College of Arts and Sciences - Budget
ATC MEETING
6/18/09
Spreadsheet to CBM to SMRT
How it happens
CAS
CBM
Budget
Campus
Budget Model
of Peoplesoft
Spreadsheet
NYS
Accounting
System
SMRT
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Roster by person is exported from Peoplesoft into Excel
Adjustments made as information is received as approved by the
Office of the Provost (we will only budget approved activities)
Budget lines are entered into the PeopleSoft CAMPUS BUDGET
MODULE (CBM)
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Budget data reviewed and approved by SB Administration
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Budget data electronically forwarded to Albany
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Albany converts budget data into SMRT System
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BUDGET: An approximation of the expenses of a department
utilizing best information available, assists in monitoring
expenses
TARGET: The set amount of funding authorized by the Dean
for a department to spend
DEFICIT / SURPLUS: The difference between the actual
expenses and the target
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Across the Board and discretionary
contractual increases
New commitment from the Dean, Provost,
President or outside CAS source
Transfer line from or to CAS
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PeopleSoft CBM budget reports distributed today
◦ Notes are listed on the last page and itemize the entries
that should be expected
◦ Negatives may take the form of either a journal entry or a
transfer of allocation (the result is the same)
Spreadsheet budgets distributed today
Target was budgeted in CBM including OTPS roll over,
Summer, Winter, and Masters incentive projections
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We budget using negative amounts for salary
savings, anticipated funding, and anticipated
journal transfer
Some budgeted negatives will result in
automatic journal transfer
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Verify budgeted salaries to PeopleSoft salaries
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Review salaries on PeopleSoft for ATB / Merit
increases
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Review payroll on SMRT System / AES reports
periodically, identify errors and notify Dean’s
office
Quarterly calculation of anticipated AY
Expense
(Things to avoid and how to
get out of them!)
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Accounting vs. Budget
◦ The accounting system will provide the final assessment of deficit vs. surplus.
Actual expenses will be compared to your budget
SMRT System: Encumberances
◦ TA’s & GA’s Encumber as payroll processes
◦ Adjuncts encumber for the full academic year
Follow the instructions provided on “How to review your expenses vs. target
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He said, she said, they said …
◦ Only those commitments in writing can be honored
◦ Only the Dean can set policy, do not rely on word of mouth
If there are significant policy questions, ask your Chair to request a meeting with the Dean
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Authorization to spend ≠ Additional target
Never assume, always request written confirmation of a commitment
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Understanding the system
We are available for on site demonstration, there will be open appointments on Thursdays from 1 to 3 all year
par·a·digm (pr-dm, -dm)n.
1. One that serves as a pattern or model.
2. A set or list of all the inflectional forms of a word or of one of its grammatical
categories: the paradigm of an irregular verb.
3. A set of assumptions, concepts, values, and practices that
constitutes a way of viewing reality for the community that shares
them, especially in an intellectual discipline.
http://www.thefreedictionary.com/paradigm
“I’ve always used the AES reports … why do I need to use SMRT?”
“We never had a target before … this must be difficult.”
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12 Month pay vs. 10 month – affect on departures
(retirements & resignations) and arrivals
For new hires on 26P, the first year will show less expense than
budgeted and the last year will show more
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Vacation pay out for departures
Vacation pay out will increase your expenses, keep this in mind
when calculating your savings (and subsequent spending)
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Payroll sanctions will impact the departmental expenses
Always request a hotline immediately
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Data Warehouse
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RF: Generate offset forms with 4 page form
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Rosters are distributed for the budget and for contractual
increases, follow the same process for the budget as you do for
the contractual increases
1. Log in to Peoplesoft
2. Click “Workforce Administration”
3. Click “Job Information”
4. Click “Job Summary”
5. Enter last name
6. Either choose from list or employee record appears
7. Click “Job Summary”
8. Click “Compensation”
9. Compare to roster
1.
Log in to SMRT using your Lotus Notes name and password
https://www2.sysadm.suny.edu/employeeservices/login/login.cfm
2.
Enter your account
3.
Click “Payroll Summary”
4.
Click “Excel Download”
5.
Review payroll for erroneous entries, report errors to the Dean’s Office
6.
Using the downloaded spreadsheet, calculate a subtotal for faculty and
staff
7.
Add TA budget / anticipated expenses
8.
Add SIB budget / anticipated expenses
9.
Add OTPS budget / anticipated expenses
10.
Add / subtract adjustments entered and/or anticipated
11.
Compare to target