D (Dollars), H (Hours), or a user-defined value. The Measurement Type and Period Type values default to this form from the Operating Budget Maintenance Form (FTMOBUD). Select the Change all the budgets within checkbox to apply the budget change (mass change) to all line items that match the FOAPAL values entered and for all FOAPAL values that are under the hierarchy of the FOAPAL values. Leave this checkbox cleared to change only the budget line items for the FOAPAL values displayed. If the Change all the budgets within checkbox is left cleared and a percentage is entered in the Change Percent field, the percentage increase applies only to line items that match the specific FOAPAL codes. Specify the Change Amount or Change Percent valuethatyouwishtousewhenyou execute mass change; do not enter both. Caution: Use caution when you enter a negative percentage amount in the Change Percent field. The following items illustrate a mass budget change by a negative percentage that yields an unexpected result. A previous mass change increased a budget's total from $ to $ You specify -5% in the Change Percent field. The change decreases $ by -5% yielding $ You expected to decrease $ by -5% yielding $ Instead,you decreased the new total by $ When you modify by percentage, positive or negative, the system modifies the absolute budget total. The previous change by ten dollars affects the result when you modify by percentage. Select Save to invoke a change by amount or by percentage. Budget Process Control Parameters Form (FBABPRC) Use the Budget Process Control Parameters Form to set up a parameter record for the required budget action for each phase of the budget process. Access this form from the System Menu (*FINBUDG). Note: Establish budget phases using the Operating Budget Maintenance Form (FTMOBUD). Specify one of the following budget actions in the Action field: O OPAL Supports rolling budgets from existing current operating ledger (OPAL) budget to a phase SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

15 B Budget Line Supports rolling phase to phase within a budget ID or from a different budget ID A Activate Supports rolling the adopted budget phase into the OPAL ledger D Delete Supports deletion by individual account types and/ or fund types. The more FOAPAL elements you define to your account and fund types during chart of accounts set up, the more flexibility you have in providing segmented phases for projections and modeling Use the Budget Build Process (FBRBDBB) in conjunction with Budget Process Control parameter actions O (OPAL), B (Budget Line), and D (Delete). The system creates distributed budget records only from OPAL elements because the Budget Line Item Table (FBBBLIN) contains the annualized budget amount per FOAPAL and has no breakdown by budget periods. Use the Budget Roll Process (FBRBDRL) in conjunction with Budget Process Control parameter action A (Activate). Budgets with an Action Indicator of B (Budget Line) include the Budget Source Data parameters. Budgets with Action Indicator of O (OPAL) include the OPAL Source Data parameters. Enter the Budget ID, Phase, and COA. Select a value from the Action field and specify the scope of the budget action to take: O (OPAL), B (Budget Line), A (Activate), or D (Delete). Select Next Block to access the corresponding window. OPAL Source Data Window This window opens after you select Opal from the Action pull-down list on the main window. Enter the COA (Chart of Accounts) and Fiscal Year being used as a base in the OPAL Source Data parameters. Select options for the inclusion/exclusion of data in the new phase using the additional parameters. Budget Source Data Window ThiswindowopensafteryouselectBudget Line fromtheaction pull-down list on the main window. Enter the Base Budget ID, Base Budget Phase,andBase COA for the system to use as a base in the Budget Source Data parameters. Select options for the inclusion/ exclusion of data in the new phase using the additional parameters. Additional Parameters Define the additional parameters based on site requirements. Select the appropriate checkbox to initiate the parameter. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-15

16 Include Adopted: If you are rolling budget phases from the operating ledger, you may want to include adopted budgets. Include Adjustments: If you are rolling budget phases from the operating ledger, you may want to include adjusted budgets. Include Temporary: If you are rolling budget phases from the operating ledger, you may want to include temporary budgets. Build Distributed Budget: Select this checkbox to insert budget records into both the Distributed Budget Table (FBRDIST) and the Budget Line Item Table (FBBBLIN). Leave this checkbox cleared to insert budget records into the Budget Line Item Table (FBBBLIN) only. Use caution if you select this checkbox since the budget records populate two database tables. Overwrite File: This option applies to both operating ledgers and line items. To insert new or additional records, leave the checkbox cleared. To replace existing files with current operating ledger and line items, select the checkbox. Insert New Records: Select the checkbox if you have new records to insert from the phase you are merging. Include Labor Accounts: Select the checkbox to include a labor account type with the budget line items in the phase you are merging. You may enter multiple base budget phases (create multiple records) before you roll or merge them into the final phase. To complete the merge, run the Budget Build Process (FBRBDBB). Phase Activation Data Window This window opens after you select Activate from the Action pull-down list on the main window. Enter Permanent Rule Code, Temporary Rule Code, Percentage Rolled, Rerun budget roll indicator, and Description in the Phase Activation Data parameters. Delete Options Window This window opens after you select Delete from the Action pull-downlistonthemain window. Enter the Type Indicator and Type Code for fund and accounts using the Delete Options parameters. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

17 Operating Budget Validation Form (FTVOBUD) Use the Operating Budget Validation Form to query budget IDs, their titles, number of years budgeted to each budget, and the period type for the budget. Access this form from the System Menu (*FINBUDG). This form is query-only. Budget Phase Validation Form (FTVOBPH) Use the Budget Phase Validation Form to query budget phases for budget IDs and chart of accounts. Access this form from the System Menu (*FINBUDG). This form is query-only. Position Control Introduction 19 Budget and Position Control PositionControlisacomponentofBudgetDevelopmentthatallowsyoutodefine position classifications and apply them to your budget. This component is fully integrated with the Banner Finance System. It enhances budgeting capabilities and ensures consistency by supporting the full range of functions necessary for position administration, including: budget preparation and monitoring position control and staffing position classification account distribution Position Control Highlights Position Classification You can organize positions by user-defined position classifications. These classifications determine salary ranges and EEO groupings. An applicant can apply for a position classification rather than a specific position. The Position List by Position Classification Form (NBIPLST) displays all the positions assigned to a position classification. Position Monitoring Thesystemstoresdataonallemployeesassignedtoa position. Highlighted positions include vacant, cancelled, and over-budgeted. The Position Incumbent List Form (NBIPINC) shows position incumbents as of a userspecified date. This form provides data on past and present incumbents of each position and on total occupied FTEs for each position. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-17

18 Position Budgeting Highlights Creating and maintaining a salary and fringe benefit budget requires a flexible system to accommodate the variety of employment and funding needs. The position budgeting components of the Position Control module provide this capability. Budget Preparation Position Control provides an interactive process that supports the preparation of personnel services and fringe benefit budgets. The system rolls positions forward to the next budget year according to current budget, zero-based amount, midpoint salary, remaining budget, or summary of current salaries. You may make online changes to the budget at any time before you adopt the budget. This process also supports fringe benefit budgeting. The system uses data on an employee's actual insurance carrier to project the site s annual cost for benefits and employer-paid taxes for each employee. Position and labor distribution features maintain data on budgeted amounts and FTEs. Budget Monitoring This component provides the tools necessary to monitor position expenditures versus budget amounts, as well as compliance within budget limits. The system calculates: position encumbrances on a per-employee assignment basis the amount being encumbered as the anticipated labor expense for the fiscal year. Use the Position Definition Form (NBAPOSN) to collect basic information about a position (for example, who authorized it, what position it reports to, and its salary range). NBAPOSN displays amounts budgeted, encumbered, expended, and remaining in a given fiscal year and provides for budget modeling capabilities using the budget identification and phase codes. Position Control Processing Forms This section provides you with examples and descriptions for each form within the Position Control Processing feature of the Position Control module. Forms in this section flow in the order that they appear on the Position Control Processing Menu (*FINPOSN). Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide. For more detailed information on how to use these forms, refer to Chapter 3, Processing. Note: The forms on the Position Control Rule Forms Menu (*FINPRULE) are documented in Chapter 20, Position Control Rule Tables. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

19 Position Definition Form (NBAPOSN) Use the Position Definition Form to define and maintain all positions, regular earnings totals, premium earnings totals, fringe totals, and position labor distributions. Access this form from the Position Control Processing Menu (*FINPOSN). NBAPOSN allows you to monitor position expenditures and compare them to their budgeted amounts. Positions are defined within a position classification by fiscal year. Regulatory Information Window To access this window, select Regulatory Information from the navigation frame or select Regulatory Information from the Options menu on the main window. Enter the CIPC (College Instructional Program) and occupational data for local site reporting purposes in this window. The Position Group Code field is required. Compensation/Classification Change Date Window Use this window to enter a future change date for this information. Click OK to save this date to your system. Position Class History Form (NBICLSH) Use the Position Class History Form to display a history of the changes made to a specified position class via the Position Class Rule Form (NTRPLCS). Changes are shown in descending order by date; for example, the most current change is shown first, and the information originally entered for the position is shown last. Records can be deleted from the NBICLSH form. Record inserts and updates, however, are not allowed. Use the horizontal scroll bar or select Next Item to access the Employee Skill, Position Group, Category Code, Salary, anduser fields. Position Incumbent List Form (NBIPINC) Use the Position Incumbent List Form to view a list of position incumbents by fiscal year as of a user-specified date. Access this form from the Position Control Processing Menu (*FINPOSN). This form provides data on past and present incumbents of each position, future incumbents by the effective job date, and total occupied FTEs for each position. Data provided for each incumbent includes identification number, name, job begin/end dates, and employee status. An alphabetic name sort function is available on this form. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-19

20 Position List by Position Classification Form (NBIPLST) Use the Position List by Position Classification Form to view a list of all the positions assigned to a position classification. Access this form from the Position Control Processing Menu (*FINPOSN). This form displays data such as position number, position title, status, begin/end dates, type of position, and number of budgeted and filled FTEs. Position List by Organization Form (NBIPORG) Use the Position List by Organization Form to view a list of positions defined for a specified organization. Access this form from the Position Control Processing Menu (*FINPOSN). Positions appear in sequence according to defined Position Number. Budgeted and filled totals appear for each position. Position History Form (NBIPOSH) The Position History Form displays a history of the changes made to a specified position via the Position Definition Form (NBAPOSN). Changes are shown in descending order by date; for example, the most current change is shown first, and the information originally entered for the position is shown last. Records can be deleted from the NBIPOSH form. Record inserts and updates, however, are not allowed. Note: This form can be reached only by clicking Position History from the navigation frame on the Position Definition Form (NBAPOSN). It cannot be reached directly from a menu. Use the horizontal scroll bar or select Next Item to access the Employee Class, Salary, Reports to, Apt Pct, Position Group, anduser fields. HR/Finance Set Up Rule Form (NTRFINI) Use the HR/Finance Set Up Rule Form to capture the Banner Finance rule class codes used for Human Resources transactions. Access this form from the Position Control Processing Menu (*FINPOSN). Use the vertical scroll bar or select Next Item to access the Original Budget, Adjusted Budget, Original Salary Encumbrance, Salary Encumbrance Adjustment, Original Fringe Encumbrance, Fringe Encumbrance Adjustment, COBRA Payment Cash Posting, COBRA Payment Benefit Premium, andcobra Payment Administration Fee fields. Define rule class codes for Banner Finance using the Rules Maintenance Form (FTMRUCL). The system verifies rule classes using the Rule Class List Form SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

21 (FTVRUCL). The HR/Finance Set Up Form also defines the accounting distribution for net pay and deferred pay, for net expenditures, and for creating accounting records for encumbrances, expenditures, liabilities, and budget transactions. Distribution Information Window The Distribution Information window displays the accounting distributions that control the processing of accounting transactions. Enter a value in the Index field to default the FOAPAL elements. Enter values in the Deferred Pay distribution fields to use this type of distribution in the interface. In the Fringe Clearing fields, enter the accounting distribution where the actual fringe expense will be debited and the fringe charge-back amount will be credited. Fringe Chargeback Rules Window Use the Fringe Chargeback Rules Window to enter fringe chargeback data for use in the interface. In the Matching FOAPAL Components fields, specify which components of the FOAPAL elements you wish to use in the matching of the external funding sources. Select or clear each checkbox to activate that source as desired. The subsequent fields determine how you encumber, liquidate, and expense benefits and fringe rates when you run your payroll. Employee Jobs Form (NBAJOBS) Use the Employee Jobs Form to maintain information on a job as defined for a specified employee, including position, job description, start and end dates, status, hours, and salary information. Access this form from the Position Control Processing Menu (*FINPOSN). NBAJOBS supports mass salary-step increases, allows for deferred salary payments, and allows you to specify a future effective date for salary changes. This form also maintains the dollar amounts and labor distribution account numbers used for encumbering and expending. If you enter a position/suffix combination that does not exist for this employee, the system displays the following message: Warning! This job is not assigned to this employee. Do you want to set it up? When you select OK, the Enter values for job set-up window appears. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-21

22 This window collects the position begin date, contract type (Primary, Secondary, or Overload), and salary step. It displays the rate and annual salary associated with that step and allows you to designate them to be set up for deferred pay. (If you use Step Zero, you can enter rate or annual salary data.) When you select OK, thejobis created using default information from the position and employee class. When you return to the main window, select Next Block to continue defining this position for this employee. Job Detail Information Window The Job Detail Information Window collects compensation, pay plan, and encumbrance information. Use this window to implement salary changes and specify the FTE allocation of this employee in this position. Select Effective Date to Query Window The Select Effective Date to Query Window displays the effective-dated jobs detail records associated with this employee. Data for the effective date you select is displayed when you return to the Job Detail Information Window. Deferred Pay Information Window The Deferred Pay Information Window enables you to set up deferredpay. It displays the Per Pay Salary, Factor, numberofpays, andthedeferred Amount per pay. Create New Date Record Window The Create New Date Record Window enables you to add a new effective date record in the Job Detail Window. You can use this window for future change implementation. Payroll Default Information Window The Payroll Default Information Window collects timesheet and premium pay data. Miscellaneous Job Information Window The Miscellaneous Job Information Window contains general job data, including U.S. federal EEO information and supervisory, location, and Workers Compensation identifiers. You may select from a list of valid values for all fields with buttons. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

23 Excluded Deductions/Benefits Window Use the Excluded Deductions/Benefits Window to exclude benefits and deductions from this job definition. Default Earnings Code Window Use the Default Earnings Code Window to establish the earnings code that defaults to this employee s timesheet. Work Schedules Window Use the Work Schedules Window to maintain work schedule information. Note that a default earnings time period for the base earn code cannot overlap a work schedule time period. Create New Date Record Window The Create New Date Record Window enables you to add a new effective dated work schedule in the Work Schedule Window. You can use this window for future change implementation. Work schedules can be copied from the Work Schedule Rule Form (NTRWKSH) by entering the work schedule code at Copy From. Job Labor Distribution Window Use the Job Labor Distribution Window to enter labor distribution data. Base this data on the FOAPAL element distribution. Use the horizontal scroll bar or select Next Item to access the Project and Cost fields. Inquiry Forms This section provides you with examples and descriptions for each form within the Inquiry forms feature of the Position Control module. Forms in this section flow in the order that they appear on the Budget and Position Control Inquiry Forms Menu (*FPCBUDGET) Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide. For more detailed information on how to use these forms, refer to Chapter 3, Processing. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-23

24 Fiscal Year Form (NBAFISC) Use the Fiscal Year Form to define the parameters of a fiscal year for purposes of position control. Access this form from the Inquiry Forms Menu (*FPCBUDGET). You can define fiscal years for an unlimited number of active and working budgets. You must define your fiscal year with this form before you use the Position Definition Form (NBAPOSN). Position Budget Form (NBAPBUD) Use the Position Budget Form to define position and budget information for a particular position number, employee class, and fiscal year. Access this form from the Inquiry Forms Menu (*FPCBUDGET). Use this form to identify a position, specify its status and type, specify the salary type for the position, and authorize the position. Note: Define positions within a position classification by fiscal year. Enter values in the Fiscal Year and Position No (number) fields. Select Next Block to access the introductory position information. Position Salary Budgets Window The Position Salary Budgets Window displays amounts budgeted, encumbered, and expended in a given fiscal year. This form provides budget modeling capabilities via the budget identification and phase code. It also provides premium earnings totals by earnings code. Fringe Charge Back Information Window The Fringe Charge Back Information Window displays fringe budgeting and encumbering data. It enables you to enter a new FOAPAL for fringe residual posting. Note: The Fringe Charge Back Information window appears only if the value entered at the NTRFINI Fringe Calculation Method field is All or Exception Only. IfyouenteredNone on NTRFINI, the Actual Fringe Benefits Total window appears instead. Actual Fringe Benefits Total Window The Actual Fringe Benefits Total Window displays fringe budgeting and encumbering data. SCT Banner Release 5.0 February Using SCT Banner Finance Confidential

25 Use the horizontal scroll bar or select Next Item to access the Budget To be Posted field. Note: The Actual Fringe Benefits Total window appears only if the value entered at the NTRFINI Fringe Calculation Method field is None.Ifyou entered All or Exception Only on NTRFINI, the Fringe Charge Back Information window appears instead. Premium Earnings Totals Window The Premium Earnings Totals Window enables you to specify premium earnings by earnings code and amount. Except for base pay or non-cash earnings, any earnings code assigned to this position can be designated as premium earnings. Use the horizontal scroll bar or select Next Item to access the Budget To be Posted field. Position Labor Distribution Window Use this window to enter salary and budget source information for a specified position. Use the horizontal scroll bar below the Acct and Prog fields or select Next Item to access the Actv, Locn, Project, and Cost fields. Use the horizontal scroll bar below the Salary Budget and Percent fields or select Next Item to access the To Be Posted field. Position Budget Totals Inquiry Form (NBIBTOT) Use the Position Budget Totals Inquiry Form to query budget totals for regular salaries, premium earnings (such as overtime), and fringe benefits. Access this form from the Inquiry Forms Menu (*FPCBUDGET). For this form to be useful, you must establish budget information through the Position Definition Form (NBAPOSN). Fringe Charge Back Budget History Inquiry Form (NBIBHSC) Use the Fringe Charge Back Budget History Inquiry Form to query fringe charge back budget totals. Access this form from the Inquiry Forms Menu (*FPCBUDGET). Enter the Position code and the remaining data as desired. Select Next Block. The budget data defaults. February 2001 SCT Banner Release 5.0 Confidential Using SCT Banner Finance 19-25