SUBJECT: Instructions for Completing Unit Budgets

Transcription

1 June 25, 1999 MEMORANDUM TO: FROM: MAU Budget Personnel Brent Johnston University Budget Officer SUBJECT: Instructions for Completing Unit Budgets Allocation letters for budgets posted as Final within Planning Analytics. As of July 11, the budget planning models are available on line. Open the budget planning applications, Budget Control Numbers and Unit Budget Planning, by either of these two paths: Open using VPN and URL: 1. VPN using CampusAd or MSU NetID realm. 2. Enter through the following URL: 3. Enter MSU NetID password and Two-Factor. Open using VPN and Portal Tile: 1. VPN using CampusAd or MSU NetID realm. 2. Log-in through the EBP website ( ) and click on the Planning & Budgets tile 3. Enter MSU NetID password and Two-Factor. Resource guides and VPN instructions are available on the OPB website, Planning Analytics prefers Chrome, Edge, or Firefox browsers. With some adjustments, it is compatible with Internet Explorer (IE). Should you need assistance in accessing Planning Analytics applications, please contact any of the Budget Planning and Analysis staff. Denice Beckwith ( beckwi37@msu.edu or phone ) Bill Buddle ( buddlewi@opb.msu.edu or phone ) Val Thebeau ( thebeau@opb.msu.edu or phone )

2 Page 2 Within the Budget Control Numbers application, enter allocations by account, which will load control amounts in the Unit Budget Planning application. Where salary commitment is higher than budget allocation enter justification. Within the Unit Budget Planning application, under the tab UBP Consolidations we have provided the space to comment on budget-to-budget variances, and ask that you address the following: 1. Notation of new program allocation funds and their intended purpose by account; and 2. Justification is required where allocation difference is greater than $50,000 and percent change greater than 10 percent. Salary Distribution Salary Distribution report (BGT008) reflects frozen salary data by employee type and funding source as of July 6, The reported annual rate refers to the academic year or annual full-time equivalent salary. Individuals with multiple fund sources appear on the salary distribution report in each department in which an appointment is held. It will be necessary to reserve amounts in salary categories for faculty and academic staff, grad salaries, nonacademic personnel as well as other routine adjustments normally reflected at this time. Use the UBP Adjustment tab to input both committed and open entries. Any adjustments to committed salaries shown on the Salary Distribution tab need to be budgeted within the Committed Adjustments or New Committed Adjustments sheet. This would include committed personnel appointments not processed by when this data was pulled on July 6. Uncommitted salary dollars are budgeted on committed or open adjustment sheets. - Raise data is not being calculated within the application. Users will need to budget for this increase on the New Committed Adjustments or Raise Adjustments sheet. - Grad Nonunion and Grad Union allocations are to be entered within the Open Adjustments sheet. This budget will be loaded in object code 7526-OPEN-GRD AST. - Grad health and tuition allocations are not being calculated within the application. Users will need to budget for these fees on the

3 Page 3 Open Adjustments sheet by selecting either Grad SI Health or Grad SI Tuition Fees within the Employee Group column. The budget for these fees will be either loaded in object codes OPEN-GRD TF or 7516-OPEN-GRD HL. - Student labor allocations are to be entered within the Open Adjustments sheet. This budget will be loaded in object code 7591-OPEN-STUDENT. - Anytime Sub Account, Sub Object Code and Project Code are entered within the budget application they need to be typed exactly as shown in KFS Finance system. - Anytime Org Ref ID code is entered within the budget application it can only include 8 characters. Please follow these procedures as you review the salary distribution data within the budget planning application: 1. Check to ensure that the appropriate entries exist for each salaried employee assigned to your unit(s). Any budget revision is entered within the Committed Adjustments or New Committed Adjustments sheet. 2. Verify distribution percentages and dollar amounts. Listing of Business Intelligence (BI) salary distribution reports The following Salary and Wage BI reports are located in the Cognos folder: Public Folders > Budget Folder > University Budget Reports Salary Distribution-BGT001 report provides fiscal year salary distribution data for active employees. Suggest selecting PDF format when running this report. Data is displayed for both primary and funding organization. Select 2019 fiscal year prompt. Salary Distribution Extract-BGT004 report provides data formatted for input into Excel. Data is displayed for both primary and funding organization. Select 2019 fiscal year prompt. Salary Distribution Extract by Funding Organization-BGT007 report provides data formatted for input into Excel. Data is displayed only by funding organization. Select 2019 fiscal year prompt.

4 Page 4 Salary Distribution-All Funds-FROZEN Data-BGT008 report contains frozen salary data as of July 1 (fiscal year data pulled on July 6). Suggest selecting PDF format when running this report. Salary Distribution-All Funds Extract-FROZEN Data-BGT009 report contains extract of frozen salary data as of July 1 (fiscal year data pulled on July 6). Suggest selecting Excel format when running this report. Academic Personnel All academic personnel forms received and processed as of July 6, 2018, should be reflected on the Salary Distribution report, BGT008. Salaries reflect rates as of June 30, Raise data is not being calculated within the budget planning application. Users will need to budget for this increase on one of the salary adjustment sheets. Salary adjustments for faculty and academic staff are to be allocated at 1.5 percent general merit as of October 1, Generally, appropriate raise amounts should be budgeted within the unit(s) in which the faculty or academic staff member is appointed. Note that up to 15 percent of the total raise pool may be budgeted in a central college account in recognition of raise increments that are determined at the college level (i.e., Dean s withhold). Additional funds needed to cover other personnel actions that are not reflected on the Salary Distribution tab should be entered on a committed adjustment sheet in the budget planning model. No adjustments may be made to the Salary Distribution tab. This would include committed personnel appointments not processed by when this data was pulled on July 6. Nonacademic Personnel All nonacademic personnel forms received and processed as of July 6, 2018, should be reflected on the Salary Distribution tab. End-dated employees will be funded only through the end date specified on their record. Raise data is not being calculated within the budget planning application. Users will need to budget for this increase on one of the adjustment sheets. Other actions not accounted for in the Salary Distribution tab should also be reflected in the committed or open adjustment sheets.

5 Page 5 Allocation Letters The allocation letter reflects the total general fund support available to major administrative units. It includes the continuing base, recurring and nonrecurring program and other allocations, annualized previous year s salary increases (all applicable employee types), and the salary increment for eligible employee types. Several actions have been processed in your salary allocations per the terms of various contracts: Percent Increase Budget Period Employee Group Additional Information Faculty -- Merit Pool 1.5%.8333 See Academic Personnel section on page 4 Graduate Assistants 2.0% 1.00 Includes stipend and fringes APA, APSA, Non Union, Nurse 0.0%.75 Clerical Technical 2.0%.25 FOP 2.0% 1.00 Labor 2.0% 1.00 Regular Labor 2.0% 1.00 Student Labor 4.0% 1.00 Note: The.5% Provost Market faculty percent increase is not listed above. It is based on market adjustment criteria and approval by Office of the Provost. Unit Summaries The budget planning model provides a consolidated summary tab. At the start of the budget process, this tab reflects a budget control figure for each unit provided by the college or MAU as well as the sum of the committed salaries for the organization. At the conclusion of the budget process, this consolidated tab will reflect the total general fund budget for the unit, including open salary budgets and supplies and services budgets entered by the unit. Please note that the total budget for the major administrative unit must equal the general fund control total provided in the allocation letter. When budgets are complete and validated by the units, the total budget for the units in the college or MAU cannot exceed the allocation total. Electronic submittal of the budget planning application signifies approval by the appropriate deans, directors, or vice presidents.

6 Page 6 Vice President/Dean Contingency Account For units authorized for such accounts, the contingency account has been entered as a separate tab in the budget planning model. The contingency account, less budgeted research facilitation grant amounts, may not exceed 2.5% of the allocated budget for the college or MAU. Dates to Remember Friday, July 6 Salary distribution official run as of July 1 Wednesday, July 11 Friday, August 10 Thursday, August 16 Friday, August 17 Final allocations available online; Units may ENTER budgets online Budget entry CLOSED; Electronic approval COMPLETED; Budget explanations ENTERED Budgets APPLIED to ledgers KFS and OOI OPENED for changes Validate the Following Before Submitting Budget Plan The Budget to Budget Variance column needs to be completed on the UBP Consolidations tab within Unit Budget Planning application. The Justification column needs to be completed on the Budget Control Numbers application if the allocation is less than the committed salary amount. Each segment of the accounting string that is entered needs to be proofed for the following items: a. Check that all account values are active in the Kuali Financial System b. Assure the Project Code is within the 10-character maximum c. Assure the Org Ref ID is within the 8-character maximum Please note that the total budget for the major administrative unit must equal the general fund control total provided in the allocation letter. When budgets are complete and validated by the units, the total budget for the units in the college or MAU cannot exceed the allocation total.

7 Page 7 Mentions No validation rules but rather conditional formatting. Data links directly between applications. To make entry easier, input data at the account level. Contains historical data beginning with Take Ownership ( ) once the application is open to enter data. Release Ownership by going to index screen and clicking on this icon ( ). Save frequently, about half an hour expiration. The Consolidation tab displays dollars and cents. There is conditional formatting at the MAU level which requires the control and budget amounts to equal before the budget plan can be submitted. There is a $.49 tolerance. Anytime Sub Account, Sub Object Code and Project Code are entered within the budget application they need to be typed exactly as shown in KFS. Anytime Org Ref ID code is entered within the budget application, it can only include 8 characters. Contact for Questions For functional questions about Planning Analytics: Denice Beckwith (phone , beckwi37@msu.edu) -or- Bill Buddle ( buddlewi@opb.msu.edu or phone ) -or- Val Thebeau (phone , thebeau@opb.msu.edu) For allocation questions and other inquiries: Brent Johnston (phone , john1096@msu.edu) For program allocation inquiries: Mike Zeig (phone , zeigmich@msu.edu) Please enter completed budgets on-line by close of business, Friday, August 10, 2018.