FY16 Budget Build Kickoff Budget Planner Overview Presented by HSC Budget Office, SOM Finance and UNM Human Resources March 16, 2015 1
Overview Objectives Timeline Process & System Overview Final Notes Resources Critical events and dates Salary Planner & Budget Development HR Guidelines Salary Planner Overview Budget Development Business Rules Budget Planner Overview Key points and reminders Contact lists and on-line resources 2
Budget Planner Timeline for FY16 Budget Build Salary Budget Planner Opens / HSC Overview/ Prelim- Guidelines Working Lab HSLIC 226 9am- 12pm Working Lab HSLIC 226 1pm- 4pm Working Lab Med 2 9am- 12pm Working Lab HSLIC 226 9am- 12pm Working Lab HSLIC 226 1pm- 4pm Budget Planner Lock at Level 5 Dept. Non Clinical Basic Sciences, CIDI, Clinical Affairs, Diversity, ECHO, Education, Ethics, OMI, Research, SOM EVD (Academic Affairs, Admin, Dev, Fin) Budget Planner Lock at Level 5 Dept. Clinical Units Cancer Center, Int Med, Peds, Psych, Surgery FIBCI System Closes HSC Locks Level 2 SOM / COP / CON Signed FIBCI s / FCP s Due to FCO 3/16/15 3/19/15 3/23/15 3/24/15 3/25/15 3/26/15 3/27/15 4/8/15 4/20/15 4/27/15 3/25/15 3/27/15 4/3/15 4/18/15 Shared Salaries must be finalized Last Day to Set-up New Indexes Budget Planner Lock at Level 5 Dept. Clinical Units Anesth, Derm, Dental, Emerg Med, FCM, OB/GYN, Ortho, Path, Radiology, Neurology, Neurosurgery Salary Planner & Budget Planner SOM Lock at Level 3 3
HSC Non-SOM Units Lock Dates Organization Level 3 HSC Administration and PPD April 16 HSC CON/COP/HSLIC/UNMMG April 19 4
Faculty Contracts Office (FCO) Salary reflected in Salary Planner must equal contract salary (Base plus Supplement) and must equal total contract salary amount reflected on FIBCI/FCP SOM FIBCI (FY16 opened for entry February 16 - closes on April 20) Signed FIBCI s due to HSC FCO April 27, 2015 at 5:00 PM COP FIBCI (FY16 opened for entry February 16 - closes on April 20) Signed FIBCI s due to HSC FCO April 27, 2015 at 5:00 PM CON FCP (FY16 opened for entry February 16 - closes on April 20) Signed FCP s due to HSC FCO April 27, 2015 at 5:00 PM
Obtaining Access to Salary Planner and Budget Development New users must take the Budget Planner Online course and pass the Budget Planner Proficiency Exam on Learning Central to get access Submit Banner Authorization Request Request BAR access roles Department General Inquiry Department Budget Developer request only highest level organization code; workflow recognizes org hierarchies Department Salary Planner - request only highest level organization code; workflow recognizes org hierarchies If you have access to Budget Planner but changed departments, you will need to update your BAR organization security for Budget Planner 6
Budget Planner System Salary Planner Budget Planner Budget Development 7
Salary Planner Salary Planner Budget Planner Budget Development 8
Salary Planner Information Human Resources Jack Srouji Human Resources Consulting Manager
Salary Planner Information Staff Salary Increases Human Resources The State Legislature will determine Cost of Living Adjustment (COLA) for the FY16 Budget year. The FY2016 HR Guidelines for Salary Planner will be published on April 10, 2015. These guidelines will incorporate any COLA directives from the Regents. Resources Check the Human Resources website for latest information on Mass Salary Update Guidelines http://hr.unm.edu/compensation/mass-salary-update.php Contact your HR Consultant - To locate the name of your HR Consultant, visit the following website: http://hr.unm.edu/ocsd/banner/pzrorgh.pdf
Salary Planner Information Human Resources Contract Staff Contract renewals will occur as normal and will be forwarded by HR Client Services to departments for signatures. Please ensure that all signed original contract revisions, exceptions and extensions are received in HR Client Services not later than 06/05/15 to ensure processing in time for the July pay period Bargaining Unit Employees HR will coordinate the application of any salary modifications that may or may not result from the bargaining negotiations. Departments are not required to initiate documentation in these cases. Jobs covered under a bargaining agreement will be updated by HR and should not be updated by the departments. However, you should continue to budget your bargaining unit positions only, in Salary Planner.
Salary Planner Information Term Appointments Human Resources Effective March 12, 2015, there will be no job end dates loaded in Banner. For Exempt employees, the hard end dates will be on Default Earnings which will ensure the employee does not get overpaid. Non Exempt employees will not have end dates on the default earnings because of positive time entry. All job end dates in Banner will be removed behind the scenes and no action is required from departments. Contract Begin and Contract End Dates will be populated in Banner. Additionally, the Default Earnings will be populated behind the scene for all Exempt employees. Regardless if the job is extended past 6/30/2015, it will load in Salary Planner. This will allow departments to work on the job and the position in Salary Planner. Departments no longer have to call in to remove future dated records in order to process EPAFS. Term Extension EPAFS will be updated to capture enhancements
Salary Planner Information Human Resources For an example of a Term Appointment MOU, go to: http://hr.unm.edu/forms/employment-forms.php Departments with employees who are on term appointments ending on or before 6/30/2015, and whose terms will not be extended, must submit a separation EPAF along with the appropriate documentation.
Salary Planner Information Human Resources During the Salary Planner refresh period, if you process an action impacting the employee s salary, then you must update the changes in Salary Planner as well.
Salary Planner Information Human Resources If a job loads in Salary Planner and you know the employee will be separating prior to 7/1 and the separation paperwork is processed after the Salary Planner refresh, then you must zero out the job in Salary Planner. You can keep the budget on the position.
Salary Planner Information Human Resources Appointment Percentage Changes Changes in Appointment Percentage could be processed through Salary Planner and require a Change in Appointment Percentage EPAF and form. Exception Requests Departments are reminded that all proposed personnel transactions involving salary increases outside the approved guidelines must be followed by a formal justification memo with signature approval from the relevant EVP/Chancellor, or designee. For a copy of the justification memo template go to: http://hr.unm.edu/forms/compensation-forms.php Exception memos are due to HR no later than 6/5/2015. There can be no exceptions to this rule, since there are significant legal implications associated with awarding retroactive pay increases to public sector employees in the State of New Mexico. Please plan accordingly.
Salary Planner Information Human Resources
Salary Planner Information Human Resources If the legislature approves a COLA adjustment, and the department also wants to give an additional exception adjustment, then you will add a total of two percentage adjustments to the FY15 Base salary to come up with the FY16 Base salary. Do not add the COLA adjustment to the FY15 Base salary and then apply the exception adjustment: FY15 Base * (COLA % + Exception%) = FY16 Base You can enter exceptions in Salary Planner as long as you have obtained approval for the exception. If you are unable to process the COLA in Salary Planner, then you must submit an epan with a Job Change Reason of ANSAL. If you are submitting an EPAN to process an exception, then the Job Change Reason will be ANADJ. Do not process changes to employees jobs who are on unpaid leave status (FML, Personal and Medical Leave Without Pay, etc ) in Salary Planner. However, you should budget the position salary for that employee. Eligible employees on unpaid leave will receive the COLA upon return from leave through submittal of an EPAN.
Salary Planner Information Human Resources HSC Lab Working Sessions Thursday, March 19 Monday, March 23 Tuesday March 24 Wednesday, March 25 Thursday, March 26 9:00-12:00 HSLIC #226 1:00-04:00 HSLIC #226 9:00-12:00 Med 2 9:00-12:00 HSLIC #226 1:00-04:00 HSLIC #226 Main Campus Lab Working Sessions (C&J 134) Monday April 13 Wednesday April 15 Friday April 17 10:00-12:00 01:00-03:00 10:00-12:00
Salary Planner Information Human Resources Starting FY15 updates to Position Management will be handled by the following employment areas: Staff Positions HR Transaction Center 277-4777 Faculty Positions Office of Faculty Affairs & Services (Main and Branch Campuses) 277-4528 HSC Faculty Contracts 272-4231 Student Positions Student Employment 277-3511
Salary Planner Information Human Resources Alex Lopez Human Resources - Finance
Salary Planner Job vs. Budget Job Position Created when Employee is hired Always tied to an Employee Place Holder Creates the Budget Can be an open position Note: If the employee is on any Restricted awards* then you also need to budget both sides in order to get to 100% distribution *Does not affect or change Grant budget. 22
Salary Planner - Faculty Example Scenario Selection THERE ARE NINE (9) SCENARIOS FOR DEPARMENTS TO SELECT FROM *Extract ID and Scenario must be selected in combination as listed below* Extract ID: Scenario: 12FAC16 12_MO_FACULTY_16 9FAC16 9_MO_FACULTY_16 HSTAFF16 HOUSESTAFF_16 RSTAFF16 REG STAFF_16 POOL16 POOLED_POSITIONS_16 CSTAFF16 CONTRACT_STAFF_16 12FAC16 12 MO FACULTY 16 UNION SCENARIOS CWA16 CWA_BARG_UNIT_16 POLICE16 POLICE_BARG_UNIT_16 USUNM16 USUNM_BARG_UNIT_16 Extract ID & Scenario will always be the same THERE ARE TWO FILTER CRITERIA: BY POSITION ATTRIBUTES (WILL SELECT ALL POSITIONS) DEFAULT OPTION BY EMPLOYEE NAME (WILL SELECT ONE EMPLOYEE AT A TIME) CLICK ON SELECT BUTTON AT BOTTOM OF SCREEN Select the scenario from the drop down menu, select the Filter Criteria by Position Attributes or by Employee Name, then click on Select. 23
Salary Planner - Faculty Example Position Filters BUD16 Select which organization number you would like to see, or choose all. (You will only see orgs. That you have access to.) 001A Biology 002A EXAMPLE 001A Physics Employee Classes for Org. selected will show. Select all to see all the Employee Classes listed. Select the Organization you would like to update, then go through each box selecting the appropriate attributes. Then select to view the List by Employee, Summary Totals, or the List by Position. 24
Salary Planner - Faculty Example List by Position MASS CHANGE SECTION -- THIS SECTION IS TO MASS APPLY POSITION BUDGET INCREASES (DO NOT USE THIS SECTION IF NOT MASS APPLYING INCREASES) PERCENT BOX ENTER A PERCENT TO MASS APPLY AMOUNT BOX ENTER A DOLLAR AMOUNT TO MASS APPLY CLICK ON MASS APPLY BUTTON FOR MASS APPLY OPTIONS TO BE APPLIED IF SATISFIED WITH MASS APPLY CLICK ON SAVE BUTTON AT BOTTOM OF SCREEN BUTTONS COPY ESTIMATED BUDGET TO BUDGET TO UPDATE ALL POSITIONS TO MATCH JOB AMOUNTS CLICK ON DOWNLOAD POSITION DATA BUTTON TO OPEN OR SAVE JOB DATA TO AN EXCEL SPREADSHEET CLICK ON DOWNLOAD POSITION AND DISTRIBUTION BUTTON TO OPEN OR SAVE JOB AND LABOR DISTRIBUTION DATA TO AN EXCEL SPREADSHEET. 25
Salary Planner Example of Zeroing out a position To zero out a proposed budget, enter a minus 100 in the change percent field. After you enter that and tab thru the proposed budget field will reflect zero.. 26
Salary Planner - Faculty Example Position Labor Distribution Update the distribution as appropriate, by making necessary changes to the index, account, percent or amount. Click on Copy Position Distribution to Job to pull the information into the Job Labor Distribution. 27
Salary Planner - Faculty Example Job Labor Dist = No Incentive Pay (acct 2005) on this Screen 2005 If you try to add incentives on the Job side you will get this error message. Account code: 2005 is to be budgeted on the Position only and cannot be used on the Job. 28
Salary Planner - Faculty Example Position Distribution 002024 002D04 002021 002B02 002022 002C03 002020 002021 002024 002022 002C01 002B02 002D04 002C03 002020 002021 002024 002022 002C01 002B02 002D04 002C03 The salary on the position side will automatically be rounded to match the job side, excluding any incentives. Note: Incentive must be added on the Position side to account code 2005 in order to be included in the budget. Clinical Departments have the option of adding incentives into 20SA in Budget Planner 29
Salary Planner Faculty Example Position Distribution Add Incentive Pay Distribution Here Note: Incentive must be added on the Position side to account code 2005 in order to be included in the budget. Clinical Departments have the option of adding incentives into 20SA in Budget Planner 30
Salary Planner - Pooled Positions Update FTEs on Position Detail Screen A pooled position is where you will go to load working retirees, On-call, Temp, Student, P-T employees. These positions are based on what is in the system today. If there is not a pooled position you will need to enter the salary information into 20SA in Budget Planner. 31
Budget Planner Salary Planner Budget Planner Budget Development 32
Budget Planner Budget Development Enter Information using: Budget ID: BUD16 Budget Phase: ADOPTD No budget equals no spending! All indices with current Unrestricted funds must be budgeted! 33
Budget Planner UNRESTRICTED INDICES Index Hierarchy Report (e-print) or Unrestricted Balance by Index Report (MyReports) for a list of Current Unrestricted Indices Account Index Lookup feature in Budget Development also returns a list of unrestricted indices based on lookup parameters 34
Budget Development Business Rules Index budgets must net to zero: Budgeted Revenues minus Budgeted Expenses must equal zero Budget all sources of revenue and corresponding expenditures The following information will be provided to your department by the SOM Finance Office as soon as it is available. Revenue must match amounts in SOM Department folder UNMMG revenue Dean s allocations SRMC guidelines F&A distribution Endowed funding distribution guidelines Salary agreements with hospital (not in folder, but must be built into revenue) Listing of specific items to be reviewed by SOM Finance Office Cross check Review List before submitting 35
Budget Development Business Rules (cont d) 1901 Budgeted Use of Reserves - Budget carryforwards using this account code SOM Departments should build to their Target Margins approved by the Dean s office. 8060 (Other Operating Costs) & 80E0 (Contingency Budget) Account Codes. Use of these account codes is strongly discouraged. If use of 8060 is required, use it sparingly and include detail in notes. 20SA Salary Adjustments Must include details in notes! Used for Salaries ONLY! Used to budget for labor costs not applied to specific positions in Salary Planner No negative adjustments and no non-salary adjustments Clinical Departments may elect to use this account code for faculty incentives In July, this budget should be moved to the appropriate expenditure account code; Must be reallocated to correct Salary and/or Fringe Account Codes in July immediately after new year opens in Banner and budgets are posted. No actual entries allowed on this account code Impacts reporting. 36
Budget Development Business Rules (cont d) Allocations and Transfers must zero-out Budget both sides (TO and FROM) If monies are going to another department, make sure the other department budgets their part for the exact amount. Departments must work collaboratively on this effort. Allocations (16XX) must zero by fund unless its an external allocation Enter account code comments in text box explain where allocation/transfer is going to or coming from, include index codes Regular I&G 1610, 1640 & 1660 account codes No 01xx or 02xx account codes these belong in Self Supporting I&G Self Supporting I&G (program code ends in 2) Includes anything that is not 1610, 1640 or 1660 account codes Examples: course fees, student fees, tuition, transfers from main campus 37
Lock & Unlock Organizations For Salary Planner, Organization Lock is a link on the Salary Planner menu Must lock/unlock each scenario separately For Budget Development, Maintain Organization Lock is a link on the Budget Planner Menu Who should lock Organizations? Level 1 & 2 Organizations OPBA (Office of Planning, Budget & Analysis) locks Budget Development; Human Resources locks Salary Planner Level 3 Organizations VP unit representative Level 4 & 5 below College/School/Branch representative Level 6 and below the Department Head/Chair/Director or authorized representative 38
Budget Development Budget Planner System Overview 39
Budget Development Go to the Finance tab in LoboWeb and Click on Budget Planner Menu. 40
Budget Development Create Budget Worksheet From the Budget Planner Menu click on Create Budget Worksheet. 41
Budget Development Create Query Click on Create Query. 42
Budget Development (cont.) You do not need to select any of the columns to display (unless you would like to add a different column view). Click Continue. 43
Budget Development Create Budget Worksheet BUD16 Enter U for the Chart of Accounts, Budget ID, Budget Phase, and Account Index. Select to include Revenue Accounts, Labor Accounts, Expenses, and Deleted Items. Click Submit twice. 44
Budget Development Worksheet Add Account Code 0020012 Click on the account code to leave a comment, if pertinent. 20SA Add a new account code and value by entering the information under New Row. If using 20SA there must be a comment with details and what the $ s mean to the Department, as well as the initials of the person entering the comment. Only enter a positive 45 amount in this account code.
Budget Development Updated New Account Code Delete Record Option 20SA Account 20SA has been added in the amount of $50,000 Can also Delete Account Code Record See column to far right 46
Budget Development (cont.) Once you have made the appropriate change(s) and posted them, you can view the summary to see if the index balances. 47
Budget Development Worksheet Budgeting Use of Reserves - 1901 SOM Departments should build to their Target Margins approved by the Dean s office. Use of Reserves only allowed to be built if approved for use. Index Must net to $0 48
Budget Development Worksheet Budgeting Surplus in an index Incorrect way to budget This example creates an Index Out of Balance 49
Budget Development Worksheet Budgeting Surplus in an index (cont.) Correct way to budget This index is in balance Budgeting a Negative Amount to 1901 creates a surplus in this index. 50
Budget Development Reports Click on the Budget Development Reports Menu 51
Budget Development Reports (cont.) Use throughout process to see results at detailed or summary level by org and/or index Confirm indices net to zero Confirm allocations by Fund net to zero Confirm comments added for all transfers Run at beginning for list of all indices, and run again after budget process to ensure nothing was missed 52
Budget Planner Reports Working Reports 238954 Enter the appropriate information in Chart of Accounts, Budget ID, Budget Phase, and account Index. Click Submit to view the report 53
Budget Development Reports Operating Budget Summary 54
Operating Budget Summary 2015-2016 55
Operating Budget Summary Report 2015-2016 56
Reminders Run the Budgeted Index not Modified report at the very beginning of process to get a list of Indexes to work from and again when you are done to ensure you have not missed anything. Be aware of which Salary Planner screen you are working in Job Detail Screen Only change that can be made is the Appointment Percent Employee Detail Screen Can only increase a salary using the boxes at the top of the screen Position Detail Screen Budgeted FTE can be modified Do not put negative adjustments or non-salary adjustments in account 20SA make sure to leave comments when used. In general, do not budget to 8060. This account code should only be used when there is absolutely no other option available. Make sure to leave comments about what is being included if used. Cross check your budget against the list of items to be reviewed by the SOM Finance Office before submitting. 57
Final Notes FTE Change requirements (if not requested by employee) Change in FTE requires Chancellor approval Decreases in FTE require signed Change in FTE form There should not be two people in the same position (two jobs tied to one position). Contact your Employment Area, for assistance to correct. If a position labor distribution includes Restricted Indices, that portion of the distribution will not feed to Budget Finance; however, it still needs to be included for the distribution to equal 100% If Restricted Index is ending, be sure to have another index to budget against. Budget can be moved to correct new index when new year opens 58
Final Notes (cont.) When building your budget, start by entering the information received in the folder provided by SOM Finance (you will be contacted when this information available for your department) Discuss unique circumstances with Kristin Gates (SOM departments) or HSC Budget Office (all other departments and colleges) Utilize the open lab sessions for one-on-one assistance Send an email to Yvette Hall yhall@salud.unm.edu when the Level 5 Dept budget is complete and ready to be submitted 59
Main Campus Budget Office Website: www.unm.edu/~budget Budget Planner Alerts Main & Branch Budget Planner Overview Powerpoint Standard Operating Procedures (SOPs) HSC Budget Office Website: http://hsc.unm.edu/about/budget/information.html FY14/15 Budget Development Calendar FY15 Budget Guidelines Learning Central Website: learningcentral.health.unm.edu/plateau/user/login.jsp Budget Planner Online Course Budget Planner Proficiency Exam Human Resources Division Support Center 277-4777 Help with navigational issues in Salary Planner Referral to the correct Subject Matter Expert for your question 60
SOP s Available There are Standard Operating Procedures on the Main Campus Budget Office Website www.unm.edu/~budget which provide very detailed procedures on every aspect of Salary Planner and Budget Planner 61
SOM Finance Kristin Gates 272-8189 kgates@salud.unm.edu Theresa Kelley 272-4987 tkelley@salud.unm.edu Marianne Murphy 272-3132 mamurphy@salud.unm.edu Sylvia McCleary 272-0592 smccleary@salud.unm.edu Yvette Hall 272-5065 yhall@salud.unm.edu Sarah Martinez 272-0454 Smartinez@salud.unm.edu HSC Budget Office Joseph Wrobel 272-5664 JWrobel@salud.unm.edu Julie Alberti 272-5492 JAlberti@salud.unm.edu Debbie Garcia 272-9624 DebbieGarcia@salud.unm.edu HSC Faculty Contracts Office Marie Chestnut 272-2260 mchestnut@salud.unm.edu 62
Thank You!!!!! 63