Unsom Budget

1. UnsomBudget

2. Starting Budget Application • To use the application, launch your web browser (Google Chrome or Mozilla Firefox) • https://bud.medicine.nevada.edu/ • This web application is only accessible from UNR campus. • In case you are accessing it off UNR campus, please contact IT services to get access to Terminal Services (rds.unr.edu) • This web application is designed for the screen resolution 1280x960 or higher

3. Registration • Click on the button • Fill out the registration form to create an account • Each account has to be approved by Missy before user can start using the web application

4. Login • For the active users • Provide username and password on the front page • After successful login, user’s name is displayed on the top right corner as a clickable menu with options to • Log out • Update profile • Change password

5. UNSOM Budget Module Search feature – able to search by employee or account number Univ Budget – University Budget screen to input the budgets for the UNSOM accounts PP Budget – Practice Plan Budget screen to input the budgets for the practice plan accounts Salary – input salary for all employees Reports – Access to various types of reports

6. UNSOM Budget Module • All blue text are clickable links • They are non destructive so feel free to click • All blue headers allows sorting of the displayed list • All links on the same row perform the same action • Hover over - tooltip help is available for all clickable items • All icons are also clickable • Be aware of delete icon. (You will always be asked to confirm the delete action).

7. Salary • Select on the Unit Name to load the list of all employees for the selected Unit Number of employees in the Unit Name of the Unit Sort list by number of employees Sort list by Unit Name Quick access to reports related to a unit Click to add an employee in the Unit

8. Salary Once you click on a Unit name all employees that were imported will load on the screen. Employees will be separated by employee type under separate tabs

9. Salary – Add Employee • Click on avatar icon to add an employee to a respective Unit.

10. Salary – Add Employee See next slide for descriptions

11. Salary – Add Employee Select the Home Department/Unit First Name Last Name Hire Date Employee number – must be 9 characters Position number – must be valid 5 digit position number issued by HR Comment section – please use for off-cycle/matriculating residents; early outs & late starts (all employee types) Select correct Job Title with corresponding Job Class Code Employee Type Position Type Contract Type Rank – Applies to AC, AD, and MR employees Specialty – not required Select Tenure option Supervisor name Base salary Contract Salary – includes: time period budgeted; annual cell phone allowance; annual stipend Pay rate – includes monthly stipend and cell phone allowance Annual FTE Grade/Step - applies to Classified Merit Step - default to 0 Seniority Date - enter merit date for Classified; default to 1/1/1901 for all other employee types Annual Stipend section: include BOTH annual stipend and annual cell phone allowance amount 24 – 26 Pertain to PCP eligible faculty. Feature is not currently set up Enter FICA code Health Insurance - pertains to Residents and Practice Plan employees; N/A for all others Select Retirement Plan designated by employee; Enter 5 for all Medical Residents SAVEall entered data

12. Salary – Add Pay lines • Once Employee information is entered/updated – begin to enter pay lines for the salary • Account Number - Enter the 11 digit account number – no dashes (xxxxxxxxxxx) • Earn Code - Select appropriate Earnings Code for account line. • Note: Only the Earning codes applicable to the Employee Type will appear in the drop-down • Start Date - Enter the account line start date (mm/dd/yyyy) • Stop Date - Enter the account line end date (mm/dd/yyyy) • FTE - Enter the account line FTE (NO FTE allocation for Cell Phone & Stipends) • Work Hrs- For Hourly Appointments only – enter total hours for appointment • Acct Amount - Enter the monthly (semi-monthly for classified) amount to be paid on that account • Save – click to save pay line information • After a payline is accepted, you will see the fringe calculations at the bottom of the screen.

13. Salary – Data Checks • Verify the Total FTE for all pay lines equal the FTE in the employee information • The total monthly amount for all pay lines must EXACTLY equal the employee pay rate. • The total annual amount must be within .12 cents of the employee Contract Amount. • The annual Stipend and Cell Phone Allowance amount must be entered in the Stipend section. • Use Comment section for: • Dates for off-cycle/matriculating residents • Dates for Early outs (all employee types) • Dates for Late starts (all employee types) • Separate out Stipend and Cell Phone Allowance amounts

14. Salary – Budget Classified Employee Verify correct Seniority Date in employee information for classified employee. First pay line – budget at current Grade/Step from 7/1 – end of pay period before change in pay (i.e. 7/1 – 9/30 budgeted at a Grade/Step 32-1) Second pay line – budget the change in pay the first day of pay period the change is effective (i.e. merit date of 10/15  10/1 – 6/30 budgeted at a Grade/Step 32-2) DATA CHECKS: The pay rate entered on July 1 must EXACTLY equal the employee pay rate The total annual amount for the pay lines must be within .12 cents of the contract amount The total Annual FTE must equal the employee FTE

15. Salary – Budget checks • On the Employee Salary main menu, you will see tabs for the employee types, with the number of active employees in parentheses, for the selected Unit. • Any employee line highlighted in yellow is NOT budgeted correctly and WILL NOT upload. • The Contract amounts were imported from HR • The Budgeted amounts is the total annual amount of all pay lines entered. • The Contract and Budgeted amounts must be within .12 cents • Trash can icon – delete employee. This will only make the employee inactive and will move to bottom of the employee list. Any budgeted information will be lost, but employee information will remain in the budget module. • Once Contract and Budgeted amounts are within .12 cents the warning flag will turn to a check mark

16. Salary – Delete Employee • Click on trash can icon to delete employee. • Employee will move to bottom of employee list and highlighted in pink • Restore employee – click on refresh circle icon

17. Salary – Add Vacant Position • Enter VACANT as first name • Enter SOMVACANT as last name • Hire date • Employee number must be 9 characters long or WILL NOT upload • First two characters – department abbrev. • Next two characters – Employee type • Next five characters – valid position number • Position number – must be valid 5 digit position number issued by HR • Comment section – use to enter estimated hire date

18. Salary – Residents (Add/Edit employee info) See next slide for descriptions

19. Salary – Residents (Add/Edit employee info) • Unit – select the Home Department/Unit for medical resident • First Name • Last Name • Inst. Hire Date • Employee # - generated when employee entered in HRMS • Position # - valid 5 digit position number issued by HR • Comment section – enter dates for off-cycle/matriculating • Job Title – select appropriate Job Class Code and title from drop-down menu • Emp Type – select MR (medical resident) from drop-down menu • Position – select T (temporary) from drop-down menu • Contract – select C (C contract type) from drop-down menu • Rank – enter [I, II, III, IV, V, VI] for correct PGY. MUST match Job Class Code. • Tenure – select N (non-tenure track) from drop-down menu • Base salary – enter correct salary for MR level based on Resident Salary Schedule • Contract Amt – includes: time period budgeted, annual stipend, annual cell phone allowance • Pay rate – monthly pay rate, includes stipend and cell phone allowance • FTE – annual FTE 18 – 20. Do not apply to Medical Residents. Use defaults • Annual Stipend section – include annual stipend and/or cell phone allowance • FICA Eligible – select M (medicare only) from drop-down menu • Health Insurance – select appropriate health insurance selection from New Innovations • Retirement Plan – select 5 from drop-down menu • Click Save or Update Employee to save all entered information

20. Salary – Budget Resident Salary Each pay line will be for the annual FTE allocated to a hospital account. Budget for full fiscal year: 7/1/yyyy to 6/30/yyyy. DO NOT budget account lines by individual blocks. Annual FTE to be budgeted for each hospital account (based from FTE schedules) Acct Amount – percentage of regular monthly salary based on FTE allocation Comment section – may use to note which hospital account the pay line is for Save all information entered for pay line

21. Salary – Data Checks for Residents The Start/End dates for each pay line is for full fiscal year (exception – off-cycle residents) FTE’s for each pay line is the total annual FTE the resident will spend at that hospital Total Annual FTE for all pay lines equals the Employee FTE The total of all monthly pay rates must EXACTLY equal the Employee Pay Rate The total annual amount for the pay lines must be within .12 cents of the Contract Amount

22. Salary – Off cycle Residents • Use Comment section to enter off-cycle dates • If resident is graduating mid-year: only budget for time period here. If resident is matriculating mid-year: • First account line is budgeted at the resident level as of July 1 to the day before the matriculation date. • Second account line is budgeted at the next resident level starting on the matriculation date to the end of the fiscal year. • The budgeted monthly amount must EXACTLY equal the employee pay rate, and will be the pay rate the resident will be at as of July 1. • Base salary will be the base for the PGY level as of July 1 • Total Annual FTE must equal the employee FTE • Total amount for pay lines must be within .12 cents of the Employee Contract Amount.

23. Salary – Edit Employee information • All active employee’s information was imported into the Budget Module. Please verify all information is current and accurate. • Click on Edit to update any of the information Note: For classified employee’s – please verify correct Grade/Step as of July 1 and correct Seniority Date (merit date)

24. Salary • Things to remember: • Budgeting the salary in the Budget Module serves two purposes: • Budgets the dollar amounts on the salary lines for an account • Used to upload the salary information to HR and to print PAFs for all Administrative Faculty, Academic Faculty, Residents, and Post Doc’s. • If you are changing classified FTE or pay line allocations for the new FY, you must submit a manual PAF to BCN in June • Verify all Employee Information at the top is correct for upcoming FY. • 9 digit Employee Number • Valid 5 digit Position Number • Resident Rank = Correct Job Class Code • Contract Amount includes Annual Stipend and Annual Cell Phone Allowance • Correct FICA Code • Correct Health Insurance plan is selected • Correct Retirement Plan code is selected • Classified – since merit is restored beginning in FY15; need to budget for correct Grade/Step • Budget for Vacancies: • Budget for all current searches as a vacant position with a valid position number • If budgeting for a vacant position – may use a vacant position number from the department’s position roster (CAIS) if you don’t have a valid position number

25. Salary • An employee can only be listed once in the Budget Module. • Validation rule set up for the employee number • If you receive an error from trying to add an employee, please contact Missy. Please do not add employee with a bogus employee number. Employee may already be in the module, just in a different department. • Fringe calculations for GA’s, Wages, LOA’s • An average % of Health Insurance will be calculated as an ‘Other’ fringe rate to capture the correct fringe cost in the accounts.

26. Salary – Pay Date Shift • June 1 account changes: • When the FTE or pay line allocations are changing for the new FY: • For Faculty, Grad Assistants, LOA’s, & Post Docs’s- a manual June 1 – 30 PAF needs to be completed reflecting the new FY’s account lines/FTE splits. • For Classified, Hourly LOA’s, and Wages – a manual PAF change needs to be completed for the June 16 – 30 pay period reflecting the new FY’s account lines/FTE splits • Assess the account changes needed and submit PAF’s by June cutoff date (or earlier – perhaps as you are completing the account line changes in the Budget Module – prepare a new PAF)

27. Salary – Payroll Clearing Account • If a grant account is not set up yet, please see if a Memo account may be set up through the OSPA office so you can budget the salary to that account, rather than the 1211-119-001K. • Otherwise you may budget salary to the clearing account until the grant account is set up.

28. University Budget • Select on the Unit Name to load the list of all accounts for the selected Unit Number of accounts in the Unit Name of the Unit Sort list by number of accounts (bi-directional) Sort list by Unit Name (bi-directional) Quick access to reports related to a unit

29. University Budget • Selected unit (highlighted in blue) and list of accounts Account number Department name (Account Name) Sort list by account number Sort list by department name Sort list by revenue amount Sort list by expenditure amount Sort list by balance amount Quick access to account reports related to University Budget • Click on an account number or department to budget that account

30. University Budget - Revenue To budget for revenue, make sure you are on the Revenue tab. If you need to add a revenue code, click on +Revenue. The Account Balance will have the current FY beginning balance, if any, for all self-supporting accounts. This will be added to the current FY Re-Projected revenue to give you the Total Revenue Budget for the current FY. Current FY Re-Projected revenue needs to be entered. This is all revenue received YTD and any future revenue to be received in the current FY. The Account Balance for the upcoming FY will auto-calculate with the ending expenditure account balance for the current FY. Upcoming FY Estimated revenue needs to be entered. This is an estimate of revenue to be received for the upcoming FY.

31. University Budget - Revenue • Tabs for Revenue screen and Expenditure screen – screen will load on Revenue screen • All revenue codes and amounts used in prior FY and in current FY (as of 12/31) were imported to account. • Current FY Re-Projected revenue: • Click on the blue text for rev code or description to edit revenue line • Enter all revenue received to date AND any future revenue to be received for the remainder of the FY for each revenue source • Upcoming FY Estimated: • Enter estimated revenue to be received in next FY • State accounts – enter allocation from Jean • Add revenue code if not already listed. Select appropriate code from drop-down menu • Re-Projected Amount: Enter all revenue received to date AND any future revenue to be received for the remainder of the FY • Estimated Amount: Enter estimated revenue to be received in next FY • Save revenue line

32. University Budget - Expenditures • Once you have finished with the Revenue, click on Expenditure tab • You will see all object/sub-objects used in previous FY and current FY • Previous FY Actual: This is the actual expenditures by sub-object for the previous FY. This gives you an idea of the activity that took place in the account. • Current FY YTD: The actual expenditures by sub-object for the current FY as of 12/31. This will give you an idea of the activity that has taken place in the account for the first 6 months of the current FY • Current FY Re-Projected: You will enter these figures based on YTD expenditures, current encumbrances, and an estimate of expenditures remaining for the FY • Upcoming FY Estimated: You will enter these figures to budget the account for the next FY. • Note: All figures entered in this column is what is uploaded to the UNR financial system.

33. University Budget - Expenditures To start budgeting for the expenditures, click on the Expenditure tab All expenditures by object/sub-object that were used in the prior FY and current FY (as of 12/31) were imported to the account All budgeted salary and fringe calculations will carryover automatically to the account. You will not be allowed to manually change these figures in the Upcoming FY Estimated column. An Auto Calculated with the date and time comment will also auto populate for all budgeted salaries and fringe. This is when those salaries were entered in the budget module.

34. University Budget - Expenditures • Click on an object line to budget for current FY and the next FY. Current FY Re-Projected: for each object/sub-object used in the current FY, you can use the CAIS Organization Summary by Object & Sub-Object reports to take what has been expended YTD, plus any encumbrances, plus an estimate of expenditures for the remaining of FY. This is your FY Re-Projected figure. Upcoming FY Estimated: budget what will be needed for each object/sub-object for the next FY. For state accounts, you will budget within your department’s allocation. For self-supporting, you will budget within the revenue the account will receive. Note: Can not manually change the salary and fringe figures for the upcoming FY Estimated on the Univ Budget side. Click SAVE for each object/sub-object line you edit

35. University Budget – Balance Budgets

36. University Budget – Balance Budgets • Click on +Expenditure to add an sub-object code if not already listed. • Click on any blue text to edit an line • Enter the current FY Re-Projections for each sub-object used in the current FY. This includes all YTD expenditures, outstanding encumbrances, and estimated expenditures for the remainder of the FY. • Enter the upcoming FY Estimated for each sub-object needed for the account. • This is what is uploaded to the UNR financial system and this will become your budget. Please enter your figures carefully and double check. • State accounts will need to budgeted according to the departments allocation. • Self-supporting accounts will need to be budgeted to the estimated revenue. • Hospital accounts will need to be budgeted to the hospital contract. • Current FY Re-projected ending balance: For all State, Hospital, and Admin self-supporting accounts – budget the account for the current FY to zero. There are no carry over balances and no reserves. • For self-supporting accounts that allow carry over balances, the ending balance needs to be as accurate as possible. This will become the upcoming FY beginning balance and will affect how the account is budgeted for the upcoming FY. • Upcoming FY Estimated ending balance: • For State accounts – Ending balance will be negative for the Fringe amount • For all Hospital and Admin self-supporting accounts – budget the account for the upcoming FY to zero. • For self-supporting accounts that allow carry over balances, the ending balance needs to be as accurate as possible. • Total Expenditure Budget will equal the Total Revenue Budget for the current FY. You cannot budget more expenditures than revenue. • Total Expenditure Budget will equal the Total Revenue Budget for the upcoming FY. You cannot budget more expenditures than revenue.

37. University Budget • Things to remember: • Budget accounts to a zero ending balance for all State, Hospital, and Administrative self-supporting accounts for both the current FY Re-Projected and the Upcoming FY Estimated. There are no carry-over balances or reserves. • The Budget Module is used to upload the University Budget for each account to CAIS and the Salary information is uploaded to HRMS in order to print PAF’s, so it is very important to budget each account and salary information accurately.

38. Reports • Reports screen • List of all the Units in the Budget Module • Click this report icon to view or download Payroll reports for the whole Unit by: • Payroll By Account • Payroll by Employee • Select a specific account within the Unit to view or download a Payroll report • Select a specific salary object code to view or download a Payroll report • Select a specific account within the Unit to view or download the University Budget report • Select a Practice Plan account to view or download a Budget or Income Statement report

39. Earning Codes by Employee Type • CL – Classified • CLA – classified regular pay • CLC – cell phone allowance • BLN – Bilingual pay (5%) • CHB – classified hourly w/ benefits • CLP – classified, phase-in • PRT – part-time hourly, no PERS • PTS - part-time salary, no PERS • SFF – Shift differential pay (5%) • WOC – working out of class • GA – Graduate Assistant • GRA – Graduate Research Assistant • CEL – cell phone allowance • GTA – Graduate Teaching Assistant • CT – Temporary Classified • CAS – Casual labor (160 hr) • HCS – Casual labor (hourly) • PD – Post Doctoral Scholar • POS – postdoctoral scholar • AC – Academic Faculty • FAC – faculty regular pay • CEL – cell phone allowance • STP - stipend • OVL - overload • FAP – reg pay not subject to retirement • FAX – furlough exemption • AD – Administrative Faculty • FAC – faculty regular pay • CEL – cell phone allowance • FAP – reg pay not subject to retirement • LA – Letter of Appointment • LAC – LOA w/o benefits • LAH – Hourly LOA • LBC – LOA w/ benefits • LBH – Hourly LOA w/ benefits • OVL - overload • MR – Medical Resident • RPH – resident physician • CEL – cell phone allowance • STP – stipend • ST – Student • STU – student wages • FW1 – Fed On C Fall • FW2 – Fed On C Spring

40. FICA Codes • A – OASDI (Social Security) only • M – Medicare only (default for most employees) • N – Not eligible for FICA • S – Student (no deductions taken) • T – Temporarily eligible

41. Health Insurance Plans • Residents {MR}: • North: • HHP HMO Child - Resident Employee/Child(ren) • HHP HMO EMP – Resident Employee • HHP HMO Family – Resident Family • HHP HMO Spouse – Resident Employee/Spouse • HHP PPO Child – Resident Employee/Child(ren) • HHP PPO EMP – Resident Employee • HHP PPO Family – Resident Family • HHP PPO Spouse – Resident Employee/Spouse • South: • HPN HMO Child - Resident Employee/Child(ren) • HPN HMO EMP - Resident Employee • HPN HMO Family - Resident Family • HPN HMO Spouse - Resident Employee/Spouse • SHL PPO Child - Resident Employee/Child(ren) • SHL PPO EMP - Resident Employee • SHL PPO Family - Resident Family • SHL PPO Spouse - Resident Employee/Spouse • All University Employees {AC, AD, CL, CT, GA, PD, LA} • N/A

42. Retirement Plan codes • 0 – No Retirement {CT, GA, LA} • 1 – PERS Employee/Employer Paid {CL, AC, AD} • 5 – Resident Physicians & Post Doc’s {MR, PD} • 7 – Retirement Plan Alternatives (RPA) {AC, AD} • 8 – PERS Employer Paid {CL, AD, AC} • B – Phase-in retirement for Plan 7 or G {AC, AD} • C – Phase-in retirement for Plan 1 {CL, AC, AD} • D – Phase-in retirement for Plan 8 {CL, AD, AC} • G – Grandfathered to Max Contr {AC, AD}