BPS_300 Budget Preparation 1
BPS_300Business Planning
Simulation
BPS_300 Budget Preparation 1
Simulation
Course Content• Implementation of BPS at UK• BPS Design and Layouts• Sequence of Events• Phase I – Non-Position Budgets• Phase II – Salary Proposals• Phase III – Non-Regular Position Salary Proposals and
Budget Entries• Reports• BPS Help
BPS_300 Budget Preparation 2
BPS_300 Budget Preparation 2
BPS_300 Budget Preparation 3
Implementation ofBPS at UK
Implementation of BPS at UK• IRIS’s tool used for planning and creating budgets
• Uses the Business Warehouse (BW) environment
• Fully integrated with BW and uses similar functionality• Fully integrated with BW and uses similar functionality
• Capabilities Enable budgeting across modules (HR, FM, GM)
Provide ability for reporting using BW
Allow for extracting and retracting data from and to IRIS
BPS_300 Budget Preparation 4
BPS_300 Budget Preparation 3
Implementation of BPS at UK• Data (budget, employee, etc.) extracted from IRIS to the BPS
InfoCubes
• Users write budget data and salary proposal data into BPSUsers write budget data and salary proposal data into BPS InfoCubes
• Reports are run from BPS InfoCubes
• After BOT (Board of Trustees) approval, budget data will be retracted to IRIS Budget to FM/GM; Salary proposals to HR cost distribution to
BPS_300 Budget Preparation 5
Budget to FM/GM; Salary proposals to HR, cost distribution to 1018
• Budget maintenance (transfers/revisions) will occur in FM and GM
SecuritySecurity
• Based on department(s)
AFO (A Fi l Offi ) i d f b d• AFOs (Area Fiscal Officers) assign departments for budget users for security set-up
• Department assignments control data access in BPS InfoCubes (for reporting and layouts)
BPS_300 Budget Preparation 6
BPS_300 Budget Preparation 4
BPS_300 Budget Preparation 7
BPS DesignsAnd Layouts
BPS Designs & LayoutsBPS Designs & Layouts• In BPS, the budgeting platform is by a budgeting area and
each area has several layouts
• There are two budgeting areas: Campus
Land Grant
BPS_300 Budget Preparation 8
• One layout per budgeting area for non-position budgeting Non-Position Budget
BPS_300 Budget Preparation 5
BPS Designs & LayoutsBPS Designs & Layouts• Five layouts per budgeting
area for position budgeting and salary proposals Regular Position Budget
Adjustment Reason Code
Regular Position Budget Only
Non-Regular Position Budget
Non-Regular Position Salary
BPS_300 Budget Preparation 9
Non Regular Position Salary
BPS_300 Budget Preparation 10
Sequence of Events
BPS_300 Budget Preparation 6
Sequence of EventsSequence of Events
• Set deadline for all recurring budget transactions (budget revisions and transfers) – intra-area and inter-area
• Set deadline for departmental changes in SAP
• Units and departments review the cost distribution percentages associated with the cost object on the position master data
BPS_300 Budget Preparation 11
record (IT 1018) for all employees BW Position Cost Distribution report can be used for this review
Sequence of EventsSequence of Events
• University Budget Office (UBO) coordinates the copy over recurring budget data (from certain commitment items), from current year to future yeary y
• Area Fiscal Officers (AFOs) request BPS system access for employees who will be making budget entries
BPS_300 Budget Preparation 12
• UBO coordinates the freezing of the salary data in order to take a snapshot of current year base salaries for regular employees
BPS_300 Budget Preparation 7
Sequence of EventsSequence of Events
• UBO and Area Fiscal Offices prepare salary summary information for determining salary merit pool used to determine raises
• UBO prepares budget decision package for budget discussions and decisions by the President’s Cabinet
BPS_300 Budget Preparation 13
• Salary and budget allocations and budget guidelines are provided to units for preparing budget entries and salary allocations for the new fiscal year
Sequence of EventsSequence of Events
• Departments prepare income estimates, position and non-position expense budgets in the time frame set forth in the operating budget calendaroperating budget calendar
• Areas submit budgets to UBO in appropriate time frame
• UBO verifies and balances budget and prepares operating
BPS_300 Budget Preparation 14
budget document for BOT approval
BPS_300 Budget Preparation 8
BPS_300 Budget Preparation 15
Requests & Distribution of
Information
Requests & Distribution of InformationRequests & Distribution of Information
• UBO Distributes to AFOs: Operating Budget Calendar (subject to change)
Current year operating budget narrative and detail Current year operating budget narrative and detail
Current year recurring expenditure base
Future year budget sheets for affiliated corporations budgets
Future year budget sheets for Hospital budgets
Future year budget sheets for Service Center/Recharge ti
BPS_300 Budget Preparation 16
operations
BPS_300 Budget Preparation 9
Requests & Distribution of InformationRequests & Distribution of Information
• University Units Provide/Prepare: Scholarship budget projections
Recurring and major nonrecurring budget requests (items to be Recurring and major nonrecurring budget requests (items to be funded from central sources)
Estimated cost of faculty promotions for future year
Estimated health insurance and other benefits
Estimated indirect cost reimbursement income
E ti t d i t t d d t i
BPS_300 Budget Preparation 17
Estimated investment and endowment income
Requests & Distribution of InformationRequests & Distribution of Information
• University Units Provide/Prepare: Changes to payroll taxes, including miscellaneous benefit rates
Changes to parking permit rates Changes to parking permit rates
Changes to procard rebate income
Charges in property and casualty insurance
Changes in utility costs
BPS_300 Budget Preparation 18
BPS_300 Budget Preparation 10
Requests & Distribution of InformationRequests & Distribution of Information
• University Units Provide/Prepare: Estimate of future year general fund income and provide
descriptive narrative of tentative changes over current yeardescriptive narrative of tentative changes over current year recurring budget
Current year salary proposal summaries
Current year revised operating budget narrative and detail
BPS_300 Budget Preparation 19
Requests & Distribution of InformationRequests & Distribution of Information
• UBO Distributes to AFOs: Future year tentative salary dollar allocations
Future year recurring expenditure bases Future year recurring expenditure bases
Operating budget guidelines including salary guidelines
Future year operating budget narrative and detail
BPS_300 Budget Preparation 20
BPS_300 Budget Preparation 11
Requests & Distribution of InformationRequests & Distribution of Information
• Budget Areas Submit to UBO: Completed budgets for affiliated corporations and Hospital
Completed operating budget narrative and financial detail Completed operating budget narrative and financial detail
Completed Service Center/Recharge operations and income budgets
Budget transmittal letter
BPS_300 Budget Preparation 21
BPS_300 Budget Preparation 22
Phase I – Income &Non-Position Budgets
BPS_300 Budget Preparation 12
Phase 1 Income & NonPhase 1 Income & Non--Position BudgetsPosition Budgets
• Budget Preparation Guidelines and Process
• Non-Position Budget Layout
D R d P d• Data Resources and Products
• Fund Group 22 Income Estimates
• Fund Group 25 Income Estimates
BPS_300 Budget Preparation 23
Budget Preparation Guidelines and ProcessBudget Preparation Guidelines and Process
• The general fund income estimate process for the future year is about four to six weeks in length
• The auxiliary, hospital, and restricted funds income estimate process is about six weeks to two months and is due much later than the general fund income estimate process
BPS_300 Budget Preparation 24
BPS_300 Budget Preparation 13
Budget Preparation Guidelines and ProcessBudget Preparation Guidelines and Process
• Budget Areas submit final income estimates with supporting documentation regarding significant changes: I ti t th t ill b li i t d i th Income estimates that will be eliminated in the new year
New income estimates
Income estimates which have at least a 10% change from the current fiscal year with an accompanying dollar amount of $10,000 or more
BPS_300 Budget Preparation 25
Budget Preparation Guidelines and ProcessBudget Preparation Guidelines and Process• UBO will provide two spreadsheets to AFOs: Used for the initial preparation of the future year income and
non-position expenses budgets
Departments enter
1. Initial future year general fund income budgets ONLY
2. Initial auxiliary/restricted funds (including affiliated corps) budgets both income & non-position expense
Used to upload (only once) the future year budgets into the BPS
BPS_300 Budget Preparation 26
p y y gsystem
Any income and non-position expense budget changes needed after files are uploaded to BPS must be made directly into the BPS system
BPS_300 Budget Preparation 14
NonNon--Position Budget LayoutPosition Budget Layout
• Select the appropriate Non-Position Budget BPS layout
• Enter a value for each of the following selection criteria: Business Area
Department
BPS_300 Budget Preparation 27
• Tip: To search for the appropriate selection, click on the Search button in the field
NonNon--Position Budget LayoutPosition Budget Layout
• IMPORTANT! The appropriate business area MUST be used with the department Thi th t h k t k th b i i This year the system checks to make sure the business area is
the correct one for the department
If it is not correct, the system will not pull up the records for the department until the correct business area is selected
BPS_300 Budget Preparation 28
BPS_300 Budget Preparation 15
• UK Business Areas:NonNon--Position Budget LayoutPosition Budget Layout
0101 UK w/o component units
0102 Ky Tobacco R&D Center
0400 UK Equine Research Foundation
0500 UK Athletics Association 0103 UK Housing/Dining
0104 Boone Faculty Club
0105 WUKY
0111 UK Hospital
0112 Samaritan Hospital
0113 University Health
0600 UK Humanities Foundation
0700 UK Mining Engineering Foundation
0800 UK Business Partnership
0900 UK Center on Aging
1000 Central Ky Management
BPS_300 Budget Preparation 29
0113 University Health
0120 UK COMed Clinical Depts
0201 UK Research Foundation
0301 Fund for Advancement of Education and Research at UK Med Cntr
Services (Finances not a part of IRIS)
1100 Boone Center
KMSF Kentucky Medical Services Foundation
NonNon--Position Budget LayoutPosition Budget Layout
• Click on the Submit button or press Enter
• You may receive a system message while the system is working
BPS_300 Budget Preparation 30
BPS_300 Budget Preparation 16
NonNon--Position Budget LayoutPosition Budget Layout
BPS_300 Budget Preparation 31
• All funds centers (with budgets) in the business area and department entered on the prior screen will be displayed
NonNon--Position Budget LayoutPosition Budget Layout
• Enter a future year budget by funds center for each appropriate commitment item in the Future field
BPS_300 Budget Preparation 32
• Save the data using the Save button
BPS_300 Budget Preparation 17
NonNon--Position Budget LayoutPosition Budget Layout• Tips Revenue, recharge and pass-thru budgets should be entered as
a credit (negative number) to increase the budget
Use the Add button to add a budget (for a funds center/commitment item combination) that is not displayed on the layout
BPS_300 Budget Preparation 33
System will indicate an error if a non-relevant commitment item is used
NonNon--Position Budget LayoutPosition Budget Layout• Tips Only non-position relevant commitment items are allowed on
this layout
Funds center and Commitment item master data MUST EXIST in IRIS BEFORE the BPS system will save budget entry into the budget layouts
BPS_300 Budget Preparation 34
The non-position budget layout allows budget entry for future year income and non-position expenses by funds center and commitment item combinations
BPS_300 Budget Preparation 18
NonNon--Position Budget LayoutPosition Budget Layout• Tips The Campus Non-Position Budget BPS layout will be used for the
following non-position fund groups:
General funds
Restricted funds including affiliated corporations (Does not include fund group 22. Budget entries for fund group 25 are prepared using the land grant non-position BPS layout.)
Auxiliary funds
BPS_300 Budget Preparation 35
• For definitions of the revenue and expense commitment items, see IRIS website at http://www.uky.edu/iris
Exercise 1Exercise 1
•Non-Position Budget LayoutNon Position Budget Layout
BPS_300 Budget Preparation 36
BPS_300 Budget Preparation 19
Fund Group 22 Income EstimatesFund Group 22 Income Estimates• Relates to the government (state and federal) sponsored
Student Financial Aid programs of Pell Grants, College Work Study, SEOGs, Science and Math Access to Retain Talent (SMART), Academic Competitive Grant (ACG), Teach Grant, and CAP grants
• Income and expense budgets are completed on the Operating Budget Worksheet for Restricted Funds –
BPS_300 Budget Preparation 37
Contracts
• Worksheet is provided by UBO during the operating budget process
Fund Group 22 Income EstimatesFund Group 22 Income Estimates
• Operating Budget Worksheet – Restricted Funds – Contracts (FundFunds Contracts (Fund Group 22 – Funds Centers)
BPS_300 Budget Preparation 38
BPS_300 Budget Preparation 20
Fund Group 22 Income EstimatesFund Group 22 Income Estimates
• The expense section of this worksheet includes budget category breakdowns by functional area and expense by object for both the revised and future year expense budgetobject for both the revised and future year expense budget data
• After completion, these forms should be sent to the UBO on the appropriate due dates
BPS_300 Budget Preparation 39
Fund Group 25 Income EstimatesFund Group 25 Income Estimates
• Land grants that are part of the College of Agriculture from either the Ag Experiment Station or the Ag Cooperative Extension ServicesExtension Services
• Entered only by College of Ag business officers using the Land Grant Non-Position Budget layout
BPS_300 Budget Preparation 40
BPS_300 Budget Preparation 21
Fund Group 25 Income EstimatesFund Group 25 Income Estimates• Select the Land Grant Non-Position Budget BPS layout (only
used by College of Ag business officers)
• Enter a value for Sponsored Program
BPS_300 Budget Preparation 41
• Click on the Submit button or press Enter
Fund Group 25 Income EstimatesFund Group 25 Income Estimates
• Enter a future year budget by grant for each appropriate commitment item in the future budget field
BPS_300 Budget Preparation 42
• Click on the Save button
BPS_300 Budget Preparation 22
Fund Group 25 Income EstimatesFund Group 25 Income Estimates• Fund Group 25 Tips Revenue, recharge, and pass-thru budgets should be entered as a
credit (negative number) to increase the budget
Use the Add button to add a budget for a grant/commitment item combination that is not displayed on the layout
Only non-position relevant commitment items are allowed on this
BPS_300 Budget Preparation 43
y playout System will indicate an error if a non-relevant commitment item is used
Grants and Commitment item master data MUST exist in IRIS before entering the data into the BPS system
SummarySummary
• Budget Preparation Guidelines and Process
• Campus Non-Position Budget Layout
• Data Resources and Products
• Fund Group 22 Income Estimates 2009-2010 Operating Budget Worksheet
• Fund Group 25 Income Estimates
BPS_300 Budget Preparation 44
BPS_300 Budget Preparation 23
Phase II –
BPS_300 Budget Preparation 45
Phase II –Regular Position Budget & Salary Proposal Process
Phase IIPhase II
• Regular Position Budget and Salary Proposal Process Guidelines and Process
Position Budget and Salary Proposal
Regular Position Layout
Adjustment Reason Code Layout
Regular Position Budget Only Layout
Benefits Budgets
BPS_300 Budget Preparation 46
BPS_300 Budget Preparation 24
Salary Proposal Guidelines and ProcessSalary Proposal Guidelines and Process
• Regular positions are defined by the personnel subareas of the HR organizational structure
• Salary pools for salary increases Determined by incrementing the general fund salary base by a
percentage approved by the President’s Cabinet
The general fund salary base is determined by totaling the current salaries of individuals filling regular state mandated
BPS_300 Budget Preparation 47
current salaries of individuals filling regular state mandated positions (FCC= M and S) on a specified date
Distributed based upon performance (merit) for regular faculty and staff as well as market and equity adjustments for faculty
Salary Proposal Guidelines and ProcessSalary Proposal Guidelines and Process• The UBO distributes salary dollar allocations with associated
funding for increased benefits as well as budget guidelines including salary guidelines to the area fiscal officers for budget and salary entries
• Salary and position budget allocations will be distributed based on the cost distribution of IT 1018 A BW Position Cost Distribution report is available on the BW
BPS_300 Budget Preparation 48
budget report role for verification
BPS_300 Budget Preparation 25
Salary Proposal Guidelines and ProcessSalary Proposal Guidelines and Process• Budget areas must complete position budget entries and salary
proposals for the future year on the BPS layouts
• Proposed salaries are reviewed by the UBO and approved by the Budget Area Heads as appropriate and consistent with approved salary guidelines
• Once approved proposed salaries are included as part of the
BPS_300 Budget Preparation 49
• Once approved, proposed salaries are included as part of the operating budget document to be approved by the UK BOT
Salary Proposal Guidelines and ProcessSalary Proposal Guidelines and Process• Regular position budgets and salary proposals are entered
via three BPS layouts Position Budgetg
Adjustment Reason Code
Regular Position Budget Only
• These layouts are available for both Campus and Land Grant budgeting areas
BPS_300 Budget Preparation 50
budgeting areas
BPS_300 Budget Preparation 26
Position Budget LayoutPosition Budget Layout
• Used for regular position budget and salary proposals only
R l fl ibl l ill b d 12 h• Regular flexible employees will be treated as 12-month employees in BPS Salaries will be calculated on a 12-month basis
• Admin faculty stipends (Wage type 1110) will be included in
BPS_300 Budget Preparation 51
base pay and are eligible for raise dollars
Position Budget LayoutPosition Budget Layout
• Select the Position Budget BPS layout, either Campus or Land Grant
• Enter a value for the Department
BPS_300 Budget Preparation 52
BPS_300 Budget Preparation 27
Position Budget LayoutPosition Budget Layout
• Click on the Submit button or press Enter
• Four tabs will display
BPS_300 Budget Preparation 53
Position Budget LayoutPosition Budget Layout• Faculty & Monthly Staff tabs are for regular faculty and
monthly staff employees only in positions that are filled and participate in the salary proposal process All active regular employees in the department will be displayed
BPS_300 Budget Preparation 54
BPS_300 Budget Preparation 28
Position Budget LayoutPosition Budget Layout• Faculty & Monthly Staff tabs: Enter either proposed salary percentage or proposed annual
salary amount for each employee if appropriate
If entering the % increase, click on the Calculate Salary from % Incr button
BPS_300 Budget Preparation 55
Position Budget LayoutPosition Budget Layout• Faculty & Monthly Staff tabs: Click on the Copy Salary to Budget button to enable the system
to copy the proposed annual salary to the new year budget field
BPS_300 Budget Preparation 56
BPS_300 Budget Preparation 29
Position Budget LayoutPosition Budget Layout• Faculty & Monthly Staff tabs: Click on the Calculate Benefit button so the system can calculate
the new year benefits budget
Future year budget and benefits budget amounts may be overwritten if the calculated amounts need to be changed
BPS_300 Budget Preparation 57
Position Budget LayoutPosition Budget Layout• Faculty & Monthly Staff tabs: Click on the Save button to save the data
BPS_300 Budget Preparation 58
BPS_300 Budget Preparation 30
Position Budget LayoutPosition Budget Layout• Bi-Weekly/Hourly Staff tab is for regular bi-weekly and
hourly paid staff employees in positions that are filled All active regular employees in the department entered on the g p y p
prior screen will be displayed
BPS_300 Budget Preparation 59
Position Budget LayoutPosition Budget Layout• Bi-Weekly/Hourly Staff tab: Copy the previous year’s distribution percentage by clicking on
the Copy Distr % from Prior Year button
BPS_300 Budget Preparation 60
BPS_300 Budget Preparation 31
Position Budget LayoutPosition Budget Layout• Bi-Weekly/Hourly Staff tab: Enter either proposed salary percentage or proposed pay rate
amount for each employee if appropriate
If entering the % increase, click on the Calculate Salary from % Incr button
BPS_300 Budget Preparation 61
Position Budget LayoutPosition Budget Layout• Bi-Weekly/Hourly Staff tab: Click on the Copy Salary to Budget button to enable the system
to copy the proposed annual salary to the new year budget field
BPS_300 Budget Preparation 62
BPS_300 Budget Preparation 32
Position Budget LayoutPosition Budget Layout• Bi-Weekly/Hourly Staff tab: Click on the Calculate Benefit button so the system can
calculate the new year benefits budget
Future year budget and benefits budget amounts may be overwritten if the calculated amounts should be changed
BPS_300 Budget Preparation 63
Position Budget LayoutPosition Budget Layout• Bi-Weekly/Hourly Staff tab: Click on the Save button to save the data
BPS_300 Budget Preparation 64
BPS_300 Budget Preparation 33
Position Budget LayoutPosition Budget Layout• Vacant Posn Budget tab contains position budgets for
regular positions ONLY that are vacant Enter a proposed annual budget amount for each position if p p g p
appropriate
BPS_300 Budget Preparation 65
Position Budget LayoutPosition Budget Layout•Vacant Posn Budget tab: Click on the Calculate Benefit button so the system can
calculate the new year benefits budget
The future year budget and benefits budget amounts may be overwritten if the calculated amounts need to be changed
BPS_300 Budget Preparation 66
BPS_300 Budget Preparation 34
Position Budget LayoutPosition Budget Layout• Vacant Posn Budget tab: Click on the Save button to save the data
BPS_300 Budget Preparation 67
Position Budget LayoutPosition Budget Layout• NOTE:
Any current year salary changes to be made for an employee during the position budget and salary proposal process willduring the position budget and salary proposal process will be made by submitting an online ZHR_PAR to Compensation
Any future year salary changes to be made for an employee after the position budget and salary proposal process is complete will be made by submitting an online ZHR_PAR to Compensation on July 1
BPS_300 Budget Preparation 68
BPS_300 Budget Preparation 35
Position Budget LayoutPosition Budget Layout
• Tips Use the Add button to add a line for a Faculty/Monthly Staff
funding source (new funds center) or a Biweekly/Hourly cost distribution to the budget layout Do not use the Add button for a missing personnel
assignment number (PERNR)
BPS_300 Budget Preparation 69
g ( ) To add a new PERNR, contact the BPS listserv (BPS-
Position Budget LayoutPosition Budget Layout
Enter the PERNR (employee assignment number), position number, funds center, commitment item, and amount for the employee in the Faculty, Monthly Staff, or Bi-Weekly/Hourly Staff tabs
Enter the position number, funds center, and commitment item in the vacant position budget tab
BPS_300 Budget Preparation 70
BPS_300 Budget Preparation 36
Position Budget LayoutPosition Budget Layout
• The Regular Position Budget layout must be used for regularpositions budget and salary proposals ONLY If a position is regular and filled and does not appear in the
layout please notify the BPS listserv (BPS ISSUES@LSV UKY EDU)layout, please notify the BPS listserv ([email protected]) Reminder – Do not insert a line for a missing PERNR!
• PERNR, position, funds center, and commitment item master data MUST EXIST in IRIS before the BPS system will allow budget entry to be saved in the budget layouts
BPS_300 Budget Preparation 71
Clinical Employees (Hospital Salary Enterprise)Clinical Employees (Hospital Salary Enterprise)
• Affects clinical employees who are part of the hospital salary enterprise structure
• Two budget layouts used Campus Position Budget Campus Regular Position Budget Only
• All are bi-weekly and will show on the Bi-Weekly/Hourly Staff tab If l di l d b h b
BPS_300 Budget Preparation 72
If no employees are displayed, you may be on the wrong tab or the position is unbudgeted
BPS_300 Budget Preparation 37
Position Budget LayoutPosition Budget Layout
• Enter the budget directly into the future budget field
• Use the Calculate Benefits button to calculate the benefits budget
• Although budget can be built for the clinical employees using the Campus Regular Position layout, may be more efficient to use the Campus Regular Position Budget Onlylayout Campus Regular Position Budget Only layout only reflects
BPS_300 Budget Preparation 73
Campus Regular Position Budget Only layout only reflects budget and only has one button to use No danger of keying in a salary and causing an erroneous retraction
back to the SAP system; thus no consequence for affecting an employee’s pay record
Exercise 2Exercise 2
•Position Budget LayoutPosition Budget Layout
BPS_300 Budget Preparation 74
BPS_300 Budget Preparation 38
Adjustment Reason Code LayoutAdjustment Reason Code Layout• All regular employee salary proposals must be assigned to a
salary adjustment code (defaults to M for all salary changes)
• A il bl dj t t l d• Available adjustment salary codes P - Promotion S - Scale M - Merit (Default adjustment code) K - Market E - Equity L Leaving University (only if separating July 1 or after
BPS_300 Budget Preparation 75
L - Leaving University (only if separating July 1 or afterthe salary proposal process is closed (usually late
April, May, or June) O - Other D - Distribution Change
Adjustment Reason Code LayoutAdjustment Reason Code Layout
• One layout per budgeting area is available for this process Adjustment Reason Code Layout
• Use this layout if the new year salary increase for a regular position is not entirely merit based
• Enter all proposed salaries in the Regular Position Layout
BPS_300 Budget Preparation 76
before accessing the Adjustment Reason Code Layout
BPS_300 Budget Preparation 39
Adjustment Reason Code LayoutAdjustment Reason Code Layout
• Select the Regular Position Adjustment Reason Code layout
• Enter a value for Department
BPS_300 Budget Preparation 77
• Click on the Submit button or press Enter
Adjustment Reason Code LayoutAdjustment Reason Code Layout
• Faculty tab is for regular faculty employees
• Monthly Staff tab is for regular monthly paid employees
• Bi-Weekly/Hourly Staff tab is for regular bi-weekly and hourly paid employees
BPS_300 Budget Preparation 78
BPS_300 Budget Preparation 40
Adjustment Reason Code LayoutAdjustment Reason Code Layout• Salary increment defaults to M for merit
BPS_300 Budget Preparation 79
• If the proposed salary increase is not entirely merit based, use the Add button to insert a new line
Adjustment Reason Code LayoutAdjustment Reason Code Layout
• Enter the appropriate PERNR (employee assignment number), funds centerfunds center, adjustment code key, wage type, and amount
• Click on Submit
BPS_300 Budget Preparation 80
BPS_300 Budget Preparation 41
Adjustment Reason Code LayoutAdjustment Reason Code Layout• The initial merit amount will be adjusted
BPS_300 Budget Preparation 81
Adjustment Reason Code LayoutAdjustment Reason Code Layout• Tip Enter all proposed salaries in the Regular Position layout first
before accessing the Adjustment Reason Code Layout
BPS_300 Budget Preparation 82
BPS_300 Budget Preparation 42
Exercise 3Exercise 3
•Adjustment Reason Code LayoutAdjustment Reason Code Layout
BPS_300 Budget Preparation 83
Regular Position Budget Only LayoutRegular Position Budget Only Layout
• Access to this layout will only be granted AFTER the completion of the salary proposal process
• Select the Regular Position Budget Only layout
• Enter a value for the Department
BPS_300 Budget Preparation 84
• Click on the Submit button or press the Enter key
BPS_300 Budget Preparation 43
Regular Position Budget Only LayoutRegular Position Budget Only Layout• Faculty tab is for regular faculty employees only
• Monthly tab is for regular monthly paid staff employees
• Bi-Weekly/Hourly Staff tab is for regular bi-weekly and hourly paid employees
• Vacant Posn Budget tab contains prior year position budgets for regular position ONLY that are vacant
BPS_300 Budget Preparation 85
Regular Position Budget Only LayoutRegular Position Budget Only Layout• For all tabs: All funds centers with position budgets in the department
entered on the prior screen will be displayed Enter changes to the budget amount for the appropriateEnter changes to the budget amount for the appropriate
positions if warranted
BPS_300 Budget Preparation 86
BPS_300 Budget Preparation 44
Regular Position Budget Only LayoutRegular Position Budget Only Layout• For all tabs: Click on the Calculate Benefit button so the system can
calculate the new-year benefits budget
BPS_300 Budget Preparation 87
Regular Position Budget Only LayoutRegular Position Budget Only Layout• For all tabs: The future-year budget and benefits budget amounts may be
overwritten if the calculated amounts need to be changed Click on the Save button to save the dataClick on the Save button to save the data
BPS_300 Budget Preparation 88
BPS_300 Budget Preparation 45
Regular Position Budget Only LayoutRegular Position Budget Only Layout• Tips Use the Add button (bottom of the screen) to add a new-year
budget for a regular position
Enter the PERNR (employee assignment number), position number, funds center, and commitment item for the employee in the Faculty, Monthly Staff or Bi-Weekly/Hourly Staff tabs
BPS_300 Budget Preparation 89
Enter the position number, funds center, and commitment item in the vacant position budget tab
Regular Position Budget Only LayoutRegular Position Budget Only Layout
• Tips The Regular Position Budget Only layout must be used for
regular employee budgets ONLY
If a position is regular and filled and does not appear in the layout, please notify BPS listserv ([email protected])
Employee, position, funds center, and commitment item master data must exist in IRIS before the BPS system will allow budget entry into the budget layouts
BPS_300 Budget Preparation 90
BPS_300 Budget Preparation 46
Exercise 4Exercise 4
•Regular Position Budget Only LayoutRegular Position Budget Only Layout
BPS_300 Budget Preparation 91
Clinical Employees (Hospital Salary Enterprise)Clinical Employees (Hospital Salary Enterprise)
• Campus Regular Position Budget Only layout allows user to create the unit budget for a position
• Use the future year budget fields to enter the desired budget for your clinical employees, and then use the Calculate Benefits button to calculate the benefits budget
BPS_300 Budget Preparation 92
BPS_300 Budget Preparation 47
Benefits BudgetsBenefits Budgets
• Initially, the benefits budgets should not be entered directly into the BPS system but
Employee Category
1 Faculty Reg FT (Incl >.74 FTE)
2 Faculty Reg PTthe BPS system, but should be calculated based on benefit percentages determined by a matrix table of the employee categories
3 Civil Service Faculty
4 Hourly (Non Exempt) Staff Reg FT5 Hourly (Non Exempt) Staff Reg PT
6 Monthly (Exempt) Staff Reg FT (Includes Exempt Bi-weekly)
7 Monthly (Exempt) Staff Reg PT (Includes Exempt Bi-weekly)
BPS_300 Budget Preparation 93
8 Civil Service Staff
9 Post Docs
10 Housestaff
11 Other (LTD, students)
Benefits BudgetsBenefits Budgets
• The benefit percentages are only used for benefit budget calculations during the budget process
• The calculated benefit budget amount can be changed directly in the layout if necessary
• Benefits need to be budgeted in the funds center that is associated with the position budgets they support
BPS_300 Budget Preparation 94
BPS_300 Budget Preparation 48
Benefits BudgetsBenefits Budgets
• PLEASE NOTE:
Even though the capability is available to change the benefits b d b d d h dbudgets on a position budget, it is expected that adequate benefits are placed directly against a funds center in the benefits budget column
This process does not replace having benefits against each position and does not endorse putting all benefits for an area into one funds center
BPS_300 Budget Preparation 95
SummarySummary
• Regular Position Budget and Salary Proposal Process Guidelines and Process
Position Budget and Salary Proposal
Regular Position Layout
Adjustment Reason Code Layout
Regular Position Budget Only Layout
Benefits Budgets
BPS_300 Budget Preparation 96
BPS_300 Budget Preparation 49
Phase III –
BPS_300 Budget Preparation 97
Phase III Non-Regular Position
Salary Proposals & Budget Entries
Phase IIIPhase III
•Non-Regular Position Salary Proposals and Budget Entries Non-Regular Position Budget Layout
Non-Regular Position Salary Layout
Editing Position Budgets after Salary Proposal Process Completion
BPS_300 Budget Preparation 98
BPS_300 Budget Preparation 50
NonNon--Regular Position Budget/SalaryRegular Position Budget/Salary
• Use for positions that are either pooled, defined as non-regular, or positions which do not participate in the salary proposal process such asproposal process, such as Temporary
Students
Clinical Faculty
Ag Extension Agents
BPS_300 Budget Preparation 99
County Secretaries
NonNon--Regular Position Budget LayoutRegular Position Budget Layout
• Select the Non-Regular Position Budget BPS layout either Campus or Land Grant
• Enter a value for Department
BPS_300 Budget Preparation 100
BPS_300 Budget Preparation 51
NonNon--Regular Position Budget LayoutRegular Position Budget Layout• Click on the Submit button or press Enter
• All active non-regular positions with prior year budgets in the department entered will be displayed
BPS_300 Budget Preparation 101
NonNon--Regular Position Budget LayoutRegular Position Budget Layout• Enter a future year budget by funds center for each
appropriate commitment item and position combination in the future budget field If the prior year budget will be the same as the new year
budget, click on Copy Budget to New Year
BPS_300 Budget Preparation 102
BPS_300 Budget Preparation 52
NonNon--Regular Position Budget LayoutRegular Position Budget Layout
• Click on the Calculate Benefit button to calculate and enter the benefits budget for the position in the Benefits Budgetfieldfield
BPS_300 Budget Preparation 103
NonNon--Regular Position Budget LayoutRegular Position Budget Layout• Tips Use the Add button to add a budget for a funds
center/commitment item/position combination that is not displayed on the layout
The Non-Regular Position Budget layout MUST be used for budget entry ONLY for positions that are either pooled, defined
l ( d ) d
BPS_300 Budget Preparation 104
as non-regular (e.g., temp, students, etc.) or do not participate in the salary proposal process (e.g., clinical faculty, Ag extension agents, county secretaries)
BPS_300 Budget Preparation 53
NonNon--Regular Position Budget LayoutRegular Position Budget Layout
• Tips Criteria for this layout are based on positions in a table located
and maintained within IRISand maintained within IRIS
If the table needs to be modified due to either a position appearing on the layout that should not be there or a position not appearing on the layout that should be there, notify the BPS listserv ([email protected])
Funds center, commitment item, and position master data
BPS_300 Budget Preparation 105
MUST EXIST in IRIS before the BPS system will allow budget entry to be saved into the budget layout
Exercise 5Exercise 5
•Non-Regular Position Budget LayoutNon Regular Position Budget Layout
BPS_300 Budget Preparation 106
BPS_300 Budget Preparation 54
NonNon--Regular Position Salary LayoutRegular Position Salary Layout• Select Non-Regular Employees Salary Proposal Layout
• Enter a value for Department
BPS_300 Budget Preparation 107
• Click on the Submit button or press Enter
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
•Three tabs will display The Faculty tab displays faculty employees
Th M hl b i f hl id l The Monthly tab is for monthly paid employees
The Bi-weekly/Hourly tab is for bi-weekly and hourly paid employees
BPS_300 Budget Preparation 108
BPS_300 Budget Preparation 55
NonNon--Regular Position Salary LayoutRegular Position Salary Layout• To complete both the Faculty and Monthly tabs: Enter either a proposed salary percentage increase or an annual
salary amount for each employee if applicable
BPS_300 Budget Preparation 109
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
• Faculty and Monthly tabs: If a proposed salary percentage is used, click on the Calc. Salary
from % Incr buttonfrom % Incr button
BPS_300 Budget Preparation 110
The new year proposed salary will be calculated
The annual proposed salary can be entered directly
BPS_300 Budget Preparation 56
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
• Faculty and Monthly tabs: Save the data using the Save button
BPS_300 Budget Preparation 111
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
• Bi-weekly/Hourly tab: Copy the previous year’s distribution percentage, click on the Copy
Distr % from Prior Year buttonDistr % from Prior Year button
Change the new year distribution percentage if incorrect
BPS_300 Budget Preparation 112
BPS_300 Budget Preparation 57
NonNon--Regular Position Salary LayoutRegular Position Salary Layout• Bi-weekly/Hourly tab: Enter either a proposed pay rate percentage increase or a proposed
pay rate for each employee if applicable
If the proposed pay rate percentage is used, click on the Calc. Salary from % Incr button
The new-year proposed annual salary will be calculated
BPS_300 Budget Preparation 113
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
Save the data using the Save button
• Tips Use the Add button to add a line to the budget Enter the PERNR (employee assignment number), position
number, funds center, and commitment item for the employee
BPS_300 Budget Preparation 114
BPS_300 Budget Preparation 58
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
• Tips The Non-Regular Position Salary layout must be used for salary
entry ONLY for positions that are either pooled, defined as non-regular (e g temp students etc ) or do not participate in theregular (e.g., temp, students, etc.) or do not participate in the salary proposal process (e.g., clinical faculty, Ag extension agents, county secretaries, etc.)
Criteria for this layout are based on positions in a table located and maintained within IRIS If the table needs to be modified, notify the BPS listserv
BPS_300 Budget Preparation 115
( )
NonNon--Regular Position Salary LayoutRegular Position Salary Layout
• Tips
PERNR, position, funds center and commitment item master data MUST EXIST in IRIS before the BPS system will allow budget entry into the budget layouts
The proposed salary percentage and the annual salary amount fields should not be used simultaneously
BPS_300 Budget Preparation 116
BPS_300 Budget Preparation 59
Exercise 6Exercise 6
•Non-Regular Position Salary LayoutNon Regular Position Salary Layout
BPS_300 Budget Preparation 117
Editing Position BudgetsEditing Position Budgets
• Editing Position Budgets after Salary Proposal Process is complete When the salary proposal process is complete, access will be
provided for making changes to the Regular Position Budgetprovided for making changes to the Regular Position Budget Only layout This allows updates to the future year position budgets for
regular positions when needed
Access to the Regular Position layout cannot be made available simultaneously with the Regular Position Budget Only layout because both layouts use the same information and data locks
BPS_300 Budget Preparation 118
because both layouts use the same information and data locks will occur
BPS_300 Budget Preparation 60
SummarySummary
• Other Salary Proposals and Balancing the Budget N R l P iti B d t L t Non-Regular Position Budget Layout
Non-Regular Employees Salary Proposal Layout
Editing Position Budgets after Salary Proposal Process Completion
BPS_300 Budget Preparation 119
BPS_300 Budget Preparation 120
Reports
BPS_300 Budget Preparation 61
ReportsReports• BPS Budget Reports located in BW Role – BPS Budget Reports:
Position Cost Distribution
Budget Income Estimate
Land Grant Budget – Income Estimate
Budget Expense Estimate
Land Grant Budget – Expense Estimate
Budget Narrative Report
Budget Reconciliation Report
Salary Proposal Detail Report Full Time – Regular Employees
BPS_300 Budget Preparation 121
Salary Proposal Detail Report Full Time Regular Employees
Salary Proposal Detail Report Part Time – Regular Employees
Salary Proposal Summary Full Time – Regular Employees
Salary Proposal Summary Part Time – Regular Employees
BPS_300 Budget Preparation 122
BPS Help
BPS_300 Budget Preparation 62
BPS HelpBPS Help
• Budget Process Questions First, check with your AFO
If needed check with UBO by using the BPS listserv (BPS If needed, check with UBO by using the BPS listserv ([email protected])
• BPS System Questions myHelp Website
BPS_300 Budget Preparation 123
http://myhelp.uky.edu/rwd/HTML/BPS.html
BPS HelpBPS Help• myHelp Website: http://myHelp.uky.edu/rwd/HTML/BPS.html
Contains:Contains:
2010-2011 Operating Budget Process Reference Manual
2010-2011 BPS_300 Business Planning Simulation Course Presentation
BPS Tips, Tricks, and Troubleshooting
Quick Reference Cards (QRCs)
BPS_300 Budget Preparation 124
Quick Reference Cards (QRCs)
BPS_300 Budget Preparation 63
Course SummaryCourse Summary• Implementation of BPS at UK• BPS Design and Layouts• Sequence of Events• Phase I – Non-Position Budgets• Phase II – Salary Proposals• Phase III – Other Salary Proposals and Balancing the Budget• Reports• BPS Help
BPS_300 Budget Preparation 125
Top Related