TxEIS
Budget Processing for
2014-2015
Region 18 ESC
Information Systems
TxEIS Business Enhancements
TRS 1.5% Contribution
• Effective September 1, 2014 all TRS reporting entities that do not contribute to
Social Security for their TRS-eligible employees are required to make a new
monthly contribution to TRS in accordance with Senate Bill 1458. The following
changes will be applied to the TxEIS Human Resources application to
accommodate this new monthly TRS contribution.
• HR > Tables > Taxes/Deductions > TRS Rates: A new field will be added for
School Year 2015 to input the the 1.5% contribution. The field will be labeled
“TRS Adjust Sal Emplr Rate.” The rate from September 2014 through August
2015 is 1.5%. This rate will be applied to all TRS Eligible employees (employee
had TRS Gross during the reporting month) who are not FICA eligible (based on
current setting in Pay Info). Release – April 2014
• The reporting entity must pay 1.5% on ALL compensation that is TRS eligible,
unless the position is subject to the adjusted state minimum salary
schedule. For those employees the reporting entity must pay 1.5% on ALL TRS
eligible compensation up to the adjusted state minimum.
2
TxEIS Business Enhancements
TRS 1.5% Contribution
• HR > Next Year > Interface NY Payroll to NY Budget: This function will be
changed to calculate and budget the new expense amount. The amount will be
reported and accumulated separately on the employee report so the district can
know the amount to be budgeted for this new expense. Expense distribution
will be based on the eligible accounts with the 6146 object code. Release – April
2014
• HR > Reports > HR Reports > TRS Reports: A new report will be added that will
allow the user to calculate this new expense and interface to Finance. This will
be expected to be calculated at the end of the reporting month (similar to
HRS4000-Stat Min TRS 373). This report will also be added as a pre-post version
to Payroll Processing so that the districts can understand the proposed amount
of the expense associated to the current payroll. Expense account to be used
will be based on the eligible distribution history records associated to the
employees (G, O, S and A account types) with the object code of 6146. A new
column will be added to pay history to capture the amount of the expense for
the salary adjustment (similar to the TRS 373 Above State Base expense).
Release – Summer 2014
3
TxEIS Business Enhancements
• Finance > Inquiry > General Ledger Inquiry: Ability to isolate data on
the GL inquiry screen by accounting period. Release – Summer 2014
• Finance > Maintenance > Postings: Add an option for certain users
to be able to add accounts without exiting the postings screen.
Release – Summer 2014
• Finance > Reports > Finance Reports > Journals, Checks, Detail
Ledgers > FIN1750 – Year to Date Checks Payments Lists AND
FIN1800 – Year to Date Check Register List: Add parameter for
posting period. Release – Summer 2014
• Budget > Inquiry > Budget Account Codes Inquiry: Add an option to
exclude 61XX account codes. Release – Summer 2014
4
Overview
• By law, the budget must be prepared by a date set by the state
board of education, currently August 20th for districts with a
September-August fiscal year and June 19 th for districts with a
July-June fiscal year.
• Only revenues (5XXX) and expenditures (6XXX) are budgeted.
• Asset, liability, and equity accounts are balance accounts which
will be carried into next year’s books when actual revenues and
expenditures are closed; therefore, there is no need to budget
for them. This will take place when the End of Fiscal Year
checklist is completed.
5
Helpful Resources
• Financial Integrity Rating System of Texas (FIRST) should be
considered when budgeting, as the indicators will be used to
assess the district
(http://www.tea.state.tx.us/index4.aspx?id=3864 ).
• District Improvement Plan (DIP) and Campus Improvement
Plans (CIPs) should also be considered and integrated into
budget planning.
• The Financial Accountability System Resource Guide also
provides information on budgeting:
http://www.tea.state.tx.us/index4.aspx?id=1222
• Lastly, your auditors are always a good reference.
6
TxEIS Budget Application
• Provides the district with flexibility when preparing the budget.
• The budget can be built from scratch or current year information can be
used as a base to generate amounts for the next year budget.
• The amounts can be increased or decreased by a given percentage or
amount, or transfer the same amounts.
• The Budget application consists of three levels of budget processing:
requested, recommended and approved.
• Once the recommended budget has been approved, it can be posted
directly to the general ledger in the Finance application.
• Throughout the year, amendments to the budget may be made through
the Budget Amendment Request (BAR) system in Finance or by posting
to the Journal Budget tab.
7
Budget Years
There are three years worth of data being kept at any one time. At this time in
February 2014, you should have the following in Budget:
• Last Year Closing : 2011-2012 Expenditures or Amended Budget (choice in
initialization)
• This Year Original : 2012-2013 Approved Budget
• This Year Amended : 2012-2013 Amended Budget as of the last update
• This Year Actual : 2012-2013 Actual Revenue/Expenditures as of the last update
• Next Year Requested : 2013-2014 budget requests from schools and departments
• Next Year Recommended : 2013-2014 budget work area prior to approval
• Next Year Approved : 2013-2014 final budget
8
Step 1: Update Budget
Go to the Utilities > Update Budget Data page to update the amended
and actual columns in the 2014 budget with GL File ID ‘3 2012-2013’
ending audited totals. This step prepares last year’s budget to be
stored in another File ID for later reference.
9
Step 1: Update Budget
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
NOTE: If you receive a budget error report that says XX does not exist, you must
add that part of the account code to the appropriate tab on the Tables >
Accounts Codes page and then repeat this step.
10
Step 1: Comparison
11
Step 2: Save 13-14 Budget
Go to the Utilities > Copy Current to New File ID page to save last
year’s budget (2013-2014) to File ID ‘4’ to reference at a later date, if
needed.
12
Step 3: Update Budget Options
Go to the Tables > District Budget Options page to update the Budget
Options table with dates for the 2014-2015 Budget.
13
Step 4: Reinitialize Budget
This process is run when the final budget has been adopted and
posted to the general ledger. When reinitializing budget data,
you can specify the funds you wish to shift, or you can select all
funds. The following changes are made:
• Place either the This Yr Amended or This Yr Actual column
(your choice) in the Last Yr Closing column.
• Move the Next Yr Approved column to This Yr Original Budget
(Current Yr) column.
• Zero out This Yr Amended and Actual, and Next Yr Approved
columns, so the budget building process can begin.
14
Step 4: Reinitialize Budget
Go to the Utilities > Reinitialize Budget Data page to reinitialize your
budget columns.
15
Step 4: Reinitialize Budget
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
16
Step 4: Comparison
17
Step 5: Create a Backup
Go to the Utilities > Export by File ID page to create a backup of
File ID ‘N’.
18
Step 6: Copy Finance Tables
Go to the Utilities > Clear/Copy Budget Tables > Copy Finance
Tables to Budget page to copy the account code table from
Finance to Budget.
19
Step 7: Add FY ‘5’ Funds
Go to the Utilities > Mass Change Account Codes > Fund/Year
page to add Fiscal Year ‘5’ funds to the Account Code table.
20
Step 7: Add FY ‘5’ Funds
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
21
Step 8: Change Account Codes
Go to the Utilities > Mass Change Account Codes > Mask
Crosswalk page to change the Account Codes from Fiscal Year
‘4’ to Fiscal Year ‘5’.
22
Step 8: Change Account Codes
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
NOTE: If you receive a budget error report that says XX does not exist, you must
add that part of the account code to the appropriate tab on the Tables >
Accounts Codes page and then repeat this step.
23
Step 8: Comparison
24
Step 9: Clear Next-Year
Requisitions
If you do NOT use Next-Year Requisition, skip to Step 10.
Go to the Utilities > Clear Move NYR Requisitions to CYR page
to clear Next-Year Requisitions.
25
Step 10: Delete Funds
OPTIONAL: Go to the Utilities > Delete Funds page to delete
any funds you do not want in Budget.
26
Step 10: Delete Funds
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
NOTE: Funds will NOT be deleted if there are any Requisitions that have not
become a Purchase Order OR if there is an account code that is tied to a
Purchase Order where the encumbrance has not been reversed.
27
Step 11: Clear Budget Tables
OPTIONAL: Go to the Utilities > Clear/Copy Budget Tables >
Clear Budget Tables page to clear the Budget Simulation Tables
and/or Budget Crosswalk Tables.
28
Step 12: Update Budget
Go to the Utilities > Update Budget Data page to update the CYR
amended and CYR actual columns in Budget from Finance. This step
pulls in your most recent totals from Finance for comparison on
reports.
29
NOTE: You may repeat this step as often as needed as Finance changes.
Step 12: Update Budget
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
30
Step 12: Comparison
31
Step 13: Update User Profiles
If you do NOT restrict users in Budget to certain accounts, skip
to Step 14. If you do restrict users in Budget, you have two
options to update their user profiles.
• OPTION 1: Allows you to manually update each users’
accounts.
• OPTION 2: Allows you to update multiple users by fund.
You can use this utility if you have multiple users whose
User Profile contain the Fiscal Year for specific funds (i.e.
199/4).
32
Step 13: Update User Profiles
OPTION 1: Go to the Tables > User Profiles page to update
the accounts each user can access.
33
Step 13: Update User Profiles
OPTION 2: Go to the Utilities > Mass Update User Accounts by Fund
page to update multiple users by fund.
34
Step 13: Comparison
OPTION 2
35
Step 14: Delete Zero Balance
Accounts
OPTIONAL: Go to the Utilities > Mass Delete Zero Balance Accounts
page to delete any funds with a zero balance account.
36
Step 14: Delete Zero Balance
Accounts
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
37
Step 15: Mass Lock/Unlock
Funds
OPTIONAL: Go to the Utilities > Mass Lock Unlock Funds
page to Lock or Unlock funds.
NOTE: By using a full mask of the account code and
selecting Execute all account codes will be unlocked.
38
Step 15: Mass Lock/Unlock
Funds
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
39
Step 16: Create a Backup
Go to the Utilities > Export by File ID page to create a backup of
File ID ‘N’.
40
Step 17: Enter 2014-2015
Budget Data
File ID N in Budget is now ready for 2014-2015 amounts. The
amounts can be entered using one of the following two
methods:
• Method A allows starting figures to be populated quickly
based on last year’s budgeted amounts or actual
expenditures. Initial amounts are populated automatically
based on the simulations you create and then can be adjusted
as needed.
• Method B entails entering an amount for each amount code
manually.
41
Step 17: Enter 2014-2015
Budget Data
Method A: Auto-populate budget columns from simulation
table.
i. Go to Utilities > Mass Increase/Decrease Account Codes to
create the simulation.
42
Step 17: Enter 2014-2015
Budget Data
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
43
Step 17: Enter 2014-2015
Budget Data
ii.
Go to Utilities > Budget Level Processing to populate
budget amounts.
44
Step 17: Enter 2014-2015
Budget Data
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
45
Step 17: Comparison
46
Step 17: Enter 2014-2015
Budget Data
Method B: Manually enter budget information by going to
Maintenance > Budget Data Or Maintenance > Budget Data –
Quick Entry.
47
Step 18: Move Budget to
Approved
If amounts were entered on the Requested or Recommended
tabs in Maintenance, go to Utilities > Budget Level Processing >
Copy Level page to move the amount to the Approved tab.
NOTE: Amounts must be moved to the Approved tab before they
can be interfaced to Finance.
48
Step 18: Move Budget to
Approved
After you click Execute a preview window will display. You must
click Process for the changes to take affect.
49
Step 18: Comparison
50
Step 19: Budget Reports
Go to Reports > Budget Reports page to print reports as needed
to verify your data.
51
QUESTIONS???
Information Systems Department

Christina Aranda – Information Systems Business Consultant
Phone: 432-567-3282
Email: caranda@esc18.net
Melinda Arguello – Information Systems Business Consultant
Phone: 432-567-3283
Email: marguello@esc18.net
52