Where to Start This one link takes you to the starting page for all of the KBC processes.
Budget Construction Selection All of the data entry screens, views, and searches, as well as the imports and exports needed for KBC start from this one page. Each separate process starts when you click on a button.
Closing Session The following may cause this message: – If you close the Budget Construction Selection screen while an account edoc is loaded – Timing out while account edoc is loaded Click YES when you see this message, so that you can restart with a fresh session. Be sure to frequently save your updates as you work. Click refresh before close to clear the loaded data
Comp Data Entry Method One: Data Entry into the salary setting screen from one of the following – Org Salary Settings (preferred direct entry method) – Quick Salary Settings from within an Account edoc Method Two: Salary import using the salary worksheet – Use the salary export to download the worksheet from KBC – Enter changes in the worksheet – Use the salary import to upload it back into KBC – Requires careful attention to detail to avoid errors.
Org Salary Settings Using the org salary settings button is the most direct and comprehensive approach to updating positions and/or incumbents, one at a time.
Select Point of View First – Find and select the org code you want under point of view and then select it by clicking on the box under Selected in the Organization sub tree tab.
Choose Pick List Second – Select which pick list you want, sorted by position number, which includes names, or sorted alphabetically by the incumbents name. Click on the View button for the one you have selected.
Position Search/Select You can click search to get all positions, or you can refine your search. Then select the position you want to open by clicking on Posn Salset.
Search Criteria Position Number – This is the position number from Workday or a pooled position number created in KBC. FLSA- (Fair Labor Standards Act) Exempt or non-exempt Employee Type –ie. staff, faculty, student, etc. Position Description –similar to job title, use *title*. Department ID – Region code (i.e. home dept code) in WD, can use wildcards. Object Code – object code used in the funding. Person Name – the name of the employee who fills the position. Use *name*. Fully Budgeted – a position is fully budgeted if all cost allocation adds to 100% for all comp plans included.
Salary Setting Screen First tab - Position information imported from Workday, for information only.
Position tab – col 1 Year – Fiscal year being updated Base/Core Rate – WD current total monthly or hourly rate for base pay only, all funding together Job Code – WD job code Work Months – for faculty, AWP, Annual Work Period FTE – Full-time equivalent, with 100% represented as 1.00
Position tab – col 2 Position – Position number, either from Workday or a pooled position created in KBC Department Identifier – Region code from Workday FLSA – Exempt or non-exempt Pay Months - for faculty, DPP, Disbursement Pay Period Position Eff Date – the start date of the position, from Workday
Position tab – col 3 Position Desc – WD Title related to the position Union Code – applies only to union members Scheduled weekly hours – how many hours an employee in this position works in one week Standard hours – how many hours a full-time employee works a week in this position Job Family Code – WD code that represents a group of job codes
Position Funding Accounts and comp plans loaded from current cost allocation Add new cost allocation Each added line requires empl ID and comp plan
Intended Incumbent When you use the search icon for empl ID within a position, this is the lookup you receive. Note that you may get all incumbents for this search, since you can add funding for any incumbent if the account is yours. This is different from the incumbent pick list from org salary setting.
What do I update? Position Funding changes – Click on Delete to remove funding lines for accounts or comp plans you do not wish to fund. – If you are using the same account, add the new pay rate, divided according to the distribution percent. – Adjust default cost allocation dates, if needed. – Add new lines for new accounts used for cost allocation, remembering to add the employee and comp plan for each new line and click on Add. When all lines have been entered the distribution percent should be 100% for each comp plan.
Comp Plan Compensation Plan – WD KBC Position funding w/comp plan information included
Distribution Percent Cost allocation is updated in the position funding tab on the salary setting screen. Each line represents the cost allocation as associated with a comp plan, and lines with the same comp plan are added together. Split the amount you enter in the rate of pay according to your desired distribution percent. – Example: A monthly pay rate of $1,000 would be split into two lines of 50% each by entering $500 in each line for the rate of pay. – Example: An hourly rate of $30 would be split into two lines of 50% each by entering $15 in each line for the rate of pay. Cost allocation dates are important when entering multiple cost allocation lines.
Entering Rate of Pay Each row represents the cost allocation distribution for the account and comp plan shown, with the cost allocation dates shown. Divide the Rate of Pay into the portions that you want to pay on each cost allocation line. The rate of pay plus the cost allocation dates determines the distribution percent. Each row that splits the cost allocation for one comp plan must add up to 100% for the distribution percent for that comp plan to be fully funded.
Cost allocation- Dates Cost Alloc Start – the start date for the cost allocation row must work with DPP for faculty, and must work with the rate type. (Default start date for non-exempt is 6/19/2014.) Cost Alloc End – the end date for the cost allocation row must work with DPP for faculty, and must work with the rate type. (Default end date for non-exempt is 6/17/2015.) You can reset to default dates by clearing the date fields and then clicking on the add button. Cost allocation dates cannot overlap within a position for the same comp plan. You may need to add additional lines or the dist pct will not be correct.
Dates – split funding To ensure the correct distribution percent for one comp plan, you cannot overlap the cost allocation dates on separate lines. Each time period needs its own set of lines adding to 100% for one comp plan. Note that some core pay for faculty may appear with the same object code, but actually be different comp plans. Check earning codes. Watch the totals and distribution percent when you add lines with different dates. You can check your calculations on the salary setting screens.
AWP and DPP Dates There are start and end dates for the COMP PLAN and another set of start and end dates for the COST ALLOCATION. The example below is for a faculty member who has a nine-month contract (which matches the comp plan dates) but has elected to be paid over 12 months. If you are paying this faculty member for the first semester on one account and the second semester on another account, you would not change the comp plan, but you would have different dates on your cost allocation lines.
Position Funding line Chart – Always SC Account – the GL account used for cost allocation Object – Object code, must match to comp plan and earning Emplid – the incumbent emplid must be repeated in each cost allocation row Memo – if you enter a restricted account in the cost allocation, the memo box will automatically be checked Cost allocation start and end dates – the dates that align with how pay is distributed
Funding line - more Comp Plan – Loaded with the imported data or added for a new line. Some must be selected even for a loaded line. Earning – This is the earning type that goes with the comp plan. It may change if you change the comp plan. Comp plan start and end dates – May be the same as or different from cost allocation dates as determined by the type of pay and the employee type. Rate of pay – the portion of the hourly or monthly pay for that line Rate type – monthly or hourly or bi-weekly Reason select – reasons for the change in pay rate as provided from the selection list. Default is merit. Dist pct – the distribution percent for the rate of pay for that cost allocation, calculated by KBC based on rate of pay and cost allocation dates.
Comp Plan Select Some object codes work with more than one comp plan, so you must select one from the list. The choices for this example are core pay and core pay sponsored funds
Salary Setting totals The bottom of the screen sums up each row of cost allocation. CSF Totals – The sum of CSF amounts for each line. Allocate is the sum of the lines you are entering. Totals less memo amounts is the total after the memo funding lines have been subtracted. This would represent the total that is counted against the control total.
CSF – Explanation CSF (Calculated Salary Foundation) – used in KBC only Estimated annualized total based on the current rate and what was actually paid in Workday as reflected in the KFS labor ledger for each account/object code. Use this only as a reference tool, this number is NOT collected and sent to Workday, NOR does it update anything in the GL budget. If there is no CSF then nothing was imported into KBC from the KFS labor ledger, meaning they were not paid from Workday. CSF amounts for supplemental pay will appear very different from regular monthly or biweekly pay, since the same calculation is used for all comp plans. CSF is helpful for simple cost allocation but can be confusing for multiple line cost allocations with different dates.
Delete, Undelete, Purge Delete marks the funding line for deletion from the position. Undelete recovers a line you previously deleted and now wish to retrieve. Purge marks a line for deletion that you added. Delete lines not needed – It is good practice to delete unwanted lines to avoid confusion with cost allocation.
Incumbents Current employees are called incumbents because they are actively assigned to positions. The changes to incumbents who are in the same positions are minimal in most cases: – Change pay rate – Change cost allocation, if needed In February incumbent data was imported into KBC from Workday, and included labor ledger data from December through February. Once KBC is in final status, with everything closed and balanced, KBC will send back the updated incumbent data to Workday. KBC is considered the approval, so Workday does not generate an approval request unless the change is outside the standards set by Workday HR for KBC. After the load compensation plan and cost allocation with new pay rates will be ready in WD for the new fiscal year.
Incumbent Salary When you use the incumbent pick list to access the salary setting screen, the layout of the fields is slightly different from the position salary setting screen.
Incumbent Pick List Incumbent is defined as the employee who currently fills the position. The following fields are included in the incumbent pick list. Emplid – Employee ID from Workday Financial Object Code – the Object code associated with the comp plans Person Name – The name of the incumbent/employee Employee type – Worker type, i.e. staff, faculty, student, etc.
Removing Incumbent If you have an incumbent that will not be associated with your position next year and has not been removed in Workday already, you can end the incumbent funding by VACATING the position. You can add funding to that same position with the empl ID showing as Vacant. Or you can add funding to a pooled position.
Incumbent Screen The position demographics that you saw in the first tab of the position salary setting layout is now gone, because you are viewing everything from the view of the incumbent rather than the position. You will see only the employee ID and name on the incumbent tab. Incumbent Funding tab: – All of the funding lines are the same, with the exception that you add the POSITION to the incumbent funding line. – Each funding line will contain the position information that you saw on the first tab in the position salary setting screen, such as base rate, hours, job code, FTE, etc. – From this view you would be able to see if the incumbent is assigned to more than one position, which is rare.
Adding funding lines You can add a new funding line to a position or an incumbent, as long as you are looking at the whole position (not Quick Salary Setting view.) Fill in the object code and the comp plan select list will populate based on that object code. Add the empl ID to the position, or the position to the incumbent, depending upon which view you are using. Be sure to delete funding lines that are involved in your cost allocation before adding new ones. Default dates will populate added lines, so change them if needed.
Quick Salary Setting You can only connect to quick salary setting from the account edoc by entering a 0 in the allocated field and then clicking on the salary setting button next to the object code. Use this only when you are troubleshooting or balancing an account with compensation and you are looking from the account/object view rather than from the position view. You will see only funding lines for that account and that object code, but for all associated positions.
Link from Quick view You can update funding here or you can link to the position or the incumbent view. Linking to the other views allows you to all funding for the incumbent or position.
Memo Entries Those accounts that are not budgeted in KBC will still collect the data for reference and for updating to Workday. They are referred to as memo on the funding lines. – Sponsored project accounts. – Restricted accounts. Memo entries are not included when balancing the allocated to the control budgets in KBC, but you enter them to fully budget your positions.