FY 2018 Budget Prep Training Manual
Prepared by Office of Budget Services
Winter, 2017
Table of Contents
Introduction .................................................................................................................................................................... 3
Chapter 1: Getting Started ....................................................................................................................................... 4
Chapter 2: Personal Services Budgets ............................................................................................................... 5
Updating Personal Services Budgets ..................................................................................... 5
Reviewing and Changing Distributions................................................................................ 9
Fringe Updates .............................................................................................................................. 12
Running Additional HR Extracts........................................................................................... 13
Chapter 3: Non-Personal Services Budgets.................................................................................................. 16
Updating Non-Personal Services Budgets ....................................................................... 16
Adding a New Non-Personal Services Budget ............................................................... 18
Chapter 4: Revenue Budgets ............................................................................................................................... 19
Chapter 5: Running Processes and Reports ................................................................................................. 20
Aggregate Detail ........................................................................................................................... 20
Fringe Estimates........................................................................................................................... 21
Build Financials ............................................................................................................................ 23
Schedule G ....................................................................................................................................... 26
Schedule G-1................................................................................................................................... 29
Declining % Report ..................................................................................................................... 33
Chapter 6: Reviewing Updated Budgets ........................................................................................................ 34
Appendix A: Budget Allocation Sheets ........................................................................................................... 35
Appendix B: Budget Prep Checklist ................................................................................................................. 36
Appendix C: Office of Budget Services Steps for BOR Completion.................................................... 37
2
Introduction
Original Budget
General Overview
Each institution within the University System of Georgia (USG) must submit its annual
Original Budget to the Board of Regents (BOR) for approval. The Original Budget expresses
the financial intentions for the university for the upcoming fiscal year. While the end result
(a balanced budget) is the same for all USG institutions, the Original Budget process itself
may vary.
At Augusta University, the preparation of our Original Budget is a series of interrelated
steps using budget-related information from PeopleSoft Financials and PeopleSoft HRMS.
Some steps hinge upon the completion of other steps, some steps are completed
simultaneously, and some steps are completed multiple times. Once our Original Budget
has been submitted to the BOR and approved, it will not change. However, we are able to
make amendments to the budget throughout the fiscal year. Any such changes must be
reported quarterly to the BOR by the Office of Budget Services.
The President of Augusta University is held responsible by the BOR for all phases of the
Original Budget and subsequent budget amendments. The President delegates the
responsibility of the budget details to Senior Leadership.
The university is required to follow state guidelines and policies set forth by the BOR. The
website for the Board of Regents University System of Georgia Policy Manual may be found
at http://www.usg.edu/policymanual/.
Overview of PeopleSoft Budget Prep System
The Budget Prep module within PeopleSoft is used to develop our Original Budget. This
module extracts all budget-related information from PeopleSoft HRMS and Financials
systems. This gives us a starting point for building the upcoming fiscal year’s budget and
allows us to manage changes. Once the Original Budget has been completed and submitted
to the BOR, we then update the PeopleSoft HRMS and Financials systems by exporting
changes that were made in the Budget Prep module.
3
Chapter 1
Getting Started
Overview
Users must have completed New User, Financials, and Budget Prep training before access is
granted to Budget Prep. This Budget Prep course and manual are designed to introduce
and refresh users to the Budget Prep module.
Budget Prep Navigation
Login to PeopleSoft Financials> Main Menu> BOR Menus> BOR Budget Prep. You should
have access to the following modules in Budget Prep:
Module
Budget Prep Update
Budget Prep Processing
Budget Prep Inquire
Budget Prep Reports
Critical
Step
Description
Update Personal Services and
Non-Personal Services
Extract information from HR and Financials are used to
Build Fringes and Financials after changes have been
made to the Budget Prep Update Module
Pull data from the Budget Prep Module into Excel
spreadsheet
Run reports to be submitted to the Office of Budget
Services and used to run the BOR required balanced
schedules for the University
We recommend for departments to take a snapshot of their initial
budget (starting point) before making any changes. See ‘Aggregate
Detail’ in Chapter 5.
4
Chapter 2
Personal Services Budgets
Overview
The Office of Budget Services runs an extract from HRMS before opening the Budget Prep
system to the University. This extract will pull all active positions from HRMS to include
employee data (name, position #, employee ID, department, job title, job code) as well as
the current salary, fringes, and funding distribution as it exists in HRMS when the extract
was ran. The Office of Budget Services will run the Fringe Estimates process to ensure the
Budget Prep system is showing the current calculated fringe costs.
The Personal Services panel is used to update Salary (Merit and/or Other Adjustments) as
well as any distribution changes. This panel should only be utilized for positions that will
have changes to salary and/or distribution during budget prep. If a position is to remain
status quo (no changes to salaries or funding distribution), then no action is required.
The Salary Administration Guidelines outline the Merit and Other Adjustment instructions.
Updating Personal Services Budgets
Within the Budget Prep module, navigate to Budget Prep Data Update> Personal Services.
Enter the department ID to pull up a list of employees (note: will only pull up 300 lines).
Select an employee from the list provided. Or, you may choose the first employee in the list
and select Next in List to review each employee without having to go back to the original
list.
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Chapter 2
Personal Services Budgets
Within Personal Services, each
position will have these four tabs.
Enter Merit % here.
NEVER
type over
Proposed
Sal field!
Use the Reason field when Merit exceeds maximum and/or if
you have an amount in the Other Adj field for a filled position.
If you put an amount in the Other
Adj Field, you must also place a
value in the Reason Code field.
Although it is listed as an option,
do NOT select MER here.
All of the information reflected on this tab will come from HRMS. The following data on
this tab may be changed:
• Inactivate - This box must be checked for a position to be inactivated. The budget
should be $0 for positions marked as inactive and the position must be vacant as of
July 1 for the fiscal year’s budget that you are building. Positions inactivated during
Budget Prep may be reinstated as active during the year by submitting a Position
Classification Form to Compensation & Performance Management and providing the
Office of Budget Services with identified funding for the position.
Note: Do not set up a budget for a few dollars to keep a position active. This will cause
inaccurate data for your area as well as the university. During the budget balancing,
any position that is not budgeted for the full base amount may be zeroed out by the
Office of Budget Services.
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Chapter 2
Personal Services Budgets
• Department – Positions transferring to a new home department can be updated in
Budget Prep. Please note that these changes will affect the access on the shared
drives. It is the department’s responsibility to contact ITSS and HR to ensure the
shared drive data is updated.
• Pay Group – This field should already be populated from HRMS. If this field is blank
or you need to make a change, please contact the Office of Budget Services.
• FTE – This field should already be populated from HRMS. If this field is blank or you
need to make a change, please contact the Office of Budget Services.
• Job Code - If you have submitted a position for reclassification, enter the new job
code listed on your HR Approval memo for the new classification. If you are unsure
of what to enter, please contact Compensation & Performance Management.
• Other Adjustment - This is for adjustment to base salary (market adjustments,
promotions, etc.). If an amount is entered in this field, a Reason Code must be
provided. Do not include merit in this field. Also, if an amount is in this field, you
must include HR-approved documentation as part of your completed budget
submission. If a position has a budgeted amount but it should be zero, the correct
way to accomplish this is by entering a negative amount in the Other Adjustment
field.
• Change % - For Merit Use only.
• Proposed Salary - This box is used for merit raises. Do not manually type over
this field. Enter the Change % and the proposed salary will automatically calculate.
• Reason - This box will prompt for a code if a merit is entered for more than the
range allowed per the Salary Administration Guidelines.
• Reason Code - This box must have a reason selected if there is an amount in the
Other Adjustment box. This data is needed by HR for reporting purposes. Please
note that Merit is shown as an option in the available reasons but it should NOT be
selected here.
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Chapter 2
Personal Services Budgets
Note that the Proposed Salary field should not be changed on this tab. These fields
automatically update when changes are entered and saved in the Other Adjustments and
Change % fields. Also, if the merit amount exceeds the guidelines, a justification box will
pop up which must be populated. However, this does not release the department from
providing backup documentation for the increase.
Note: The Change % is for the merit increase and only applies to the current salary. The
system calculates the merit % on the current salary then adds any Other Adjustment dollar
amounts to calculate the Proposed Salary and Proposed Budget:
Current Salary
Merit @ 2%
Other Adj
Proposed Salary
=
=
=
=
$10,000
$200
$1,000
$11,200
$10,000 * 2%
Annualized salaries are based on 2,080 hours and in general, a fiscal year has 2,080
hours. However, the number of hours may vary slightly depending on how the
calendar falls (e.g. leap year). Therefore, the Proposed Budget amount may need to
be slightly higher to accommodate an extra workday. For FY 2018, budgets will be
based on 2,080 hours.
8
Chapter 2
Personal Services Budgets
Reviewing and Changing Distributions
Within the Personal Services panel, the Original Distribution tab reflects how a position is
currently funded. This tab is used as a reference and cannot be changed.
As you begin Budget Prep, the New Distribution tab will initially match the Original
Distribution tab. Changes to a position’s distribution are made on the New Distribution tab.
The top portion will populate from the data on the first tab (BUD PS BOR). The bottom
section is where changes to the distribution can be made.
The top portion automatically
populates from the first tab.
Leave Earn
Code blank
Changes to distribution are made in bottom section.
The start date automatically defaults to July 1 and the end date defaults to June 30 of the
fiscal year for which you are preparing the budget. These may not be changed. The
distribution can be updated by changing the percent, deleting an account code, and/or
adding an account code. The only data that can be changed on this tab is the Account Code
and Distribution. All of the other data will be calculated and populated when data is
entered on the BUD PS BOR tab and saved.
Critical
Step
The save button only saves the data that has been input. This does not
update the fringes or build the financials. These processes must be run
(in this order) for the budget calculation to update (See Chapter 5).
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Chapter 2
Personal Services Budgets
The HR account code is a 22 digit account code that is set up for each Personal Services
funding ChartField Combination (CFC). These codes are a shorthand method of indicating
the funding source(s) to be used for positions during payroll. Using the account code as
shown in the above picture:
1234567820040522100001 is = to CFC 522100-20040-12345678-32000-64020-MCGHI00022
Department Fund Account Sequence
An account code must be established in order to use during Original Budget. If an account
code needs to be established, please contact the Office of Budget Services. All account
codes must have a corresponding CFC listed. If you do not see a CFC with an account code,
this indicates an inactive account code. Departments must choose another account code or
contact the Office of Budget Services if the account code should be active. Positions with no
distribution will come over with X’s in the distribution. Departments must assign a valid
distribution to these positions.
The Dist % field shows the percentage of the position’s total funding for the selected
Account Code. Similarly, the Fringe % field shows the percentage of fringes for the
selected Account Code. In general, fringes must follow salaries at our university with only a
few exceptions.
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Chapter 2
Personal Services Budgets
A position may be funded by several different funding sources and/or Account Codes.
However, each position’s distribution should always total 100% as should the fringes. If
you make changes and the total distribution percent and fringe percent do not each equal
100%, the system will give a warning and not allow you to save.
At this point, if you have made any changes to Personal Services, you
MUST run the Fringe Estimate process. This will allow the system to
correctly calculate fringes for any salary and/or distribution changes
you made. The Fringe Estimate process is run based on the funding
department instead of the home department. Therefore, it is
absolutely imperative that departments work together when funding
crosses over several departments. Communication is the key! Then,
move on to the next step of reviewing the Fringe Updates tab.
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Chapter 2
Personal Services Budgets
Fringe Updates
Fringes may be reviewed on the Fringe tab (be sure to ‘view all’ to see all of the fringe
lines).
The fringes on FICA (OASDI and Medicare) and Retirement are based on a % of the salary
amount. Fringes for health and life insurance are based on a default amount for vacant
positions. There are a few types of positions that have special characteristics. These are:
•
•
•
Student Assistants – these salaries should always be coded to account code 524100.
This account code is not subject to FICA (OASDI or Medicare).
Temporary Office / Clerical – these salaries should use account code 525100. This
account code is subject only to FICA (Medicare) and is exempt from FICA (OASDI).
LUMPSM – these are non-benefits eligible positions with less than .50 FTE.
As you review the Fringe Estimates, if you notice any discrepancies, please contact the
Office of Budget Services. Only the Office of Budget Services can edit the fringes.
12
Chapter 2
Personal Services Budgets
Running Additional HR Extracts
As mentioned, the Office of Budget Services runs the initial HRMS extract before opening
the Budget Prep system to the University. Any job actions after this initial extract can affect
your budget. These include:
•
•
•
•
•
New Hires - New employees hired at Augusta University have 30 days to choose
their retirement and 60 days to choose their health insurance plans. Therefore, if
these selections have not been made by the employee, this will not populate on the
fringe tab. The department must earmark enough funds to cover the estimated cost
of retirement and health insurance.
Transfers – Employees that are transferring within their current department or
outside of their departments.
Leave of Absence (LOA) or Leave Without Pay (LWOP) – Positions for employees
who are on LOA/LWOP will appear in Budget Prep with a zero budget and
paygroup of RET. If an employee is on LOA/LWOP, it is imperative that the
department budget the position appropriately during Original Budget. To do so, the
department should enter the budgeted salary amount in the Other Adjustment field.
If the employee will also receive a merit increase, the department should include
that in the Other Adjustment field as well. If you have an employee on LOA/LWOP,
please contact the Office of Budget Services for assistance in creating this budget.
Terminations / Retirements - An employee who has terminated/retired since the
initial extract from HR. This position will need to show as vacant especially if you
are reducing the salary.
New Positions – A new position has been classified by HR. This position will need
to be extracted from HRMS so that the budget for salary and fringes can be
established. If the job is not posted until the next fiscal year, this will ensure the
position has funding and can expedite the job opening approval process.
If any of these job actions have occurred after the initial extract but before your budget is
due, you will need to extract the data from HRMS. This helps to ensure your Personal
Services data is as up-to-date as possible. Any updates that have been completed in Budget
Prep for other positions that have not had any changes in HR (merit, distribution changes,
etc.) will not be affected this extract. It only affects any changes in HR.
13
Chapter 2
Personal Services Budgets
To run an additional HR extract, within the Budget Prep module, navigate to Budget Prep
Processing> HR Extracts.
If you have already created a Run Control ID, then select Find an Existing Value to locate
your Run Control ID. Otherwise, select Add a New Value. You can name the Run Control ID
anything you would like but it cannot contain any spaces. The screen will then look like
below:
Enter the Individual Department number or select All My Departments. Then select Run.
This takes you to the Process Scheduler Request panel:
14
Chapter 2
Personal Services Budgets
Leave Server Name blank
Select OK. You can then choose Process Monitor to check the status of the process. Click on
Refresh periodically until the process has completed. When it is completed, the Run Status
should read Success and Distribution Status read Posted. There is no report to run or print.
If you must run an additional HR extract, you must also run the Fringe
Estimate and Build Financials processes (see Chapter 5).
15
Overview
Chapter 3
Non-Personal Services Budgets
The Office of Budget Services runs an extract from PeopleSoft Financials before opening the
Budget Prep system to the University. This extract will pull all Non-Personal Services
budgets. The budget will include the current fiscal year’s Original Budget plus or minus
any permanent transfers completed during the year.
Updating Non-Personal Services Budgets
Within the Budget Prep module, navigate to Budget Prep Data Update> Non-Personal
Services. Enter the department ID to pull up your Non-Personal Services budgets that
already exist. Or, you may wish to search on one of the other criteria as shown below.
NEW THIS YEAR: You can
now search by Project.
16
Chapter 3
Non-Personal Services Budgets
Note that almost all changes should be
made to your Appropriation Level
budgets.
Very few, if any, adjustments should be
made to your Organization Level budgets.
The Appropriation (APPROP) level and associated Organization (ORG) level budgets (which
should be very limited) are displayed for the specific criteria. Any CFCs that currently have
a budget should appear. The date will automatically default to July 1.
There are two ways to adjust the Proposed APPROP Budget:
•
•
Enter the new amount in the Proposed Budget field and save. The Change % field
will automatically calculate. Most departments choose to update this way.
Enter the Change % and save.
calculate.
The Proposed Budget field will automatically
It is possible that departments need to set up a Non-Personal Services budget for Personal
Services (account 500000). These budgets are generally established when funds need to be
budgeted in Personal Services but there is not a position number on which to budget the
funds. Some of the reasons a department may need to do this are:
•
•
Overtime budget
Funding for position not yet established
17
Chapter 3
Non-Personal Services Budgets
If Non-Personal Services must be set up on Personal Services (account 500000), a budget
must be entered on the APPROP level as well as the ORG level (and these must balance).
Travel (account 600000), Supplies (account 700000), and Equipment (account 800000)
have APPROP budgets, but they do not have ORG budgets.
Adding a New Non-Personal Services Budget
If a new Non-Personal Services budget is needed on a CFC that does not already have a
budget, navigate to Budget Prep Data Update> Non-Personal Services and select Add a New
Value.
You may enter budgets for
Non-Personal Services on
Projects.
Enter the information in each of the fields and select Add. The top portion will
automatically populate with the data you entered. You will need to enter the date that the
fiscal year begins (July 1). Then simply enter a Proposed Budget amount or Change %.
Once saved, a Non-Personal Services CFC cannot be deleted if an error is made in the data
entry. If you make an error like this, the only correction option is to zero out the budget for
the invalid CFC. Leave this page blank and add a new value with the correct information.
18
Chapter 4
Revenue Budgets
Overview
In the past, departments were allowed to enter the revenue budgets for revenue generated
by their area (e.g. Other Revenue/Quasi Sales, Departmental Sales & Services). Oftentimes,
these budgets were overstated. For FY 2018 Budget Prep, departments will no longer have
access to enter any revenue budgets. Instead, the Office of Budget Services will enter all
revenue budgets.
Each area that has internally-generated revenue must submit a revenue analysis to the
Office of Budget Services. This analysis should include a 3-year history of recognized
revenue. The requested budget amount for the upcoming fiscal year should be indicated
along with the complete CFC. Increases to internal revenue budgets will only be made if
sufficient documentation is provided to the Office of Budget Services detailing how the
projected increase will be earned.
Prior Year Carry-forward Balances
The Office of Budget Services strongly discourages departments from budgeting prior year
carry-forward balances in Budget Prep. It is preferred that departments establish prior
year carry-forward budgets only when specific expenses have been identified and are
imminent. If revenue budgets for prior year carry-forward balances are necessary in
Budget Prep, they will be entered into the system by the Office of Budget Services.
19
Overview
Chapter 5
Running Processes and Reports
Within the Budget Prep module, there are many processes and reports that must be run. In
fact, you may run some of these multiple times.
Aggregate Detail
The Aggregate Detail provides a snapshot of how the budget currently looks. We suggest
that departments run the Aggregate Detail, download the results to Excel, and save before
beginning work in the Budget Prep system. This gives a starting point before any changes
are made. To run the Aggregate Detail, go to BOR Budget Prep> Budget Prep Inquire>
Aggregate Detail Inquiry. The screen will look like below:
The Budget Period
should be for the year
you are building.
NEW THIS YEAR: you can
now search by Project.
The Aggregate Detail should be run for the budget period of which you are building. It may
be run using various criteria. For example, you may wish to only view a specific fund or
deptid while working on your budget. However, you must run the Aggregate Detail for the
APPROP, PROJ_GRT, and REVEST ledgers to balance. You should also run the ORG ledger
since it provides more detail of Personal Services found in the APPROP ledger. Although
the ORG ledger should be reviewed, it is not used for balancing. Once you have run the
Aggregate Detail, download the results to Excel. The data may be reviewed by sorting and
using filters and/or pivot tables.
20
Chapter 5
Running Processes and Reports
Click here to
download results
into Excel.
Be sure to
View All.
Fringe Estimate Process
If you make ANY Personal Services changes, you absolutely MUST run the Fringe Estimate
process. Within the Budget Prep module, navigate to Budget Prep Processing> Fringe
Estimates.
21
Chapter 5
Running Processes and Reports
If you have already created a Run Control ID, then select Find an Existing Value to locate
your Run Control ID. Otherwise, select Add a New Value. You can name the Run Control ID
anything you would like but it cannot contain any spaces. The screen will then look like
below:
For Version,
select
CURRENT
The Version should always be CURRENT. Enter the Individual Department or select All My
Departments, and then select Run. This takes you to the Process Scheduler Request panel:
22
Chapter 5
Running Processes and Reports
Select OK. You can then choose Process Monitor to check the status of the process. Click on
Refresh periodically until the process has completed. When it is completed, the Run Status
should read Success and Distribution Status read Posted. There is no report to run or print.
Be aware that the Fringe Estimate process is run based on the funding department, not the
home department. This means that departments MUST communicate with each other!
Note: Do not run multiple processes at the same time! Running multiple
processes can cause the system to slow down and corrupt data. If a
process starts running before the first one is complete, the process may
not complete in the background thereby causing the data to be incorrect.
Build Financials Process
This process aggregates (totals) all Personal Services, Fringes, Non-Personal Services,
Revenue and Grant budget data, in both summary and detail. If you make ANY changes at
all, you absolutely MUST run the Build Financials process. This process can be built as
many times as needed to provide an updated snapshot of your budget. In the Budget Prep
module, navigate to Budget Prep Processing> Build Financials.
23
Chapter 5
Running Processes and Reports
If you have already created a Run Control ID, then select Find an Existing Value to locate
your Run Control ID. Otherwise, select Add a New Value. You can name the Run Control ID
anything you would like but it cannot contain any spaces. The screen will then look like
below:
Always be certain to check the Create Aggregate Budget Table box. Then enter the
Individual Department or choose All My Departments, then select Run.
24
Chapter 5
Running Processes and Reports
Select OK. You can then choose Process Monitor to check the status of the process. Click on
Refresh periodically until the process has completed. When it is completed, the Run Status
should read Success and Distribution Status read Posted. There is no report to run or print.
Be aware that the Build Financials process is run based on the funding department, not the
home department. This means that departments MUST communicate with each other!
Note: Do not run multiple processes at the same time! Running multiple
processes can cause the system to slow down and corrupt data. If a
process starts running before the first one is complete, the process may
not complete in the background thereby causing the data to be incorrect.
25
Schedule G
Chapter 5
Running Processes and Reports
The Schedule G is a report designed by BOR that offers a summary of a department’s
budget. To run this report, go to BOR Budget Prep> Budget Prep Reports> Schedule G.
If you have already created a Run Control ID, then select Find an Existing Value to locate
your Run Control ID. Otherwise, select Add a New Value. You can name the Run Control ID
anything you would like but it cannot contain any spaces. The screen will then look like
below:
26
Chapter 5
Running Processes and Reports
Here, you can enter the deptid (or deptid range) for which you would like to include in the
report. Or, if you have access to All My Departments, you can check that box to include all
of your deptids. The report defaults to include all Fund Codes and to be sorted by Position.
Select Run and you will see the Process Scheduler Request as shown below:
Select OK. You can then choose Process Monitor to check the status of your report. When
the report has completed processing, the Run Status should read Success and Distribution
Status read Posted.
Select the hyperlink Details and the screen below will appear:
27
Chapter 5
Running Processes and Reports
Here, select the hyperlink View Log/Trace and the screen will look like below:
28
Chapter 5
Running Processes and Reports
Choose the file ending with .pdf. This will pull up the Schedule G as a pdf file that can be
printed and saved. Be sure to save this because Schedule G is part of your budget
submission materials.
Schedule G-1
The Schedule G-1 is a report designed by BOR that provides more detail on Personal
Service budgets. To run this report, go to BOR Budget Prep> Budget Prep Reports>
Schedule G1.
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Chapter 5
Running Processes and Reports
If you have already created a Run Control ID, then select Find an Existing Value to locate
your Run Control ID. Otherwise, select Add a New Value. You can name the Run Control ID
anything you would like but it cannot contain any spaces. The screen will then look like
below:
For Version,
select
CURRENT
Here, you can enter the deptid (or deptid range) for which you would like to include in the
report. Or, if you have access to All My Departments, you can check that box to include all
of your deptids. The report defaults to be sorted by Position. Select Run and you will see
the Process Scheduler Request as shown below:
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Chapter 5
Running Processes and Reports
Select OK. You can then choose Process Monitor to check the status of your report. When
the report has completed processing, the Run Status should read Success and Distribution
Status read Posted.
Select the hyperlink Details and the screen below will appear:
Select the hyperlink View Log/Trace and the screen will look like below:
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Chapter 5
Running Processes and Reports
Choose the file ending with .pdf. This will pull up the Schedule G-1 as a pdf file that can be
printed and saved. Be sure to save this because Schedule G-1 is part of your budget
submission materials.
32
Declining % Report
Chapter 5
Running Processes and Reports
The Declining % Report is a public query named AU_BUD_DECLINING_PCT. This query
summarizes current salaries and proposed salaries (note fringes are not included). It
includes emplid, name, job title, and position number. The purpose of this report is to
ensure that all pay increases are authorized. As such, it is a state audit requirement that
departments submit a signed Declining % Report to the Office of Budget Services. The
report should be signed by appropriate personnel such as the Department Manager, Chair,
Dean, VP, etc.
Since this query is not found within the Budget Prep module, you must go to the main menu
in PeopleSoft> Reporting Tools> Query> Query Manager. The budget period is hard-coded
to equal the year in which we are currently in. You will be prompted to enter the deptid
range. Note that although positions may have funding from various sources and
departments, positions will appear on the Declining % Report based on the position’s
home department. Also, LUMPSM and VACANT positions will not appear on this report.
Once the query has run, download the results to Excel. The data may be reviewed by
sorting and using filters and/or pivot tables. Since this query is used campus-wide and the
amount of data it returns varies, the query results must be formatted by the departments
before submitting to the Office of Budget Services.
33
Chapter 6
Reviewing Updated Budgets
Overview
Once your preliminary budget has been completed, you must review the data to determine
what, if any, changes are needed for final balancing. Just to be extra cautious, it is a good
idea to run both the Fringe Estimate and Build Financials processes one more time (in that
order) before reviewing your budgets. Then run the Aggregate Detail and download the
results into Excel. The data may be reviewed by sorting and using filters and/or pivot
tables. See Appendix B for a checklist.
Submission
For each of your department(s), the following balanced documents must be submitted
electronically to the Office of Budget Services via [email protected]:
•
•
•
•
•
•
Aggregate Detail (Excel version)
Schedule G (pdf version)
Schedule G-1 (pdf version)
Signed Declining % Report (pdf version)
HR-Approved documentation for all Other Adjustments on filled positions
For any Shared Service areas, you must also submit a completed template or
worksheet detailing how you calculated your budget.
34
Appendix A
Budget Allocation Sheets
The Office of Budget Services completes allocation sheets for areas that have funding from
State Appropriations and/or Tuition. If an area receives funding from Other Revenue that
is not earned internally, it will also be included on the allocation sheet. The allocation is
computed by fund source and must be balanced by fund source. A sample allocation sheet
is shown below:
The starting point for the allocation sheet for each college/department is the current year’s
beginning budget (which was submitted the previous year in Budget Prep). Then the
following are added and/or subtracted:
•
•
•
•
Permanent Adjustments completed during the year
Any changes in the Retirement % (calculated on each position based on the Original
Budget and Original Budget distribution %)
Any changes in Health Insurance (calculated on each position based on the Original
Budget and Original Budget distribution %.
Merit Allocation (BOR will issue overall guidelines on how to allocate merit)
If your department receives an allocation sheet that is not distributed by the Office of
Budget Services, please contact the office that handles your department’s distribution for
any questions regarding the allocation sheet. The Office of Budget Services cannot answer
any questions on allocation sheets that are not distributed directly by the Office of Budget
Services.
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Appendix B
Budget Prep Checklist
 Have all needed Distribution Changes been completed?
 Have all Merits been entered? Do I have HR-approved documentation for any merit
over the maximum % per the Salary Administration Guidelines?
 Have all Other Adjustments been entered? Do I have HR-approved documentation
for all other adjustments per the Salary Administration Guidelines?
 Have I run the Fringe Estimates for all of my departments after all changes have
been made?
 Have all Non-Personal Services been updated?
 Have I run Build Financials for all of my departments after all changes have been
made?
 Have I run the Aggregate Detail, Schedule G, and Schedule G-1?
 Have I ensured my budget is in balance with my allocation (State Approp, SFI,
Tuition, Other Revenue not earned by department)?
 Have I run the Declining % Report query (AU_BUD_DECLINING_PCT)? Did I save it
to Excel, print it, and have appropriate personnel (Department Manager, Dean, VP,
etc.) sign it? Did I save the signed copy as .pdf?
 Have I electronically submitted my completed balanced budget package (Aggregate
Detail, Schedule G, Schedule G-1, signed Declining % Report, and any HR-Approved
documentation) to the Office of Budget Services (via [email protected])? If my
area is Shared Services, did I also send a completed template or worksheet detailing
how I calculated my budget?
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Appendix C
Office of Budget Services Steps for BOR Completion
All budgets must be received before the Office of Budget Services can begin the balancing
process for the university.
The first step the Office of Budget Services will take is to run an aggregate detail query to
show the current status of all budgets. Next, the Office of Budget Services will re-run the
Fringe Estimates and Build Financials processes to ensure all changes made to the Budget
Prep system have been updated. The Office of Budget Services will then run a new
aggregate detail query and use this data for balancing.
The Office of Budget Services will work with the departments to correct anything that is
out of balance during this time. Note the turnaround time on corrections is very short;
therefore, a quick response will be needed from the departments.
Reports will be run to ensure the budget is in balance by fund and class code for all funds in
the budget. This data should tie to the aggregate detail query used for balancing.
The Office of Budget Services will complete the BOR online spreadsheets to do a
comparison of prior fiscal year to ensure data is correct. If data cannot be easily explained
(new funding from BOR, increase in tuition, etc.), then an analysis must be completed to
determine if data in the system is correct. Once data is verified, a BOR questionnaire is
completed and FTE is determined. The Office of Budget Services must also run all of the
required schedules for the BOR submission and ensure accuracy. The schedules are listed
below:
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Appendix C
Office of Budget Services Steps for BOR Completion
Schedule
C
C-1
D
D-1
E
E-1
F
G
G-1
J
K
L
Revenue/Expense Compare
Description
Summary of Revenue
Detail of Available Funds
Summary of Budget
Functions
Summary of Budget
Functions by Fund
Statement of Personal
Services
Detail of Fringe Benefits
Schedule of Non-Personal
Services
Summary of Departmental
Budget
Breakdown of Personal
Services
Employee Salary Ranges
Salaries $100k and over
Total Raises for Filled
Positions Only
Revenue/Expense Compare
Approximate # of Pages
156
238
135
78
209
77
122
2,532
1,117
3
18
2
249
Final reports, schedules, and data are submitted to BOR. This includes manually entering
data into the BOR website as well as saving all of the schedules to a CD and mailing to the
BOR by the published due date.
Once data has been reviewed by the BOR, questions/concerns that the BOR may have
regarding the data in the original budget are relayed to the Office of Budget Services with
an immediate turn around response time.
After the budget has been approved by the BOR, the Office of Budget Services can import
the data into PeopleSoft HRMS and Financials. This is typically completed in late June.
38