The Southern Baptist Theological Seminary Enterprise Reporting User Guide For 2010-11 Budget Requests Prepared 2/3/10
Table of Contents Page # 2010-11 Budget Memo Welcome to Enterprise Reporting.. 3 Before You Start Link to Enterprise Reporting.. 4 Logging In...... 4 Set Display Settings... 5 Change Password... 5 Select Your Department Selecting Your Department 6 Selecting Budget Forms..... 6 General Information for Budget Forms..... 7 Budget Input Forms Current Operating Budget Form 8 Operating Expense Reclassification Form. 9 Expense Budget Form.... 11 Revenue Budget Form.... 13 Payroll Input Form Full Time..... 14 Payroll Input Form Part Time. 18 Capital Budgeting Form. 19 Submitting Your Budget Submitting Your Budget 21 Logging Off How to Exit ER... 22 Contact Information Contacts for Enterprise Reporting Issues... 23 2
The Southern Baptist Theological Seminary MEMORANDUM To: From: Budget Managers Jennifer Harrison Date: January 22, 2010 Subject: Welcome to Enterprise Reporting 2010-11 Budget This user guide has been prepared as a step-by-step procedure manual to assist you in entering your budget requests for 2010-11. For new budget managers, I will provide you with a separate user guide for viewing and printing your department s budget reports. As you enter your budget requests, if you encounter problems or have questions using Enterprise Reporting, regardless of how small or large they may seem to be, please contact me in Accounting at extension 4044, or by e-mail at jharrison@sbts.edu. I will be glad to walk with you through the manual and software as necessary, or coordinate other assistance if needed. I look forward to working with you as we strive to effectively and efficiently use Seminary funds to further the mission of training, educating, and preparing ministers of the gospel. 3
BEFORE YOU START - LINK TO ENTERPRISE REPORTING Open Internet Explorer. Enter the link to the Enterprise Reporting Web Extension: http://budget.sbts.edu You may also access this website through the SBTS Intranet. On the Quick Links tab, select the Enterprise Reporting Budgeting link. LOGGING IN To login, enter your user name and password (same as Jenzabar EX ). *If you have three unsuccessful logon attempts, the system will lock you out. To reset your logon attempts, please contact Jennifer Harrison in Accounting. NOTE: The Enterprise Reporting Web Extension will automatically log you out after 20 minutes of inactivity. If this happens and you have not stored the data entered, the data will not be saved! 4
SET DISPLAY SETTINGS Next you will need to set your display settings. Select Options Display Settings. Store each of the settings to those shown below. NOTE: This will need to be done the first time you log into Enterprise Reporting from your personal computer, if you have not already done so. Also, if you log into Enterprise Reporting from another computer, the display settings will need to be set again because they are computer specific. The display settings you need to change are also listed below. Make sure the Integrated box is not checked. Lookup for Variables: Sorted, Code and Name Date/Time Format: mm/dd/yyy, AM/PM Form/Report Numeric Format: 1,000.00 Error Messages: Default Click the Store button to save the changes to your display settings! Denotes critical tasks that must be completed! PASSWORD If you ever forget your password and need it reset, please contact Jennifer Harrison in Accounting or Lisa Nowak in Campus Technology. 5
SELECT YOUR DEPARTMENT To view the department(s) that you have access to, select Reporting Events. Then select the department that you want to review/edit. SELECTING BUDGET FORMS Select the Budget event to view budget forms for the selected department. Select a form using the hyperlink on the web page or using the drop-down menu bar on the bottom of the web page. The drop-down menu bar allows you to navigate between forms without using the Previous or Next buttons. 6
After you select a form in the drop-down menu, you must click Process to view the selected form. General Information for Budget Forms 1. Following is a list of the forms in your budget package: OPSBUD Current Operating Budget OPSEXPRECLASS Operating Expense Reclassification EXPENSE Expense Budget REVENUE Revenue Budget PAYROLLFT Payroll Input Full Time PAYROLLPT Payroll Input Part Time CAPITAL Capital Budgeting It is recommended, but not required, that you make entries to your budget forms in the order listed above. 2. Next - To view the next form in the form package, click the Next button displayed at the bottom of the form. 3. Previous - Likewise, to view a previous form in the form package, click the Previous button displayed at the bottom of the form. 4. Store - To save all changes made to a form, you must click the Store button, also displayed at the bottom of the form. (If you do not click the store button, your changes will not be saved.) 5. Reset - To view the changes that you have saved/stored in a form, click the Reset button displayed at the bottom of the form. This will refresh your form, displaying any changes previously saved. 6. Add New Object to List To add a new object code (account), click on the New button to the far, right of the screen. Go back to Add New Object Code to List, click in this field, and use the F2 function key to display the list of object codes to select from. Scroll down or use the down arrow key to see other object codes listed. Remember to Store the new data entered, and use the Reset button to refresh the form. NOTE: New object codes should be required infrequently and are subject to later review for approval. 7
BUDGET INPUT FORMS OPSBUD Current Operating Budget Form The Current Operating Budget form is for informational purposes only; no input is required or allowed on this form. This form displays each revenue account, each expense account, and the resulting net operating budget for the selected department. As you enter and store on each of the forms, the 10-11 Annual Budget column will be populated. 8
OPSEXPRECLASS Operating Expense Reclassification Form The Operating Expense Reclassification form allows you to reclassify budgeted, nonsalary expense amounts between accounts for the new fiscal year, as needed. Reasonable reclassifications of budget dollars will automatically be approved. Do not make changes to accounts beginning with 02. These accounts are related to Donor Restricted Funds and are budgeted by Accounting. Be sure to save all changes by clicking on the Store button, and refresh the page using the Reset button. 9
NOTE: If you decide to enter any increase (positive) or decrease (negative) reclassification amounts on this form, they must have a net effect of zero on the total operating budget. If the increase/decrease total does not equal zero, the following error message will appear. The warning message below will also be displayed at the bottom of the form. 10
EXPENSE Expense Budget Form The Expense Budget form allows you to request an increase or decrease in the budgeted expense for any account shown. Remember: A description of the justification for each increase or decrease must be typed in the Justification box (up to 256 characters). If multiple amounts comprise the increase or decrease amount entered for a single account, type in the dollar amount for each component followed by its description. Example: $1,500 increase for Travel Training Justification: $1,000 Attend ATS Conference in Oct. 2010; $500 Attend NAPCE Conference in Feb. 2011 Amounts requested are subject to Executive Approval. Do not enter budget amounts for allocation accounts (accounts containing object codes 9710 through 9999). Accounting will make these calculations on an annual basis. Do not make changes to accounts beginning with 02. These accounts are related to Donor Restricted Funds and are budgeted by Accounting. 11
Each increase/decrease in expenses will automatically be distributed evenly throughout the fiscal year. However, to properly match budget with anticipated actual expenditures, we encourage you to manually distribute the projected budget. Type M in the allocation field, then manually enter the preferred distribution in the monthly fields. Click Store to save! NOTE: If a manual allocation is entered, the total allocated amounts must equal the 10-11 budgeted amount. Otherwise, you will receive the error message shown below: When you receive an error message, place your cursor over the exclamation point displayed on the form. This will allow you to view a description of the error that needs to be corrected. 12
REVENUE Revenue Budget Form The Revenue Budget form allows you to request an increase (enter as a positive amount) or decrease (enter as a negative amount) in a budgeted revenue amount. Justification must be provided for each request. Do not make changes to accounts beginning with 02. These accounts are related to Donor Restricted Funds and are budgeted by Accounting. *Each field in the justification column can hold up to 256 characters. Each increase/decrease in revenue will automatically be distributed evenly throughout the fiscal year. However, to properly match budget with anticipated actual expenditures, we encourage you to manually distribute the projected budget. To change this distribution, type M in the allocation field, and manually enter the preferred distribution in the monthly fields. Remember to click STORE! 13
PAYROLLFT Payroll Input Form Full Time The Payroll Input form for full-time salaried and hourly employees allows you to edit existing salaried and hourly employees names and enter a termination month if you expect a position to be eliminated. Existing Salaried & Hourly Employees Key Budget Input Cells Employee Name: You may update this field if the employee holding a specific position has changed, due to termination/resignation, etc. Termination Month: If a specific position will be terminated during the year, you may enter the termination month in this field, as follows: August = 1 February = 7 September = 2 March = 8 October = 3 April = 9 November = 4 May = 10 December = 5 June = 11 January = 6 July = 12 NOTE: The termination month that you enter will terminate the position on the first day of the selected month. (Example: 1 = Termination Date of August 1 st ) 14
PAYROLLFT Payroll Input Form Full Time (Continued) New Input Cell (Hourly Employees) Budgeted Overtime ($): You may enter a dollar amount for budgeted overtime that you expect your hourly employees to work throughout the year. Please seek to minimize overtime, using this field only when necessary. The Payroll Input form for full-time salaried and hourly employees also allows you to enter information for new hires, both full-time salaried and hourly employees. New Hires Salaried & Hourly Employees If you add a new position, a Request for New Position Form must be submitted. This form can be found on the SBTS Intranet, under Human Resources, in the Position Information section - located in the lower, right-hand corner. The form should be submitted to Human Resources after receiving approving signatures from your Department Head and the Senior Vice President of your division. 15
PAYROLLFT Payroll Input Form Full Time (Continued) Key Budget Input Cells New Position Request submitted to HR: If entering a new hire, you must select yes from the drop-down menu before the form can be saved/stored. Position Code: Select the position code using the F2 function key. This will display a drop-down menu. TBH in the drop-down menu is an abbreviation for To Be Hired. Employee Name: Enter the name of the new employee, if known. Object: Select the appropriate object code/account using the F2 function key. Fund: Select the fund using the F2 function key. The fund will always be 01 or 02. *Do not use 02 without talking with Accounting first. Unique Fund: Select the unique fund using the F2 function key. *The object, fund, and unique fund designate the general ledger salary account that will be charged. The 01 unique funds will nearly always be 0000. Distribution Percent: Enter the percentage of the employee s salary that will be charged to the general ledger salary account previously selected. Enter the distribution percentage as a decimal. Example: 1 = 100%, 0.50 = 50% Starting Salary: Enter the estimated starting salary. Section 125 Amount: Leave this field blank. Taxable Life: Leave this field blank. Hire Period: Enter a number from 1 12, according to what month the employee was hired. August = 1 February = 7 September = 2 March = 8 October = 3 April = 9 November = 4 May = 10 December = 5 June = 11 January = 6 July = 12 HRA: Always enter Family in this field. FICA Exempt: Always enter No in this field. Health: Always enter HRSE in this field. Termination Month: Enter the termination month, if the requested new employee is for a temporary position. The termination month will use the same numbering system as the Hire Period listed above. NOTE: The termination month that you enter will terminate the position on the first day of the selected month. (Example: 1 = Termination Date of August 1 st ) 16
PAYROLLFT Payroll Input Form Full Time (Continued) Key Budget Input Cells Apply only to New Hires - Hourly Employees # of Hours: Enter 1,950 hours for employees working 37.50 hours a week. Enter 2,080 hours for employees working 40.00 hours a week. Hourly Rate: Enter the current hourly rate for the selected position. Budgeted Overtime ($): You may enter a dollar amount for budgeted overtime that you expect your hourly employees to work throughout the year. Please seek to minimize overtime, using this field only when necessary. Remember to click the Store button! 17
PAYROLLPT Payroll Input Form Part Time Important Note: Before the 2009-10 and 2010-11 amounts on this form will be properly displayed, you must make any needed changes on the PAYROLLFT Input Form, and then click on the Store button on that form. Even if no changes are required on your PAYROLLFT Input Form, you must click on the Store button on that form before the amounts will display properly on the PAYROLLPT Form. The Payroll Input form for part-time salaried and hourly employees allows you to enter amounts to increase or decrease part-time salaries for the new fiscal year. The resulting 10-11 Part Time Budget amount will automatically be distributed evenly throughout the fiscal year. However, if you want to change this distribution, type M in the allocation field, and manually enter the preferred distribution in the monthly fields. 18
CAPITAL Capital Budgeting Form The Capital Budgeting form allows you to request capital expenditure budget funds for the purchase of new or replacement furniture, equipment, or building improvements that exceed a cost of $250 each. Key Budget Input Cells Reference #: If you want to request approval for capital expenditure budget funds, enter a 1 in this field for the first item requested. For the second item, enter a 2 in this field, and so on. Description of Requested Expenditure: Enter a description of the requested expenditure in this field. Estimated Cost: Enter the estimated cost of the capital expenditure. Priority Rating: Using the F2 function key, select the appropriate priority rating (Critical, Upgrade, or Desirable) from the drop-down menu. (See the definitions of these ratings listed at the top of the form.) Request Justification: Enter a description of the justification for your request. Quote Received: Using the F2 function key, select Yes or No. Replace Existing Asset: Using the F2 function key, select Yes or No. Disposition of Old Equipment: Using the F2 function key, select Surplus, Trade or N/A. Age in Years of Old Asset: Enter the age, in years, of the asset to be replaced, if applicable. 19
To add an additional capital expenditure request: Click on the New button located on the right side of the form. When a new, blank row is added, begin entering all required information for the requested capital expenditure. Use the New button to continue to add new rows, if necessary. When in doubt, always click on the STORE button. You can re-enter the form, enter new data or change previously entered data and Store again. The form will be updated with the most recent input information. If you exit ER before storing, all input entered will be lost. 20
SUBMITTING YOUR BUDGET When you have completed all forms in your budget package, you are ready to submit your forms. First, make sure that you have stored each of the forms in your budget package. Then, review the OPSBUD form (Current Operating Budget) to verify that your 10-11 budget has been updated and saved correctly. If the 10-11 budget column on this form is incorrect, go back and store the forms in your budget package. When ready to submit your budget, go back to the page that lists all of the forms in your budget package. Click the Complete button to submit your forms. Clicking Complete without having finalized your budget information will require you to contact Jennifer Harrison so your budget package can be re-opened. You cannot make any more changes after you have submitted your budget as Complete, unless an administrative user re-opens your budget package. 21
LOGGING OFF Click on Exit (located in the lower, left-hand corner) to log off. The following Exit screen will appear. NOTE: You will have access to make changes to your budget forms through 5:00 p.m. Friday, February 19, 2010. 22
CONTACT INFORMATION If you have any questions or concerns regarding the use of Enterprise Reporting, please feel free to contact any of the persons in Accounting listed below: Jennifer Harrison Manager of Budgeting and Financial Reporting (502) 897-4044 jharrison@sbts.edu Paul Burch Manager of Accounting Operations (502) 897-4132 pburch@sbts.edu Michael O Neill Controller (502) 897-4132 moneill@sbts.edu Wayne Milligan Vice President of Finance (502) 897-4131 wmilligan@sbts.edu 23