Pre‐PrepChecklist:PlanningNextFiscalYear(NFY)Budgets
Cognos Human Resources > Departmental Users > 
All Human Resources Reports (ALL HR) 
Position Reports folder (POSN) 
Employee Appointment Reports folder (EMPL) Cognos TTU Finance > Budget folder (BUDGET) [ ] 1. Review Prep Security. The Organization Manager and two others can be given access to Budget Prep. These 3 individuals can edit budgets, run reports, and submit the budgets for the upcoming fiscal year. When Budget Prep opens for input and submission, you will be ready!  The Organization Manager uses TEAM App to add/delete access for himself and 2 more individuals  View All Finance Reports > FI028, Organization Hierarchy  View TEAM App Reports or BUDGET > HR127, Organization Security for Budget Prep [ ] 2. Review Positions that belong to your Organizations. All employees are assigned to T#‐positions to be paid for their work. Your department should verify that the positions used to pay your employees are assigned to your organization(s). When Budget Prep opens for input and submission, you will review the position list for each organization, verify each employee’s pay and create budget pools totals for fall.  POSN > RPT_PBUD_002 Current Positions by Position Org; submit Org changes to AMBUD@ttu.edu  EMPL > RPT_EMPL_007 Employee List by Home Org; submit Org changes to HR Comp Ops [ ] 3. Review Student Positions and Summer Appointments. Students who are not returning in the fall should be terminated. Appointments for the summer term(s) should have end dates on or before August 31st. Federal Work Study W‐positions must end by August 15th and State Work Study W‐positions must end by August 31st.  EMPL > HR103, Preview Employees for Salary Planner  ALL HR > HR011, Pooled Positions with Incumbents by Organization [ ] 4. Review Research and Temporary funding.  Employees cannot be paid in the fall from grants ending on or before August 31  EMPL > EDT_NBAJOBS_001 JLBD Funded From ending Grant  Appointments for Research and Temporary funding can use the Temporary College FOP [ ] 5. Review Budget Prep Reports.  BUDGET > FI202, Preview Budget Development – Displays Adopted Budget plus Permanent Adjustments equals Budget Prep’s “Base Budget (NFY Adopted Budget)”, to compare with HR104 for differences that must be resolved.  EMPL > HR103, Preview Employees for Salary Planner – Based on employee appointment, if continued to the fall, this report presents the effect on Salary Budget pools; listed by FOP. Employee Salary as edited in Salary Planner is copied to Position Budgets.  POSN > HR104, Preview Positions for Salary Planner – Based on Position budget, if continued to the fall, this report presents the effect on Salary Budget pools; listed by FOP. This is how Budget Prep works: Position Budgets update Salaries (6A1, 6A2, etc) for NFY Adopted Budget.  BUDGET > FI235, Preview Budget Development Target Summary – Based on Adopted Budget plus Permanent Adjustments, this report displays the Salary Total plus Operating Total and Transfer Out Total to present the Target Budget for NFY Budget. [ ] 6. Sign up for Budget Prep Workshop once dates and times become available in SumTotal.  Budget Prep Q&A Refresher for returning users  Budget Prep Training for 1st time users  Budget Prep Workshop for hands on assistance FI202
You see a single position whose FTE is too high/low for what you plan to have in NFY.
My 'Base Budget' is more/less than my 'Position Budget on FOP' on HR104 for one of my salary codes.
HR104 & FI202
You see a pooled position whose FTE is too high/low for the number of employees you plan to have in NFY.
Submit an ePAF adjusting the FTE.
Send an email to ambud@ttu.edu requesting that the pooled position FTE be adjusted.
Send an email to ambud@ttu.edu requesting that the position labor distribution be changed for NFY.
Salary Planner will automatically overwrite your salary budget pools in Budget Development with your 'Position Budget on FOP' totals from HR104. You will then have to adjust your budget pools or adjust employee and position budget amount and labor distributions to ensure you can balance your FOPs in Budget Development.
Send an email to ambud@ttu.edu requesting that the FTE be changed for
NFY.
Adjust the 'Proposed FTE' from your 'List by Position' in Salary Planner for the pooled positions. (For pooled positions only).
Add or change the labor distribution from the 'Distribution' link on your 'List by Position'
in Salary Planner.
Add a negative 'Change Amount" to your 'List by Position' on Salary Planner, for the position budget you are adjusting. (Amount must be equal to or greater than salary of all incumbents)
You see a pooled position whose budget is too high for the Send an email to ambud@ttu.edu requesting that the funds you have available.
position labor distribution be changed for NFY.
You see a position that should be paid from another funding source, or their labor distribution %s need to be changed.
Send an email to ambud@ttu.edu requesting that the positionbe "cancelled" for NFY.
Choose the employee from your 'List by Employee' in Salary Planner. Update the labor distribution using the 'Distribution' link.
Choose the employee from your 'List by Employee' in Salary Planner. Update the labor distribution using the 'Distribution' link.
Review RPT_SPLAN_020 Position List by Orgn
Send an email to ambud@ttu.edu requesting that the "position organization" be corrected.
Complete an ePAF to end (or teminate) the job 8/31 or earlier.
Send an email to ambud@ttu.edu requesting that the position be "cancelled" for NFY.
You see a position that should no longer be active.
You see an employee(s) who is going to be paid from a Submit a Job Labor Change (Future) form marked as FOP that will not be valid (or funded) for NFY. (i.e. A grant permanent, effective effective 9/1 (or earlier) with the correct FOP(s).
will end this FY or it's a temporary funding source)
Complete an ePAF to end (or teminate) the job 8/31 or earlier.
Send an email to ambud@ttu.edu requesting that the An employee on your list has an incorrect 'Position Organization' listed.
"position organization" be corrected.
Review HR121 Current & Future Report for this employee. You do not see an employee listed, who should be paid The job has ended or is being funded by another FOP(s) for from the FOP(s) you have chosen.
NFY
You see an employee who should be paid from a different Submit a Labor Change (Future) form, effective 9/1 (or FOP(s).
earlier) with the correct FOP(s).
Drill‐down using the blue link on the budget pool adjustment amount to see the permanent transaction detail.
You see "permanent budget adjustments" you are not familiar with.
You see an employee who will not return in the fall.
Adjust budget, if needed.
Submit a budget revision marked "permanent".
HR104
HR104
HR104
HR104
HR104
HR103
HR103
HR103
HR103
HR103
FI202
IN BUDGET PREP
Enter a 'Change Value' (increase/decrease amount) on your 'Budget
Worksheet' in Budget Development.
BEFORE BUDGET PREP
You see budget pools that need to be adjusted (increased/decreased).
What if …
Budget Prep "Cheat Sheet" for Next FY (NFY)