Kuali Budget Construction
Training
Catherine Maddaford
KBC Administrator
Kuali Budget Construction
INTRODUCTION AND OVERVIEW
KBC Website
Schedule,
Training,
Other
references
Finding the KBC site
Office of the Comptroller – Kuali Budget
Construction
Budget Schedule
• See KBC Budget Schedule on the KBC website.
• KBC is opened when the data has been loaded
from Workday and the general ledger, and
everything is set up to accept update for the new
fiscal year.
• When TBO budgets are finalized and approved,
the control budgets for KBC will be entered and
can be viewed only from the KBC Cognos reports.
• All data entry needs to be completed and in
balance by the deadline indicated on the
schedule.
KBC – Data collection
KBC’s purpose is to
collect data from two
systems of record, put
it together in one
place for budget
management and
data entry, and then
send it back to the
source system for the
new fiscal year.
KFS
WD
KBC
Automatic Updates
• Budgeting the salary settings for positions and
incumbents automatically updates the
account budget, where needed.
• Fringe benefits are automatically calculated
and entered nightly in the account budget.
• Student Aid and FIF are also automatically
calculated and entered nightly based on
tuition budgets entered.
Workday Data
• Positions that are filled and funded in Workday
will be loaded for funding in KBC.
• Once the filled positions are funded in KBC, that
data will be loaded back into Workday after KBC
is closed.
• Only approvals and corrections will be required in
Workday for those loaded positions, as needed.
• New hires, transfers and terminations will need
to be updated only in Workday.
KBC Roles
• Assigned roles – by 5-digit org code
– BC Processor
– Salary Document Editor
• Derived Role
– Fiscal Officer
– Already used in Kuali Financial System
– KBC “delegate” not available for Fiscal Officer
Salary Editor
• Access to the salary edit processes
– Position and incumbent pick lists
– Salary setting edit screens
– Salary export and import processes
• Access to BC Maintenance menu lookups
Fiscal Officer
• Same derived role as that which is already in use
in KFS.
• Can only view and edit account budget edocs.
• Cannot delegate the BC permissions for the fiscal
officer.
• Cannot run BC control variance reports or export
salary reports.
• In some centers the fiscal officer may be the
same person who is assigned the BC processor
role.
BC Processor
• The most inclusive and “hands-on” role in KBC because it
has permissions to edit both budgets and salaries/wages by
org code.
• Includes same permissions as the salary editor and fiscal
officer, but has added permissions not available to those
other roles:
– Can unlock position or account records that have been locked by
users in KBC.
– Controls the pull-up and push down for the KBC edocs for
balancing and final approval of budget.
• Should be the SBO or the person responsible for the budget
entry.
• Only one BC processor per 5-digit org code will be allowed
to avoid problems with balancing.
Access Application
• Complete the KEW User access request
document and route it for SBO approval.
• Select “other” as the category, and enter
Salary Editor or BC processor and the
organization code in the description.
• Some SBO’s have already been added as BC
processors for some org codes. Review the
person lookup to verify.
Kuali Budget Construction
DIRECT DATA ENTRY AND UPLOAD
AVAILABLE
GL Import
• You can import one or more accounts in one
spreadsheet.
• You must use the template and import only in
CSV format.
Compensation Data
• Salary and wage data can be entered directly,
using the user interface screens referred to as
salary settings.
• Salary and wage data can also be exported to
a worksheet (spreadsheet) that can also be
used as a tool to enter the data and upload it
back into KBC – referred to as the salary
export and the salary import.
GL Account Budgets
• The individual detailed account budgets can
be directly entered using the user interface
screen, called the budget edoc.
• BC processors and fiscal officers can also use
the GL Budget import template (spreadsheet)
to enter the data and upload it for multiple
accounts at one time directly into KBC.
GL Import template
You can prepare your budget for import using this template, saving it as a CSV
before upload.
Use
'SC'
No
Dashes
in the
Account #
Must be 10 digits
Do not use $ or ,
Blank column
Object Code
Must be 5 digits,
format cell to
00000
Blank
column
$1,123.00 should read 1123.00
Must be between -999999900 and
999999900
SC
1219320600
15400
2000
SC
1219320600
25200
1000
SC
1219320600
15000
30000
SC
1219320400
18000
8000
Verifying update
• You can spot check your upload by viewing the
account edoc for one or more of your accounts.
• You can run the balancing reports in Cognos (BC
processors only) to see all of the data on one
report.
• Save your log file when you process any import to
see errors and how many records were updated.
• Only changes will upload so that you will not
overwrite prior budgets unless you change the
account /object code/amount.
Balancing Reports
• Cognos reports have been created to assist
the BC processor in balancing.
• Only BC processor have access to the reports.
• These reports contain the control budget
values and the allocated values.
• No compensation detail reports are available
on Cognos – use the Salary Export Report.
• Refer to slides on Balancing – Cognos reports.
Pull-up Org
• When the accounts are balanced, the BC
processor can pull-up the accounts to the org
code level, to indicate that the accounts are
budgeted and in balance.
• Pulling up the accounts does NOT lock out the BC
processor, nor the Salary editor, because they
have access at the org code level.
• Only the fiscal officer is locked out after the
accounts are pulled up.
• See slides on balancing – pull-up and push-down
for more information.
After KBC is locked
• KBC will be available in view only mode.
• After compensation data is loaded from KBC to
Workday, it will be important that all managers review
the new fiscal year data for accuracy.
• If you have changes after you are finished in KBC, you
will make those changes directly in Workday.
• There will be no “redline” period, so you must catch
errors in Workday and correct them in a timely manner.
• Export your salary report for final review.
• Contact Workday and HR teams for further questions
after the final load is completed.