FBS SUMMER CONFERENCE
August 2003
BUD and Salary Audit Update
Agenda
Introductions
 What’s New With SalaryAudit
 Salary Audit Helpful Info
 BUD Fall Release

– Transferability
Installation Information
 BUD Tips

INTRODUCTIONS



Kathy Horky, System Accountant
Sherry Peele - Salary Technician
Marie Houston - Salary Technician
Salary Information
What’s
New
Salary Audit Tips
What’s New for Salary Audit
FY 2004

“No Bump” List is on the Web
What’s New for Salary Audit
FY 2004

“See Note” information is on the Web
What’s New for Salary Audit
FY 2004

New Security Model
– new address:
http://licsalweb.dpi.state.nc.us
– old: dpiweb.dpi.state.nc.us
What’s New for Salary Audit
FY 2004

New Security Model
– You must access Sal/Lic via the new
address in order to see the “See Notes”
– If you cannot get in to the Lic/Sal web page
using the new address, contact Doris
McCain @ (919) 807-3731.
What’s New for Salary Audit
FY 2004

1% Penalty will be applied to Prior Year
Salary Audit Exceptions
– New Policy goes to State Board in
September
What’s New for Salary Audit
FY 2004

1% Penalty will be applied to Prior Year
Salary Audit Exceptions
– You will have 90 days to clear exceptions
After the 90 day letter
– In other words, by Dec 31, 2003
– Also includes outstanding FY 2002
exceptions
What’s New for Salary Audit
FY 2004

1% Penalty will be applied to Prior Year
Salary Audit Exceptions cont.
– Calculate 1% of State Overpaid shown on
the Exception Impact Report
What’s New for Salary Audit
FY 2004

1% Penalty will be applied to Prior Year
Salary Audit Exceptions cont.
– and calculate 1% of over-used months
shown on Allotment Report - Months
Allocated vs Months Used times monthly
allotted salary
What’s New for Salary Audit
FY 2004

1% Penalty will be applied to Prior Year
Salary Audit Exceptions cont.
– The salary overdraft information and
penalty will be included on the Allotment
Overdraft Report for 13th Period
(JHA356EG)
– Use the Penalty Payment option in BUD
(AUPP) to pay the penalty. Be sure to flag
as Prior Year.
What’s New for Salary Audit
FY 2004

Principal Salary Calculation
– Changing to only calculate on Periods 3, 7,
and 11
– We are dropping the calculation on Period
12
What’s New for Salary Audit
FY 2004

Announcement Page to tell LEAs
when pay vouchers are inserted
– Please watch the announcement page
instead of calling DPI.
What’s New for Salary Audit
FY 2004






“No Bump” List is on the Web
“See Note” information is on the Web
New Security Model
1% Penalty will be applied to Prior Year
Salary Audit Exceptions
Principal Salary Calculation
Announcement Page to tell LEAs when
pay vouchers are inserted
Salary Audit Helpful Info
Certified Salary
Refunds/Adjustments



BUD Transactions for Certified Salary
objects must have a parent/child
relationship.
You must use the F6 key to create the
offsetting entry. The F6 key creates the
parent/child relationship.
Salary System will Reject BUD batches
w/o Parent/Child relationship.
Form G

Licensure Section grants authority to
the teachers who hold a master’s
degree in a non-teaching area.
Form G

As assignments change from year to
year, LEAs request Licensure to grant
placement on the “M” salary scale for
teachers in a non-teaching education
area.
Form G



There is a Web screen that lists of all
individuals by LEA that are currently on
the “M” salary schedule.
Each LEA needs to review the web
page.
LEAs should send the FORM G to
Licensure for any needed changes,
additions or deletions.
– Includes changes in school assignment
Salary Exceptions and the
“BUMP”

DPI completed the experience BUMP
on July 7, 2003.
– This means that employees who worked 6
months or more, received an additional
year of experience on their license.

The FY 2003 “No Bump” list is now
online.
Salary Audit Group



We are part of the Information &
Analysis Section in School Business
We are only a staff of 2, so please be
patient when calling us. We will get
back to you.
Personnel Policy Questions should go
to School Personnel Support section of
School Business.
Salary Administration/License
System

Effective July 1, 1999, LEAs can pay
workforce development teachers
holding a restricted license from PRC
001
– Request approval from Licensure
Salary Administration/License
System

Teacher Orientation
– Licensure will notify Salary Audit staff of
teachers who apply for initial license with
more than 1 year of teaching or nonteaching experience
– Must be paid PRIOR to April 1
– 3 days of orientation pay based on
certified salary of the employee
Auditing Tips

Salary Exceptions
– Zero Salary assignment
• We will use the Salary/Licensure web screen
to let you know if you have a license problem
with your employee
• Audit Exception - Zero Salary Probably out-offield
• Check “Attachment A” for required license area
– “See Note” comments are now on Web
Audit Tips con’t

Moving an employee from one position
to another when employee is on
installment pay
– Make sure you inactivate current
assignment
– Re-create identical assignment with new
budget code
• Note: Contact Software Vendor for further
instruction
Audit Tips con’t

Salary Splits for # of Days Employed
– You cannot do these with BUD
– Please contact Sherry Peele or Marie
Houston

Driver’s Education
– DMV certification - Use Object Code 199
Audit Tips con’t

Prior Year Salary Exceptions
– When trying to correct w/in the same PRC,
must submit a manual 202

Correcting Prior Year w/ Data File
– Be sure to flag as prior year
– If correcting in July or August, be sure to
flag as installment
– Call your vendor if you are unsure of what
to do
Audit Tips con’t

Verify BUD batches
– Check BUD Communication Forms
before calling us!
– If approved, verify to see if results were
what you wanted
– If not approved, check error message, and
– Compare BUD entry with voucher inquiry
screen, make corrections and resubmit if
necessary
Audit Tips con’t

Tips for BUD batches
– Keep batches small
• Easier to balance
• Recommend 30 lines or less
• Future Release of BUD will limit # of lines in a
batch
– Submit batches frequently
• Do not wait until you have 10 or more batches
before you release them
Audit Tips con’t

Do not submit batches with multiple
updates the same day
– Wait until you have been notified that the
batch has been approved, THEN submit
another batch
– DPI is working to enhance the salary
system to accept multiple updates
Audit Tips con’t

Verify your Allotment Management
Report, which is on the
Salary/Licensure web page.
Audit Tips con’t

Verify your Employee Roster
– Especially important for assignment of
Principals’ salary
– This report is also on the Salary/Licensure
web page
Any questions on
the Salary Audit
information?
BUD NEWS
BUD 6.2.0 Fall Release
BUD Fall Release

Changes for the No Child Left
Behind legislation:
1) New Federal Transferability Accounts:
– 8100-721 TRANSFER IN (credit balance)
– 8100-722 TRANSFER OUT
– Use these accounts to transfer:
• federal budget amendments, and
• transfer federal expenditures
BUD Fall Release

PRCs that can accept Transfers-In:
– 048 - DRUG FREE SCHOOLS
– 050 - ESEA CHAPTER 1 LEA BASIC PGM
– 059 - ESEA CHAPTER 2 FORMULA
– 103 - Improving Teacher Quality
– 107 - Educational Technology-Formula
BUD Fall Release

PRCs that can Transfer-Out:
– 048 - DRUG FREE SCHOOLS
– 059 - ESEA CHAPTER 2 FORMULA
– 103 - Improving Teacher Quality
– 107 - Educational Technology-Formula
BUD Fall Release cont’d
2) Screen Changes:
Program Report Code Inquiry (FIPR)
Federal Amendment (FUAB)
BUD Fall Release cont’d
3) New BUD screen for federal
transferability expenditures.
Transaction Type Inquiry (AITT) displays
the new Tran Type (FTR)
 New option on the Adjustment Update
Menu - Option #11 - AUFT
BUD Fall Release cont’d


Added PRC 104 Administration Edit
Changed the PRC 050 Administration
Edit from 15% to 12%
Installation Information
Error Messages


When installing a BUD
Release/PTF, the system may
generate Error Messages.
STOP!
Error Messages

Do not press enter or select an option
to Cancel, Dump, Ignore, or Retry.
Print the error message before you
call the Customer Response Center
for assistance.
 Do not sign off after you print the
error message.

Error Messages
Call the Customer Response
Center at 919-807-HELP (4357)
to report the error message.
 Tell the dispatcher that you are
installing a BUD Release/PTF.

Contacting the DPI Customer
Response Center
 Call
919-807-HELP (4357) and
speak to a dispatcher or leave a
voice mail message.
 E-Mail the Customer Response
Center: help@dpi.state.nc.us.
Contacting the DPI Customer
Response Center

Call the Customer Response Center at
919-807-HELP (4357) if you have
questions on:
– How to Use the BUD System
– Help Screen Error Messages/Bugs
– How to Install BUD Releases or PTFs
How to Log a Call at the
Customer Response Center
Give the dispatcher your LEA
Number.
 Your Name and Telephone Number.
 Identify BUD as the application you
are using.
 Provide a detailed description of
your problem.

How to Log a Call at the
Customer Response Center
 Provide
the Customer
Response Center with a print
out of the error message.
 Send the fax to 919-807-3246.
General BUD Information
Communication Forms
How do I make sure DPI has
received my file?

Type: DSPMSG on command line

Verify you see the following message:
Adjustment Message
Initial Budget Message
Amendment Message
What if I don’t see the Message?


Go to a command line and type:
WRKDSTQ and press enter
What will you see:
Verify Distribution Queue Status


Status should read, “waiting”
If status reads, “retry-fail” or “retry-wait”:
– type 3 in the option column to place queue
on hold,
– then 6 in the option column to release the
queue

Press F5 to see if the numbers
decrease in the Current column to ‘0’.
Verify Distribution Queue Status



Status column should change to
“waiting”.
If the Status does not change to
“waiting,” contact your AS/400 Operator.
AS/400 Operator should verify the SIPS
line and controller are active.
Verify Distribution Queue Status


If line and controller are not active, vary
both of them off and back on.
If the status still does not change to
“sending” or “waiting,” call the DPI
Customer Response Center at 919-807HELP (4357).
Missing Communication Forms?


Sign on to BUD as BUDPUSER
As you sign on as BUDPUSER, the
Display Messages screen will appear if
you have received any communication
from DPI.
Check Messages
Missing Communication Forms?


Review and Delete your messages,
then press Enter to continue signing on
to the BUD System.
Go to the Fast Path Field and enter
SURF
– This can be done from any menu screen
within BUD
– SURF will call the SUUF (Update Files)
program
Run SURF
Missing Communication Forms?

There is an audit trail report of all
files/communication forms received.
– SUUF Reports
Missing Communication Forms?


If you are still missing communication forms
and it has been at least five days after
sending batch to DPI, get the transaction
type(s) and batch number(s) for the missing
batches
Call Customer Response Center at 919-807HELP (4357). DPI will send you the
communication forms again.
Other Ways to Access
Communication Forms

For Federal Communications
– FICF - Federal Communication Inquiry
Screen
– FRCF - Federal Communication Report
Other Ways to Access
Communication Forms

For Adjustment Communications
– AICF - Adjustment Communication Inquiry
Screen
– ARCF - Adjustment Communication Report
– Press F8 - Item Comment from any Inquiry
Screen to view the comments
D
Copy Batches “Denied by DPI”

Only Copy Batches with a batch
status of ‘D’ on the AICF Screen

Purpose is to correct errors in the
Batch without having to key the
batch again.
Copy Batches “Denied by DPI”
Copied Batch has the same Batch
Number, but uses the current date
for the Batch Creation Date
 Once the Batch is copied, the
Batch Status code becomes a ‘C’
 Batches can only be copied once

Copy Batches “Denied by DPI”

Once errors are corrected, the
batch is submitted to DPI for
processing

LEAs should not interface to their
GL when batches are “resubmitted”
Copy Batches “Denied by DPI”
What happens if you try to copy a batch
with approval status of “A” or “C”?
Box in F6
General BUD Information
Chart of Accounts
Inquiry/Reports
Chart of Accounts Inquiry




Enter AICA in the Fast Path field to
access the Chart of Accounts Inquiry
Screen.
Press Enter.
When the screen is first displayed, it is
blank.
Type the fund and PRC you want to
view and press Enter.
Chart of Accounts-ARCA


This report will allow you to print part of
or all of the chart of accounts.
You select any or all of the following:
– Fund,
– PRC,
– Purpose, and/or
– Object.
Federal Chart of Accounts

The Federal Sub-System has COA
information also:
– FIPO – Chart of Accounts Inquiry Screen
– FRPO – Chart of Accounts Report
Federal Chart of Accounts




Enter FIPO in the Fast Path field to
access the Chart of Accounts Inquiry
Screen.
Press Enter.
When the screen is first displayed, it is
blank with a ‘3’ hard coded in the fund
field.
Type the PRC you want to view and
press Enter.
Another Note

Receive your files at least weekly!
– Receive files daily in June.


The Financial Vendors verify your State
and Federal account entries against the
COA in BUD.
This allows you to correct the account
at the point of entry - Payroll and
Accounts Payable.
Federal Budget and Amendment
Information
When can you change the
rounding flag?


The default rounding flag is initially
keyed into the FUOT screen
The rounding flag parameter can only
be changed prior to sending initial
budget to DPI
Allotments and Carryover
Amounts

The Program Report Code Inquiry
(FIPR) Screen displays Federal
Allotment and Carryover information.
Allotments and Carryover
Amounts

Points to remember:
– You must amend your budget if the
allotment or carryover amount change after
submitting the initial budget.
– DPI transmits Allotment information twice a
month. Be sure and receive your BUD files
on a regular basis.
Notes About Amending the
Budget
 An
amendment cannot be
deleted.
 Line items cannot be deleted.
They can be zeroed out.
 You may only delete line items
added in the current
amendment.
How do you adjust an invalid
account code on an amendment?


Select the invalid account code by
typing C for change
Reverse out the full amount
How do you adjust an invalid
account code on an amendment?
AMENDMENT PRC 17
C 3.5100.17.312.000.000.00
Approved
10,000.00
Adjusted
Revised
10,000.000
System Information
- Sending to DPI
- Security
Sending to DPI

The information will be sent to DPI if the
error is preceded by the word “Warning”
Warning: Account code not found in your
G/L System

The information cannot
be
processed and sent to DPI if the
error is a “hard stop” error:
Acct code not found in your G/L System
Sending the Initial Budget

Use SUIB to create the Initial Budget
file to send to DPI.
NOTE: The budget will not transmit to DPI if
any error conditions exist. Check your
printouts to be sure there are no errors.

The Finance Officer and a designee
should be the only ones with access to
this program.
Sending the Initial Budget

Do you want to post the budget to your
GL?
– Set Update GL option – “Y” if you want to
interface with your GL, or “N” to not
interface.
– The default is set on Budget Options
Update (FUOT) screen.
– You have the opportunity to set the option
as you send each PRC.
Sending the Budget Amendment

Use SUAB to create the
Amendment/Transfer file to send to DPI.
– WARNING: The budget will not transmit to
DPI if any error conditions exist. Check
your printouts to be sure there are no
errors.

The Finance Officer and a designee
should be the only ones with access to
this program.
Sending the Budget Amendment

Do you want to post the
amendment/transfer to your GL?
– Set Update GL option – “Y” if you want to
interface with your GL, or “N” to not
interface.
– The default is set on Budget Options
Update (FUOT) screen.
– You have the opportunity to set the option
as you send each PRC.
Sending Batches to DPI

Use Close Batch and Send to DPI
(SUCB) option to send:
– Transfers
– Refunds
– Salary Adjustments
– Penalty Payments
– Transportation Refunds
– New Federal Expense Transferability
Sending Batches to DPI


The system will default to the current
processing month.
Change the processing period to the
prior month, if needed.
DPI Processing Periods






July - 1
August - 2
September - 3
October - 4
November - 5
December - 6






January - 7
February - 8
March - 9
April - 10
May - 11
June - 12
DPI Processing Rules

DPI does not process Automated 202’s
on the last two working days of the
month.
– Example: August 28-29, 2003 would not be
approved until the September 2, 2003.

When you send a Refund, the cash
entry is always posted using the current
month regardless of the processing
period requested.
Notes About BUD Security


You can secure Federal Budgets and
Amendments by program/screen and
PRC
You can allow someone to create a
planning budget, yet only allow the
Finance Officer to send it to DPI
Notes About BUD Security

You can give someone inquiry access
only:
– COA
– Communication Forms

Use Update User Information (SUUI)
program on the System Tables Menu
(STMU)
Notes About AS/400 Profiles

You can set a User Profile to go straight
to the BUD Main Menu
– eliminates “chgcurlib budp” command

You can set a user profile to print
reports to the queue. Then the user can
review the reports online and only print
when necessary - especially the System
Update (SUUF) audit reports.
How Do I?

If you have questions:
– about AS/400 profiles or
– BUD Security
Please call the Customer
Response Center.