College of Arts and Sciences - Budget PeopleSoft Training 4/13 – 4/15/10 CAS ATC Training 4/13 - 4/15/10

CAS Budget Spreadsheet (Roster) CBM Campus Budget Model of Peoplesoft NYS Accounting System SMRT THE BUDGET PROCESS CAS ATC Training 4/13 - 4/15/10

 Roster by person is exported from Peoplesoft into Excel  Adjustments made as information is received as approved by the Office of the Provost (we will only budget approved activities)  Budget lines are entered into the PeopleSoft CAMPUS BUDGET MODULE (CBM)  Budget data reviewed and approved by SB Administration  Budget data electronically forwarded to Albany  Albany converts budget data into SMRT System CAS ATC Training 4/13 - 4/15/10

 BUDGET: An approximation of the expenses of a department utilizing best information available, assists in monitoring expenses  TARGET: The set amount of funding authorized by the Dean for a department to spend  DEFICIT / SURPLUS: The difference between the actual expenses and the target CAS ATC Training 4/13 - 4/15/10

 We budget using negative amounts for salary savings, anticipated funding, and anticipated journal transfer  Some budgeted negatives will result in automatic journal transfer CAS ATC Training 4/13 - 4/15/10

1. Log in to Peoplesoft 2. Click “Budget” 3. Under “Inquire” click “Account Salary Detail” 4. Enter department account number in 8 digits format (4200XX00) 5. Click “Search” 6. Click “View all” to expand for all entries 7. (Optional) Download the roster to Excel with one click! CAS ATC Training 4/13 - 4/15/10

Faculty & Staff: These are listed by name individually. Adjuncts: These are entered into the CBM as one combined line with a standard value of $40,000 per 1.0 FTE. Your spreadsheet roster will list each by name. We will maintain the details (names, number of courses, per course payment, etc.) on a separate spreadsheet. TA’S: These are entered into the CBM as one combined line. CAS ATC Training 4/13 - 4/15/10

CBM ROSTER (continued)

CAS ATC Training 4/13 - 4/15/10 CBM ROSTER (continued)

The department roster can be exported to Excel with one click! The Excel spreadsheet should automatically open In a new window. CAS ATC Training 4/13 - 4/15/10 CBM ROSTER (continued)

1. Log in to Peoplesoft 2. Click “Budget” 3. Under “Use” click “AF Account Distribution” 4. Enter department account number in 8 digits format (4200XX00) 5. Click “Search” 6. Tabs: “AF Account Summary”, “AF Account Payroll”, “AF Account FTE”, “AF Account OSE”, “AF Account OTPS” CAS ATC Training 4/13 - 4/15/10

AF Account Summary: Department total, this amount will equal your target when complete. AF Account OSE: Salary savings, savings from LWOP or sabbaticals, transfers to IFR’s including fellowships, and revenue are entered in this section. AF Account OTPS: Please review OTPS for accuracy of components! CAS ATC Training 4/13 - 4/15/10

CBM OSE (continued)

CAS ATC Training 4/13 - 4/15/10 CBM OSE (continued)

CAS ATC Training 4/13 - 4/15/10 CBM OSE (continued)

CAS ATC Training 4/13 - 4/15/10 Thanks to Diane Thide of the Budget Office! Reports