Kuali Budget Construction
Training
Catherine Maddaford
KBC Administrator
SALARY SETTINGS - POSITION
Position Search/Select
You can click search to get all positions, or you can
refine your search. Then select the position you
want to open by clicking on Posn Salset.
Search Criteria
• Position Number – This is the position number from
Workday or a pooled position number created in KBC.
• FLSA- (Fair Labor Standards Act) Exempt or non-exempt
• Employee Type –ie. staff, faculty, student, etc.
• Position Description –similar to job title, use *title*.
• Department ID – Region code (i.e. home dept code) in
WD, can use wildcards.
• Object Code – object code used in the funding.
• Person Name – the name of the employee who fills the
position. Use *name*, displays first name then last.
• Fully Budgeted – a position is fully budgeted if all cost
allocation adds to 100% for all comp plans included.
Salary Setting Screen
First tab - Position information imported from Workday,
for information only.
Position tab – col 1
• Year – Fiscal year being updated
• Base/Core Rate – WD current total monthly or hourly
rate for base pay only, all funding together
• Job Code – WD job code
• Work Months – for faculty, AWP, Annual Work Period
• FTE – Full-time equivalent, with 100% represented as
1.00
Position tab – col 2
• Position – Position number, either from
Workday or a pooled position created in KBC
• Department Identifier – Region code from
Workday
• FLSA – Exempt or non-exempt
• Pay Months - for faculty, DPP, Disbursement
Pay Period
• Position Eff Date – the start date of the
position, from Workday
Position tab – col 3
• Position Desc – WD Title related to the position
• Union Code – applies only to union members
• Scheduled weekly hours – how many hours an
employee in this position works in one week
• Standard hours – how many hours a full-time
employee works a week in this position
• Job Family Code – WD code that represents a
group of job codes
Position Funding
• Each pay line loaded comes from Workday pay
results and labor ledger for the prior year.
• Complete all active funding lines for each filled
position with a continuing incumbent.
• Each position with an incumbent who will be
terminating or transferring to a new position
should be updated as VACANT, with or without
funding.
• Positions marked NOT FILLED or INACTIVE did not
have any funding lines loaded from the last year.
What do I update?
• Position Funding line changes
– Click on Delete to remove funding lines for accounts or
comp plans you do not wish to fund.
– If you are using the same account, add the new pay rate,
divided according to the distribution percent.
– Adjust default dates, both comp plan and cost allocation, if
needed.
– Add new lines for new accounts used for cost allocation,
remembering to add the employee and comp plan for each
new line and click on Add.
– Include comp plan rate for faculty where required.
• When all lines have been entered the distribution
percent should be 100% for each comp plan.
Finding empl ID
• When you use the search icon for empl ID within a position, this is the
lookup you receive – Intended Incumbent Lookup.
• Note that you may get all incumbents for this search, since you can add
funding for any incumbent if the account is yours.
• This is different from the incumbent pick list from org salary setting.
Distribution Percent
• Cost allocation is updated in the position funding tab on the
salary setting screen.
• Each line represents the cost allocation as associated with a
comp plan, and lines with the same comp plan are added
together.
• Split the amount you enter in the rate of pay according to
your desired distribution percent.
– Example: A monthly pay rate of $1,000 would be split into two
lines of 50% each by entering $500 in each line for the rate of
pay.
– Example: An hourly rate of $30 would be split into two lines of
50% each by entering $15 in each line for the rate of pay.
• Cost allocation dates are important when entering multiple
cost allocation lines.
Position Funding line
Chart – Always SC
Account – the GL account used for cost allocation
Object – Object code, must match to comp plan
and earning
Emplid – the incumbent emplid must be repeated
in each cost allocation row
Memo – if you enter a restricted account in the cost
allocation, the memo box will automatically be
checked
Cost allocation start and end dates – the dates that
align with how pay is distributed
Funding line - more
Comp Plan – Loaded with the imported data or added for a new line.
Some must be selected even for a loaded line.
Earning – This is the earning type that goes with the comp plan. It may
change if you change the comp plan.
Comp plan start and end dates – May be the same as or different from
cost allocation dates as determined by the type of pay and the
employee type.
Rate of pay – the portion of the hourly or monthly pay for that line
Rate type – monthly or hourly or bi-weekly
Reason select – reasons for the change in pay rate as provided from
the selection list. Default is merit.
Dist pct – the distribution percent for the rate of pay for that cost
allocation, calculated by KBC based on rate of pay and cost allocation
dates.
Comp Plan Select
• Some object codes
work with more
than one comp
plan, so you must
select one from
the list.
• The choices for this
example are core
pay and core pay
sponsored funds
Memo Entries
• Those accounts that are not budgeted in KBC will
still collect the data for reference and for
updating to Workday. They are referred to as
“memo” on the funding lines.
– Sponsored project accounts.
– Restricted accounts.
• Memo entries do not “roll up” when balancing
the allocated to the control budgets in KBC.
• Enter your “memo” account funding lines when
needed to complete the correct pay rates and
cost allocation distribution for your comp plans.
Salary Setting totals
• The bottom of the screen sums up each row of cost
allocation and it also sums up the new comp plan totals
for core pay only.
• CSF Totals – The sum of CSF amounts for each line.
• Allocate is the sum of all of the cost allocation lines you
are entering.
• Compensation plan takes the comp plan rate and
multiplies it times the AWP to get the total.
• Totals less memo amounts is the total after the memo
funding lines have been subtracted. This would
represent the total that is counted against the control
total.
CSF – Explanation
CSF (Calculated Salary Foundation) – used in KBC only
• Estimated annualized total based on what was actually
paid in Workday as reflected in the KFS labor ledger.
• Use this only as a reference tool, this number is NOT
collected and sent to Workday, NOR does it update
anything in the GL budget.
• CSF will be lower than the full-time equivalent annual
pay if the employee was either not paid during the
entire pay period or if the employee worked less than
full time hours during the last pay period in the labor
ledger.
CSF Missing
• If there is no CSF then nothing was imported
into KBC from the KFS labor ledger, meaning
they were not paid in that position during the
time period that was loaded.
• Negative amounts shown in the CSF totals for
a specific comp plan/object code may indicate
that a payroll expense transfer or a correction
was processed on that object code and
account.
Adding funding lines
• You can add a new funding line to a position or an
incumbent, as long as you are looking at the “whole”
position (not Quick Salary Setting view.)
• Fill in the object code and the comp plan select list will
populate based on that object code.
• Add the empl ID to the position, or the position to the
incumbent, depending upon which view you are using.
• Be sure to delete funding lines that are involved in your
cost allocation before adding new ones.
• Default dates will populate added lines, so change
them if needed.
Delete, Undelete, Purge
Delete marks the
funding line for
deletion from the
position.
Undelete recovers a
line you previously
deleted and now
wish to retrieve.
Purge marks a line
for deletion that you
added.
Delete lines not
needed – It is good
practice to delete
unwanted lines to
avoid confusion with
cost allocation.
KBC Salary Settings
INCUMBENT SALARY SETTING
Incumbent Screen
•
•
•
The position demographics that you saw in the first tab of the position salary
setting layout is now gone, because you are viewing everything from the view of
the incumbent rather than the position.
You will see only the employee ID and name on the incumbent tab.
Incumbent Funding tab:
– All of the funding lines are the same, with the exception that you add the POSITION to the
incumbent funding line.
– Each funding line will contain the position information that you saw on the first tab in the
position salary setting screen, such as base rate, hours, job code, FTE, etc.
– From this view you would be able to see if the incumbent is assigned to more than one
position, which is rare.
KBC Salary Settings
QUICK SALARY SETTING
Quick Salary Setting
• You can only connect to quick salary setting from
the account edoc by clicking on the salary setting
button next to the object code.
• You can use this view to enter payroll funding by
account and object code or to verify payroll
budget detail.
• You will see only funding lines for that account and
that object code, but for all associated positions.
Example Quick Salary
Link from Quick view
• You can update funding here or you can link to
the position or the incumbent view.
• Linking to the other views allows you to all
funding for the incumbent or position.