Salary Planner/ Budget Development

1. Salary Planner/ Budget Development

2. Agenda Course Overview • Why are we here? • Overview of the FY13 Process • Overview of Steps • Reappointment • List by Employee (Slides 11-24) • Reporting for List by Employee (Slides 25-39) • Budgeting • List by Position (Slides 40-50) • Budget Development (Slides 51-75) • Budget Reporting (Slides 76-78) • Contacts & Lab Sessions

3. Process OverviewSalary Planner (Positions) List by Employee *Reappointment Side (NBAJOBS) List by Position *Budget Side (NBAPBUD) Reappointment (goldenrod) X *BZ Adjuncts Extended deadlines for List by Employee (Reappointment) to continue to appoint adjuncts in to August. FY Non-Tenure/Ext (goldenrod) X BZ Adjuncts* (goldenrod) X Position Budget (green) X

4. Process OverviewBudget Development (Operations) • Budget Development is separate from Salary Planner in Employee Self-Service • Budget Development is used to budget your operational dollars for each of your indexes (i.e. travel, supplies, etc.) • While Salary Planner has been pre-populated and will be a review process, you must complete Budget Development as you have in the past. • You need to budget ALL of the indexes you are responsible for except for F&As (Funds 436xxx and 437xxx) and Grants (4Wxxxx).

5. FY12 Salary Planner/ Budget Development Timeline • May 22nd-23rd – Salary Planner/Budget Development Training • May 29th-June 15th – Salary Planner/Budget Development Help Sessions • June 18th – Salary Planner/Budget Development will be closed for budgeting. The BZ Adjunct scenario will remain open for reappointment.

6. Accessing Salary PlannerFrom MSU homepage, click on MyInfo link

11. List by Employee*Reappointment Side(NBAJOBS)

12. Reappointment BZ Adjunct FY Non-Tenure

15. Don’t forget to download the spreadsheet to double check for accuracy. See the section titled “Reporting and Analysis” labor

16. Frequently Asked Question • If you do not plan on reappointing an employee for the fall, but the employee will be returning in the spring, follow the steps in the next three slides. • To hire the employee back in the spring use a PTF/LoA. • If your employee is not to be reappointed and is not returning, please submit a terminating EPAF.

20. Frequently Asked Question When I am in the Job Detail section of “List by Employee”, what is the difference between the Current, Base, and Proposed records?

21. “Job Detail” record explained

22. Longevity is located in the Banner form PWADATA

23. Frequently Asked Questions What do I do if my employee has a stipend? What about my tenured faculty who are receiving a promotion?

24. Stipend Employees • Stipends are ONLY Budgeted they are NOT reappointed. • Stipend information is provide to Human Resources from the Provost office and manually entered. • If Stipend is included in the employees “Base” salary the employee WILL be over paid. Tenured Promotions • Tenured Promotions are ONLY Budgeted they are NOT reappointed. • Promotion information is provide to Human Resources from the Provost office and manually entered with an October 1st effective date. • If Promotion amounts are included in the employees “Base” salary the employee WILL be over paid effective July or August 1st.

25. Reporting and Analysis Using Salary Planner to extract data and verify accuracy

26. Salary Planner Download Feature

28. Data Sorting for Analysis

29. Data Sorting for Analysis

30. Data Sorting for Analysis

31. Data Sorting for Analysis

32. Data Filtering for Analysis

33. Analyze Data for Inconsistencies

34. Look for Exceptions and Inconsistent Data Position types and start dates • 4A positions - Academic Year (AY) Faculty - begin Aug. 1 • 4B positions - Fiscal Year (FY) Faculty – reappointed July 1 • 4C positions - Professional positions • Look for PY employee class – begin Aug. 1 or Aug. 16 depending on the Contract or Letter of Appointment • Other 4C positions - reappointed July 1 • 4E positions - Executives most are reappointed July 1 • 4M positions - Classified Salaried – Reappointed July 1 • 4N positions - Classified Hourly– Reappointed July 1

35. Look for exceptions and inconsistent data- FTE and Hrs Per Pay • FTE should be consistent with hours per pay and number of pay • 4A 9 month positions at 1FTE = 173.33 hrs • 4A 10 month positions at 1FTE = 156 hrs • 4B,4C,4E at 1FTE = 173.33 hrs • 4M, 4N at 1FTE = 173.33 hrs • % FTE x Hrs for 1FTE = hrs per pay

36. Look for exceptions and inconsistent data- FTE and Hrs Per Pay • FTE should be consistent with hours per pay and number of pay EXAMPLES: • 4A position 9 month at .75 FTE • .75 X 173.33 = 130 hrs per pay • 4A Position- 10 month at .5 FTE • .5 X 156 = 78 hrs per pay • 4M position at .8 FTE • .8 X 173.33 = 138.66 hrs per pay

37. Frequently Asked Question I’m finished with Salary Planner, what now? What steps do I take to complete the Reappointment process?

38. Employees on a Letter of Appointment (LoA): • If employee was reappointed through Salary Planner, Human Resources will need the “Reappointment LoA” (LoA with the box in the corner) submitted. • This LoA will trigger Human Resources to active the employee in Banner and move them from a LWOP status to an Active status. • If employee is receiving an FTE or Salary change effective July/August 1, Human Resources will need both a PTF and a LoA submitted. • Employees on a MUS Contract: • If employee was reappointed through Salary Planner, Human Resources will need nothing more. Human Resources will print the MUS contracts around mid-November once the contracts are approved by OCHE. • If employee is receiving an FTE or Salary change effective July/August 1, Human Resources will need a PTF.

39. Other Types of Contracted Employees: • USRA Contracted Employees must be reappointed by submitting a completed PTF and USRA Contract (positions can still be budgeted through Salary Planner). • Post-Retiree Contract Employees must be reappointed by submitting a completed PTF (positions can still be budgeted through Salary Planner). • **Submit any Labor Distribution Change EPAFs necessary for payroll changes. • If an EPAF is submitted to change employees funding prior to July 1st a new EPAF is NOT needed effective July 1st to carry that current funding forward into new fiscal year. • Funding change EPAF is only needed if changing July 1st and future records.

40. List by Position *Budget Side (NBAPBUD)

41. You will select the extract ID that is named “Position Budgets”. The scenario should always be the same. Filter by Position Attributes.

43. The Way Salary Planner Used to Look Previously, all positions would load with a $0 proposed budget, but with the current FTE, NOW…

44. How Salary Planner will Look Now Each position number will be pre-populated with the budgets that were provided in your salary projections as explained on the following slides.

45. For State, ES, FSTS, and MAES Funded Positions The amount that is in the blue column for each specific position, is the amount that has been allocated by the Budget Office and the amount that was loaded for that position.

46. For Restricted, Designated, and AuxiliaryFunded Positions The amount that is in the ‘FY13 Projected Budget’ column for a specific position, is the amount that should be budgeted in that position and the amount that was loaded for that position.

47. Some things to double-check Does this number match what the budget FTE is suppose to be? Does the ‘Proposed Budget’ column match the position as was discussed in the 2 previous slides? Is the distribution correct? **Hit the “Save” button OFTEN

48. Position Distribution Check New Distribution You can check how the position distribution will be loaded here…

49. What Should I Do if these things are not correct? • In the past, Salary Planner has been available for each of you to update your positions as needed. • Because the positions have been pre-loaded, Salary Planner is now a review-only process from the Department’s standpoint • If you need to make changes to your position budgets, you will work through the Budget Office to do so as follows: • Academic Affairs, Auxiliaries: Megan Bergstedt • Student Success, President, VP Admin, VP Research: Maggie McFadden

50. How Should I Submit Changes? • Send an email to the appropriate person in the budget office with the following information: • Position Number • Old Budget, Index, and Split • New Budget, Index, and Split • Explanation of how these funds will either be used elsewhere (if lowering the budget) or where they will be coming from (if increasing the budget)