Navigating the Budget Construction Document

Transcription

1 Navigating the Budget Construction Document In this process, you will learn to navigate the Budget Construction (BC) document. To learn how to access and open a BC document, please review the Understanding the Budget Construction Selection screen process. An important fact to know and understand regarding the BC document is it never enters workflow or routes for approval. See the top right corner of the document and note the Status is FINAL. The document will remain in FINAL status during the entire budgeting cycle. Access to edit the BC document is given by pushing the document down to a lower level in the organization hierarchy related to the Account associated with the BC document. This will be discussed in more detail in the System Information tab section. When you open a BC document, the first step is to check whether or not you have the ability to update the document by verifying the message Edit access granted is at the top of the screen. If you do not see the message, it means the document is not at the level you are responsible for thus you will be able to view the document but will not be able to save any changes you make. Another way to know you have edit access is to verify the save button is displayed at the bottom of the document. 1

2 System Information tab The System Information tab on the BC document is broken down into four sections. The first of the four sections is titled System Information. The section contains the information and attributes regarding the Account or Account/Sub-Account combination associated with the BC document. This section also identifies the source Fiscal Year the system used to pull General Ledger balances from to populate the funding lines by object code on the document. This will be discussed in more detail later in the process. The second section on the System Information tab is titled Next Year Data. This section includes the Fiscal Year of the current budget cycle as well as organization hierarchy information for the Account associated with the BC document. The third section on the System Information tab is titled Approval Level Data. This section displays the Current Level in the organization hierarchy the document is at and the Organization in the level. 2

3 For this example, Account is assigned to Organization 1858, which has six (6) levels in its organization hierarchy. See chart below. Level Level Chart/Org : U-University : E-President : E-Provost Acad Aff : E-Schools and Colleges : U-Fine Arts : Ballard Institute and Museum of Puppetry 0 Fiscal Officer for Account The Level Chart/Org UC-0000 represents the Budget Office regardless of the Current Level value listed. You will not have edit access to a BC document unless you are the BC Processor of the organization listed in the Level Chart/Org field. The fourth section on the System Information tab is titled Controls. This section allows for BC Processors to pull up or push down a BC document within the related organization hierarchy. To push down or pull up, use the dropdown list to select the appropriate level then click the push down or pull up button. A BC Processor can only push down a BC document if they have edit access granted. A BC Processor can only pull up a BC document if they are assigned to an organization higher in the organization hierarchy than the Current Level listed on the document and can only pull up to their assigned organization. To learn how all documents within an unit, department and/or sub-department can be pushed down or pulled up at the same time, please review the Pushing Down and Pulling Up BC Documents by Organization process. 3

4 Revenue and Expenditure tabs The funding lines for object codes on the BC document are split into two different categories: 1) revenue and 2) expenditure. All funding lines related to revenue object codes (object codes with Object Types IN) can be found on the Revenue tab while the funding lines related to expenditure object codes (object codes with the Object Types EX) can be found on the Expenditure tab. On the Revenue or Expenditure tab, there are several columns of information listed. See chart below for column details. Column Name Object SubObject Prior Year Actual Amount Current YTD Actual Amount Column Description Displays the object code being budgeted. Loaded based on base budget and/or actuals posted to the account in the fiscal year prior year. Displays the sub-object code being budgeted. Loaded based on base budget and/or actuals posted to the account in the fiscal year prior year. Displays the accumulated total for Actuals (Balance Type AC) posted to the General Ledger in the Prior Fiscal Year for the object code. Example: If the budgeting cycle is for FY17, then data in this column will be sourced from FY15. Displays the accumulated total for Actuals (Balance Type AC) posted to the General Ledger in the Current Fiscal Year-To-Date for the object code. Example: If the budgeting cycle is for FY17, then data in this column will be sourced from FY16. Base Budget Displays the Base Budget (Balance Type BB) posted to the General Ledger in Prior Fiscal Year for the object code. The Current Budget balance for an Account is not considered during the budgeting cycle. Requested This field is pre-populated with the amount displayed in the Base Budget amount field. To update the amount, simply click into the Requested field and type in the new amount. The amount entered must be a whole number. Note: This differs from budgeting for salaries. Please see the Budgeting by Position for an Account process for more information. % Change Displays the calculated difference between Base Budget amount and the Requested amount. Total Requested FTE Displays the total FTE (Full-Time Equivalent) count for salary object codes. This column is displayed on the Expenditure tab only. 4

5 The Revenue tab allows you to display, create, update, and delete BC revenue funding lines. The Revenue tab will be used for two purposes: For the Budget Office to load the budget control amount to the Account using object code 4100 FY Permanent Budget (BO use only). To record transfer-ins from other Accounts. Please review the Transferring funds between Accounts process for more information. The Expenditure tab allows you to display, create, update, and delete BC expenditure funding lines. This is where you will do most of your work during the budget cycle. 5

6 The Expenditure tab is broken into three different sub-sections: 1.) Salary. This section includes funding lines for salary object codes. Salary object codes include the following: Object Code Object Code Name Salary Budget Type 5110 Regular Payroll - Classified Budgeted by Position 5111 Regular Payroll - Faculty Budgeted by Position 5112 Regular Payroll - Other Professional Budgeted by Position 5230 Payroll - Durational/Temporary Budgeted in Aggregate 5231 Payroll - Contractual Budgeted in Aggregate 5240 Payroll - Student Labor Budgeted in Aggregate 5245 CWS Payroll - Student Labor (CWS only) Budgeted in Aggregate 5250 Payroll - Graduate Students Budgeted in Aggregate 5260 Payroll - Post Doctors Budgeted in Aggregate 5310* Payroll - Snow+Ice Differential Budgeted in Aggregate 5320* Payroll - Accrued Vacation Budgeted in Aggregate 5330 Payroll - Allowances Budgeted in Aggregate 5340* Payroll - Holiday Pay Budgeted in Aggregate 5350* Payroll - Lump Sum Payments Budgeted in Aggregate 5360* Payroll - Longevity Budgeted in Aggregate 5370 Payroll - Overtime Budgeted in Aggregate 5380* Payroll - Shift Differential Budgeted in Aggregate 5390* Payroll - Accrued Sick Budgeted in Aggregate *Do not budget object code on 2 Ledger accounts. Funded by central throughout the year. To learn more about budgeting for Salary object codes, please review the following process: - Budgeting by Position for an Account - Budgeting by Position for an Organization - Budgeting for a TBA Position 6

7 2.) Fringe Benefit. This section includes funding lines for fringe benefit object codes. The system is designed to automatically generate and update these funding lines based on the object codes and amounts entered in the Salary section. There is no need for the user to update this section manually. Fringe Benefit object codes include the following: Object Code Object Code Name 5391 Payroll - AAUP 1% Buyback 5610 Fringe Benefits - Classified (5110) 5611 Fringe Benefits - Faculty (5111) 5612 Fringe Benefits - Other Prof (5112) 5630 Fringe Benefits - Duration+Temp (5230) 5631 Fringe Benefits - Contractual (5231) 5640 Fringe Benefits - Student Labor (5240) 5650 Fringe Benefits - Grad Students (5250) 5660 Fringe Benefits - Post Doctors (5260) 5670 Fringe Benefits - OPS 7

8 3.) Contractuals/Commodities. This section includes funding lines for non-compensatory object codes. The following pooled object codes have been created for budgeting purposes only. It will be the Unit s decision on whether pooled or non-pooled object codes will be used during the budgeting cycle. Pooled Object Code Pooled Object Code Description Level Code ANC1 Animal Care Pool - Budget Only ANCR DUE1 Dues And Memberships Pool - Budget Only DUES SUB1 Subscriptions Pool - Budget Only SUBS FEE1 Fees Pool - Budget Only FEES INS1 Insurance Pool - Budget Only INSR RNT1 Rentals And Leases Pool - Budget Only RENT SER1 Services Pool - Budget Only SERV SUP1 Supplies Pool - Budget Only SUPP TEL1 Telecommunications Pool - Budget Only TELE TRN1 Transp/Motor Vehicles Pool-Budget Only TRNS EMP1 Emp/Student Payments Pool-Budget Only EEPM OTH1 Other Expenses Pool - Budget Only OTHX FNA1 Financial Aid Pool - Budget Only FINA TRV1 Travel Pool - Budget Only TRAV ENR1 Energy/Utilities Pool - Budget Only ENER EQC1 Equipment Pool - Capital - Budget Only EQCP EQN1 Equipment Pool- Non-Capital -Budget Only EQNC EQL1 Equipment Pool - Library - Budget Only EQLB To learn more about mass updating the Requested field for Contractuals/Commodities object codes, please review the How to import Requested amount for Contractuals/Commodities process. 8

9 Using the show zero requested button You may sometimes notice that the Sub-Totals or Total amounts on the Revenue or Expenditure tabs do not sum correctly. This will occur if you budget by pool and the actual expense is posted on a non-pool object code. Notice on the example below, the Contractuals/Commodities Expenditure Sub-Totals amounts do not equal the amounts listed in the funding line for object code When this occurs, you will need to use the show zero requested button to display funding lines that have amounts in the Prior Year Actual Amount and/or Current YTD Actual Amount columns but do not have an amount in the Base Budget column. The show zero requested button is found at the top right corner on both the Revenue and Expenditure tabs. 9

10 Below is a screenshot of the section after the show zero requested button has been clicked. Notice the Contractuals/Commodities Expenditure Sub-Totals amount now equals the sum of the amounts for the funding lines being displayed. 10

11 Using the Adjust by Percent functionality On both the Revenue and Expenditure tabs, you will find the Adjust by Percent functionality. This functionality on the Budget Construction Document can only be used for all funding lines on the Revenue tab and only the Contractuals/Commodities funding lines on the Expenditure tab. For more information regarding the Adjust by Percent functionality for Salary funding lines, please review the Budgeting by Position for an Organization process. This functionality is should be used to make a flat adjustment to Contractuals/Commodities funding lines only. To use, simply enter the percentage amount you would like to adjust the funding lines by. You can increase the funding by entering a positive number or decrease the funding by entering a negative number. You may enter a percentage with two digits following the decimal point. Once you enter a percentage amount, click the apply button. The adjustment calculation will be made using the Base Budget amount. The adjusted amount will be populated in the Requested field. 11

12 Using the Projected Fund Balance tab The Projected Fund Balance tab will display on BC documents for 3 and 4 ledger accounts only. The tab is located below the Expenditure tab. Upon submission of the Unit s budget, all BC documents for 3 and 4 ledger accounts will require the Projected Fund Balance tab to be completed. The Budget Office will reject the Unit s budget if the tab is not completed. The Projected Fund Balance tab contains four fields. See below screenshot. Projected Beginning Fund Balance. Enter projected fund balance the account will have at the beginning of the fiscal year that is being budgeted. Revenue Totals. The amount listed in this field is derived from the Revenue tab and will automatically update if funding lines are updated on the Revenue tab. Expenditure Totals. The amount listed in this field is derived from the Expenditure tab and will automatically update if funding lines are updated on the Expenditure tab. Ending Fund Balance. The value in this field is automatically calculated by the system upon the entry of a Projected Beginning Fund Balance amount and the BC document is saved. The calculation is as follows: Ending Fund Balance = Projected Beginning Fund Balance + Revenue Totals Expenditure Totals 12