1. BUDGET MANAGEMENT TRAINING PEOPLESOFT 8.9 Scott McElroy Office of Budget & Finance

2. Session Overview Reports for Budget Management Query for Payroll Interface Information Budget Office Website http://adminservices.clayton.edu/budget/default.htm http://adminservices.clayton.edu/budget/default.htm Budget Amendment Request Form

3. The following screen shots will show you how to access the Budget Status Report for APPROP summary. This report will give you a quick look at the summary of your budget based on the Appropriation levels (500000-Personal Services; 600000-Travel; 700000-OS&E; 800000- Equipment). COMMITMENT CONTROL>BUDGET REPORTS>BUDGET STATUS

4. At this time you can save this process as a favorite for future reference. You just need to click on the Add to Favorites link at the top and enter a description before clicking OK.

5. You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as APPROP_STATUS then click the Add button.

7. You will then need to indicate the APPROP Ledger Group and then click on the Refresh button.

8. In order to make the appearance of the report very similar to the Appropriation Status Report that you are used to in the old PeopleSoft, you would then need to reorder the Sequence as follows: 1-Fund Code; 2-Department; 3-Program Code; 4-Class; 5-Account; 6-Budget Period In addition to reordering the Sequence, you will need to click on the Include CF button for each of these categories. Then you would input the numbers for your department in the Value and To Value fields at this time. Once you have input all the numbers for your department, you can click on the Save button and the correct sequence order will be shown. Then click on the Run button at the top to initiate the process.

9. When the Process Scheduler Request screen appears, you will need to click on OK in order to schedule the process.

10. After clicking on OK, it will take you back to the report format screen. You will notice a Process Instance number just under the Run button at the top of the page. You need to make a note of this Process Instance number that will be used in the next section of the process. At this time, you will click on the Process Monitor link.

11. If at this time the Run Status on your Process Instance doesn’t show as Success or Distribution Status doesn’t show as Posted, you will need to click on the Refresh button at the top until it reaches this status.

13. In order to access the report that you just ran, you will need to click on the Details link in the line for your Process Instance number.

14. Then from the Process Detail screen, you will click on the link View Log/Trace.

15. Then from the View Log/Trace screen, you will click on the link for the PDF file in the File List. It will be the 2nd file in the list. This will bring up the Budget Status Report that you just ran in another window as a PDF file. You can then either Save As or Print the report.

16. The following screen shots will show you how to access the Budget Status Report for ORG summary. This report will give you a quick look at the summary of your Personal Services budget based on the Organization levels (511000-Regular Faculty; 512000-PT Faculty; 513000-Summer Faculty; 521000-Professional/Admin; 522000- Staff; 523000-Graduate Assistant; 524000-Student Assistant; 525000-Casual Labor). MY FAVORITES>BUDGET STATUS

17. You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as ORG_STATUS then click the Add button.

19. You will then need to indicate the ORG Ledger Group and then click on the Refresh button.

20. In order to make the appearance of the report very similar to the Organization Status Report that you are used to in the old PeopleSoft, you would then need to reorder the Sequence as follows: 1-Fund Code; 2-Department; 3-Program Code; 4-Class; 5-Account; 6-Budget Period In addition to reordering the Sequence, you will need to click on the Include CF button for each of these categories. Then you would input the numbers for your department in the Value and To Value fields at this time. Once you have input all the numbers for your department, you can click on the Save button and the correct sequence order will be shown. Then click on the Run button at the top to initiate the process.

21. When the Process Scheduler Request screen appears, you will need to click on OK in order to schedule the process.

22. After clicking on OK, it will take you back to the report format screen. You will notice a Process Instance number just under the Run button at the top of the page. You need to make a note of this Process Instance number that will be used in the next section of the process. At this time, you will click on the Process Monitor link.

23. If at this time the Run Status on your Process Instance doesn’t show as Success or Distribution Status doesn’t show as Posted, you will need to click on the Refresh button at the top until it reaches this status.

25. In order to access the report that you just ran, you will need to click on the Details link in the line for your Process Instance number.

26. Then from the Process Detail screen, you will click on the link View Log/Trace.

27. Then from the View Log/Trace screen, you will click on the link for the PDF file in the File List. It will be the 2nd file in the list. This will bring up the Budget Status Report that you just ran in another window as a PDF file. You can then either Save As or Print the report.

28. The following screen shots will show you how to access the Budget Status for REVEST summary. This report will show you a quick summary look at the departmental revenue collected at the budgetary level. MY FAVORITES>BUDGET STATUS

29. You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as REV_STATUS then click the Add button.

30. You will then need to indicate the REVEST Ledger Group and then click on the Refresh button.

31. In order to make the appearance of the report very similar to the Organization Status Report that you are used to in the old PeopleSoft, you would then need to reorder the Sequence as follows: 1-Fund Code; 2-Department; 3-Program Code; 4-Class; 5-Account; 6-Budget Period In addition to reordering the Sequence, you will need to click on the Include CF button for each of these categories. Then you would input the numbers for your department in the Value and To Value fields at this time. Once you have input all the numbers for your department, you can click on the Save button and the correct sequence order will be shown. Then click on the Run button at the top to initiate the process.

32. When the Process Scheduler Request screen appears, you will need to click on OK in order to schedule the process.

33. After clicking on OK, it will take you back to the report format screen. You will notice a Process Instance number just under the Run button at the top of the page. You need to make a note of this Process Instance number that will be used in the next section of the process. At this time, you will click on the Process Monitor link.

34. If at this time the Run Status on your Process Instance doesn’t show as Success or Distribution Status doesn’t show as Posted, you will need to click on the Refresh button at the top until it reaches this status.

36. In order to access the report that you just ran, you will need to click on the Details link in the line for your Process Instance number.

37. Then from the Process Detail screen, you will click on the link View Log/Trace.

38. Then from the View Log/Trace screen, you will click on the link for the PDF file in the File List. It will be the 2nd file in the list. This will bring up the Budget Status Report that you just ran in another window as a PDF file. You can then either Save As or Print the report.

39. The following screen shots will show you how to access the Budget Progress Report. The Budget Progress Report will give you either a detailed version of your departmental budget or a summary version of your departmental budget depending on the amount of detail you wish to have at the time you run the report. BOR MENUS>BOR GENERAL LEDGER>BOR GL REPORTS>BUDGET PROGRESS REPORT

40. At this time you can save this process as a favorite for future reference. You just need to click on the Add to Favorites link at the top and enter a description before clicking OK.

41. You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as BUD_PROGRESS then click the Add button.

43. Once you have entered your departmental information, you can click on the Save button to save the parameters for the next time you access this report. Then you will need to click on the Run button at the top to initiate the process.

44. When the Process Scheduler Request screen appears, you will need to determine which version of the report you want. If you just want a summary view of the report, you will need to select Summary – Actuals as your option and click on OK. If you want a detailed version of the report, you will need to select Full Detail – Actuals as your option and click on OK.

45. After clicking on OK, it will take you back to the report format screen. You will notice a Process Instance number just under the Run button at the top of the page. You need to make a note of this Process Instance number that will be used in the next section of the process. At this time, you will click on the Process Monitor link.

46. If at this time the Run Status on your Process Instance doesn’t show as Success or Distribution Status doesn’t show as Posted, you will need to click on the Refresh button at the top until it reaches this status.

48. In order to access the report that you just ran, you will need to click on the Details link in the line for your Process Instance number.

49. Then from the Process Detail screen, you will click on the link View Log/Trace.

50. Then from the View Log/Trace screen, you will click on the link for the PDF file in the File List. It will be the 2nd file in the list. This will bring up the Budget Progress Report that you just ran in another window as a PDF file. You can then either Save As or Print the report.

52. The following screen shots will show you how to access the PeopleSoft query for the Payroll/GL Interface. This query shows you a detail of the employee’s name, date, and amount for each payroll that is posted along with the specific account information. REPORTING TOOLS>QUERY>QUERY VIEWER

53. If you put CSU in the begins with box, it will give you the query named CSU_PAYROLLGL_INTERFACE.

54. At this point you can either run it directly to HTML or to Excel whichever you choose.

55. Then you will need to fill in the Prompts for whatever parameters you wish to view and click View Results.

57. This concludes the portion of this training session pertaining to accessing PeopleSoft 8.9 Financials’ reports that aid you in effectively managing your departmental budget. QUESTIONS?

58. The Budget Office web site has been enhanced over the last year with more forms, spreadsheets, as well as other budgetary information. http://www.clayton.edu/budget/home

59. The Budget Amendment Request(BAR) form is one of the forms that is located on the web site. This form is required in order to amend any part of your departmental budget. Here are some tips to remember when amending your budget:

60. BUDGET AMENDING TIPS  Amend budgets before actual transactions are trying to post in accounting.  Amend the funds needed to maintain the budget for normal operations for the remainder of the fiscal year. In other words, in preparing an amendment you need to be proactive, not reactive. If your activities have changed, estimate the needs for the rest of the year not just this instance. Be aware of continuing expenses you will have that are not encumbered, such as telecommunications, supplies, etc.  Have all signatures for approval. All approvals through the vice presidential/cabinet level should be on the form when it reaches Budget & Finance. This is for communication purposes. This step ensures that all impacted parties are aware of the changes in the budgets.  Round your amounts to the nearest dollar. The PeopleSoft budget system does not use cents.  Make a copy or print one for your records as the requestor. You can also use this copy to verify that the changes you requested have been made on your next Budget Progress Report or Budget Status Report.  Budget amendment required when an employee is hired for more than the budget available in that position. You need to provide a budget amendment detailing the funding area that will be transferred to cover the extra funding needed for the position.  When adding budgets for temporary employees, casual labor, or extra compensation, you do need to increase the budget for the fringe benefits that will be incurred also. For temporary employees or casual labor, the FICA Medicare expense that will be incurred is equal to 1.45% of the wages/salary. For extra compensation expense for a full-time employee, FICA and FICA Medicare combined will be approximately 7.65% of wages or salary and retirement expense is 9.28% of the wages or salary for Teachers Retirement individuals and 8.13% for individuals who participate in Optional Retirement Plans.  Budget amendments are only used to change the BUDGET amounts. If you need an expenditure researched or corrected, please send a written request by email or memo to Nicole Russell, Accounting Services.

66. QUESTIONS? Scott McElroy Budget Analyst X-4285 scottmcelroy@clayton.edu http://adminservices.clayton.edu/budget/