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Kuali Budget Construction

Kuali Budget Construction. Catherine Maddaford KBC Administrator. Kuali Budget Construction. Introduction and overview. KBC Website. Schedule, Training, Other references. Finding the KBC site. Office of the Comptroller – Kuali Budget Construction. Budget Schedule.

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Kuali Budget Construction

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  1. Kuali Budget Construction

    Catherine Maddaford KBC Administrator
  2. Kuali Budget Construction Introduction and overview
  3. KBC Website Schedule, Training, Other references
  4. Finding the KBC site Office of the Comptroller – Kuali Budget Construction
  5. Budget Schedule TBO release – February 18 Introductory KBC training at SBO forum Feb 19 February pay runs for monthly and biweekly completed by the end of February KBC opened to users after final pay results are loaded from February – estimated to be early March In-person training available beginning in March – see website for schedule and registration Input into KBC begins in March Final balancing should be completed in stages All budgets should be “pulled up” and in balance no later than May 23rd.
  6. KBC – Data collection KBC’s purpose is to collect data from two systems of record, put it together in one place for budget management and data entry, and then send it back to the source system for the new fiscal year.
  7. What’s New One start screen is the path to all of the data entry screens and searches for both GL budgets and salary data. Import/export of salary data available as an option Import of GL budget available as an option with template. Only three roles available and access is only by organization code. There is NO workflow routing in KBC.
  8. Automatic Updates Once positions are funded in KBC the corresponding budget is automatically entered in KBC for CU accounts, no double entry required. Fringe benefits are automatically calculated and entered nightly based upon the budgeted compensation object codes, no upload or manual entry required. Student Aid and FIF are also automatically calculated and entered nightly based on tuition budgets.
  9. KBC Roles Assigned roles – by 5-digit org code BC Processor Salary Document Editor Derived Role Fiscal Officer Already used in Kuali Financial System Currently inherited from EFS for most account KBC “delegate” not available for Fiscal Officer
  10. Salary Editor Access to the salary edit processes Position and incumbent pick lists Salary setting edit screens Salary export and import processes Access to BC Maintenance menu lookups
  11. Ex: Reason Codes
  12. Fiscal Officer Same derived role as that which is already in use in KFS. Can only view and edit account budget edocs. Cannot delegate the BC permissions for the fiscal officer. Cannot run BC control variance reports or export salary reports. In some centers the fiscal officer may be the same person who is assigned the BC processor role.
  13. BC Processor The most inclusive and “hands-on” role in KBC because it has permissions to edit both budgets and salaries/wages by org code. Includes same permissions as the salary editor and fiscal officer, but has added permissions not available to those other roles: Can unlock position or account records that have been locked by users in KBC. Controls the pull-up and push down for the KBC edocs for balancing and final approval of budget. Should be the SBO or the person responsible for the budget entry. Only one BC processor per 5-digit org code will be allowed to avoid problems with balancing.
  14. Access Application Application will be added to the Kuali Budget Construction website: http://www.usc.edu/dept/finserv/dirtrng/KBChome.htm Completed application should be added to a Kuali general purpose workflow edoc, either generated by or approved by the SBO, and routed to KBC Administrator, maddafor, for approval. Some SBO’s have already been added as BC processors for some org codes.
  15. Kauli Budget Construction Preparing for data entry
  16. Preparation – Step 1 Check region code to organization code table to be sure that you have access to all of your region codes for positions and incumbents (BC Region Export.) Verify that you have the appropriate KBC role with your 5- digit organization codes (Person lookup.) Make a list of accounts you will be using and verify that they are in KBC.
  17. BC Region Export Use the Region Code field or the Organization Code field to enter a mask* to narrow your search. Notice the output options. Check both active and inactive region codes, to be sure they are correct.
  18. BC Organization Reports If you recently had new organization codes created, use this lookup to see if the org code was brought into KBC. It must be in KBC and be in the hierarchy for you to use it in KBC. Contact the KBC Administrator if it is not found.
  19. BC Account Reports If you believe you are going to use an account that is new, recently expired, or one that did not get budgeted last year, use this lookup to see if the account was brought into KBC. It must be in KBC and be in the org code hierarchy for you to use it for budgeting or salaries. All accounts were loaded February 13, so any new accounts added after that will need to be entered manually by the KBC Administrator.
  20. Preparation – Step 2 Run the Salary Export worksheet or report. Work with your home department coordinators and HR staff to verify the information. Check to see that you have all incumbents. Check to see that you have all positions, filled or open. Check for funding from your accounts that goes to positions that are not yours. Make sure your positions have the correct region code to ensure that they are mapped to your organization code.
  21. Missing Position? Positions will appear in the export with incumbents or as vacant positions. Positions that have not been paid from will appear as Not Funded. Positions in your “pick list” or in your export The region code assigned to the position is mapped to your org code The cost allocation includes an account in your org code Cost allocation lines come from Workday payroll/KFS labor ledger, for pay runs between December and Februaryonly
  22. WD Position Updates Any new positions approved and added in Workday will be added nightly to KBC. The Workday position must be approved and it must belong to your region code to update KBC. When vacant positions are filled in Workday and approved the incumbent update will be passed on to KBC.
  23. Missing Employee? Use the org salary settings button in KBC to search the incumbent pick list or the position pick list. Incumbent pick list will allow you to find an employee assigned to a position that is not yours, but one that you paid from your accounts. Position pick list will allow you to find the employee assigned to one of your positions associated with your region code. Unless you have already paid an incumbent from one of your accounts or that incumbent is already assigned to your position, you will not see them on the export spreadsheet or salary setting.
  24. Compensation Budget Budgeting the positions in KBC automatically updates the appropriate object code and account budget Incumbents – budgeting filled positions Vacant positions – if funded Pooled positions – pooling positions together solely for budgeting groups of positions that assess fringe benefits Enter amounts directly into the account budget without updating positions Applies only to labor object codes with no fringe benefits assessment Method used for budgeting for most student positions/wages Cannot combine this method with budgeting positions
  25. Workday Comp Plans Descriptions To successfully budget compensation in KBC you need to understand both the compensation plans and the compensation plan codes and earning codes from Workday. There are several lookups in Kuali to assist you.
  26. Review Object Codes Object codes used to budget for compensation are determined by the compensation plan used in Workday. To be sure you are planning your budget for the correct object codes and employee types, you want to know which object codes go with which comp plans. You should work with your HR staff when reviewing the salary export report to understand the object codes and comp plans. Object codes will map to the correct comp plan in the salary setting screen and in the salary export report/worksheet, but multiple comp plans with the same object code may not appear.
  27. Duplicated object codes Some object codes map to more than one comp plan Example: the following object codes may require that you select/add comp plans to salary setting or the worksheet when the positions requires that the same object code be repeated for different comp plans. 11110 – Senior Adm Stipend 11213 – Teaching Overload 11232 – Other Faculty Supplement 11236 – Keck School Admin Stipend 11930 – Keck School Clinical Faculty Admin Stipend 12770 – Part time non-exempt faculty (Work Assignments) 14242 – Other Compensation (Allowances)
  28. Kuali Budget Construction Beginning the Data Entry – Salary settings
  29. Where to Start This one link takes you to the starting page for all of the KBC processes.
  30. Budget Construction Selection All of the data entry screens, views, and searches, as well as the imports and exports needed for KBC start from this one page. Each separate process starts when you click on a button.
  31. Closing Session The following may cause this message: If you close the Budget Construction Selection screen while an account edoc is loaded Timing out while account edoc is loaded Click YES when you see this message, so that you can restart with a fresh session. Be sure to frequently save your updates as you work. Click refresh before close to clear the loaded data
  32. Comp Data Entry Method One: Data Entry into the salary setting screen from one of the following Org Salary Settings (preferred direct entry method) Quick Salary Settings from within an Account edoc Method Two: Salary import using the salary worksheet Use the salary export to download the worksheet from KBC Enter changes in the worksheet Use the salary import to upload it back into KBC Requires careful attention to detail to avoid errors.
  33. Org Salary Settings Using the org salary settings button is the most direct and comprehensive approach to updating positions and/or incumbents, one at a time.
  34. Select Point of View First – Find and select the org code you want under “point of view” and then select it by clicking on the box under Selected in the Organization sub tree tab.
  35. Choose Pick List Second – Select which pick list you want, sorted by position number, which includes names, or sorted alphabetically by the incumbent’s name. Click on the View button for the one you have selected.
  36. You can click search to get all positions, or you can refine your search. Then select the position you want to open by clicking on PosnSalset. Position Search/Select
  37. Search Criteria Position Number – This is the position number from Workday or a pooled position number created in KBC. FLSA- (Fair Labor Standards Act) Exempt or non-exempt Employee Type –ie. staff, faculty, student, etc. Position Description –similar to job title, use *title*. Department ID – Region code (i.e. home dept code) in WD, can use wildcards. Object Code – object code used in the funding. Person Name – the name of the employee who fills the position. Use *name*. Fully Budgeted – a position is fully budgeted if all cost allocation adds to 100% for all comp plans included.
  38. Salary Setting Screen First tab - Position information imported from Workday, for information only.
  39. Position tab – col 1 Year – Fiscal year being updated Base/Core Rate – WD current total monthly or hourly rate for base pay only, all funding together Job Code – WD job code Work Months – for faculty, AWP, Annual Work Period FTE – Full-time equivalent, with 100% represented as 1.00
  40. Position tab – col 2 Position – Position number, either from Workday or a pooled position created in KBC Department Identifier – Region code from Workday FLSA – Exempt or non-exempt Pay Months - for faculty, DPP, Disbursement Pay Period Position Eff Date – the start date of the position, from Workday
  41. Position tab – col 3 Position Desc– WD Title related to the position Union Code – applies only to union members Scheduled weekly hours – how many hours an employee in this position works in one week Standard hours – how many hours a full-time employee works a week in this position Job Family Code – WD code that represents a group of job codes
  42. Position Funding Each added line requires empl ID and comp plan Add new cost allocation Accounts and comp plans loaded from current cost allocation
  43. Intended Incumbent When you use the search icon for empl ID within a position, this is the lookup you receive. Note that you may get all incumbents for this search, since you can add funding for any incumbent if the account is yours. This is different from the incumbent pick list from org salary setting.
  44. What do I update? Position Funding changes Click on Delete to remove funding lines for accounts or comp plans you do not wish to fund. If you are using the same account, add the new pay rate, divided according to the distribution percent. Adjust default cost allocation dates, if needed. Add new lines for new accounts used for cost allocation, remembering to add the employee and comp plan for each new line and click on Add. When all lines have been entered the distribution percent should be 100% for each comp plan.
  45. Distribution Percent Cost allocation is updated in the position funding tab on the salary setting screen. Each line represents the cost allocation as associated with a comp plan, and lines with the same comp plan are added together. Split the amount you enter in the rate of pay according to your desired distribution percent. Example: A monthly pay rate of $1,000 would be split into two lines of 50% each by entering $500 in each line for the rate of pay. Example: An hourly rate of $30 would be split into two lines of 50% each by entering $15 in each line for the rate of pay. Cost allocation dates are important when entering multiple cost allocation lines.
  46. Entering Rate of Pay Each row represents the cost allocation distribution for the account and comp plan shown, with the cost allocation dates shown. Divide the Rate of Pay into the portions that you want to pay on each cost allocation line. The rate of pay plus the cost allocation dates determines the distribution percent. Each row that splits the cost allocation for one comp plan must add up to 100% for the distribution percent for that comp plan to be fully funded.
  47. Cost allocation- Dates Cost Alloc Start – the start date for the cost allocation row must work with DPP for faculty, and must work with the rate type. (Default start date for non-exempt is 6/19/2014.) Cost Alloc End – the end date for the cost allocation row must work with DPP for faculty, and must work with the rate type. (Default end date for non-exempt is 6/17/2015.) You can reset to default dates by clearing the date fields and then clicking on the add button. Cost allocation dates cannot overlap within a position for the same comp plan. You may need to add additional lines or the distpct will not be correct.
  48. Dates – split funding To ensure the correct distribution percent for one comp plan, you cannot overlap the cost allocation dates on separate lines. Each time period needs its own set of lines adding to 100% for one comp plan. Note that some core pay for faculty may appear with the same object code, but actually be different comp plans. Check earning codes. Watch the totals and distribution percent when you add lines with different dates. You can check your calculations on the salary setting screens.
  49. AWP and DPP Dates There are start and end dates for the COMP PLAN and another set of start and end dates for the COST ALLOCATION. The example below is for a faculty member who has a nine-month contract (which matches the comp plan dates) but has elected to be paid over 12 months. If you are paying this faculty member for the first semester on one account and the second semester on another account, you would not change the comp plan, but you would have different dates on your cost allocation lines.
  50. Position Funding line Chart – Always SC Account – the GL account used for cost allocation Object – Object code, must match to comp plan and earning Emplid – the incumbent emplid must be repeated in each cost allocation row Memo – if you enter a restricted account in the cost allocation, the memo box will automatically be checked Cost allocation start and end dates – the dates that align with how pay is distributed
  51. Funding line - more Comp Plan – Loaded with the imported data or added for a new line. Some must be selected even for a loaded line. Earning – This is the earning type that goes with the comp plan. It may change if you change the comp plan. Comp plan start and end dates – May be the same as or different from cost allocation dates as determined by the type of pay and the employee type. Rate of pay – the portion of the hourly or monthly pay for that line Rate type – monthly or hourly or bi-weekly Reason select – reasons for the change in pay rate as provided from the selection list. Default is merit. Distpct– the distribution percent for the rate of pay for that cost allocation, calculated by KBC based on rate of pay and cost allocation dates.
  52. Comp Plan Select Some object codes work with more than one comp plan, so you must select one from the list. The choices for this example are core pay and core pay sponsored funds
  53. Salary Setting totals The bottom of the screen sums up each row of cost allocation. CSF Totals – The sum of CSF amounts for each line. Allocate is the sum of the lines you are entering. Totals less memo amounts is the total after the memo funding lines have been subtracted. This would represent the total that is counted against the control total.
  54. CSF – Explanation CSF (Calculated Salary Foundation) – used in KBC only Estimated annualized total based on the current rate and what was actually paid in Workday as reflected in the KFS labor ledger for each account/object code. Use this only as a reference tool, this number is NOT collected and sent to Workday, NOR does it update anything in the GL budget. If there is no CSF then nothing was imported into KBC from the KFS labor ledger, meaning they were not paid from Workday. CSF amounts for supplemental pay will appear very different from regular monthly or biweekly pay, since the same calculation is used for all comp plans. CSF is helpful for simple cost allocation but can be confusing for multiple line cost allocations with different dates.
  55. Delete, Undelete, Purge Delete marks the funding line for deletion from the position. Undelete recovers a line you previously deleted and now wish to retrieve. Purge marks a line for deletion that you added. Delete lines not needed – It is good practice to delete unwanted lines to avoid confusion with cost allocation.
  56. Incumbent Salary When you use the incumbent pick list to access the salary setting screen, the layout of the fields is slightly different from the position salary setting screen.
  57. Incumbent Pick List Incumbent is defined as the employee who currently fills the position. The following fields are included in the incumbent pick list. Emplid – Employee ID from Workday Financial Object Code – the Object code associated with the comp plans Person Name – The name of the incumbent/employee Employee type – Worker type, i.e. staff, faculty, student, etc.
  58. Incumbent Screen The position demographics that you saw in the first tab of the position salary setting layout is now gone, because you are viewing everything from the view of the incumbent rather than the position. You will see only the employee ID and name on the incumbent tab. Incumbent Funding tab: All of the funding lines are the same, with the exception that you add the POSITION to the incumbent funding line. Each funding line will contain the position information that you saw on the first tab in the position salary setting screen, such as base rate, hours, job code, FTE, etc. From this view you would be able to see if the incumbent is assigned to more than one position, which is rare.
  59. Kuali Budget Construction Budgeting positions in KBC
  60. Incumbents Current employees are called “incumbents” because they are actively assigned to positions. The changes to incumbents who are in the same positions are minimal in most cases: Change pay rate Change cost allocation, if needed In February incumbent data was imported into KBC from Workday, and included labor ledger data from December through February. Once KBC is in final status, with everything closed and balanced, KBC will send back the updated incumbent data to Workday. KBC is considered the approval, so Workday does not generate an approval request unless the change is outside the standards set by Workday HR for KBC. After the load compensation plan and cost allocation with new pay rates will be ready in WD for the new fiscal year.
  61. Vacant Positions KBC retrieves vacant position data from Workday for your reference. You cannot add an incumbent to a vacant position until that has been done in Workday and approved, and the new update comes over to KBC. Individual vacant positions can remain unfunded, or they can be collectively funded in pooled positions to allocate budget in KBC. Nothing regarding vacant positions will be included in the load back into Workday.
  62. Removing Incumbent If you have an incumbent that will not be associated with your position next year and has not been removed in Workday already, you can end the incumbent funding by VACATING the position. You can add funding to that same position with the empl ID showing as Vacant. Or you can add funding to a pooled position.
  63. Pooled Positions KBC can use “dummy” positions to pool positions for budgeting purposes only. Dummy position numbers are created in advance for each unit by the KBC Administrator for KBC only and are not valid WD position numbers. Each department will have a set number of special KBC positions at the beginning of budget season. Contact KBC Administrator if you need more. Pooled positions are related to employee type only and can contain multiple cost allocation lines and multiple comp plans as long as they relate to the employee type.
  64. Examples for pools Use pooled positions for comp plans that generate fringe benefits assessment but are not already funded in individual positions Use the pooled position for your overtime budget Object code 12710 Workday handles overtime charges via its posting rules related to T2. Some other examples for pooled positions Part-time faculty Allowances Stipends not yet assigned
  65. Pooled Position Number – example Note that the position number starts with a different letter than the P used for Workday positions, which indicates it is not from Workday. Each pooled position number “collects” budget for the same employee type, which in this example is non-exempt. You can include object codes that work with the same employee type in this pooled position, but you include only object codes that assess fringe benefits charges. Do not use restricted accounts in these pooled positions.
  66. Allocate - pooled positions Using the Salary Setting Screen Use the position pick list to locate the pooled position number. Choose the pooled position matching the employee type required. For like employee types, allocate all pooled amounts to the same position using appropriate object codes and accounts. Enter VACANT, in all caps, in the employee ID field. No comp plan ID or description will appear for items like overtime. The total pooled amount is entered in the rate field. Using the salary budget import spreadsheet The same information is entered, but it is entered in the import template and imported into KBC using the salary import process.
  67. Budget Only Objects Do not require any position funding at all in KBC. Labor object codes/comp plans with no fringe benefits assessment Work study student wages RA and TA salaries Enter the amount directly into the GL account budget in the same manner as other non-labor object codes. You cannot update incumbents in KBC at all for these categories. Use the labor object code lookup (next slide).
  68. Labor Object Lookup Example of partial results for object codes starting with 14*
  69. Memo Entries Those accounts that are not budgeted in KBC will still collect the data for reference and for updating to Workday. They are referred to as “memo” on the funding lines. Sponsored project accounts. Restricted accounts. Memo entries are not included when balancing the allocated to the control budgets in KBC, but you enter them to fully budget your positions.
  70. Vacating a Position Open the position Click on the Vacate button at the end of each funding line A new VACANT line will be created, leaving the employee line marked to delete. You can leave the VACANT lines funded or not. This example would have two funded VACANT lines and two unfunded DEL lines with the incumbent name and ID.
  71. Adding funding lines You can add a new funding line to a position or an incumbent, as long as you are looking at the “whole” position (not Quick Salary Setting view.) Fill in the object code and the comp plan select list will populate based on that object code. Add the emplID to the position, or the position to the incumbent, depending upon which view you are using. Be sure to delete funding lines that are involved in your cost allocation before adding new ones. Default dates will populate added lines, so change them if needed.
  72. Quick Salary Setting You can only connect to quick salary setting from the account edoc by entering a “0” in the allocated field and then clicking on the salary setting button next to the object code. Use this only when you are troubleshooting or balancing an account with compensation and you are looking from the account/object view rather than from the position view. You will see only funding lines for that account and that object code, but for all associated positions.
  73. Example Quick Salary
  74. Link from Quick view You can update funding here or you can link to the position or the incumbent view. Linking to the other views allows you to all funding for the incumbent or position.
  75. Kuali Budget Construction Entering a budget in KBC
  76. Selecting an Account BC Processor – Use My Organizations Fiscal Officer – Use My Accounts
  77. Org Point of View The Org codes to which the user has access will display in the “point of view”. If you have more than one, use the dropdown arrow and then select just one. Click on the box to select the org code and then click on the View button.
  78. Account Lookup Here is an example of using the search option to refine the list to all “12-accounts” in order to view only unrestricted expense accounts.
  79. Enter One Account If you want to go directly to the account edoc, you can enter the 10-digit account number in the box and then click on “load document”. You can use the search icon to narrow your search by org code or mask. This is sometimes quicker that waiting for the entire account list to load from my organization or my accounts.
  80. Account Edoc Account Org Org rollup Approval level
  81. Rev/Exp tabs The Revenue and Expenditure tabs here are where you enter the budgets for this account, selecting the appropriate tab for the appropriate account. The (0) next to the tab title indicates that there is nothing budgeted yet in this tab.
  82. Expenditure Tab When you select the expenditure tab you will see your expenditure object codes and any base budget (loaded into KBC from KFS) Salary setting buttons mean you must allocate that object code through updating positions.
  83. Base Budget Prev Year’s Base Budget is the starting budget that was entered for this account in the previous fiscal year. Note that Base Budget is different from Current Budget in KFS.
  84. Allocated Allocated is the budget that you are entering in KBC in this account for this upcoming fiscal year. % Change –between base and allocated
  85. Adjust by Percent Apply a specific percentage increase or decrease to all object codes listed. Enter a positive percent for an increase, or a minus percent for a decrease, then click the button “apply”. You will see the new allocated budget and the % change reflecting that adjustment. To make a different change, first delete the numbers from the allocated boxes before repeating the adjustment. You can also delete any of the allocated amounts and manually type in a new amount.
  86. Example – Overtime budget The following screen is the GL budget detail screen that shows the allocated budget. Note the allocated amount for overtime, object code 12710. Note the salary setting button in the same row indicates that a position is required to enter an amount, meaning you cannot allocate funds to that object code without entering the data into a position in the salary setting screen.
  87. Labor Object Codes This shows that a budget for compensation has been entered using the salary setting option. That means a budget was entered in either a pooled position, a vacant position, or a filled position (incumbent) or a combination of those.
  88. Labor Object Example Note which object codes have the salary setting button and which do not, even though they are labor object codes.
  89. Kuali Budget Construction Export and Upload Features – GL Budget Import
  90. GL Import You can import one or more accounts in one spreadsheet. You must use the template and import only in CSV format.
  91. GL Import template You can prepare your budget for import using this template, saving it as a CSV before upload.
  92. Verifying update You can spot check your upload by viewing the account edoc for one or more of your accounts. You can run the Account detail report in Cognos (BC processors only) to see all of the data on one report. Save your log file when you process any import to see errors and how many records were updated. Only changes will upload so that you will not overwrite prior budgets unless you change the account /object code/amount.
  93. Kuali Budget Construction Salary Export and import
  94. KBC Export Salary Data Run the salary export to obtain compensation data that has been loaded into KBC from Workday.
  95. What’s the same Only incumbents assigned to positions who are budgeted will be loaded from KBC back into Workday. (This is the same as the payroll load from BDS.) Pooled positions can be budgeted in KBC. Sponsored and restricted accounts can be used to enter cost allocation in KBC. Assigned restricted accounts (same as last year) to be used when you cannot assign the correct account to the cost allocation.
  96. What you can do Enter funding for current incumbents Position with incumbent already exists in WD and is loaded into KBC nightly. Change pay rate for incumbent for each existing comp plan (object code.) Add new comp plan where needed. Change cost allocation, accounts and dates. End funding or vacate the position for a future date. Vacate the position For transfers and terminations of current incumbents
  97. Specific Actions Modify – change information in an existing cost allocation line Use this action to change the monthly or hourly rate Use this action to change the amount allocated to a specific account on a specific line Add – add a new line to the cost allocation Use this action to add a new line to split the existing cost allocation to a new account not used on an existing line Use this action to add cost allocation for an incumbent that is assigned to your org but does not have any pre-existing cost allocation lines.
  98. What you cannot do You cannot do the following in KBC: Create a new position that does not already exist in Workday Add an incumbent to a position Fund a vacant position and feed over to WD Budget a newly created position unless it has an incumbent Your alternate to the above is to use pooled positions or to budget/fund vacant positions.
  99. Important! There is no error checking within the worksheet, since it is a simple file with data. Some error checking happens when you try to upload the worksheet, but it is limited. It is very important that you seek help from your HR staff to review the data before you try to upload. When in doubt, try the same action in the KBC salary setting screen. If you can execute the action there, you can execute it in upload. Neither process will catch errors such as overpay or underpay or incomplete cost allocations.
  100. Kuali Budget Construction Balancing your KBC budgets
  101. Pull-up The budgets are entered in the accounts, which are then “pulled up” in the tree hierarchy to the sub-tree levels. Pulling up a budget locks it so that no entry can be made at the key level, which is the account. You want to pull-up the accounts when you are ready to balance so that no one can update or change anything. Importing data will be prevented when the accounts are pulled up. Your budget is final and approved by you when you have pulled up all accounts to the 5-digit level AND you have used your balancing reports to verify that it balances to your control budget. The final review will be done by OBP and the KBC Administrator after you complete this phase.
  102. Push-down This process reverses the pull-up. If after pulling up an account you wish to make changes, you must first push it back down to release the account for editing. You can only push up and pull down at the org code level, not one account at a time. You must then repeat the pull-up process when finished.
  103. Starting the Pull-up Step 1- Use the button SET ORG & SUB ORG or select BOTH from the list. Both produce the same results. Step 2 – View the Pullup Candidate Documents, which will be the list of accounts available for pullup. Step 3 – If you wish to finish, click on the PULL UP botton. If not, go back to the top, click on clear all and start again, or simply close the screen.
  104. Pull-up Org Levels Refers to the place in the organization code tree. Our hierarchy is built to levels 0, 1, and 2. 0 refers to the bottom of the tree, or the root level, and accounts are at the root level. Level 1 is the 7-digit org code rollup Level 2 is the 5-digit org code rollup Org codes in the tree “rollup” or “report to” to the 7- and the 5-digit levels to build to the top of the tree. It is easiest to pull up everything to the top, but you can do incremental pull-ups at the 7-digit level. All accounts must be pulled up to the 5-digit level when you are finished and balanced.
  105. Push-down Org levels The levels are the same as we use for the pull-up, but the Push-down buttons and selection list have different names. Org is level 2 Fiscal Officer Level is level 0 (Account) 7-digit org rollup is level 1 Level 0 is account (same as fiscal officer level)
  106. Memo Accounts “Memo” entries for salary settings will exclude some restricted accounts from pull-up. See the example below. The accounts start with “53”.
  107. After Pull-up Note 2055 was the count before pull-up and 2051 was the count after pull-up because 4 memo accounts were not included.
  108. Partial Pull-up You can lock (pull up) a smaller group of accounts at the 7-digit level if you prefer. Still select BOTH for the 5-digit org because we use only level zero and level 2. Use the Drill down arrow to see the selection list. Select the ones you want to pull up. You would use the same selection approach for push down. View the accounts you will pull up in this selection.
  109. Pull up Candidates If you get the message that no accounts are available, that means there are either no account in that org at all, or they have already been pulled up. If you do get an account list, it will include those not already pulled up based on your previous org code selection.
  110. Balancing Reports Cognos reports have been created to assist the BC processor in balancing. Only BC processor will have access to the reports. These reports contain the control budget values and the allocated values. An account detail report will also be available. No compensation detail reports are available on Cognos – use the Salary Export Report. More information to follow in training once roles are set and security to reports is completed.
  111. After KBC is locked KBC will be available in view only mode. After compensation data is loaded from KBC to Workday, it will be important that all managers review the new fiscal year data for accuracy. If you have changes after you are finished in KBC, you will make those changes directly in Workday. There will be no “redline” period, so you must catch errors in Workday and correct them in a timely manner. Export your salary report for final review. Contact Workday and HR teams for further questions after the final load is completed.
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