Jessica Williams & Byron Anderson

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Jessica Williams & Byron Anderson Early Planning Budget Prep Series Administration and Finance Information Systems Management Contents Slide Presentation...1 Pre-Prep Checklist.

1 Jessica Williams & Byron Anderson Early Planning Budget Prep Series Administration and Finance Information Systems Management Contents Slide Presentation...1 Pre-Prep Checklist...5 FY14 Budget Prep Preview Cheat Sheet...6 HR121 Current Appointment Examples...7 FI002 Current Budget Examples FI202 Base Budget for Next Year HR103 Projected Salary Expense HR104 Budgets Minus Annual Salary Expense Budget Development Base Budget and Projected Salaries... 14

2 Early Planning for Budget Prep 1

3 Early Planning for Budget Prep 2

4 Early Planning for Budget Prep 3

5 Early Planning for Budget Prep 4

6 Pre-Prep Checklist [ ] Review Prep Security : Make sure security access is established and/or updated in TEAM [ ] Review Organizations: Public Folders > Human Resources > Departmental Users > Reports > RPT_PBUD_002 Current s by ORGN; Submit any Home ORGN change requests to AMBUD@ttu.edu [ ] Review Summer and Student s : Submit end-jobs on SA, W, and summer appts [ ] Review appointments on temporary funding : Public Folders > Human Resources > Departmental Users > Employee Appointment Reports > NBAJOBS_001 JLBD Funded from Ending Grant [ ] Activate College Level Temporary Sponsored Project FOPs - if needed [ ] Review Prep Preview Reports [ ] Public Folder > Human Resources > Departmental Users > Employee Appointment Reports > HR103 Preview Employees for Salary Planner [ ] Public Folder > Human Resources > Departmental Users > Reports > HR104 - Preview Postions for Salary Planner [ ] Public Folders > TTU Finance > Budget Reports > FI202 - Preview Budget Development [ ] Sign up for Budget Prep Workshop once dates and times become available [ ] Budget Prep Q&A Refresher for returning users [ ] Budget Prep Training for 1st time users [ ] Budget Prep Workshop for hands on assistance Early Planning for Budget Prep 5

7 FY14 Budget Prep Preview "Cheat Sheet" What if BEFORE BUDGET PREP IN BUDGET PREP FI202 You see budget pools that need to be adjusted (increased/decreased). Submit a budget revision marked "permanent". Enter a 'Change Value' (increase/decrease amount) on your 'Budget Worksheet' in Budget Development. FI202 You see "permanent budget adjustments" you are not familiar with. Drill down using the blue link on the budget pool adjustment amount to see the permanent transaction detail. Adjust budget, if needed. HR103 You see an employee who will not return in the fall. Complete an epaf to end (or teminate) the job 8/31/13 or earlier. Complete an epaf to end (or teminate) the job 8/31/13 or earlier. HR103 An employee on your list has an incorrect ' Organization' listed. Send an to ambud@ttu.edu requesting that the "position organization" be corrected. Send an to ambud@ttu.edu requesting that the "position organization" be corrected. HR103 You do not see an employee listed, who should be paid from the FOP(s) you have chosen. Review NBAJOBS_007 Report for this employee. Their job has ended or their job is being funded by another FOP(s) for FY14 Review RPT_SPLAN_020 List by Orgn HR103 You see an employee who should be paid from a different FOP(s). Submit a Labor Change (Future) form, effective 9/1/2013 (or earlier) with the correct FOP(s). Choose the employee from your 'List by Employee' in Salary Planner. Update the labor distribution using the 'Distribution' link. HR103 You see an employee(s) who is going to be paid from a FOP that will not be valid (or funded) for FY14. (i.e. A grant that will end in FY13 or a temprary funding source) Submit a Job Labor Change (Future) form marked as permanent, effective effective 9/1/2013 (or earlier) with the correct FOP(s). Choose the employee from your 'List by Employee' in Salary Planner. Update the labor distribution using the 'Distribution' link. HR104 You see a position that should no longer be active. Send an to ambud@ttu.edu requesting that the position be "cancelled" for FY14. Send an to ambud@ttu.edu requesting that the positionbe "cancelled" for FY14. HR104 You see a pooled position whose budget is too high for the funds you have available. Send an to ambud@ttu.edu requesting that the position labor distribution be changed for FY14. Add a negative 'Change Amount" to your 'List by ' on Salary Planner, for the position budget you are adjusting. (Amount must be equal to or greater than salary of all incumbents) HR104 You see a position that should be paid from another funding source, or their Send an to ambud@ttu.edu requesting that the position labor distribution %s need to be changed. labor distribution be changed for FY14. Add or change the labor distribution from the 'Distribution' link on your 'List by ' in Salary Planner. HR104 You see a pooled position whose FTE is too high/low for the number of employees you plan to have in FY14. Send an to ambud@ttu.edu requesting that the pooled position FTE be adjusted. Adjust the 'Proposed FTE' from your 'List by ' in Salary Planner for the pooled positions. (For pooled positions only). HR104 You see a single position whose FTE is too high/low for what you plan to have in FY14. Submit an epaf adjusting the FTE. Send an to ambud@ttu.edu requesting that the FTE be changed for FY14. HR104 & FI202 My 'Base Budget' is more/less than my ' Budget on FOP' on HR104 for one of my salary codes. Salary Planner will automatically overwrite your salary budget pools in Budget Development with your ' Budget on FOP' totals from HR104. You will then have to adjust your budget pools or adjust employee and position budget amount and labor distributions to ensure you can balance your FOPs in Budget Development. Early Planning for Budget Prep 6

8 Report: HR121 Employee Information Employee ID Employee Name Employee Status Current Hire Original Hire Texas Tech University 01/31/13 Current and Future Appointment Report Home Organization: Not Applicable E Class R Staff 2 A 03/08/ /08/2005 N1 Job Information Status ORGN ORGN Desc A C88002 Early Planning Ofc Job Labor Distribution Number T25083 Title Job Suffix P Class Admin Business Assistant 00 S1124 P Class Desc Payroll ID E Class Desc FT Non Exempt Staff Job Type Job Begin Full/Part Time F Job End Hiring Location Last Paid Hiring Location Desc FTE Hourly Rate Home Chart Texas Tech University Hours/ Units Per Pay Assign Salary Per Pay Period Home ORGN C88002 Factor Home ORGN Desc Early Planning Office Pay Periods Annual Salary Admin Business Assistant SM Primary 09/01/12 12/31/99 01/15/ , , Job Effective COAS FUND FUND Desc ORGN ORGN Desc ACCT ACCT Desc PROG Amount Pay Per Period Percent Number Suffix T /01/12 T 16C099 Plan Ahead Fund C88002 Early Planning Ofc 6A2508 SW Office Mgt Support Non Exempt % Future Job Information No Data Available Future Job Labor Distribution No Data Available T 11A006 Departmental Operating Expense C88002 Early Planning Ofc 6A2508 SW Office Mgt Support Non Exempt 100 1, % FUTURE APPOINTMENT INFORMATION Summary 1, % Early Planning for Budget Prep 7

9 Report: HR121 Texas Tech University 01/31/13 Employee Information Employee ID Employee Name Employee Status Current Hire Original Hire R Faculty 1 A 11/27/ /16/1992 F1 Job Information Status A A ORGN C88002 C88002 Job Labor Distribution ORGN Desc Number Title Job Suffix P Class Current and Future Appointment Report Home Organization: Not Applicable P Class Desc E Class Payroll ID E Class Desc FT 9 Mo Fac Non Vac Elig Job Type Job Begin Full/Part Time F Job End Hiring Location Last Paid Hiring Location Desc FTE Hourly Rate Home Chart Home ORGN Home ORGN Desc Texas Tech University C88002 Early Planning Ofc Hours/ Units Per Pay Assign Salary Per Pay Period Early Planning Ofc T28085 Instructor 00 F5907 Instructor MN Secondary 09/01/12 12/31/99 01/31/ , , , Research Research Early Asst Asst Planning Ofc T23590 Professor 00 F5918 Professor MN Primary 10/01/12 12/31/99 01/31/ , , Job Effective Amount Pay Per COAS FUND FUND Desc ORGN ORGN Desc ACCT ACCT Desc PROG Percent Number Suffix Period T /01/12 T 11A006 Departmental Operating Expense C88002 Early Planning Ofc 6A1801 SW Faculty Non Tenure Track 100 1, % Factor Pay Periods Annual Salary Summary 1, % T /01/12 T 16C099 Plan Ahead Fund C88002 Early Planning Ofc 6A1902 SW Faculty Equiv Non Tenure Track 100 4, % Future Job Information No Data Available Future Job Labor Distribution No Data Available FUTURE APPOINTMENT INFORMATION Summary 4, % Early Planning for Budget Prep 8

10 Report: HR121 Texas Tech University 01/31/13 Employee Information Employee ID Employee Name Employee Status Current Hire Original Hire Current and Future Appointment Report Home Organization: Not Applicable E Class R TA 1 A 09/01/ /01/2008 S2 Job Information Status A ORGN C88002 Job Labor Distribution ORGN Desc Early Planning Ofc Number T29477 Title Job Suffix P Class Teaching Assistant 00 U0325 P Class Desc Payroll ID E Class Desc PT Exempt TA GPTI GRHA Job Type Job Begin Full/Part Time P Job End Hiring Location Last Paid Hiring Location Desc FTE Hourly Rate Hours/ Units Per Pay Home Chart Texas Tech University Assign Salary Per Pay Period Home ORGN C88002 Factor Home ORGN Desc Early Planning Ofc Pay Periods Annual Salary Teaching Assistant MN Primary 09/01/12 12/31/99 01/31/ , , Job Effective COAS FUND FUND Desc ORGN ORGN Desc ACCT ACCT Desc PROG Amount Pay Per Period Percent Number Suffix T /01/12 T 11A006 Departmental Operating Expense C88002 Early Planning Ofc 6A4401 SW Student Employee Graduate 100 2, % Future Job Information No Data Available Future Job Labor Distribution No Data Available FUTURE APPOINTMENT INFORMATION Summary 2, % Early Planning for Budget Prep 9

11 Report: FI002 Texas Tech University Revenue Expense Budget Pools By FOP For Period Beginning September 1, 2012 and Ending August 31, 2013 Fund: 11A006 Orgn: C88002 Prog: 100 Fund Manager: Red, Raider Departmental Operating Expense Early Planning Ofc Instruction Expense Orgn Manager: Duck, Donald Reductions Budget Pool Budget Pool Description Budget Original Budget Adjustment Budget Current Rev/Exp Actual Expense Encumbrance Rev/Exp Total Fav/ (Unfav) 6A1 SW Faculty Salaries Budget Pool , , , , , A2 SW Staff Salaries Budget Pool 272, , , , , A4 SW Other Salaries Budget Pool 4, , , , , , A5 SW Longevity Budget Pool 11, , , , , Z0 Budget Code Unallocated Salary 06 30, (24,459.89) 6, , Reductions 318, , , , , , Fund: 16C099 Orgn: C88002 Prog: 100 Fund Manager: Duck, Donald Plan Ahead Fund Early Planning Ofc Instruction Expense Orgn Manager: Duck, Donald. Additions Budget Budget Pool Budget Budget Budget Rev/Exp Expense Rev/Exp Fav/ Pool Description Original Adjustment Current Actual Encumbrance Total (Unfav) 5A0 TF Tuition Budget Pool (45,996.25) 0.00 (45,996.25) (45,996.25) 5A1 TF Fees Budget Pool 675, , , , , , Z8 Budget Code Fund Balance , , Additions 675, , , , , , Reductions Budget Budget Pool Budget Budget Budget Rev/Exp Expense Rev/Exp Fav/ Pool Description Original Adjustment Current Actual Encumbrance Total (Unfav) 6A1 SW Faculty Salaries Budget Pool 99, (49,201.67) 50, , , , A2 SW Staff Salaries Budget Pool 295, (69,618.94) 225, , , , A4 SW Other Salaries Budget Pool 50, , , , , , , A5 SW Longevity Budget Pool 6, , , , , B4 FB Payroll Related Cost Budget Pool 86, , , , , Z0 Budget Code Unallocated Salary 06 64, (43,967.75) 20, , A0 PF Prof Fees and Svs Budget Pool (81.00) 7C0 MS Materials/Supplies Budget Pool 70, , , , , , , D0 CU Comm and Utilities Budget Pool , , (1,822.06) 7F0 RM Repairs/Maintenance Budget Pool , , , (15,924.68) 7F1 RM Repairs/Maint Other Budget Pool (961.47) 7G0 RL Rentals and Leases Budget Pool , , , (14,852.90) 7H0 PR Print/Reproduction Budget Pool (25.00) 7N0 OE Other Expenses Budget Pool (166.72) 7P0 SC Scholarships Budget Pool , , , , , Z6 Budget Code Unallocated Exp 99 1, (1,246.00) Reductions 675, , , , , , , Note: Budget Pool 5Z8 has been been programmed to show 0.00 in the Fav/(Unfav) column Created By: Walt Disney Run By: Ebenezer Scrooge Early Planning for Budget Prep 10

12 Report: FI202 Texas Tech University Preview FY14 Budget Development Fund: 11A006-Departmental Operating Expense Organization: C88002-Early Planning Ofc Program Account Type Account Code Title Adopted Budget Permanent Adjustments Base Budget Personnel Expenses 6A2 SW Staff Salaries Budget Pool 272, , A4 SW Other Salaries Budget Pool 4, , A5 SW Longevity Budget Pool 11, , Z0 Budget Code Unallocated Salary 06 30, , Personnel Expenses 318, , Net (318,759.00) 0.00 (318,759.00) Fund: 16C099-Plan Ahead Fund Organization: C88002-Early Planning Ofc Program Account Type Account Code Title Adopted Budget Permanent Adjustments Base Budget Revenues 5A1 TF Fees Budget Pool 675, , Revenues 675, , Personnel Expenses 6A1 SW Faculty Salaries Budget Pool 99, , A2 SW Staff Salaries Budget Pool 295, , A4 SW Other Salaries Budget Pool 50, , A5 SW Longevity Budget Pool 6, , B4 FB Payroll Related Cost Budget Pool 86, , Z0 Budget Code Unallocated Salary 06 64, , Personnel Expenses 602, , Operating Expenses 7C0 MS Materials/Supplies Budget Pool 70, , Z6 Budget Code Unallocated Exp 99 1, , Operating Expenses 72, , Summary Net (318,759.00) 0.00 (318,759.00) Created by: Walt Disney Run By: Ebenezer Scrooge Early Planning for Budget Prep 11

13 Report: HR103 Texas Tech University Preview Employees for FY14 Salary Planner Fund: 11A006 Organization: C88002 Program: 100 Departmental Operating Expense Early Planning Ofc Instruction Expense Budget Pool Organization Employee ID Employee Name Title JLBD % Annual Salary on FOAP 6A1 C Early Planning Ofc R Faculty 1 T Instructor , Total 11A006-C A1 9, A2 C Early Planning Ofc R Staff 1 T Unit Coordinator , C Early Planning Ofc R Staff 2 T Admin Business Assistant , C Early Planning Ofc R Staff 3 T Specialist II , C Early Planning Ofc R Staff 4 T Unit Manager , C Early Planning Ofc R Staff 5 T Lead Account Processor , C Early Planning Ofc R Staff 6 T Unit Manager , C Early Planning Ofc R Staff 7 T Supervisor , C Early Planning Ofc R Staff 8 T Advisor , C Early Planning Ofc R Staff 9 T Research Associate , C Early Planning Ofc R Staff 10 T Sr Office Assistant , Total 11A006-C A2 273, A4 C Early Planning Ofc R TA 1 T Teaching Assistant , Total 11A006-C A4 18, Fund: 16C099 Organization: C88002 Program: 100 Plan Ahead Fund Early Planning Ofc Instruction Expense Budget Pool Organization Employee ID Employee Name Title JLBD % Annual Salary on FOAP 6A1 C Early Planning Ofc R Faculty 1 T Research Asst Professor , Total 16C099-C A1 40, A2 C Early Planning Ofc R Staff 1 T Unit Coordinator , C Early Planning Ofc R Staff 11 T Programmer Analyst I , C Early Planning Ofc R Staff 12 T Sr Business Assistant , C Early Planning Ofc R Staff 2 T Admin Business Assistant , C Early Planning Ofc R Staff 4 T Unit Manager C Early Planning Ofc R Staff 13 T Sr Business Assistant , C Early Planning Ofc R Staff 14 T Senior Technician , C Early Planning Ofc R Staff 15 T Research Associate , C Early Planning Ofc R Staff 8 T Advisor , C Early Planning Ofc R Staff 9 T Research Associate , C Early Planning Ofc R Staff 10 T Sr Office Assistant , Total 16C099-C A2 226, A4 C Early Planning Ofc R SA 1 T Student Assistant , C Early Planning Ofc R SA 2 T Student Assistant , C Early Planning Ofc R TA 2 T Teaching Assistant , C Early Planning Ofc R TA 3 T Teaching Assistant , C Early Planning Ofc R TA 4 T Teaching Assistant , C Early Planning Ofc R TA 5 T Teaching Assistant , C Early Planning Ofc R TA 6 T Teaching Assistant , C Early Planning Ofc R TA 7 T Teaching Assistant , C Early Planning Ofc R TA 8 T Teaching Assistant , C Early Planning Ofc R TA 9 T Teaching Assistant , C Early Planning Ofc R TA 10 T Teaching Assistant , C Early Planning Ofc R TA 11 T Teaching Assistant , C Early Planning Ofc R TA 12 T Teaching Assistant , C Early Planning Ofc R TA 13 T Teaching Assistant , C Early Planning Ofc R TA 14 T Teaching Assistant , C Early Planning Ofc R TA 15 T Teaching Assistant , C Early Planning Ofc R TA 16 T Teaching Assistant , C Early Planning Ofc R TA 17 T Teaching Assistant , Total 16C099-C A4 Summary 228, , Created by: Walt Disney Early Planning for Budget Prep Run By: Ebenezer Scrooge 12

14 Report: HR104 Texas Tech University Preview s for FY Salary Planner Fund: 11A006 Organization: C88002 Program: 100 Departmental Operating Expense Early Planning Ofc Instruction Expense Account Pool Single/Pooled "Base" FTE "Base" Budget % on FOP FTE on FOP Postion Budget on FOP Annual Salary on FOP Fav/(Unfav) 6A , (9,000.00) Total 11A006-C A1 9, (9,000.00) 6A2 T Unit Coordinator S , , , T Admin Business Assistant S , , , T Specialist II S , , , T Unit Manager S , , , T Lead Account Processor S , , , T Unit Manager S , , , T Supervisor S , , , T Advisor S , , , , T Research Associate S , , , T Sr Office Assistant S , , , Total 11A006-C A , , , A , (18,843.34) Total 11A006-C A4 18, (18,843.34) Fund: 16C099 Organization: C88002 Program: 100 Plan Ahead Fund Early Planning Ofc Instruction Expense Account Pool Single/Pooled "Base" FTE "Base" Budget % on FOP FTE on FOP Postion Budget on FOP Annual Salary on FOP Fav/(Unfav) 6A1 T Research Asst Professor S , , , T Instructor P , , , T Research Faculty S , , , Total 16C099-C A , , , A2 T Unit Coordinator S , , , T Post Doctoral Rsch Assoc P , , , T Programmer Analyst I S , , , T Sr Business Assistant S , , , T Admin Business Assistant S , , , T Unit Manager S , T Sr Business Assistant S , , , T Senior Technician S , , , T Research Associate S , , , T Advisor S , , , T Research Associate S , , , T Sr Office Assistant S , , , Total 16C099-C A , , , A4 T Teaching Assistant P , , , (162,713.66) , (15,289.20) Total 16C099-C A , , (178,002.86) Summary , , (71,236.29) Created by: Walt Disney Run By: Ebenezer Scrooge Early Planning for Budget Prep 13

15 Budget Development Status Text Program Account Type/Code Title Adopted Budget Permanent Adjustments Base Budget Budget Duration Code Proposed Budget Change Value Percent Cumulative Change New Budget Delete Record 100 Instruction Expense FI202 HR 104 Equals A SALARIES AND WAGES OPAL N 6A1 SW Faculty Salaries Budget 272, , P 276, , , Pool OPAL N 6A4 SW Other Salaries Budget Pool 4, , P , From FI202, the Sept 1 FY13 Adopted Budget, plus Permanent Changes, equals FY14 Base Budget (Starting Budget) Change Values cannot be entered for 6A1, 6A2, 6A4 - make adjustments in Salary Planner Employee Pay and/or Sum of HR104 Budgets Budgets Change Values can be entered for other 6A Budget Pools and for 70 Operating Expenses Cumulative Change rows should be zero New Budget must equal Base Budget Early Planning for Budget Prep 14

16 AFISM Class Evaluation Class: Early Planning for Budget Prep : Presenter(s): Jessica Williams, Byron Anderson Strongly Strongly Please indicate your evaluation of each statement. Agree Neutral Disagree 1. The presentation was easy to follow. 2. The Presenter s knowledge was sufficient for the topics. 3. The Presenter s delivery helped me learn. 4. The class included opportunities for questions and discussion. 5. I know more than before I came to class. 6. Class materials will be helpful back on the job. 7. I will recommend this class to others. 8. I will recommend this presenter to others. 9. My evaluation of the overall class is: The best part of this course: The least useful part of this course: Suggestions or other comments: If you wish to be contacted, please complete the following: Name: Department: Phone: When completed, return the form before you leave the session, or mail to: AFISM MS 5064

Contents. Budget Prep Entry and Submission. Administration and Finance Information Systems Management

Contents. Budget Prep Entry and Submission. Administration and Finance Information Systems Management Budget Prep Entry and Submission Administration and Finance Information Systems Management Contents Budget Prep Overview 2 Budget Prep Consists of 5 Modules 2 Security Access (TEAM Application) 4 7 Steps