Kuali Budget Construction
Catherine Maddaford
KBC Administrator
Kuali Budget Construction
VACANT AND POOLED POSITIONS
Vacant Positions
• KBC retrieves vacant position data from Workday
for your reference.
• You cannot add an incumbent to a vacant
position until that has been done in Workday and
approved, and the new update comes over to
KBC.
• Individual vacant positions can remain unfunded,
or they can be collectively funded in pooled
positions to allocate budget in KBC.
• Nothing regarding vacant positions will be
included in the load back into Workday.
Vacating a Position
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Open the position
Click on the Vacate button at the end of each funding line
A new VACANT line will be created, leaving the employee line marked to delete.
You can leave the VACANT lines funded or not.
This example would have two funded VACANT lines and two unfunded DEL lines
with the incumbent name and ID.
Pooled Positions
• KBC can use “dummy” positions to pool positions for
budgeting purposes only.
• Dummy position numbers are created in advance for
each unit by the KBC Administrator for KBC only and
are not valid WD position numbers.
• Each department will have a set number of special KBC
positions at the beginning of budget season. Contact
KBC Administrator if you need more.
• Pooled positions are related to employee type only and
can contain multiple cost allocation lines and multiple
comp plans as long as they relate to the employee
type.
Examples for pools
• Use pooled positions for comp plans that
generate fringe benefits assessment but are not
already funded in individual positions
• Use the pooled position for your overtime budget
– Object code 12710
– Workday handles overtime charges via its posting
rules related to T2.
• Some other examples for pooled positions
– Part-time faculty
– Allowances
– Stipends not yet assigned
Pooled Position Number
– example
• Note that the position number starts with a different letter
than the P used for Workday positions, which indicates it is
not from Workday.
• Each pooled position number “collects” budget for the same
employee type, which in this example is non-exempt.
• You can include object codes that work with the same
employee type in this pooled position, but you include only
object codes that assess fringe benefits charges.
• Do not use restricted accounts in these pooled positions.
Allocate - pooled positions
• Using the Salary Setting Screen
– Use the position pick list to locate the pooled position number.
– Choose the pooled position matching the employee type
required.
– For like employee types, allocate all pooled amounts to the
same position using appropriate object codes and accounts.
– Enter VACANT, in all caps, in the employee ID field.
– No comp plan ID or description will appear for items like
overtime.
– The total pooled amount is entered in the rate field.
• Using the salary budget import spreadsheet
– The same information is entered, but it is entered in the import
template and imported into KBC using the salary import
process.
Budget Only Objects
• Do not require any position funding at all in KBC.
– Labor object codes/comp plans with no fringe benefits
assessment
• Work study student wages
• RA and TA salaries
• Enter the amount directly into the GL account
budget in the same manner as other non-labor
object codes.
• You cannot update incumbents in KBC at all for
these categories.
• Use the labor object code lookup (next slide).
Labor Object Lookup
Example of partial results for object codes
starting with 14*