Salary Planner/
Budget Development
1
Objectives
At the end of today’s session, you will:
1. Understand the purpose of the Salary
Planner/Budget Development process
2. Understand the steps to ensure your staff are set up
properly in Salary Planner
3. Be able to perform these steps
4. Be familiar with the timeline for FY11 and
5. Know where to go for help
2
Agenda
Course Overview
1. Why are we here?
2. Overview of the FY11 Process
3. Overview of Steps
a) Salary Planner (Reappointment and Budget)
a)
b)
List by Employee (Slides 13-23)
List by Position (Slides 24-36)
b) Budget Development (Slides 37-66)
4. Reports/Analysis/Quality Review (Slides 67-80)
5. Contacts & Lab Sessions
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Why Are We Here?
We use the Salary Planner and Budget
Development Process to:
1. Ensure staff are configured in the system to get paid,
to be paid from the right source, and to have
appropriate budget allocations.
2. Ensure operations are appropriately budgeted for
each Index
Today’s training will ensure you understand and can do
the necessary steps and where to go for help if you
need it.
4
Process Overview
I
Salary Planner
List by Employee
*Reappointment Side
(NBAJOBS)
Reappoint
Only
X
Reappoint &
Budget
X
Budget
Only
FY NonTenure/Ext
X
II
List by Position
*Budget Side
(NBAPBUD)
Budget Development
(Budgeting Operations)
X
X
X
X
X
X
X
5
Special Case: BZ Adjuncts
I
Salary Planner
List by Employee
*Reappointment Side
(NBAJOBS)
BZ Adjuncts
X
II
List by Position
*Budget Side
(NBAPBUD)
X
Budget Development
(Benefits & Operations)
X
Why Special?
1. Extended Deadlines (for Reappointing)
2. Do List by Position (Budget) first, but
may do List by Employee later
6
FY11 Salary Planner/
Budget Development Timeline
• May 10th to 14th – Salary Planner/Budget Development Training
• May 17th – Salary Planner/Budget Development Open for Input
• May 17th to June 4th – Salary Planner/Budget Development Help Sessions
• June 4th – Budget Side of Salary Planner/Budget Development CLOSED
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Accessing Salary Planner
From MSU homepage, click on MyInfo link
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9
10
11
12
List by Employee
*Reappointment Side
(NBAJOBS)
13
14
15
If changes
need to be
made to an
employees’
base salary use
this slide for
assistance.
16
Don’t forget to download the spreadsheet to double check for
accuracy. See the section titled “Reporting and Analysis”
labor
17
Frequently Asked Question
If you do not plan on reappointing an employee for
the fall, but the employee will be returning in the
spring, follow the steps in the next three slides.
If your employee is not to be reappointed and is
not returning, please submit a terminating EPAF.
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19
20
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Frequently Asked Question
When I am in the Job Detail section of
“List by Employee”, what is the difference
between the Current, Base, and
Proposed records?
22
“Job Detail” record explained
23
List by Position
*Budget Side
(NBAPBUD)
24
25
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Copy Estimated Budget to Budget
If you click “Copy Estimated Budget to Budget” first, this will automatically populate the change
amount and Proposed Budget based upon the associated employees’ current base rate(s) and # of
pays. This amount if found under the column, “Estimated Fiscal Year Budget”
This will usually save you time. You will need to make additional changes to positions with associated
longevity, vacant positions, and pooled positions.
Only click ONCE. If you click it again after you have made other changes it will overwrite them.
**Hit the “Save” button OFTEN
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Other Manual Changes
The Mass Change
section will not be
used in a fiscal year
without across-theboard raises.
If necessary, you
can type in changes
to the Proposed FTE
and TAB out.
Please use 4
decimal places.
Changes to budget
can be entered in the
Change Amount
field. You will want
to enter the ENTIRE
budget amount and
TAB out.
To change the
BUDGET distribution,
click on the link.
**Hit the “Save” button OFTEN
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Position Distribution Changes
Current NBAPBUD Distribution
New Distribution
Click the “Percent” link to make
changes to that index. You may
also “Add a new record”. The total
must always equal 100.00
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If you have had to add a
new record, type in the
Index and then click the
“Default from Index”
button.
Manually enter the
Account that is
associated with the
position.
Enter the percent that is
associated with the Index that
you just filled in and TAB out.
This will automatically fill in the
Amount. If you need to remove
distribution from a particular
index enter 0.00
Click “Save” after each entry. Complete as many entries as necessary to Total 100%.
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Frequently Asked Question
How do I budget for a position that is split
funded between state money and “soft”
money (IDCs or Grants)?
Example: A position is 60% funded by a grant and 40%
funded by a state fund.
31
Change the FTE to match
whichever portion of the budget
will be covered by state funds. So,
from the example, .4000 for 40%.
TAB out and click the “Save”
button.
The distribution will need to
be changed, so click on
“Distribution” under links.
32
The percent distribution for the
state index (or whichever index is
not the grant/IDC) should equal
100%. If it is not 100%, use the
steps outlined in presentation to
make changes.
33
Frequently Asked Question
I’m finished with Salary Planner, what
now? What steps do I take to complete
the Reappointment process?
34
Employees on a Letter of Appointment (LoA):
•
If employee was reappointed through Salary Planner, Human
Resources will need the “Reappointment LoA” (LoA with the box in
the corner) submitted.
•
If employee was not reappointed through Salary Planner,
Human Resources will need both a PTF and a LoA submitted.
Employees on a MUS Contract:
•
If employee was reappointed through Salary Planner, Human
Resources will need nothing more. Human Resources will print the
MUS contracts around mid-November once the contracts are
approved by OCHE.
•
If employee was not reappointed through Salary Planner,
Human Resources will need a PTF.
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Other Types of Contracted Employees:
•
USRA Contracted Employees must be reappointed by
submitting a completed PTF and USRA Contract (positions
can still be budgeted through Salary Planner).
•
Post-Retiree Contract Employees must be reappointed
by submitting a completed PTF (positions can still be
budgeted through Salary Planner).
**Submit any Labor Distribution Change EPAFs necessary
for payroll changes.
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BUDGET DEVELOPMENT
Budgeting for Operations
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Key Points
– Budgeting at a high level is allowed as long as you are not
using account codes that end in “00” such as 62800.
• Instead use account codes ending in “99”, such as 62899.
– A maximum of $10,000 is allowed in 62899.
– If budget is initially showing in the “00” accounts, the
budget should be moved and those accounts ending in “00”
deleted.
– All accounts that contain $0 in their budget need to be
deleted.
– Use A11GL1 as the Budget Phase when entering your
budget information.
– DO NOT budget IDC or Grant funds (436%, 437%, 4W%, or
425%-429%).
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 Select the
Finance
Services tab
at the top of
MyInfo and
then click the
Budget
Development
link in the
menu below
39
 From here
there are 3
options.
Choose
“Create
Budget
Worksheet”
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 Click the
“Create
Query”
button
without
changing any
other
parameters
on the screen.
41
 Make sure
that at least
the top two
boxes are
checked
when
selecting
columns to
display
amounts.
42
CORRECT BUDGET
PHASE IS A11GL1
MUST HAVE:
CHART OF ACCOUNTS=1
BUDGET ID=FY2011
BUDGET PHASE=A11GL1
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Selecting and Adding Your Index
CLICK ON INDEX
BUTTON
 Click on the
Index button to
select the
proper index.
This process
ensures the
proper fund,
org, and
program
components is
pulled in with
your index.
44
 In the Index
Criteria box you
can enter your
index number.
45
 Your index
will display on
your screen
with a link.
Click on the link
under the
Index heading.
46
 If you are
not sure of
your index,
enter part of
the index and a
“%” for a
wildcard search
(i.e. 4%)
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A list will be
returned.
Locate the
index that you
want to budget
and click on the
link below the
Index heading.
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FUND, ORG, AND
PROGRAM WILL BE
POPULATED, BUT
NOT THE INDEX.
 Once you
have clicked
the link, the
correct fund,
org and
program will
pull into the
screen. The
index will not
display at this
point.
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DO NOT CHANGE
CHECK TO INCLUDE
ALL OF THE OPTIONS.
CLICK HERE
Do not
change the
Budget
Duration Code
or Display Fin
Mgr from
options.
Check to
include: all
boxes. Click
the Submit
button.
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Making Changes to Your Budgets
 3 Options for Making Changes:
Decreasing the current budget amount
Increasing the current budget amount
Creating budgets for additional account codes
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 To start, the
program will
automatically
pull in the
accounts that
are currently
budgeted
within your
index as well
as the budgets
associated
with them.
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 Leave the
rounding at
1.00 to round
to the
nearest
whole dollar
amount.
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Decreasing Budget Amounts
 Enter the
amount, in
whole dollars,
by which you
would like to
decrease each
specific
account code
as a negative
number in the
“Change Value”
column.
54
Increasing Budget Amounts
 Enter the
amount, in
whole dollars,
by which you
would like to
increase each
specific
account code
as a positive
number in the
“Change Value”
column.
55
Adding Budget to New Account Code
There is an
area for adding
new rows at the
bottom or the
screen. Enter
the account
code in which
you wish to add
budget as well
as the proposed
budget amount,
in whole dollars.
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Calculating Changes
 Once you
have entered
all of your
information,
you can click
the “Calculate”
button to see
the proposed
changes you
have made to
your budget.
57
 You will now
see the amounts
that you entered
in the
“Cumulative
Change” column
and the
calculated new
budget in the
“New Budget”
column.
58
Posting Budgets
 Once you
have verified
that your
budget
amounts are
correct, press
the “Post”
button.
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Summary of Changes Posted
 After posting,
there will be a
summary of
changes by
account type at
the bottom of
the screen. In
most instances
your cumulative
change should be
$0.00.
60
Deleting Accounts
 After posting,
if you have any
accounts codes
with the New
Budget column
equal to zero,
these need to be
deleted. Check
the “Delete
Record” box and
hit the “Post”
button again.
61
 Although the
account code
still appears
after posting
the change, it
now has a
notation in the
status column
(DEL) that
indicates it will
be deleted.
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Looking Up Account Codes
 If you need to
add an account
code, but are
not sure of
what it is, use
the account/
program code
lookup. First,
click on the link.
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 In the code
criteria box,
enter part of the
account code
with a “%” to do
a wildcard
search. Change
the max rows
returned to the
highest number
possible.
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Budgeting Additional Indexes
66
Reporting and Analysis
 Using Salary Planner to extract data and
verify accuracy
Using SAIS Reports to verify total budgets
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Salary Planner Download Feature
68
69
Data Sorting for Analysis
70
Data Sorting for Analysis
71
Data Sorting for Analysis
72
Data Sorting for Analysis
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Analyze Data for Inconsistencies
74
Look for Exceptions and
Inconsistent Data
Position types and start dates
•4A positions - Academic Year (AY) Faculty - begin Aug. 1
•4B positions - Fiscal Year (FY) Faculty – reappointed July 1
•4C positions - Professional positions
•Look for PY employee class – begin Aug. 1 or Aug. 16
depending on the Contract or Letter of Appointment
•Other 4C positions - reappointed July 1
•4E positions - Executives most are reappointed July 1
•4M positions - Classified Salaried – Reappointed July 1
•4N positions - Classified Hourly– Reappointed July 1
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Look for exceptions and inconsistent dataFTE and Hrs Per Pay
• FTE should be consistent with hours per pay
and number of pay
–
–
–
–
4A 9 month positions at 1FTE = 173.33 hrs
4A 10 month positions at 1FTE = 156 hrs
4B,4C,4E at 1FTE = 173.33 hrs
4M, 4N at 1FTE = 174 hrs
• % FTE x Hrs for 1FTE = hrs per pay
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Look for exceptions and inconsistent dataFTE and Hrs Per Pay
• FTE should be consistent with hours per pay
and number of pay EXAMPLES:
– 4A position 9 month at .75 FTE
.75 X 173.33 = 130 hrs per pay
– 4A Position- 10 month at .5 FTE
–
.5 X 156 = 78 hrs per pay
– 4M position at .8 FTE
–
.8 X 174 = 139.2 hrs per pay
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Report to Verify Operation and Position
Budgets Combined
• Go to the Banner Report Web (https://sais.montana.edu)
– Click on the Banner Application Switchboard Link
– Log In using your Banner ID and Password
• On the left in the dropdown box, select Finance Reports
• Click on the Budget Preliminary Summary report (2 below the box)
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Click Execute
Report(s) to run.
In the Org field, enter the Org you
would like to view.
In the Fiscal Year field enter
FY2011
In the OBPH Code field enter
A11GL1
When the
report is done
running, click
the TXT link
next to the
report you
would like to
view.
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The top portion of this report will
show you what you have budgeted,
in the listed Index, on the “List by
Position” or Budget side of Salary
Planner for each position listed.
PLEASE verify this is what you
would like budgeted for that
particular Index.
The bottom portion will show you
what you budgeted for each
account code in your operations in
Budget Development. Make sure
that you have not budgeted
amounts in the account codes
listed in the top portion (this would
double the budget in position
account codes)
The total listed for your Index is the
total amount budgeted in positions
and operations. This amount should
NOT exceed the amount that was
allocated to this Index by your
executive.
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Help Session Information
• Tuesday, May 18th from 9-11am in Reid 303
• Friday, May 21st from 2-4pm in Reid 303
• Monday, May 24th from 9-11am in Reid 303
• Wednesday, May 26th from 1:30-3:30pm in Reid 303
• Tuesday, June 1st from 2-4pm in Reid 303
• Friday, June 4th from 9-11am in Reid 303
**Please RSVP to Angie Dangerfield at angie.dangerfield@montana.edu or
at 994-2990.
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What do I do if I find
discrepancies?
• You can continue to make changes in
Salary Planner until it is locked.
• If there is a discrepancy in the current
record contact your payroll technician
immediately and cc Amber Phillips-Muir at
amber.phillipsmuir@montana.edu
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