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FBS SUMMER CONFERENCE August 2003 BUD and Salary Audit Update.

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Presentation on theme: "FBS SUMMER CONFERENCE August 2003 BUD and Salary Audit Update."— Presentation transcript:

1 FBS SUMMER CONFERENCE August 2003 BUD and Salary Audit Update

2 Agenda n Introductions n Whats New With SalaryAudit n Salary Audit Helpful Info n BUD Fall Release –Transferability n Installation Information n BUD Tips

3 INTRODUCTIONS n Kathy Horky, System Accountant n Sherry Peele - Salary Technician n Marie Houston - Salary Technician

4 Salary Information ê Whats New ê Salary Audit Tips

5 Whats New for Salary Audit FY 2004 n No Bump List is on the Web

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8 Whats New for Salary Audit FY 2004 n See Note information is on the Web

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13 Whats New for Salary Audit FY 2004 n New Security Model –new address: http://licsalweb.dpi.state.nc.us –old: dpiweb.dpi.state.nc.us

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16 Whats New for Salary Audit FY 2004 n New Security Model –You must access Sal/Lic via the new address in order to see the See Notes –If you cannot get in to the Lic/Sal web page using the new address, contact Doris McCain @ (919) 807-3731.

17 Whats New for Salary Audit FY 2004 n 1% Penalty will be applied to Prior Year Salary Audit Exceptions –New Policy goes to State Board in September

18 Whats New for Salary Audit FY 2004 n 1% Penalty will be applied to Prior Year Salary Audit Exceptions –You will have 90 days to clear exceptions After the 90 day letter –In other words, by Dec 31, 2003 –Also includes outstanding FY 2002 exceptions

19 Whats New for Salary Audit FY 2004 n 1% Penalty will be applied to Prior Year Salary Audit Exceptions cont. –Calculate 1% of State Overpaid shown on the Exception Impact Report

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21 Whats New for Salary Audit FY 2004 n 1% Penalty will be applied to Prior Year Salary Audit Exceptions cont. –and calculate 1% of over-used months shown on Allotment Report - Months Allocated vs Months Used times monthly allotted salary

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24 Whats New for Salary Audit FY 2004 n 1% Penalty will be applied to Prior Year Salary Audit Exceptions cont. –The salary overdraft information and penalty will be included on the Allotment Overdraft Report for 13th Period (JHA356EG) –Use the Penalty Payment option in BUD (AUPP) to pay the penalty. Be sure to flag as Prior Year.

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27 Whats New for Salary Audit FY 2004 n Principal Salary Calculation –Changing to only calculate on Periods 3, 7, and 11 –We are dropping the calculation on Period 12

28 Whats New for Salary Audit FY 2004 n Announcement Page to tell LEAs when pay vouchers are inserted –Please watch the announcement page instead of calling DPI.

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30 Whats New for Salary Audit FY 2004 n No Bump List is on the Web n See Note information is on the Web n New Security Model n 1% Penalty will be applied to Prior Year Salary Audit Exceptions n Principal Salary Calculation n Announcement Page to tell LEAs when pay vouchers are inserted

31 Salary Audit Helpful Info

32 Certified Salary Refunds/Adjustments n BUD Transactions for Certified Salary objects must have a parent/child relationship. n You must use the F6 key to create the offsetting entry. The F6 key creates the parent/child relationship. n Salary System will Reject BUD batches w/o Parent/Child relationship.

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36 Form G n Licensure Section grants authority to the teachers who hold a masters degree in a non-teaching area.

37 Form G n As assignments change from year to year, LEAs request Licensure to grant placement on the M salary scale for teachers in a non-teaching education area.

38 Form G n There is a Web screen that lists of all individuals by LEA that are currently on the M salary schedule. n Each LEA needs to review the web page. n LEAs should send the FORM G to Licensure for any needed changes, additions or deletions. –Includes changes in school assignment

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41 Salary Exceptions and the BUMP n DPI completed the experience BUMP on July 7, 2003. –This means that employees who worked 6 months or more, received an additional year of experience on their license. n The FY 2003 No Bump list is now online.

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44 Salary Audit Group n We are part of the Information & Analysis Section in School Business n We are only a staff of 2, so please be patient when calling us. We will get back to you. n Personnel Policy Questions should go to School Personnel Support section of School Business.

45 Salary Administration/License System n Effective July 1, 1999, LEAs can pay workforce development teachers holding a restricted license from PRC 001 –Request approval from Licensure

46 Salary Administration/License System n Teacher Orientation –Licensure will notify Salary Audit staff of teachers who apply for initial license with more than 1 year of teaching or non- teaching experience –Must be paid PRIOR to April 1 –3 days of orientation pay based on certified salary of the employee

47 Auditing Tips n Salary Exceptions –Zero Salary assignment We will use the Salary/Licensure web screen to let you know if you have a license problem with your employee Audit Exception - Zero Salary Probably out-of- field Check Attachment A for required license area –See Note comments are now on Web

48 Audit Tips cont n Moving an employee from one position to another when employee is on installment pay –Make sure you inactivate current assignment –Re-create identical assignment with new budget code Note: Contact Software Vendor for further instruction

49 Audit Tips cont n Salary Splits for # of Days Employed –You cannot do these with BUD –Please contact Sherry Peele or Marie Houston n Drivers Education –DMV certification - Use Object Code 199

50 Audit Tips cont n Prior Year Salary Exceptions –When trying to correct w/in the same PRC, must submit a manual 202 n Correcting Prior Year w/ Data File –Be sure to flag as prior year –If correcting in July or August, be sure to flag as installment –Call your vendor if you are unsure of what to do

51 Audit Tips cont n Verify BUD batches –Check BUD Communication Forms before calling us! –If approved, verify to see if results were what you wanted –If not approved, check error message, and –Compare BUD entry with voucher inquiry screen, make corrections and resubmit if necessary

52 Audit Tips cont n Tips for BUD batches – Keep batches small Easier to balance Recommend 30 lines or less Future Release of BUD will limit # of lines in a batch –Submit batches frequently Do not wait until you have 10 or more batches before you release them

53 Audit Tips cont n Do not submit batches with multiple updates the same day –Wait until you have been notified that the batch has been approved, THEN submit another batch –DPI is working to enhance the salary system to accept multiple updates

54 Audit Tips cont n Verify your Allotment Management Report, which is on the Salary/Licensure web page.

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57 Audit Tips cont n Verify your Employee Roster –Especially important for assignment of Principals salary –This report is also on the Salary/Licensure web page

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62 Any questions on the Salary Audit information?

63 BUD NEWS BUD 6.2.0 Fall Release

64 BUD Fall Release n Changes for the No Child Left Behind legislation: 1) New Federal Transferability Accounts: –8100-721 TRANSFER IN (credit balance) –8100-722 TRANSFER OUT –Use these accounts to transfer: federal budget amendments, and transfer federal expenditures

65 BUD Fall Release n PRCs that can accept Transfers-In: –048 - DRUG FREE SCHOOLS –050 - ESEA CHAPTER 1 LEA BASIC PGM –059 - ESEA CHAPTER 2 FORMULA –103 - Improving Teacher Quality –107 - Educational Technology-Formula

66 BUD Fall Release n PRCs that can Transfer-Out: –048 - DRUG FREE SCHOOLS –059 - ESEA CHAPTER 2 FORMULA –103 - Improving Teacher Quality –107 - Educational Technology-Formula

67 BUD Fall Release contd 2) Screen Changes: êProgram Report Code Inquiry (FIPR) êFederal Amendment (FUAB)

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71 BUD Fall Release contd 3) New BUD screen for federal transferability expenditures. êTransaction Type Inquiry (AITT) displays the new Tran Type (FTR) ê New option on the Adjustment Update Menu - Option #11 - AUFT

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80 BUD Fall Release contd n Added PRC 104 Administration Edit n Changed the PRC 050 Administration Edit from 15% to 12%

81 Installation Information

82 Error Messages n When installing a BUD Release/PTF, the system may generate Error Messages. n STOP!

83 Error Messages n Do not press enter or select an option to Cancel, Dump, Ignore, or Retry. n Print the error message before you call the Customer Response Center for assistance. n Do not sign off after you print the error message.

84 Error Messages n Call the Customer Response Center at 919-807-HELP (4357) to report the error message. n Tell the dispatcher that you are installing a BUD Release/PTF.

85 Contacting the DPI Customer Response Center n Call 919-807-HELP (4357) and speak to a dispatcher or leave a voice mail message. n E-Mail the Customer Response Center: help@dpi.state.nc.us.help@dpi.state.nc.us

86 Contacting the DPI Customer Response Center n Call the Customer Response Center at 919-807-HELP (4357) if you have questions on: –How to Use the BUD System –Help Screen Error Messages/Bugs –How to Install BUD Releases or PTFs

87 How to Log a Call at the Customer Response Center n Give the dispatcher your LEA Number. n Your Name and Telephone Number. n Identify BUD as the application you are using. n Provide a detailed description of your problem.

88 How to Log a Call at the Customer Response Center n Provide the Customer Response Center with a print out of the error message. n Send the fax to 919-807-3246.

89 General BUD Information Communication Forms

90 How do I make sure DPI has received my file? n Type: DSPMSG on command line n Verify you see the following message:

91 Adjustment Message

92 Initial Budget Message

93 Amendment Message

94 What if I dont see the Message? n Go to a command line and type: WRKDSTQ and press enter n What will you see:

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96 Verify Distribution Queue Status n Status should read, waiting n If status reads, retry-fail or retry-wait: – type 3 in the option column to place queue on hold, –then 6 in the option column to release the queue n Press F5 to see if the numbers decrease in the Current column to 0.

97 Verify Distribution Queue Status n Status column should change to waiting. n If the Status does not change to waiting, contact your AS/400 Operator. n AS/400 Operator should verify the SIPS line and controller are active.

98 Verify Distribution Queue Status n If line and controller are not active, vary both of them off and back on. n If the status still does not change to sending or waiting, call the DPI Customer Response Center at 919-807- HELP (4357).

99 Missing Communication Forms? n Sign on to BUD as BUDPUSER n As you sign on as BUDPUSER, the Display Messages screen will appear if you have received any communication from DPI.

100 Check Messages

101 Missing Communication Forms? n Review and Delete your messages, then press Enter to continue signing on to the BUD System. n Go to the Fast Path Field and enter SURF –This can be done from any menu screen within BUD –SURF will call the SUUF (Update Files) program

102 Run SURF

103 Missing Communication Forms? n There is an audit trail report of all files/communication forms received. –SUUF Reports

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105 Missing Communication Forms? n If you are still missing communication forms and it has been at least five days after sending batch to DPI, get the transaction type(s) and batch number(s) for the missing batches n Call Customer Response Center at 919-807- HELP (4357). DPI will send you the communication forms again.

106 Other Ways to Access Communication Forms n For Federal Communications –FICF - Federal Communication Inquiry Screen –FRCF - Federal Communication Report

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112 n For Adjustment Communications –AICF - Adjustment Communication Inquiry Screen –ARCF - Adjustment Communication Report –Press F8 - Item Comment from any Inquiry Screen to view the comments Other Ways to Access Communication Forms

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117 Copy Batches Denied by DPI n Only Copy Batches with a batch status of D on the AICF Screen n Purpose is to correct errors in the Batch without having to key the batch again.

118 n Copied Batch has the same Batch Number, but uses the current date for the Batch Creation Date n Once the Batch is copied, the Batch Status code becomes a C n Batches can only be copied once Copy Batches Denied by DPI

119 n Once errors are corrected, the batch is submitted to DPI for processing n LEAs should not interface to their GL when batches are resubmitted Copy Batches Denied by DPI

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126 What happens if you try to copy a batch with approval status of A or C?

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128 Box in F6

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130 General BUD Information Chart of Accounts Inquiry/Reports

131 Chart of Accounts Inquiry n Enter AICA in the Fast Path field to access the Chart of Accounts Inquiry Screen. n Press Enter. n When the screen is first displayed, it is blank. n Type the fund and PRC you want to view and press Enter.

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136 Chart of Accounts-ARCA n This report will allow you to print part of or all of the chart of accounts. n You select any or all of the following: –Fund, –PRC, –Purpose, and/or –Object.

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138 Federal Chart of Accounts n The Federal Sub-System has COA information also: –FIPO – Chart of Accounts Inquiry Screen –FRPO – Chart of Accounts Report

139 Federal Chart of Accounts n Enter FIPO in the Fast Path field to access the Chart of Accounts Inquiry Screen. n Press Enter. n When the screen is first displayed, it is blank with a 3 hard coded in the fund field. n Type the PRC you want to view and press Enter.

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143 Another Note n Receive your files at least weekly! –Receive files daily in June. n The Financial Vendors verify your State and Federal account entries against the COA in BUD. n This allows you to correct the account at the point of entry - Payroll and Accounts Payable.

144 Federal Budget and Amendment Information

145 When can you change the rounding flag? n The default rounding flag is initially keyed into the FUOT screen n The rounding flag parameter can only be changed prior to sending initial budget to DPI

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147 Allotments and Carryover Amounts n The Program Report Code Inquiry (FIPR) Screen displays Federal Allotment and Carryover information.

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149 Allotments and Carryover Amounts n Points to remember: –You must amend your budget if the allotment or carryover amount change after submitting the initial budget. –DPI transmits Allotment information twice a month. Be sure and receive your BUD files on a regular basis.

150 Notes About Amending the Budget n An amendment cannot be deleted. n Line items cannot be deleted. They can be zeroed out. n You may only delete line items added in the current amendment.

151 How do you adjust an invalid account code on an amendment? n Select the invalid account code by typing C for change n Reverse out the full amount

152 How do you adjust an invalid account code on an amendment? AMENDMENT PRC 17 C 3.5100.17.312.000.000.00 Approved Adjusted Revised 10,000.00 10,000.00- 0

153 System Information - Sending to DPI - Security

154 Sending to DPI n The information will be sent to DPI if the error is preceded by the word Warning Warning: Account code not found in your G/L System n The information cannot be processed and sent to DPI if the error is a hard stop error: Acct code not found in your G/L System

155 Sending the Initial Budget n Use SUIB to create the Initial Budget file to send to DPI. NOTE: The budget will not transmit to DPI if any error conditions exist. Check your printouts to be sure there are no errors. n The Finance Officer and a designee should be the only ones with access to this program.

156 Sending the Initial Budget n Do you want to post the budget to your GL? –Set Update GL option – Y if you want to interface with your GL, or N to not interface. –The default is set on Budget Options Update (FUOT) screen. –You have the opportunity to set the option as you send each PRC.

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158 Sending the Budget Amendment n Use SUAB to create the Amendment/Transfer file to send to DPI. –WARNING: The budget will not transmit to DPI if any error conditions exist. Check your printouts to be sure there are no errors. n The Finance Officer and a designee should be the only ones with access to this program.

159 Sending the Budget Amendment n Do you want to post the amendment/transfer to your GL? –Set Update GL option – Y if you want to interface with your GL, or N to not interface. –The default is set on Budget Options Update (FUOT) screen. –You have the opportunity to set the option as you send each PRC.

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161 Sending Batches to DPI n Use Close Batch and Send to DPI (SUCB) option to send: –Transfers –Refunds –Salary Adjustments –Penalty Payments –Transportation Refunds –New Federal Expense Transferability

162 Sending Batches to DPI n The system will default to the current processing month. n Change the processing period to the prior month, if needed.

163 DPI Processing Periods n July - 1 n August - 2 n September - 3 n October - 4 n November - 5 n December - 6 n January - 7 n February - 8 n March - 9 n April - 10 n May - 11 n June - 12

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165 DPI Processing Rules n DPI does not process Automated 202s on the last two working days of the month. –Example: August 28-29, 2003 would not be approved until the September 2, 2003. n When you send a Refund, the cash entry is always posted using the current month regardless of the processing period requested.

166 Notes About BUD Security n You can secure Federal Budgets and Amendments by program/screen and PRC n You can allow someone to create a planning budget, yet only allow the Finance Officer to send it to DPI

167 Notes About BUD Security n You can give someone inquiry access only: –COA –Communication Forms n Use Update User Information (SUUI) program on the System Tables Menu (STMU)

168 Notes About AS/400 Profiles n You can set a User Profile to go straight to the BUD Main Menu –eliminates chgcurlib budp command n You can set a user profile to print reports to the queue. Then the user can review the reports online and only print when necessary - especially the System Update (SUUF) audit reports.

169 How Do I? n If you have questions: – about AS/400 profiles or – BUD Security Please call the Customer Response Center.


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