BUDGET UPDATE DOCUMENT (BUD)

Overview Purpose of the Budget Update Document What to budget? Where will the BUD load from? How will budget documents be created? Explore sections of the BUD Budget Approval HRMS Assignments 2

Purpose of the BUD The Budget Update Document will be used to set the budget for a specific budget group. ◦ Creates transactions to establish budget in *DEFINE. The BUD will include position details if a position has budgetary funding. ◦ Position details are included to assist in calculating salary subtotals.  If rate recommendations are made in the BUD, these recommendations will load to the Salary Update Document (SUD). ◦ Positions in the BUD will not create assignments in HRMS or appointments in *DEFINE. ◦ Position updates in the BUD will not update actual funding records in HRMS. 3

What to Budget Budget Groups that have been budgeted in the past ◦ To see what budget groups are currently budgeted, use the Document Status Listing on the web that can be accessed from the BUD site or via: ◦ ◦ If a budget group is on this list as budgeted, then a BUD has to be created and approved forward for it. As long as the budget group is listed as budgeted, the budget group will show up in the official budget. ◦ If you want to zero out a budget, you must create the BUD, zero out the numbers and approve it forward. Because two years of data appears in the printed budget, a budget group can only be removed from the budget when both years are zero in the BUD. 4

What to Budget (cont.) New Budget Groups to the Budget ◦ E&G (14 & 20) Accounts – These accounts have to be reconciled so they are only budgeted if there is a permanent funding source. The funding source would show up in Section 8 of the BUD as a commitment, allocation, or account transfer. Non-E&G ◦ Designated (19) & Auxiliary (29) Funds – The general rule is that a budget group should have recurring annual income of $50,000 or more to be budgeted. ◦ Service Center Accounts (18) – Any new service center budgets should be reviewed by the Indirect Cost section of the Office of Accounting (Virginia Oviedo) ◦ Contracts & Grants (26) – Few departmental 26 accounts are budgeted through the operating budget process. Those that are budgeted are in large research units that use clearing accounts and have many administrative & professional personnel. ◦ Gifts & Endowed Income (30) –  Gifts are generally not budgeted in individual 30 accounts.  Endowed 30 accounts are budgeted using the payout rate times the LTF units. Income amounts are updated by the Budget Office prior to the start of the budget process for existing budgeted accounts. If you have any new 30 endowed accounts that you wish to budget, please contact the Budget Office as soon as possible. ◦ For non-E&G accounts, the Budget Office analyzes the totals that have been budgeted at the department level and compares to actual trends in previous years. The Budget Office then creates BUDs on non-numeric budget groups (“dummy”) to bring the total budget in line with our forecasts. 5

BUD Data will load from two sources: For salary subaccounts (-01, -09, -10), position information will load from HRMS. ◦ Position information will only load in a BUD if a position has budgetary funding.  For filled positions, the rate that loads in the BUD will be the incumbent’s rate that is effective 9/1 of the next fiscal year in HRMS for that position.  For vacant positions, the rate that loads in the BUD will be the FY Baseline that is effective 9/1 of the next fiscal year in HRMS for that position.  The allocation that loads in the BUD will be determined by the budgetary funding distribution that is effective 9/1 of the next fiscal year in HRMS for that position. For non-salary subaccounts, the account totals will load from the current fiscal year budget plus permanent transfers processed prior to the BUD load. 6

CREATING A BUD DOCUMENT: *Recommended Browser for MAC and PC: FireFox Test environment: Production environment: 7

BUD Home Page Home tab – Users can access their inbox or search for a document by budget group or document ID. Budget Group tab – Users can access the create, status, or summary tab for a budget group Budgeted Funding by Position/EID tab – Users can look up budget groups and budget documents for a position by position id or EID Document tab – Users can access their inbox or search for a document by budget group or document ID. 8

Verify your Creator Desk/View (Budget Group tab) Users can update their desk/view via the lookup icon to the right of the displayed desk/view. The desk/view used must be authorized for the BUD command to be able to create, view, and/or update Budget Update Documents. 9

Document Status Listing From the Budget Group > Status tab, users can access the document status page. ◦ This page will allow users to get a listing of budget groups for a unit with the following optional filters:  Include Reports-to Units  Display Budgeted Account Groups Only  Include Units with no Budget Groups  Display Active Budget Groups Only ◦ Users can access already created documents from this page by clicking on the Document ID link. ◦ Listing results can be downloaded into Excel 10

11 Clicking the status tab will open a new window with the Document Status page: Document Status Listing

Summary of Documents in Your Inbox From the Budget Group > Summary tab, users can access the document summary page. ◦ This page allows users to get a listing of budget groups in their inbox.  If the budget group is a non E&G budget group and does not have salaries, users can mass VER and APP these documents from the Summary page.  Users can access already created documents from this page by clicking on the Document ID link. 12

Create a New Document Budget Group > Create Tab To get a listing by unit code – Enter a seven digit unit code, select ‘Unit Code’ from the pull-down and click go. ◦ Note: Listing by unit code only retrieves budget groups that are directly owned by the unit code entered, budget groups that are included in units that report to the unit listed are not displayed. From the display list of budget groups, you can create an individual budget document or multiple budget documents. To get a single document by budget group – Enter a budget group in the entry field, select ‘Budget Group’ from the pull-down and click go Documents can be created for: ◦ All fund types or individual fund type; and ◦ Previously budgeted, non-budgeted, or non-numeric budget groups 13

Listing Budget Groups to be created for a Unit 14

Click on the Document ID Documents that have been created will be listed on the Document Create page below any documents that have not been created. Budget groups display in groups of 20 in numeric order. To access the budget update document (BUD), click on the document id. * NOTE: To return to this listing page once you are in a document, click the ‘Budget Group’ tab at the top of the screen. * 15

Select Created Document 16

BUD - Navigation Menu To travel to different sections in the document, use the Navigation Menu on the left side of the screen. 17

BUD Updates/Recommendations Users will be able to make budget recommendations in various sections of the BUD: ◦ Account Summary – This section houses all appropriation code/subaccount combinations for a budget group. Non salary subaccount and salary reserve/merit pool recommendations can be made in this section. ◦ Base Pay – This section includes subsections for Faculty, A&P, and Classified positions and allows users to update the permanent base pay for those position types. ◦ Additional Pay - This section includes subsections for Faculty, A&P, and Classified positions and allows users to update the permanent additional pay for those position types. 18

BUD Updates/Recommendations BUD sections (cont) ◦ Other Expenditures – This section allows users to view and update only non-salary expense subaccounts and salary reserve accounts ◦ Revenue – This section includes subsections for Income, Transfers and Beginning Balances and allows users to view and update revenue subaccounts. ◦ General Budget Info – This section allows users to view the general budget information 19

Document Review The default page for all budget update documents is the Document Review page. On this page, users can take document actions or review a summary of the budget document. When the user first lands on the document review page, the Document Actions widget will be open to display. Budget document users are able to Hide/Show this widget via a link to the right of document actions header. ◦ Users will take all actions (VER, APP, FYI, DEL, RPA) in the Document Actions Widget 20

Document Actions 21

Document Review Below the document actions is a summary of the budget document recommendations by Revenue (for Non E&G accounts) and Expenditure category, if applicable. The budget recommendation summary only shows rows for a category if that category exists in the document. As revenue is not applicable for E&G accounts the Revenue section(s) will never display. For other fund types and accounts, each expenditures/revenue category displays based on whether or not that category is contained in the document 22

Document Review (cont) If a category exists in a document but nets to zero, the category will show in the document review with $0 as the amount. For example, if a document exists with transfers in and out that net to zero, the Transfers line will appear with $0 as the amount. However, if no transfers exist, the Transfers line will not appear. The budget recommendation summary will update as changes are made within the document. 23

Document Review 24

Account Summary This section is a summary of all subaccount/appropriation code combinations that are in the BUD. The account summary will default to the “Summary View”. The summary view gives a single line listing of each subaccount/appropriation code combination with title, prior year amount, recommended amount, amount change, percent change, and actions. To view additional information, if applicable, users can click the Edit link to access the detail view for a subaccount/appropriation code combination. Users can make updates to any subaccount/appropriation code combination from this section (via edit, itemize, delete or restore), view the history of approvals by subaccount, and reconcile each subaccount (E&G only). 25

Account Summary 26

Account Summary Actions Edit – Users are able to make updates to the Recommended amount and Title via the edit link. ◦ Users will not be able to update the recommended amount for salary type appropriation codes (1A, 2A, or 3A) or for amounts that have been itemized. Itemize – Users will be able to make recommendations to the recommended amount via itemization. Itemization allows users to enter amounts with descriptions. The amounts from itemization will total and this will be the amount that will display on the “Summary View” for recommended amount. ◦ Users cannot itemize salary type appropriation codes (1A, 2A, or 3A). 27

Edit Action 28

Itemize Screen 29

Account Summary Actions Delete – Users will be able to delete subaccount/appropriation code entries depending on certain conditions: ◦ Salary type appropriation codes (1A, 2A, or 3A):  Users can never delete salary type appropriation codes if there are undeleted positions that make up the recommended total.  Users can delete salary type appropriation codes if all related positions have been deleted. This deleted line will continue to display in the document with a line stricken through. This line can be restored. The recommended amount for this line will not be calculated in the document totals.  Users can delete salary type appropriation codes if there are no positions in the recommended year and no total in the prior budget year. Once deleted, this line will no longer show in the document and cannot be restored. 30

Account Summary Actions Delete (cont.) Non-salary type appropriation codes: ◦ If both the prior year amount and the recommended amount are zero, once deleted, the line will no longer show in the document and cannot be restored. ◦ If either the prior year amount or recommended amount do not equal zero, the line can be deleted but will continue to show in the document with a line stricken through. This line can be restored. The recommended amount for this line will not be calculated in the document totals. Once deleted, if the line is displayed but stricken through, the only actions available are restore and history. All subaccount types cannot be deleted if there are allocations to that subaccount 31

Delete Action 32

Account Summary Actions Restore – Users will only see the restore link on lines that have been deleted and have a line stricken through. ◦ The restore link will return a line that has been deleted to active, and the totals for that line will be calculated in the document totals. History – This link will give users a pop-up window that will show the history of recommended amount by approver. The amount and approver will only update at an APP of the document. 33

Restore Action 34

History of Recommendations 35

Account Summary Actions Reconciliation (E&G only) – This link will take users to a reconciliation summary for that subaccount. Users can view allocations, commitments, account transfers, and adjustments by subaccount. See Reconciliation section for additional details. 36

Reconciliation 37

Account Summary Actions Add a new subaccount – Users can add a new subaccount via the ‘add a new subaccount’ link at the bottom of the page. ◦ When adding a new subaccount, if a recommended amount is entered for a salary type appropriation code, the amount will not save. Recommended amounts for these appropriation types are calculated. ◦ Audits run at the save of adding a new subaccount to check valid subaccount/appropriation code combination, transfer account applicability, and recommended amount validity. 38

Add New Sub-Account 39

Base Pay The base pay section will be used to make rate recommendations for positions. Clicking the Base Pay header will take users to a page with links to the Faculty, A&P, and/or Classified sections. If any of these sections are not available (do not exist) for the budget document, a message will inform the user. Base Pay does not include permanent additional pay. With the sections, information will display in a summary view. ◦ EID is a link that will take users to the Incumbent Details page in HRMS ◦ Position ID is a link that will take users to the Position Details page in HRMS ◦ A dollar sign icon will display to the right of each position ID. This icon will take users to a pop-up window displaying budgeted position and incumbent information across budget groups. Adjustments: For each section, users can make updates via the Adjustments in the detail view. Users can use each adjustment type once but may use all adjustment types for a single position. The adjustment amount(s) will be added to the recommended rate. ◦ Faculty have six adjustment types ◦ A&P have five adjustment types ◦ Classified have six adjustment types 40

Base Pay Allocation: The allocation for that position will be calculated using the recommended rate, hours per week of the position, and distribution. The allocation for each position will be totaled and this amount will display as the recommended amount on the Account Summary for that subaccount. To change how much of a position is budgeted on an account, users can make updates to the distribution for that position. Remove funding/change funding account: To change the budgeted account that funds a position, users would delete the position from the existing budget group and add the position as a new position to the desired budget group. ◦ Deleting positions from a BUD will not end the position in HRMS 41

Base Pay Section 42

Additional Pay The additional pay section will be used to make recommendations for permanent additional pay. Clicking the Additional Pay header will take users to a page with links to the Faculty, A&P, and/or Classified sections. If any of these sections are not available (do not exist) for the budget document, a message will inform the user. Additional Pay: For each section, users can make updates via the Additional Pay types in the detail view. Additional Pay is changed by total amount and not in incremental increases. Users can use additional pay types more than once. Additional Pay types are determined by job type. 43

Additional Pay 44

Revenue This section is a subset of the Account Summary that will show only those appropriation codes that are income, transfer, or beginning balance based on the section that is selected. If users select the Revenue header from the left navigation menu, they will be taken to a page with a link to each of the following sections. These sections can also be accessed via the left navigation menu. Income – This section will return only those accounts with income appropriation codes. This section has the same functionality as the account summary. Transfers – This section will return only those accounts with transfer appropriation codes. This section has the same functionality as the account summary. When adding a new subaccount from this section, the ‘add a new subaccount’ view will always have the transfer account box. Beginning Balance – This section will return only those accounts with a beginning balance appropriation code. This section has the same functionality as the account summary 45

Revenue Section The Revenue header takes user to a page to view subsections by income, transfer, or beginning balance appropriation codes. 46

Transfer Section 47

General Budget Information This section provides general information about the budget group to the user. Budget Group Short/Long Title (only updateable by Budget Office): ◦ For budget groups just created, this information will pull from the Accounting profile (CA3). ◦ For budget groups previously budgeted, this information pulls from the prior year document. Unit Code (not updateable) Department Head Name ◦ Users can enter/update the department head eid Department Head Title ◦ Users can use the lookup function for the title field to select a title associated with the current department head or enter a title directly. This field is always updateable. Remarks – Users can enter remarks. Certain symbol characters are not allowed in freeform textboxes for security reasons. 48

General Budget Section 49

Reconciliation For E&G accounts only, users can view a summary of the allowable and expended budget for a budget group or subaccount. Allowable budget is comprised of the prior year’s final budget amount, commitments, allocations, account transfers, and adjustments. The budget document expenditures total is a summary of the expenses for the budget group (or subaccount). If there are no commitments, allocations, account transfers, or adjustments, the word None will display in the Recommended column. If there are any details for any of these headers, the header will be a link to take users to additional information. ◦ Commitments and allocations are entered by a different application and therefore are view only. They can only be accessed via the reconciliation summary. ◦ Account Transfers and Adjustments can be updated in the document. Each has its own section in the document. 50

Reconciliation View 51

Reconciliation-Account Transfer 52

Commitment/Allocation Pop-up The pop-up for commitments and allocations is the same format: Commitments: Allocations: 53

Document Completion/Approval Once documents are completed, users can return to the Document Review tab to take any necessary actions. At approval, documents will route according to the routing path established in *DEFINE US 1 for BUD documents. 54

Final Budget Approval - BOR After Board of Regents final approves the budget: BUDs load to accounting and budgeted subaccount information establishes available budget. For the budget fiscal year the following information is loaded to HRMS from the BUD: Budgetary funding accounts and distribution for all budgeted positions FY baseline for vacant positions Original Budgeted Rate for filled and vacant positions Budgetary funding changes for that fiscal year are locked Budgetary funding records for the next fiscal year are copied from the current fiscal year budgetary funding records as a starting point. 55

HRMS HRMS creates 9/1 appointments for all active positions using incumbent rates, including salary changes that are made in the salary update document, that are effective 9/1. 56

Questions? 57

Salary Update Document (SUD) After BUDs are received in Budget Office, the Salary Update Documents can be loaded. ◦ Budget Office will control the date the SUD opens Purpose of the SUD: ◦ Make rate and existing permanent additional pay recommendations effective 9/1 for incumbents in filled monthly paid positions that are owned by one unit. SUDs: ◦ Are created by owning unit and job type ◦ Will display funding accounts but these will not be updateable ◦ Will not include changes to funding distribution ◦ Do not include vacant positions “Go Live” is scheduled for April. 58

HRMS, BUD, and SUD 59

Mass Update Document (MUD) Used for making the same change(s) to multiple positions Based on positions in owning unit ◦ Positions can be selected to be placed on the document Same change(s) have to apply to all positions Examples ◦ Positions being moved to new Owning Unit ◦ Positions being moved to new Reports To Position ◦ Positions being moved to new location, new phone number, mail code, etc. “Go Live” is scheduled for March. 60