1. Kuali Budget Construction Training Catherine Maddaford KBC Administrator

2. FINDING EMPLOYEES IN KBC Kuali Budget Construction

3. Workday Region In Workday, the Region code appears in the JOB tab under Organizations The Cost Center Hierarchy indicates the organization code associated with the Payroll Clearing account for that position, which may or may not correctly indicate how that region code is mapped in KBC.

4. Region Code Mapping Your KBC position pick lists and incumbent pick lists include “your” employees and positions. Your region code (AKA home department code) must appear in the position in Workday for the position to be considered “your” position. Region codes from Workday are then “mapped” to the organization codes by the KBC team, and the mapping is entered into a KBC table. The incumbent will appear in the incumbent pick list for the same org code ONLY if the accounts map to the same org code as the region code.

5. Finding Region Lookup Financial Maintenance Tab Budget Construction Budget Construction Region Accessible to BC processors

6. Using Region Lookup You can lookup the mapping of your region codes to the organization codes using the Region Lookup. Enter either the region code or region code mask (using * wildcard) or the organization code or organization code mask. You will get a list that you can export to a spreadsheet to use for verification.

7. Not your Region? If the employee you are searching for is assigned to a position in Workday that is not assigned to your region code, then that position will not be included in your position pick list. If the employee was paid in labor ledger from one of your accounts (in your organization code) then the incumbent should appear in your incumbent pick list for the org code where the funding accounts belong. Employees currently on leave, even if you paid them during the last year, may not appear on your incumbent pick list.

8. Search by position If you cannot find the person in your incumbent pick list, look up the person in Workday and obtain the position number. The person name may be showing differently in KBC and in Workday, so using the position in this case would be helpful. If the position is not your position (not in your region code) then you can still search by position number.

9. Not on any list? If your employee that you wish to pay is not on either the incumbent or the position pick list, and you have tried to search the lists both by position number and by person name, and you have looked in the correct org codes, then you must allocate the budget using Quick Salary Setting. The employee will not appear on either pick list for the correct org codes if you did not pay them last year. Only the BC processor can allocate budget using the Quick Salary setting, since it is accessible only from the GL account budget edoc. Salary editors may update the salary worksheet for upload to ADD funding lines in this situation.

10. Check funding org Check the account or accounts from which you wish to pay the employee. Look up the org code to which the accounts belong. Select that org code and then select the incumbent pick list. Even though the position is not yours, the incumbent should appear in the incumbent pick list if you paid him/her and the employee is active.

11. Quick Salary Setting Refer to the slides “KBC Salary Settings” for more instructions on using the Quick Salary setting screen. When the incumbent does not already appear in the Quick Salary setting list for the account and object code you wish to use, then you must use the button either to Add incumbent or Add position. The only alternate method to adding funding in Quick Salary setting is to add a line in the salary worksheet for import.

12. On Leave? If your employee is currently on leave then they are not considered active and would not be listed as an incumbent, even if the position is yours. You cannot activate their assignment through KBC, but you can budget the position as VACANT if there is sufficient information associated with the position and that employee in KBC. If not, then you can include the budget in a pooled position. Follow the instructions in the Salary Settings slides for funding a vacant position.

13. New Hire or Transfer? Future hires and transfers that have not yet been processed in Workday will not appear in your KBC data. You must process all transfers, terminations, and new hires in Workday only. You can budget the incumbent currently assigned to the position or vacate the position and budget the vacant position.