BUDGET PREPARATION INSTRUCTIONS

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BUDGET PREPARATION INSTRUCTIONS USING
BUSINESS WAREHOUSE – BUSINESS PLANNING AND
SIMULATION SYSTEM (BW-BPS)
2012-2013
1) BUDGET OVERVIEW
These instructions are intended to assist users of the Business Warehouse – Business
Planning and Simulation (BW-BPS) system in understanding the overall budget process and
the BW-BPS functionality and capabilities. BW-BPS is the SAP system used in the Annual
Budget Preparation Process. Specific information is provided in these instructions on how to
access the system, enter proposed budget data, and generate reports. In addition, course
BPOV100, Budget Overview, provides key concepts to the budget preparation process.
If you encounter problems with the BW-BPS, please follow the steps below and contact one
of the individuals listed. This will greatly increase our ability to assist you in resolving your
issue quickly and accurately.
61056
47135
Katie Stair
Zandra Barker
Before you call:

Be prepared to communicate what you are trying to accomplish and what actually
happened (what went wrong). It is beneficial to write down the steps followed and take
screen shots of the specific actions taken at the time of the occurrence.

Do not call OnePurdue Helpdesk directly unless you are experiencing a problem with
Onepurdue portal or connectivity. If you can establish a connection but cannot access the
system, via the selected funds center, then contact the Office of Budget and Fiscal
Planning (B&FP). If technical assistance is needed, B&FP will contact the needed
resources. This will allow B&FP to keep abreast of any problems with the system.
Need Help?

Questions concerning data entry or system performance should be referred to the Office
of Budget and Fiscal Planning at 61056 (Katie Stair) or 47135 (Zandra Barker).

Questions concerning budget policies should be directed to the Office of Budget and
Fiscal Planning at 47141 (Amy Copas) or 47133 (Cindy McAdams).

Questions regarding monthly staff employment policies and contracts should be directed
to Payroll Appointment Service Center ([email protected]).

Questions regarding problems with Onepurdue portal or connectivity should be directed
to ITaP Customer Service Center at 46000 or 44000.

Questions concerning position classification, service credits, rate ranges, etc., for clerical,
service, administrative and professional staff should be directed to Employment and
Compensation at 47410.
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2) BUDGET BASICS
Before beginning to work in the BW-BPS system, it is important to understand a few basics
about the budget process and the budget system availability.
A) BW-BPS System Availability:
Feb 1 – Feb 29
Mar 1 – Mar 31
Apr 2
Apr 3 – May 24
HR Master Data Validation (Data as of 1/31/12)
HR Master Data Validation (Data as of 2/26/12)
System Unavailable due to Final HR Data Extraction
System Available for Budget Preparation (Data as of 3/31/12)
Please be aware of the following system-related availability:

Users need to be out of the system between the hours of 1 a.m. to 2 a.m., a daily
backup of the system will be performed.

All OnePurdue portal down times. The BW-BPS application will also be unavailable
at those scheduled times, since access to the system is originated from the portal.

Daily BW Loads, during the hours of 8 p.m. to 8 a.m., will reduce response times for
the system.
B) Accessing the Business Warehouse – Business Planning and Simulation System
(BW-BPS)
Prior to accessing the BW-BPS application, a user must turn off the pop-up blocker
settings associated with Internet Explorer browser.
Log into the OnePurdue Portal and select the following path – Financial
Systems/Business Processes/Annual Budget/Budget Preparation to access the application.
After selecting the Budget Preparation link, a separate application window will appear.
This screen will be displayed
when the BW-BPS window
appears.
Once in the application, a user
can then enter the funds center
they would like to view.
When re-entering the
application, the funds center
from the last successful save is
loaded automatically on the
screen.
After accessing the application, a useful navigation tip is to place the cursor in the body
of the layout and use the arrow keys on the keyboard to maneuver within the layouts.
When a user enters the BW-BPS application in a salary planning layout and retrieves the
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data for a specific funds center that funds center’s data is locked. No other user can
access that specific funds center. No matter how many individual funds centers a
budget preparer might access while in a session of the BW-BPS application, locks are
placed on those funds centers until the user exits the application.
All users will be assigned to a single role. Any user granted access to a BPS user role
will have full access to University-wide data. There is no security defined by funds
center. Users are expected to view and access only the data for which they have a
business need.
If for some reason another user accesses the same funds center and either user saves data,
there is a potential for error messages to occur and data to be inconsistent. The potential
error messages are as follows:

Errors occurred when executing function ZP F002 (Delete Function for delta
records/ZPM001 (Delete Function for delta records.))

Data in Infoprovider ZBPS_HR01 is locked by user XXXXX
If these errors occur, one user must exit the system without saving any data entered. This
will then allow the other user to save without errors.
To avoid locking other users, data enter the budgeting funds center in the salary planning
layouts and FM budget layout upon opening the application.
To properly exit the application and release the locks on all funds centers accessed during
the session of the BW-BPS, select the exit button at the top of the application window.
DO NOT SELECT THE BROWSER CLOSE ICON “X” IN THE TOP RIGHT CORNER OF
THE WINDOW TO EXIT THE APPLICATION. THIS WILL NOT RELEASE THE LOCKS
PLACED ON THE FUNDS CENTERS ACCESSED DURING THE BW-BPS SESSION.
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If for any reason a preparer locks a specific funds center or a lock on a funds center needs
to be released, contact the Office of Budget & Fiscal Planning. Be prepared to provide
the funds center to be released and the ID of the individual locking the funds center.
Please note: The start button displayed after exiting the application does not work. To
restart the application, use the browser close icon “x” in the top right corner of the
window and select the budget preparation link again to restart the application.
ALWAYS CLOSE THE BW-BPS APPLICATION PRIOR TO CLOSING THE
PORTAL SESSION. CLOSING THE PORTAL SESSION FIRST WILL ALSO LOCK
THE FUNDS CENTER DATA ACCESSED BY THE BUDGET PREPARER.
C) Information in the BW-BPS System at the Start of Budget
When HR master data is loaded into the BW-BPS system, only specific employee records
are passed at the master cost center associated with the org unit. Those records include
employees that have an employment status of active (3) or inactive (1) or the following
employee groups:
















Administrative/Professional (A)
Clerical (B)
Clinical/Research/Non Tenure Track Faculty (C)
Continuing Lecturer (D)
Faculty (E)
Fire/Police Biweekly Salary (H)
Fire/Police Management (I)
Management/Professional (L)
Non Exempt Professional (M)
Operational Assistant (O)
Police Non Exempt Hourly (Q)
Fire/Police Administrative (R)
Post Doc/Intern/Residence Hall Counselor (S)
Service (U)
Visiting Faculty/Emeritus Faculty (Y)
Non-Pay for IUPUFW Only (N)
The HR master data is loaded into BW-BPS with an effective date of the extraction. It
takes a “snapshot” of the HR master data as of that effective date. For the 2012-2013
budget planning cycle the effective date for the final data load is March 31, 2012.
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D) Calculation of the Current Base and Control Totals
At the start of the budget process a snap shot is taken of each college/major unit’s
recurring General Fund Base as it appears on their Base Budget Tracking Report. This
information is then used to establish the current base for each budget line and staff group.
These are the totals used in allocating inflationary increases and making base
adjustments. The Control Sheet is used to summarize the current base budget, assign
budget reductions, make base adjustments, allocate inflationary increases, make special
allocations and track shifts of funds between budget entities.
The 2011-2012 base budget for each area will be calculated as follows:


2011-2012 Total Budget
+ (or-) Recurring Adjustments as of 2/29/2012
The Control Sheets are distributed to each College/Major Unit (Colleges, Schools, or
Vice Presidents/Vice Provosts Areas) at the beginning of the budget process.
College/Major Units should then work through the steps of the budget process outlined in
Section 4 (steps 1–6) of this document. When proposed information has been entered,
areas can then review their control totals. See Section 4 (step 4).
Each area receiving a general fund allocation is required to prepare a completed budget
equal to the area’s control total. The control total (2012-2013 Adjusted Budget) will be
calculated as follows:



2011-2012 Base Budget
- Budget Reductions (if any)
+ New Allocations (inflationary increases on S&W and/or S&E, etc.)
An example of the sheets and screens used in this process is included in this packet as
Appendix I. Please also refer to your area for specific internal processes/procedures.
E) BW-BPS System Layout Information (Basic Description)
The Business Warehouse – Business Planning and Simulation (BW-BPS) system allows
users to budget salary information by person, salary information in total CUL, or in a
lump sum such as a wage line. Users can also budget supply & expense costs or reserve
amounts.
Some limitations of BW-BPS include the following:



Employees cannot be added/deleted/moved by name.
Promotion amounts by name cannot be added to the individual’s proposed salary.
Vacancies are not rolled up into a reserve account, such as a reserve for unfilled
positions (RUP). The vacancy will appear in the account where it is budgeted.
F) Funds Budgeted and Retracted to Funds Management
General and Restricted Funds – For budget purposes, general and restricted funds are
defined as follows:
General funds: 21010000-21059999
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Restricted funds: All other funds
The proposed budget should include anticipated expenditures by general and restricted
funds and by major category of expense: salaries, wages, supplies, or other allowable
commitment items (refer to Appendix E). The fund distribution for all expenditures
should be budgeted as accurately as possible.
All of the general fund budgets and some of the restricted fund budgets will be used to
establish the Funds Management (FM) original budget records for the upcoming fiscal
year through the FM retraction process.
The following funds are retracted to FM at the end of the budget planning cycle:
21010000-21059999 – General Funds
22080000-22089999 – Income Producing – Continuing Education Admin
24010000-24039999 – Auxiliary and Service Enterprises
24080000-24089999 – Health and Recreation Services
31010000-31019999 – Statewide Technology
32020000-32039999 – Field Extension Agents and AG Initiative - CES
33060000-33089999 – Animal Disease Diagnostic Control, State Appropriations, and
AG Initiative - AES
34010000-34010005 – Federal Appropriations CES
34019000 – Federal Appropriations Reserves CES
34510000-34510003 – Federal Appropriations AES
34519000-34519003 – Federal Appropriations Reserves AES
The following guidelines should be followed in budgeting general and restricted funds:
General Funds

Do not budget income.

Do not budget expenditures for fringe benefits or Facilities &
Administration (F&A) as they are budgeted centrally.

Do not budget graduate fee remissions as they are budgeted centrally in
the Student Aid budget.

Budget fellowship supplements only if funded from the general fund
budget.
Restricted Funds

Do not budget income. Although not budgeted, sufficient income should
be anticipated to cover budgeted expenses on funds 22020000-22029999
and 22030000-22039999.

Budget fringe benefits if these expenses are direct charged to the budgeted
account.

Do not budget F&A expenses as they are budgeted centrally.

Do not budget graduate fee remissions or fellowships as they are budgeted
centrally in the Student Aid budget.
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3) BW-BPS NAVIGATION
Log into the OnePurdue Portal
Steps for logging into the OnePurdue Portal
1. Go to www.purdue.edu
2. Click the OnePurdue Portal link.
3. Enter your Career Account login and password.
Turn off Pop-up Blocker
To effectively use the BW-BPS application, turn off the Pop-up Blocker by clicking on Tools
> Pop-up Blocker > Turn Off Pop-up Blocker in Internet Explorer.
Failing to NOT turn off the pop-up blocker may result in locking
one or multiple funds centers in the budget preparation system.
Navigate to the BW-BPS Application
1. Click Financial Systems
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2. Under the Business Process tab, select the
Annual Budget folder. The folder contains the
following two items:
a. Reports folder
b. “Budget Preparation”
Note: The BW-BPS application always opens in the
Exempt layout
BW-BPS Report Navigation
The Reports folder in the Detailed Navigation frame allows users to view all the reports available
for budget preparation.
There are four report group folders:
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
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Requires System Reports – reports generated from the BW-BPS application data that are
required for submission with the final budget to Budget and Fiscal Planning.
Salary Planning – reports showing proposed salary information for named and nonnamed salary items.
Funds Management – reports showing all proposed budget amounts, including supply &
expense or reserve amounts.
Warnings and Validations – reports indicating any errors with budget planning data or
validation of the correct master data loaded from HR.
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BW-BPS Layout Overview

Once in the budget preparation link, enter a funds center in the “Select Funds Center”
variable entry box to view data.
Please note: The first time a user logs on to the application they will receive the error
message below until they have successfully completed a save. This also applies to the
FM layout where users must enter the selected funds center.

Press <Enter> to view the data.



Only one user can be in each
Funds Center at a time.
Avoid locking other users by
entering the funds center on
the salary planning and FM
budget layouts upon opening
the application.
If another user is locking the
funds center requested,
contact them to exit the
system. If locked data is still
an issue, contact the Office of
Budget and Fiscal Planning.
Layout Buttons and Icons Descriptions

Save – Performs calculations, updates layout information, and saves the data entered.

Saving may take some time to complete.

Exit – Closes the application and releases locks on all funds centers.

Always close BW-BPS application using EXIT.

Always close the BW-BPS application before closing the Onepurdue Portal.

Refresh – Performs calculations of layouts and updates layout information without
saving data entered.
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
This function takes the same amount of time to complete as the “save” button.
With this in mind, it is recommended that users select save over refresh.
Note: To minimize process time
and loss of data perform the save
function in place of refresh.
The buttons located above the layout, with the exception of the Export to Microsoft Excel, Input
Help, and Delete Selected Line icons, have limited functionality and are not recommended for
use in the BW-BPS application.
Input Help
Delete selected line
Export to Excel
The BW-BPS application allows data entry in white cells only.

Data in the blue cells cannot be manually changed.

The calculations in the blue cells are updated as necessary each time a user selects refresh
or save.

The BW-BPS layout screens are very wide. Select a cell in the layout and use the arrow
keys to navigate in the application.
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BW-BPS Layout Review
The next section provides a review of the BW-BPS Layouts and identifies what can be budgeted
on each layout.
Exempt Layout

Use the Exempt Layout to enter or change salary increase amounts and specify whether
employees should be included or excluded from the salary analysis.

Firefighters and Fort Wayne police officers included in employee group H are entered in
the exempt layout due to salary calculations similar to exempt staff.
Non-Exempt Layout

Use the Non-Exempt Layout to enter or change salary increase amounts and specify
whether employees should be included or excluded in the salary analysis.

Hourly rates do not include shift amounts. They are included on a different layout.
Administrative Adjustments Layout

Use the Administrative Adjustments Layout to enter and/or change administrative
adjustment annual amounts for eligible employees within your area. For retraction
purposes, the system calculates the corresponding period rates.


The budget preparer enters the current and proposed annual amounts.
For consistency of data and to facilitate data entry, data for all exempt employees are
populated in the layout and are available for data entry.
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Other Personnel Cost (OPC) Layout

Use the OPC Layout to record or change budgeted amounts for other personnel cost.
This includes costs associated with personnel who are not budgeted by name in the other
salary planning layouts.

Use the OPC layout to capture budgeted annual salary, CUL and the salary
distribution assignments for salary and wage expenditures.

The following personnel costs are budgeted on the OPC Layout
 Vacancies (VAC)
 Graduate Staff (GRAD)
 Budget Recharges (BR)
 Limited-Term Lecturers (LL)
 Wages(OTH)
 Summer Session (OTH)
 Promotion Allocation Amounts (OTH)
 Merged Concurrent Appointments for Non-Primary Org Units (CA)
Salary Distribution Layout

Use the Salary Distribution Layout to distribute all named employees in the selected
funds center to their appropriate account assignment.



This can be accomplished by distributing all employees to one or multiple funds,
funds centers, and funded programs within a departmental area.
This layout is for employees that are budgeted by name with proposed CUL greater
than zero in the exempt and non-exempt salary planning layouts only.
This layout also displays the total cost for the employee. The total cost includes base
annual salary, administrative adjustment, and shift differential.
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Funds Management (FM) Budget Layout

Use the FM Budget Layout to create or change the remaining items not budgeted in
salary planning. For example supply & expense, fringe benefits, or reserve amounts.
These costs are budgeted by funds center at the fund, commitment item and funded
program level.

The proposed distributed CUL and the Amount PC are displayed for each unique fund,
commitment item and funded program combination. Amount PC is the total amount for
annual salary, administrative adjustment, shift costs and other personnel costs from the
salary planning layouts. The user will not be able to change these personnel costs on the
FM layout. To make a change to this data, a user needs to edit the data in one of the
salary planning layouts (exempt, nonexempt, administrative adjustment, OPC layout, and
Salary Distribution).
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
Note that when changing from the salary planning layouts to the FM layout, reenter the funds center if not already completed at initial login.
Layout Information and Tips

It is recommended to complete the layouts in order. Start with the Exempt Layout,
moving from left to right through the Salary Distribution Layout for Salary Planning.

Fix errors as they are discovered. This will prevent additional errors and allow data
to be successfully saved.

Use the arrow key to move between cells across the layout.

To enter data simply navigate to the white cell and begin entering data

Save before moving to next layout or after multiple lines of data entry.

Only one person can be in each funds center at a time. Be sure to coordinate which
funds center each person is using to eliminate errors and locking issues.

If you have not entered the application and completed a successful save, be sure to
enter the applicable funds center in the salary planning layouts and FM layout. This
will eliminate error messages when saving for the first time. After entering the funds
center in the FM layout, you can then return to the Salary Planning layout and the
funds center will remain in the FM layout.

For salary planning, the funds center is equivalent to the master cost center within the
HR organizational unit. All positions within an organizational unit inherit that master
cost center.

Prevent user locks by turning off the pop-up blocker, using the exit button to close the
application, and close the application before exiting the portal.

Review the header section of the layout (cells A1-C2) to ensure you are in the correct
funds center and planning fiscal year.
IT IS RECOMMENDED TO SAVE AFTER DATA ENTRY IN A LAYOUT
PRIOR TO MOVING TO THE NEXT LAYOUT.
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Exporting Layouts to Excel
Users can export any of the layouts including any data entry into Excel:
1. Select the Export to Excel button mentioned earlier.
2. The file will appear automatically in Excel.
3. Next, unprotect the sheet by selecting Review/Unprotect sheet.
4. The file is now ready to perform any actions normally taken on an Excel workbook.
Properties of the Excel File

Only contains values of the layout, no formulas

Contains hidden columns of the layout. This data is more HR master data that could
not fit on the original layout in BW-BPS.

File can then be used to assist in creating increase or raise spreadsheets.
4) BUDGET PREPARATION – STEPS 1-6
Step 1 – HR Master Data Validation
The layouts and reports are the budget work papers that are used during the budget
preparation process. The Exempt & Non-Exempt Layout reports in the Warnings &
Validations folder should be requested or downloaded prior to any input and will include
only the current staff in the HR system. These reports and data provide a clean copy before
any updates, documentation on all the data contained in the BW-BPS, and a record of what
data was pulled in as HR master data.
A. View Layouts/Run Reports for HR Master Validation Data
Prior to budget preparation, the data validation period allows users an opportunity to
update and correct HR Master Data using the appropriate HR forms. Some corrections
and items to validate include the following:
1. All employees have an assigned:

Budget Group Code (assigned by job, then budget group code is used to assign a
commitment item for salary distribution)

Shift Code (assigned by job)

Budget Staff Rank (assigned by job)

Gender (updated by employee only)

Race (updated by employee only)
2. For merged appointments within your colleges/major units, validate that the portions
in primary and non-primary departments are correct.
3. If corrections need to be made to the above information, prepare the appropriate HR
forms. If you have questions regarding how to correct a specific field, please contact
the Payroll Appointment Service Center ([email protected]).
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The following three reports can assist in collecting and validating this data:
1. Exempt Layout report allows you to view all the Exempt employees’ HR master data
in a viewable report similar to the layouts themselves. The report actually contains
all the data fields that are extracted from HR. One drawback of this report is when it
is printed, the text is very small even on legal paper. The Office of Budget and Fiscal
Planning recommends the report be exported into Excel and reviewed.
2. Non-Exempt Layout report provides the same type of data as the Exempt Layout
report and has the same drawbacks.
3. HR Extraction Validation Report provides a high level view of the HR data. Free
characteristics in the report can be selected, added, and removed based on the type of
data users wish to see. The advantage to this report is the ability to review the data at
a higher level before viewing specific employee’s data. The B&FP office
recommends this report for HR master data validation over all three reports described.
B. Review HR Extraction Validation Report Prior to Budget Preparation
Also after the BW-BPS application is loaded with final HR data, print and validate data
totals before making any changes. Below is an example, with test data, of the HR
Extraction Validation Report. Count or headcount of employees, current annual salary,
and current CUL should all be reviewed. Free characteristic fields such as budget group
code, gender, and minority status should also then be reviewed.
If for some reason HR master data is incorrect after this final data load for budget
preparation, contact the Office of Budget and Fiscal Planning. Guidance can then be
provided to address the incorrect data.
C. Validate Data During the Budget Preparation Process
As information is keyed into the system, additional reports should be reviewed showing
both current and proposed information. Reports listing warning messages indicating
possible error conditions are also available. It is suggested that reports are run during
milestones in the budget process and kept until the budget is finalized.
The following are the warning reports that should be run during milestones in the budget
process, and before submitting any reports to your college/major unit or the Office of
Budget and Fiscal Planning (all warnings should be corrected except for Proposed or
Current CUL is 1 or 0):

Analysis/Exclusion Codes not Valid: Validates that Analysis Codes of 1 have an
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




Exclusion Code of 0 and Analysis Codes of 2 have an Exclusion Code between 1 and
9.
Analysis/Exclusion Codes not Valid – PDOC, INT, RES: Validates that all PDOC,
INT, RES have an Analysis Code of 2 and an Exclusion code of 7.
Negative Amounts in Salary Planning: Verifies that negative amounts do not exist in
any budgeted field in the Salary Planning layouts. Negative amounts are not allowed.
Prop & Cur CUL (0, 1, or GT 100): Verifies that Proposed and/or Current CUL is
not zero or greater than 100.00. Also allows verification that a Proposed and/or
Current CUL of 1.00 is correct for the individual of 1% Capacity Utilization Level.
Prop Dist CUL not equal Prop CUL: Verifies that all Proposed CUL have been
distributed.
Invalid Amounts in FM Budget: Verifies that negative amounts do not exist in the
FM Budget Layout. Negative amounts are not allowed.
Step 2 – Pre-Budget Allocation Activities
In order to speed up data entry, it is advisable to first complete some “housekeeping” tasks.
There are a number of tasks that can be completed once the BW-BPS comes up for actual
data entry but before allocations are distributed. These tasks are considered the pre-budget
allocation activities. A list of possible tasks is shown below:

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


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

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
Enter vacancies on the Other Personnel Costs (OPC) Layout in BW-BPS.
Enter Budget Recovery lines on the OPC Layout per instructions in Appendix J.
Enter Current and Proposed Administrative Adjustments on the Administrative
Adjustments layout as necessary.
Adjust individuals whose salary or CUL has changed since the extraction of HR
master data.
Adjust CUL for individuals changing their CUL effective at the beginning of the
fiscal year. Please be sure to only change the proposed CUL and not the current
CUL.
Review the Current Salary and CUL for staff on Voluntary Early Partial Retirement
(VEPR). Individuals on VEPR should be budgeted at their average annual CUL and
salary dollars regardless of the employee’s current salary and CUL.
Change “Incl SA” field to indicate who will be excluded from the salary analysis, if
known.
Enter account funding distribution for all staff.
Enter General Fund Budgets for S&E, Summer Session, Wages, Fellowship
Supplements.
Enter Restricted Fund Budgets for S&E, Summer Session, Fringe Benefits, and
Wages.
Enter Graduate Student Lines and Limited-Term Lecturer Lines (Budgeted as Total
CUL) on the OPC layout for all fund types.
Zero proposed CUL for employees that have terminated, submitted a signed letter of
resignation, or for Long Term Disability (LTD) situations.
Verify status and accuracy of LTD employees. See Step 3 Sect. A.1.
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By entering or changing this information in the system prior to receiving allocations, most of
the work for budget will be complete except for entering raises/inflationary adjustments to
employees, wages, S&E, and balancing to the control totals.
Step 3 – Enter Proposed Data
Exempt/Non-Exempt/Administrative Adjustments Layouts
A. Named Faculty/Staff Lines
1. Guidelines for Budgeting
Faculty, Continuing Lecturers, Administrative/Professional, Clerical and
Service
Staff who are listed on the initial budget reports or extracted HR data and who
are continuing should be budgeted by name.
New Faculty and Administrative/Professional Staff
New staff cannot be added by name in the salary planning layouts. Instead,
they are to be budgeted as a vacancy on the OPC layout. Those new staff may
be budgeted with a personnel number and name on the OPC layout if the
name exists in HR master data. This data is not passed to the HR R/3 system.
Appropriate HR forms are required to establish the employee’s record.
New Clerical and Service Staff
New staff cannot be added by name in the salary planning layouts. Those new
staff may be budgeted with a personnel number and name on the OPC layout
if the name exists in HR master data. This data is not passed to the HR R/3
system. Appropriate HR forms are required to establish the employee’s
record. Employees in their provisional period of employment (first 90 days)
will only be eligible for a budget increase if they are not getting a provisional
period increase. If they are getting a provisional period adjustment, they
should be excluded from the budget analysis with an “Incl SA” value of 2, and
an “Excl Reason” value of 7.
Adjunct, Associate, Affiliate, Visiting Scholar, Courtesy and Faculty with
Administrative Appointments
These appointments are not budgeted in BW-BPS.
Emeritus and Non-Pay Appointments
Typically, appointments for emeritus faculty and all non-pay appointments are not
budgeted in the BW-BPS system. If these appointments appear in the BW-BPS
system, users will see a $0 annual salary and a .01 CUL. Please proceed with placing
zeros in all fields of the employee’s record. Users will also need to place a 2 in the
“Incl SA” field and an 8 in the “Excl Reason” field. Due to these actions, the
employee’s record will appear on the HR Retraction Exception Listing discussed in
Section 5. B.
Post-Retirement Appointments
These appointments are not budgeted in BW-BPS.
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Long Term Disability (LTD)
Biweekly staff that have been approved for Long Term Disability (LTD) but are still
on an approved leave of absence should be budgeted by name. Biweekly employees
on LTD whose approved leaves have expired should have a PA Form processed
terminating their employment with the expiration of approved leave status. These
staff should not be budgeted. Monthly staff who have been approved for LTD should
NOT be budgeted. If the HR extraction loads their current salary data, users need to
treat them the same as a terminated employee in BW-BPS.
I.U. Faculty and Staff
These are the only non-pay appointments to appear in the BW-BPS application. I.U.
faculty and staff at the Fort Wayne campus who are extracted from HR will appear
and may be continued by following the procedures for budgeting continuing
employees. They will be extracted with a current salary of $0 and must be updated
with current and proposed information. An appropriate “Incl SA” flag should be
assigned to include or exclude each person in the analysis. These individuals will
appear by name on all reports during the budget process.
Administrative Adjustments (Recurring funding sources only)
Faculty and Staff who have been approved for an administrative adjustment
will be budgeted at their base salary. A listing of those employees with an
administrative adjustment wage type (1015) in your organization unit can be
created by running the ZHR_BASIC_EE_LIST in HR R/3. The approved
administrative adjustment with a recurring funding source must be budgeted
on the Administrative Adjustment Layout entering both current and proposed
amounts. The cost distribution of the administrative adjustment will follow
the base pay and be assigned on the salary distribution layout. If the
administrative adjustment is paid on non recurring funds, the preparer should
not data enter it on the Administrative Adjustment layout. Instead, the user
must prepare a PA form to update that employee’s proposed salary and any
changes to the administrative adjustment for the new fiscal year. Below is a
table indicating when a HR PA form is required, based on the status of the
Administrative Adjustment.
Note: To enter the administrative adjustment annual rate, including cents,
based on the period rate on Wage Type 1015. This will ensure the record is
retracted during the HR Retraction explained in Section 5.
Does my Administrative Adjustment need a HR PA form?
Admin Adj (AA) Status/Action
AA continuing at same rate
HR PA form
required?
No
AA continuing at new rate
No
Discontinue AA
Start AA
AA with Non-Recurring funding
source
Yes
Yes
Yes
What data retracts in HR Retraction
program?
Proposed salary, AA amount, and Prop CUL if current
amounts match (base salary, CUL, & AA)
Proposed salary, AA amount, and Prop CUL if
current amounts match (base salary, CUL, & AA)
No salary or CUL
Proposed salary and Proposed CUL
No salary or CUL
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Voluntary Early Partial Retirement (VEPR)
Approval for an individual to start in the VEPR program or to change a previously
approved arrangement must come from the Provost or Treasurer. Because the
arrangements can vary greatly, individuals should be budgeted at their average annual
CUL. Salary dollars saved can then be reallocated to the appropriate budget category.
To verify those individuals on VEPR, the ZHR_Leaves_Report should be run. A
Personnel Action (PA) form will be needed for any individual whose percent of effort
will be something other than the budgeted CUL on July 1.
Pay Scales
Pay scales for all hourly paid employee groups (clerical, service, student, etc.) are
reviewed and approved annually. The budgeted hourly rate for each employee must
fall within the range for the appropriate pay level.
Exceptions to the pay scale must be approved by each campus’ Employment and
Compensation Office. Pay scales are not reviewed in the BW-BPS application. A
separate review process is performed by Human Resources after the budget is
retracted (updated) into the HR R/3 system.
Any employee whose hourly rate falls outside of the approved pay scale must have an
approved exception form. That form can be found on the Human Resources webpage
at http://www.purdue.edu/hr/Forms/ listed under Employment and Compensation as
Exemption to Nonexempt Pay Scales Request Form.
Shift Differentials
Shift differentials are used to compensate employees whose regular work schedules
are other than the normal daytime schedule. The differential is added automatically
to the normal daytime hourly rate for all hours worked in the regular schedule. If
shift differentials apply, refer to Appendix D for more detailed information.
Concurrent Appointments – Appointments that cross two org units
It is the responsibility of the departments involved in sharing the concurrent
appointment to communicate the proposed annual salaries, increases, and any changes
in CUL for each of the concurrent appointments. BW-BPS will not audit for
variations across 100% annual rates. Best practices would suggest that the majority of
concurrent appointments should have equivalent 100% base pay.
Merged Concurrent Appointments – Appointments previously across two org units
that have been combined
Departments should work together to determine if more than one unit will report the
CUL for appointments. If so, users should proceed with the following procedures:

The Main Organizational Unit, or primary department, should budget the
entire named appointment but should distribute the portion of the CUL
associated with the non-primary department on the 99010004 fund in the
salary distribution layout. This CUL is excluded from the Proposed CUL
Table 1A report in the Annual Budget Salary Planning reports folder.

The Other Organizational Unit, or non-primary department, should budget a
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Concurrent Appointment OPC item (CAXX) on the OPC layout, with the
CUL distributed to the appropriate general or restricted fund. This CUL is
included on the Proposed CUL Table 1A report. For more detail on Budget
Recovery refer to Appendix J, Letter F.

Users may run ZHR_INTERDEPTFTE in HR R/3 to help identify merged
concurrent appointments.
Named Professorship Supplements
Faculty who have been approved for a professorship supplements will be
budgeted at their base salary. The professorship supplement is not affected
during the budget preparation process. An ADPay form is required each fiscal
year for the approved supplement. The professorship supplement may be
budgeted as wages on an OPC item. For any questions regarding named
professorships, users should contact the Payroll Appointment Service Center.
AY/FY Conversions
If an employee is converting between Academic Year and Fiscal Year
appointments, the following procedures are recommended for data entry into
the BW-BPS system to reflect the converted appointment. On the Exempt or
Non-Exempt Layout, update the employee’s current annual salary to the
converted annual salary to reflect the new term of appointment. A merit
increase should then be determined based on that revised 100% annual salary.
Please be aware, since the employee’s current annual salary is listed
differently than in the HR system, the employee will be listed on the HR
Retraction Exception Listing. A PA form will be required to update their new
salary and term of appointment. The department will also need to prepare a
salary statement for the employee.
2. Data Entry/Instructions
To enter data for budgeted staff, go to the Exempt Layout for monthly paid staff or
the Non-Exempt Layout for bi-weekly staff. When entering data for budgeted staff
and all other budget items, all data entry fields available for entry are white.
A. Exempt/Non-Exempt/Administrative Adjustment Layouts
Monthly Paid Staff (Exempt Layout)
For monthly staff, the key fields to enter/review are 100% Merit dollars, 100%
EMME dollars, 100% SP EMME dollars, Proposed CUL, Incl SA code, and Excl
Reason code. Current Base Annual Salary and Current CUL are fields that can
also be updated if necessary.
Save before moving to next layout or after multiple lines of data entry.
Hourly Paid Staff (Non-Exempt Layout)
The total proposed hourly rate needs to be entered. When the proposed
hourly rate is entered it should include the total amount of increase for the
individual. If a portion of the staff member’s increase includes an EMME
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or SP EMME increase, those amounts should be entered based on the
100% annual rate of the individual. When these amounts are entered, they
are automatically deducted from the merit increase calculated from the
current and proposed hourly rate. The current hourly rate, current CUL, or
proposed CUL can also be updated where appropriate.
Exempt/Non-Exempt Layout Tips:

Formulas maybe entered into a cell; however, only the result saves; NOT the
formula.

If a cell value is blank, the value is populated as zero.

A user can copy and paste values into the data entry cells from Microsoft Excel, but
a user can not paste data on any blue shaded fields.

Post Doc, Intern, Resident appointments are automatically loaded with an Incl SA
code of 2 and a reason code of 7. All of these appointments are excluded from the
salary analysis. These values cannot be changed. The user will receive an error
message if attempted.

Exempt and Non Exempt by Supervisor layouts contain the same information on
the Exempt or Non Exempt layout, the employees are instead listed by the in-line
supervisor.

Review the header section of the layout (cells A1-C2) to ensure you are in the
correct funds center and planning fiscal year.

Remember: All increase amounts are based on an employee’s 100% annual salary.
Administrative Adjustment Layout
The total annual administrative adjustment for an employee will need to be
entered for both current and proposed annual amounts. After entering the annual
amounts, select save and the period rate shaded in blue for the employee will
automatically be calculated.
Save before moving to next layout or after multiple lines of data entry.
B. Fields within the Exempt/Non-Exempt/Administrative Adjustment
Layouts
100% Extraordinary Merit, Market Competition and/or Equity (EMME)
The “100% EMME” field is to be used for circumstances involving increases that
have been approved outside the salary policy. Approval for these special
increases must be granted by the Provost or Treasurer. The EMME amount will
be included in the percentage and dollar amount that is calculated in the “Total
Increase” field. (Note the “Total Increase” % and $ represent the total increase
including 100% merit, 100% EMME and 100% SP EMME increases.)
100% Strategic Purpose EMME
The “100% SP EMME” field is used for circumstances when the Executive Office
of the Provost or Treasurer approves funding for salary increases in addition to
the Merit and EMME salary policy. These funds are entered exactly like a “100%
EMME” allocation. The total SP EMME amount for a college or major unit must
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equal the specific amount allocated by the Provost or Treasurer.
Changing Current Base Annual Salary and Current CUL
The current CUL and current annual salary information for any individual
employee can be updated if necessary. These values will need to be updated for
any of the staff groups if:



A person receives a change in pay after the HR data is extracted and loaded
into BW-BPS and before the effective date of the Proposed Budget Rate.
There is a change in the term of the appointment, such as changes in CUL or
employee subgroup.
The individual is terminating.
Changing the current values will not affect HR master data in SAP in any way.
However, the current information for the individual and the staff totals on the
BW-BPS reports will change.
Include in Salary Analysis (Incl SA)
The BW-BPS application requires that an “Incl SA” or “Include in Salary
Analysis” Code be entered for each individual. Incl SA code indicates whether or
not an individual will be included in the salary analysis submitted as part of the
final budget material and controlled by the salary policy. Only people with an
Incl SA code of 1 are included. If a person is not included in the analysis and has
an Incl SA code of 2, an “Exclusion Reason” must be assigned. The values for
the “Exclusion Reason” are 1-9. The definitions of the Exclusion Reasons are
outlined in Appendix C. If there is an invalid combination of the Incl SA code
and Exclusion Reason code, a message indicating the error will be received.
Correct the error before moving on to your next action. If the error is not
corrected, data will not be saved prior to exiting the system.
All records loaded into BW-BPS have a default value of 1, or included in the
salary analysis. With the exception of PDOC, RES, and INT, which are defaulted
to 2 or excluded from the salary analysis with an exclusion reason code of 7.
Administrative Adjustment Period Rate/Annual Salary
The administrative adjustment amounts are represented in two different sets of
column amounts. Listed first is the administrative adjustment period rates for
both current and proposed. These rates are the amount in which the employee is
paid per payroll period based on their employee subgroup or term of appointment.
These are automatically calculated based on the second administrative amount
listed on the layout, the administrative adjustment annual salary. The
administrative adjustment annual salary is the annual amount the employee will
be paid. The amount is also listed for current and proposed.
C. Salary Distribution Layout
Entering Fund Distribution on the Salary Distribution Layout
The previous year’s salary distribution information is not available in BW-BPS.
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To assist in entering this data, the payroll report, ZHR_PAY_POSTING, is
available to see a current list of employee’s salary distribution by organizational
unit. Users may also refer to the Salary Distribution report in the Salary Planning
report folder to obtain the previous year budget data employee salary distribution.
Listed below are the suggested steps in allocating the salary distribution for a
budgeting funds center:
1. When selecting the Salary Distribution Layout, first expand the top section by
selecting the expand tray button.
Expand Tray Button
2. Select the Fund, Funds center, and Funded Program for Salary Distribution
that applies to the majority of the individuals in the budgeting funds center.
3. Select the Distribute All Employees button. This distributes all employees to
the selected fund, funds center, and funded program for the total proposed
CUL listed in both the exempt and non-exempt layouts. This function can be
used more than once to create duplicate or multiple lines of distribution for all
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employees. If this function is performed in error, move to the results pane
(illustrated in the next step) and make the incorrect proposed distributed CUL
lines zero. When you subsequently save data or distribute other employees’
data, these lines will be removed.
4. After selecting Distribute All Employees, the results pane appears as follows.
To view the results pane scroll down on the salary distribution layout.
View in results pane:
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Additional view in results pane when scrolled to the right:
5. If an individual is partly or completely funded by another fund, funds center,
or funded program; modify the individual’s distribution on the current account
in the results pane of the Salary Distribution Layout. The first step in
modifying these individuals is to change the existing proposed distributed
CUL on the account distribution to the correct proposed distributed CUL in
the results pane. This could be zero, a portion of the proposed CUL, or all of
the proposed CUL.
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6. Next, redistribute the portion or all of the proposed distributed CUL modified
in the previous step. First, (A) select the fund, funds center, and funded
program to be redistributed to the portion or total proposed CUL. Next, (B),
enter in the proposed distributed CUL you are modifying. Then, (C), select
the Distribute button, not Distribute All Employees button.
a. To distribute a specific dollar amount to a different fund/funds
center/funded program combination, calculate the corresponding Proposed
CUL for that specific dollar amount.
i. Example: An employee has an annual salary of $40,000 on general
recurring source and $5,000 on a restricted fund and is 100.00
proposed CUL. The total amount of CUL to be distributed to the
general fund source would be 88.89 ($40,000/$45,000), and 11.11 on
the restricted funding source ($5,000/$45,000).
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(A)
(C)
(B)
7. Steps 4 through 6 can be performed multiple times to properly allocate the
proposed distributed CUL for the budgeted funds center.
8. When all employees’ salaries have been distributed using Steps 4 through 6,
select the Check Distribution button above the results pane. This button
compares the proposed distributed CUL in the Salary Distribution layout to
proposed CUL on the Exempt and Non Exempt layouts to make sure all
employees have been fully distributed. You will receive warning or error
messages at the top of the screen, if too much or too little CUL has been
distributed for a particular employee PERNR.
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These are some of the errors that could be received:
NOTE: WHEN ERRORS OCCUR, THE DATA IS NOT SAVED UNTIL ALL ERRORS
ARE CLEARED. ERRORS MUST BE RESOLVED BEFORE EXITING THE LAYOUT OR
ALL UNSAVED DATA WILL BE LOST.
9. When all error messages have been cleared and data is saved, the salary
distribution for all employees is complete.
Other Personnel Costs (OPC) Layout
B. Unfilled Faculty/Staff Lines
1. Guidelines for Budgeting
Faculty, Continuing Lecturers, and Administrative/Professional
Any new positions, or positions that are anticipated to be unfilled as of the beginning
of the fiscal year, should be budgeted as vacancies. This includes current vacancies,
as well as positions which will become vacant due to retirements, terminations or
resignations. If there is a termination or resignation of a named employee listed in the
Exempt or Non Exempt layout, enter a zero in their proposed CUL. This will
eliminate the salary and CUL for distribution in BW-BPS. Be sure to complete a PA
form to terminate the employee from the HR system.
Positions authorized but held by the Provost should be budgeted as a vacancy.
Do not budget faculty and staff on Voluntary Early Partial Retirement as vacancies
(they should be budgeted by name).
All vacancies will appear in the funds center in which they are budgeted during the
budget preparation process. If the college/school/division has a central reserve for
unfilled positions, these vacancies will not automatically be moved to the
college/school/area central reserve for unfilled positions. If a college or unit wants
positions reflected in a central reserve, they must budget directly in the central reserve
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funds center. As an alternative, budgeting the vacancy in the department and
preparing an FMBB to transfer the position’s funds to the reserve in the new fiscal
year. Please refer to the college or major units budgeting procedures for the option
that should be followed.
Clerical and Service
If a clerical or service staff member terminates, enter zero as the employee’s proposed
CUL, then process a PA Form to terminate the employee. If the position is to
continue, budget the position as a vacancy on the OPC layout using the appropriate
position number to help identify the vacancy on reports, if necessary.
When budgeting a non-exempt vacancy, enter a proposed hourly rate and a non
exempt employee subgroup for each vacancy. This hourly rate then automatically
calculates a proposed distributed annual salary based on the proposed CUL of the
vacancy line.
If a new position is being established, and Employment and Compensation has
assigned the position number and title, budget the position as a vacancy.
2. Data Entry/Instructions
Steps for Budgeting All Vacancies
The following steps need to be accomplished to budget an exempt or non-exempt
position:
1. To budget a vacancy on the OPC layout, first select a VAC XX OPC item
(required field), where the XX represents numbers 01-50. Select any of the
VAC 01 – VAC 50 OPC items multiple times to distribute multiple vacancies.
Enter this item number in the OPC number column on the OPC layout, or
select the input help icon
to assign the OPC item number.
2. Select the appropriate budget group code (required field). This code is used to
derive the commitment item for that specific vacancy funding. For example,
an Administrative/Professional position has a budget group code of 2007
which derives a commitment item of 506010. See Appendix B for more
selections and derivations.
3. Employee number and name (optional field) can be added for reference only.
Use of this field could potentially reduce system response time.
4. A job number may be associated with the vacancy for reference (optional
field). This can be accomplished by selecting the cell for job number and then
selecting the input help icon . Then restrict the possible job numbers to the
correct one for the vacancy. For example, a job number of 1001 is for a
secretary, while a job number of 1004 is for an account clerk. Both of these
have the same budget group code of 2008 clerical. The job number would
provide a differentiation between the two clerical vacancies.
5. Select the employee subgroup (optional field). This indicates the term of
appointment for the vacancy. For example Z4 is a 12 month exempt
employee. See Appendix C for more definitions of employee subgroup.
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Hourly rate is required if the employee subgroup selected is nonexempt.
The proposed distributed annual salary will be calculated by the system
for line items with nonexempt employee subgroup.

For line items where a nonexempt employee subgroup is specified, the
system will calculate the proposed distributed annual salary amount using
the following calculation:

(Prop Distrb CUL * (prop hourly rate * hours per year based on
employee subgroup))/100.

The hourly rate if entered for other line items not indicating a nonexempt
employee subgroup will not be used by the system to calculate the
proposed distributed annual salary.
6. Another field that can be selected for reference is the position number and title
(optional field). The position number can be entered in the field or selected
through input help.
7. Select the fund, funds center, and funded program (required fields) for this
vacancy to be distributed. If not budgeting at the funded program level, a
value of “NOT-RELEVANT” should be entered. If left unassigned, it will
default to NOT-RELEVANT during FM retraction. However, if not selected
the value will remain unassigned in BW-BPS.
8. Assign the proposed distributed CUL, proposed hourly rate for non-exempt
vacancy, and proposed distributed annual salary for exempt vacancy.

Save before moving to next layout or after multiple lines of data entry.
C. Budgeting Lines by Total CUL
1. Guidelines for Budgeting
Budgeting Lines by total CUL are specifically for Graduate Students and Limited
Term Lecturers. These types of positions are budgeted on the OPC layout.
2. Data Entry/Instructions
Graduate Staff – Do not budget Graduate Staff by name. The total salary amount and
CUL of Graduate Staff should be budgeted as an OPC line. When budgeting
Graduate Staff follow the steps below:
1. First select a GRAD XX OPC item (required field), where the XX represents
numbers 01-25. Select any of the GRAD 01 – GRAD 25 OPC items multiple
times, for different fund, funds center, and funded program combinations.
2. Select the appropriate budget group code (required field) for Graduate Students,
this code is used to derive the commitment item. The budget group code for
Graduate Students is 2010, which derives commitment item 506080. See
Appendix B for more selections and derivations.
3. Employee number and name (optional field) should not be used since the OPC
item represents multiple employees.
4. A job number may be associated with the vacancy for reference (optional field).
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This can be accomplished by selecting the cell for job number and then selecting
the input help icon . Then restrict the possible job numbers to the correct one
for the type of graduate student. This field is not required. Please note that the
input help is case sensitive. Also use wildcards to restrict the results. Some
examples include but are not limited to the following:
Job #
1656
1657
1658
1659
1660
1661
Description
Graduate Aide
Graduate Admin/Prof
Graduate Lecturer
Graduate Research Asst
Graduate Teaching Asst
Graduate Trainee
5. Select the employee subgroup (optional field). This indicates the term of
appointment for the vacancy. For example, Z4 is a 12 month exempt employee.
See Appendix C for more definitions of employee subgroup.
6. Another field that can be selected for reference is the position number and title
(optional field). The position number can be entered in the field or selected
through input help.
7. Select the fund, funds center, and funded program for these graduate
appointments to be distributed.
8. Assign the proposed distributed CUL and proposed distributed annual salary for
the group of graduate student appointments.
Limited-Term Lecturer appointments may be budgeted using the same procedures for
budgeting graduate staff employees. Do not budget Limited-Term Lecturers by
name, but include all Limited-Term Lecturers on an OPC budget line.
Limited-Term Lecturers should follow the same procedure steps outlined above with
the exception of using the LL 01 – LL 25 OPC items that can also be used multiple
times to distribute to fund, funds center, and funded program combinations. You
should also use the budget group code of 2006 and the job number of 1665. All other
steps apply as stated above when budgeting Limited-Term Lecturers.
D. Budgeting All Other OPC items
1. Guidelines for Budgeting Other OPC Items
Entering data for lines budgeted by total dollars can be done on the OPC layout for
salary lines. Budget dollars can be entered on these layouts for wages, summer
session, fellowship supplements, promotion allocations, etc. Refer below for specific
instructions.
2. Data Entry/Instructions for Other OPC Items
Entering an Amount for Wages
On the OPC layout follow these steps:
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1. Select an OTH XX OPC item, where the XX represents numbers 01-50. You can
select any of the OTH 01 – OTH 50 OPC items multiple times to distribute to
fund, funds center, and funded program combinations.
2. Select the budget group code 2013 to indicate wages.
3. Select the fund, funds center, and funded program you want these funds to be
distributed.
4. In the proposed annual salary column, enter the amount for wages.
Please note that when data is saved a warning message regarding this line or lines of
data entry will be received. The warning message indicates that the CUL for this line
is 0 or 1, since a CUL for this line or lines have not been entered. This warning
message will now appear every time a save of data is successfully performed. This
warning message does not need to be corrected, and data will be saved.
Budget Recovery
See Appendix J for specific details on when to budget a these OPC items.
Fellowship Supplements
Departments wishing to use general funds to supplement University fellowships may
specifically budget these funds as a separate line item. To budget a line for
fellowship supplements on the OPC layout, use the OTH 01 – OTH 50 OPC item and
the input help to select the appropriate budget group code for fellowships to derive
the correct commitment item. Reference Appendix B for the appropriate budget
group code.
Summer Session
Departments may budget a line for summer session wages by also using the OTH 01
– OTH 50 OPC item. The budget group code for summer session (2014) should also
be selected to assign the appropriate commitment item (505060). Please also be
aware the actual expense for summer session will not follow the summer session
commitment item used for budget. The actual expense will fall on the appropriate
employee group’s commitment item.
Promotion Allocation
Colleges/major units that receive promotion dollars allocated on their control sheet
need to budget the total amount like a wage line, but with the appropriate budget
group code specific to the correct type of faculty appointment. To correctly derive
the commitment item, refer to Appendix B.
Tips on Entering Data on the OPC Layout

Begin data entry on row 7 (row six is not open for data entry even though it is
colored white)

If a user uses all 20 lines of the data entry available, selecting save will add
additional lines of data entry.

When entering an OPC item with no CUL, you will receive a warning message
that indicates if a line item has a CUL of 0 or 1. The warning message is ok; no
correction is needed as long as it is appropriate for the line item.
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





For the characteristic (white) fields (OPC number, Budget Grp code, Employee,
Job, Employee subgroup, Position, Fund, Rec. funds center and Funded program),
the key (numeric identifier) must be entered. The text (description of the field)
will automatically populate after selecting save, refresh or moving to another tab.
For the characteristic fields, they can be data entered manually or use the input
help
to select the appropriate value.
When entering a Funded Program, enter as Not-Relevant and not Non-Relevant.
Non-Relevant is an incorrect value.
Users should also make sure to select the Not-Relevant funded program instead of
leaving funded program blank, which results in an unassigned (#) funded
program. During reconciliation on the FM layout or ledger, entering Not-Relevant
greatly assists in summarizing data.
When adding a name associated with an OPC item, user should not try to add
free text to the OPC layout. If this is attempted and the user saves their data, the
OPC layout screen will completely blank out all data entered.
To use input help
for any characteristic field, position your cursor in input
field (example OPC Number),

To use the input help follow these steps and tips:
1. Click
2. Click a selection (example BR 01)
3. Or use Value Selection section to search for value
4. Enter the values you wish to limit by and Click
a. Search hints: Wildcards (*) may be used.
b. When restricting values using a description, the “restrict” function IS
case sensitive and may be the reason why no values have been
returned.
Funds Management (FM) Budget Layout
E. Budgeting Amounts for S&E or Reserves
1. Data Entry/Instructions for S&E Items
S&E or Reserves amounts must be entered on the FM layout. In the BW-BPS
application, select the FM Budget layout at the top of the screen, and enter the funds
center to be budgeted. The FM budget layout does not carry over or remember the
funds center from salary planning layouts. The funds center may be at the “project”
or sub-account level.

When selecting to budget on a project level funds center (i.e., 4080001001), enter
that funds center not the main high level funds center (i.e., 4080001000) to budget
dollars.

If salaries have been distributed to the project level funds center, those salaries
will appear in summary on the FM Layout for that funds center.
Once a funds center is selected, follow the steps below to budget an S&E or Reserve
amounts:
1. Find a blank line below the lines summarized from salary planning.
2. Select the fund, commitment item, and funded program for distribution.
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3. Enter the amount under the Amount-FM column.
Tips on Entering Data on the FM Layout

When entering a Funded Program, enter as Not-Relevant and not Non-Relevant.
Non-Relevant is incorrect master data.

Users should also make sure to select the Not-Relevant funded program instead of
leaving funded program blank, which results in an unassigned (#) funded
program. During reconciliation on the FM layout or ledger, entering Not-Relevant
greatly assists in summarizing data.

Dollars can also be budgeted on a reserve commitment item. For example,
500323 is the commitment item for a college/major unit’s contingency reserve.
Please also reference the listing of restricted commitment items in Appendix E,
which can only be used by specific college/major units or centrally in the Office
of Budget and Fiscal Planning.
Do not use the reserve funds, i.e., 21019000, with a non-reserve funds center. If it
is used, the funds may not pass to FM, Funds Management.
F. Budgeting Amounts for Fringe Benefits
1. Data Entry/Instructions for Fringe Benefits
Fringe Benefits for restricted funds and funds centers should be budgeted on the FM
Layout. Fringe Benefits are entered exactly as supply & expense and reserve lines.
The only difference is the commitment item. Fringe benefits can be budgeted in
detail or under a general commitment item, just like supply & expense lines. For
general fringe benefits budgeting purposes, the Office of Budget & Fiscal Planning
suggest using commitment item 512000.
A practice list is available in Appendix M for the budget items listed in Steps 2 & 3 of
the budget process for use during the HR Master Data Validation periods.
Step 4 – Verify Control Totals ($ & %)
The budget should be reviewed to verify control totals once all proposed data has been
entered for filled/unfilled positions, staff budgeted by total CUL, and other budget lines. The
percent increases for each staff category can be determined by reviewing the Average Salary
Increase Report and the total dollars can be verified by reviewing either the Proposed FM
Budget-Summary or Proposed FM Budget-Detail Reports.
The screen shots below show where these figures will appear (images contain test data):
Average Salary Increase Report – The salary policy issued each year will establish control
parameters for Merit and EMME increases. The roll-up data for entities (funds centers or
colleges/major units) can be reviewed here. This reports only the individuals who count in
the salary analysis (“Incl SA” = 1)
Page 35 of 78
Proposed FM Budget – Detail – The control sheets distributed during the budget process by
college/major unit are allocated a specific dollar amount for general funds. The total budget can
be reviewed on this report using the commitment item groupings of S&W and/or S&E.
Proposed FM Budget – Summary – The control sheets distributed during the budget process by
college/major unit are allocated a specific dollar amount for general funds. The total budget by
college/major unit can be reviewed in total on this report.
Page 36 of 78
Steps for Running Reports:
1. To run BW-BPS reports, click on the report you would like to run. To verify the salary
policy as noted above, choose the Average Salary Increase report.
2. You will then receive the variable selection screen shown below.
a. Many of the variable selection screens are the same or similar for most reports
b. All will require you to choose a hierarchy and a funds center or funds center node.
i. When choosing the hierarchy during budget planning, users should select
“Current Budget Plan Funds Ctr Group.” This will always select the current fiscal
year planning funds center hierarchy, and the default for all reports. The previous
fiscal years hierarchy structure is available if needed. For example, fiscal year
2010 is available by selecting “2009-2010 Budget Plan Funds Ctr Groups.”
ii. Creating a variant will speed up the process of running reports in selecting a
hierarchy, funds center, and fiscal year.
c. You may also enter your selections, but please use caution prior to clicking “ok”.
The formatting in running BW report is very specific. When determining the format,
click the “check” button prior to selecting “ok” to see if the value is correct. Once the
format is determined, direct data entry is possible.
Page 37 of 78
3. Users will be able to see and compare the results to the salary policy.
4. To compare control totals, run the Proposed FM Budget – Summary.
5. Like the previous report, users must select variables to run the report. The variables to
choose are the same as the Average Salary Increase report.
6. Users can then view the data to compare the proposed budget to the control sheet for
controlling out to the general fund total.
Page 38 of 78
Step 5 – Review for Accuracy
Once the budget has been tied out to the control totals for general funds and all funds have
been reviewed for total budget, spend some time reviewing all the data contained in the BWBPS application for accuracy. To assist in this review, a checklist has been developed and is
available in Appendix G.
To obtain the data in reviewing the checklist mention above, users should run some or all of
the reports listed on the OnePurdue Portal under the Annual Budget reports folder. They are
organized into sections similar to the BW-BPS application. There are four folders, Required
System Reports, Salary Planning, Funds Management, and Warnings & Validations. The
check list in Appendix G indicates the report that contains the data for checking. Many times
data is located in multiple reports.
In reviewing for accuracy, two of the reports that a preparer must run are the Proposed Cost
and Proposed CUL validation reports. These two reports indicate if the proposed salary and
CUL information match the proposed distributed salary and distributed CUL information.
Matching these two pieces of information is essential to making sure all of the proposed
salary information has been distributed and accounted for so that the correct amounts will be
retracted to the Funds Management.
Below are examples of the two validation reports using test data:
Proposed Cost Validation
1
2
3
4
In the Proposed Cost Validation report, the figures that should be validated are indicated by
the lines above and the description below:
1. Proposed Base Annual Salary with OPC items matches Proposed Distributed Annual
Salaries.
Page 39 of 78
2. Proposed Administrative Adjustment Annual Salary matches Proposed Distributed
Administrative Adjustment Annual Salary.
3. Proposed Shift Differential Amount matches Proposed Distributed Shift Differential
Annual Amount.
4. Total Proposed Cost + OPC Costs, Total Proposed Distributed Salary Cost, and Total
Proposed FM Salary Costs all match.
Please note, if users have a difference in this report, drilldown into the report by adding free
characteristics and identify any specific employees where this is the difference. For any
individual employee, the difference should not be more than +/- $.01. To correct the
difference, adjust the proposed distributed CUL on the salary distribution layout. If the
difference cannot be corrected, when this report is submitted to the Office of Budget and
Fiscal Planning note and identify the differences.
Proposed CUL Validation
In the Proposed CUL Validation report, the figures that should be validated are Proposed
Base CUL with OPC items, Proposed Distributed CUL, and Total Proposed FM CUL should
all match as indicated above.
Step 6 – Prepare Required Reports
The following College/School/Division level reports must be completed and submitted to the
Office of Budget and Fiscal Planning on the applicable budget due date as specified in the
Review schedule:
1. Budget Control Sheet and Page 2.
2. Budget Analysis Tables and Listings, Narrative and Support Documentation. (Refer to
separate instructions on completing these analyses and the required number of copies.)
3. The following is a list of warning reports that should be run to verify no errors exist prior
to budget submission. These reports must be submitted even if the reports return no
results.







Analysis/Exclusion Codes not Valid
Analysis/Exclusion Codes not Valid – PDOC, INT, RES
Negative Amounts in Salary Planning
Prop & Cur CUL (0, 1, or GT 100)
Prop Dist CUL not equal Prop CUL
Invalid Amounts
Proposed Cost Validation
Page 40 of 78

Proposed CUL Validation
4. See the Budget Analysis Instructions for further details of required reports.
For more information on specific due dates, please contact the appropriate Director of Financial
Affairs in your area or the Office of Budget and fiscal Planning website under Operating
Budget/Budget Schedules.
Tips on Running Reports
A) Create a variant to speed up selecting variables in running reports
1) First select the variables to save.
2) Select the Save As button above the variables selection boxes.
3) The description field is the name that appears later to select the saved variant. With
that in mind, name your variant using the following parameters. Indicate the funds
center node of BP 4009 for Business Services for a major unit or BP 4014005 for
Civil Engineering for a department.
4) The technical name field can be left blank.
5) Select OK.
Users have the ability to create their own variants. They cannot be shared
among users or other reports. Please be sure to verify before saving a
variant, the correct funds center is populated. Once created, variants
cannot be removed.
B) Once reports have been run, use the Print Version button to print the report in a PDF file.
1) The margins, page orientation, headers, footers, and paper size can be changed
prior to creating the PDF file to print.
C) The Export to Excel function is also useful when performing the Data Validation, Step 1,
portion of the budget process.
Page 41 of 78
How to Export Reports to Excel
1. From the Report Viewer Window, click Export to Excel.
2. Click the save button.
3. Select a Save As location. (This
example uses the desktop.)
4. Rename the file.
5. Click Save.
D) Use reports to find specific information prior to going to the BW-BPS application.
Changing Hierarchies
a. Changing the hierarchy levels and adding or removing free characteristics in BW
reports is extremely helpful in finding details of BW-BPS data.
i. To add free characteristics in BW reports, select the field to add on the list to the
left of the report and drag and drop it to the rows field above free characteristics.
ii. Perform the reverse to remove the field.
Page 42 of 78
iii. To change the hierarchy level on a field, simply right click on the field, choose
Hierarchy and then Expand Hierarchy, and select the Level to view the data.
iv. When a hierarchy is available, a user can change which hierarchy is displayed by
right clicking on the field and selecting properties then characteristic.
Page 43 of 78
When the dialog box appears, select the hierarchy tab. Then select from the drop
down box the hierarchy you would like to select.
Changing Characteristics
b. Another way to change information on a specific report is to change how a field is
reporting the data visually. In BW-BPS reports, data can be displayed with Key
information, such as 4080001000 for a funds center. Or it can also be displayed with
the Text, such as the title of the funds center. A combination of these fields can also
be selected.
i. To change a field’s data display, right click on the field and select properties then
characteristic.
ii. In the dialog box, select to see Key Only, Text Only, or Key and Text Displayed.
Page 44 of 78
Changing Key Figures
c. If a user wants to potentially add some additional data or fields to an existing report,
it may be possible. One way to check is to see if hidden key figures, i.e., data, are
available. A list of reports with hidden key figures is available in Appendix L. How
to check if this additional data is available follow the steps below.
i. Right click on the item “Key Figures” listed under columns section of the report.
ii. Select Filter and Select Filter Value
iii. A dialog box will then appear with the entire listed and unlisted key figure values
that can or cannot be selected. An example of the dialog box is listed below:
Page 45 of 78
iv. Once all of the key figures a user wanted are added or removed, select “OK”.
Adding/Removing Result Line
d. If a result line does not exist on a report it could be added. Follow the steps outlined
below:
i. Right click on the title of the column in which a total line is requested.
ii. Select Properties and Characteristic
iii. A dialog box will appear, and edit the field “Display Results” to Always instead of
Never or vice versa to remove a result line.
Page 46 of 78
iv. Select “OK”.
v. Another way to remove a result line is to click and drag the result line to when the
cursor reflects an “x”. Then release the click and the result line will be removed.
5) FM AND HR RETRACTION
After the budget preparation process is complete, the budget data needs to be utilized in the
Funds Management (FM) module and in HR R/3 data. To accomplish this, the budget data is
“retracted” or uploaded into FM and HR.
A) Funds Management (FM) Module Retraction
Retraction Description
A FM retraction program is run based on funds that are predetermined, as mentioned in
section 2, and uploaded into the FM module in total dollars for each fund, funds center,
funded program, and commitment item combination.
This retraction establishes the original budget for financial reporting in SAP.
Once the FM retraction program is run, use the following steps to validate the data.
1) Run the t-code FMEDDW (Drilldown for Budget Entry Documents)
Fill in the following fields:
Budget Category:
9F
Fiscal Year:
2013
Int. Budget Process:
ENTR
Budget Type:
REC
Entry Document Type:
ORIG
Funds Center:
Your Funds Center or a Funds Center node
Layout (optional):
/BPBASERECON
2) Execute
3) Compare to the FM Budget – Summary or FM Budget – Detail report.
Tip: The /BPBASERECON layout subtotals the data by fund and funds center. If you
add other subtotals, re-sort the data, etc. do not save over the /BPBASERECON layout.
Base Budget Tracking Report Validation:
Page 47 of 78
1) Run Base Budget Tracking Report (Financial Systems/Reports/FM-Funds
Management)
Hierarchy level: Example: BP4009
FY period:
001/2013
2) Compare the Original Budget Column to FM Budget – Summary or FM Budget –
Detail report.
Note: Base Budget Tracking report only shows fund 21010000-21059999, 31010000, and
31019000. CUL can only be validated on this report, and not in the FM module of SAP.
B) HR Retraction
Retraction Description
The retraction program to HR is the process of updating very specific pieces of
information from BW-BPS. Those include hourly rate for non-exempt employees,
annual salary for exempt employees, CUL, and work hours information. The retraction
process does not perform other HR master data actions. All of these actions must take
place via the appropriate HR form.
Retraction Process
When this program is run, there are specific characteristics of an employee’s master
data that are validated prior to the employee’s record being updated in the HR R/3
system. If a record fails on any of the following pieces of information, the record
does not update or “retract” into HR:
Current Employee Fields Audited to Match BW-BPS to HR

Employee Group

Employee Subgroup

Employee Status

Position

Org Unit

Payroll Area

Personnel Area

CUL

Annual Salary for Exempt Staff

Hourly Rate for Non-Exempt Staff

Administrative Adjustment Period Amount
Some other program checks for the employee’s record that would not pass include the
following:
1. An employee record has a zero for the proposed CUL, proposed annual salary
amounts for exempt, or proposed hourly rate for non-exempt.
2. If an employee’s administrative adjustment period rate currently exists and proposed
administrative adjustment period rate is zero. See also the table below regarding
when an administrative adjustment does or does not retract and other steps that may
need to be performed
Page 48 of 78
Admin Adj (AA) Status/Action
HR PA form
required?
What data retracts in HR
Retraction program?
AA continuing at same
rate
No
AA continuing at new rate
No
Discontinue AA
Start AA
Yes
Yes
AA with Non-Recurring
funding source
Yes
Proposed salary, AA amount, and
Prop CUL if current amounts match
(base salary, CUL, & AA)
Proposed salary, AA amount,
and Prop CUL if current
amounts match (base salary,
CUL, & AA)
No salary or CUL
Proposed salary and Proposed
CUL
No salary or CUL
3. A future dated HR pay record exists in HR R/3.
Other program checks allow the record to pass if the check is positive or negative. Those
program checks include:
1. An employee’s current or proposed CUL is greater than 100% by PERNR number.
2. Annual Salary or hourly rate is not within pay range at the effective date of pay
change.
3. Work hours/period amounts equals CUL/100 * 173.33 for exempt and CUL/100 * 80
for non-exempt.
If a record is not retracted into HR, this means potentially an HR action has been
performed after the final data extraction on March 31, 2012, into BW-BPS. Just because
a record is not retracted, does not mean a PA form is required. It is recommended that a
record of all HR actions be kept so that when the HR Retraction Exception Report is
generated, it can then be validated. This record for users will indicate what additional PA
forms are actually necessary after the HR Retraction program.
Some actions are already known if a PA Form is needed based on the data elements that
are validated and program checks during the HR retraction process. Those items include:
1.
2.
3.
4.
New Administrative Adjustment is established
Terminate Administrative Adjustment
Employees with an Administrative Adjustment using non recurring funding source
AY/FY Conversion
A reference for when an employee’s record is or is not retracted is available in Appendix F.
After the HR retraction program is run, users should validate that all salaries have been
retracted correctly. To help perform this validation, users can run the proposed salary listing
for all staff.
Page 49 of 78
Appendix A
BPPURDUE HIERARCHY
Back to Index
BP10
BP20
BP30
BP40
Budget Planning / Calumet
BP1001
Other
BP1000
General Adminstration
BP1002
Advancement
BP1003
Student Services
BP1004
Administrative Services
BP1005
Academic Affairs
BP1006
Libraries
BP1007
Technical Resource Center
BP1008
University Division
BP1009
Schl. Liberal Arts & Social Science
BP1010
School of Engr, Math & Science
BP1011
School of Technology
BP1012
School of Education
BP1013
School of Management
BP1014
School of Nursing
BP1015
Graduate Administration
BP1016
Student Success Network
BP1017
Enrollment Management
BP1018
Vice Chancellor Information Services
BP1019
Research & Graduate Studies
BP1091
Fringe Benefits
BP1093
Student / Other
BP1099
Central / Other
Budget Planning / Fort Wayne
BP2001
Chancellor
BP2000
General Administration
BP2002
Financial Affairs
BP2003
Student Affairs
BP2004
Academic Affairs
BP2005
Enrollment Management
BP2090
Staff Benefits
BP2093
Student Loans
BP2099
Central Other
Budget Planning / North Central
BP3000
General Administration
BP3001
Chancellor
BP3002
Development
BP3003
Vice Chancellor Administration
BP3004
Vice Chancellor Academic Services
BP3090
Staff Benefits
BP3091
General University
BP3093
Student Loans
BP3099
Central - Other
Budget Planning / West Lafayette
BP4000
General Administration
BP4001
President
BP4002
Provost
BP4003
Treasurer
Updated:
01/09/2012
Page 50 of 78
Appendix A
BP4004
BP4005
BP4006
BP4007
BP4008
BP4009
BP4010
BP4011
BP4012
BP4013
BP4014
BP4015
BP4016
BP4017
BP4018
BP4019
BP4019SWT
BP4020
BP4021
BP4022
BP4023
BP4024
BP4025
BP4026
BP4027
BP4028
BP4029
BP4030
BP4031
BP4032
BP4033
BP4034
BP4035
BP4036
BP4037
BP4038
BP4039
BP4040
BP4041
BP4090
BP4092
BP4093
BP4099
Office of Advancement
Human Relations
Government Relations
Vice President Research
Information Technology
Business Services
Student Services
College of Agriculture
College of Veterinary Medicine
College of Health & Human Sciences
College of Engineering
College of Management
College of Pharmacy
College of Liberal Arts
College of Science
College of Technology
StateWide Technology
College of Education
International Programs
Physical Facilities
Graduate School
Libraries
Engagement
Office Conintuing Education & Conference
Discovery Park
OnePurdue
Intercollegate Athletics
Housing & Food Serives
Enrollment Management
VP Human Resources
Physical and Capital Planning
Marketing and Media
VP Diversity – Operations
Vice President Public Affairs
University Sustainability
Office of the President Reserves
Office Provost Reserves
Office of EVP for BF, TR
Honors College
Staff Benefits
President Endowment & Gifts
Student Loans
Central – Other
Updated:
01/09/2012
Page 51 of 78
Appendix B
CROSS REFERENCE FOR EMPLOYEE GROUP/COMMITMENT ITEM/BUDGET GROUP CODE
Back to Index
Employee Group/Commitment Item/Budget Group Code/Budget Staff Group Mapping
Commitment Items - FM
Employee Groups - HR
Count
A = Admin/Professional Assts (30A/60A)
B = Clerical
C = Clinical, Research, Non-Tenured Faculty
D = Continuing Lecturer
E = Faculty Tenure/Tenure Track
F = Fellowship Post Doctural
G = Fellowship Pre Doctural/Other
H = Fire
I = Police/Fire Mgmt
J = Graduate Student
K = Limited Term Lecturer
L = Mgmt/Professional (20A/50A)
M = Non Exempt Professional (Grandfathered 30A/60A)
N = Non-Pay*
O = Operations Assistant (Grandfathered 40A/70A)
P=
Q = Police
R = Police/Fire Admin
S = Post Docs/Interns/Resident
T = Residence Hall Counselors
U = Service
V = Student
W = Temporary A/P
X = Temporary Clerical / Service
Y = Visiting Faculty / Emeritus Faculty
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
*
506020
506030
506050
506070
506060
506040
506010
506110
506120
506080
506090
506100
506000
505060
500110
Tenure & Tenure Track Faculty (E) (2001)
Clinical/Professional, Research and Non-tenured Faculty (C) (2002)
Visiting Faculty / Emeritus Faculty (Y) (2003)
Post Docs, Interns & Residents (S) (2004)
Continuing Lecturers (D) (2005)
Limited-Term Lecturers (K) (2006)
A/P (A,I,L,M,O,R) (2007)
Clerical (B) (2008)
Service (H,Q,U) (2009)
Graduate Staff (J) (2010)
Fellowships (F,G) (2011)
Residence Hall Counselors (T) (2012)
Wages (V,W,X) (2013)
Summer Session (2014)
Salary & Wage Reserve (2015) (Budget Only)
NOTE: In BW-BPS, commitment items are deirived from Budget Group Code.
Budget Group Codes - BWBPS & FMBB
2001 = Tenure & Tenure Track Faculty
2002 = Clinical/Professional, Research and Non-tenured Faculty
2003 = Visiting Faculty / Emeritus Faculty
2004 = Post Docs, Interns & Residents
2005 = Continuing Lecturers
2006 = Limited- Term Lecturers
2007 = A/P
2008 = Clerical
2009 = Service
2010 = Graduate Staff
2011 = Fellowships
2012 = Residence Hall Counselors
2013 = Wages
2014 = Summer Session
2015 = Salary & Wage Reserve
Budgeted Staff Group - BWBPS
Budgeted by Name (Salary Policy)
Faculty
A/P & Continuing Lecturers
Clerical
Service
Budgeted by Total $ & CUL
Limited-Term Lecturers
Graduate Students
Budgeted by Total $
Student
Fellowships
Residence Hall Counselors
Wages - OT & Special Pay
Summer Session
Salary & Wage Reserves
NOTE: Budget Group Codes are assigned based on job.
Retirees, Adjuncts, Courtesy, Associates, Affiliates,
Visiting Scholars, Fellowship Post doc,
Non paid with Privileges, FW IU jobs
Note: Special care needed to set up people in
PAA/PRF/1P04 since they are benefits eligible
Page 52 of 78
Appendix C
EXCLUSION REASON CODE DEFINITIONS
Back to Index
When an employee is excluded from the analysis with an “Incl SA” equal to 2, one of the
following Exclusion Reason Codes must be assigned:
1.
2.
3.
4.
5.
6.
7.
8.
9.
New to Position
Termination Expected
Specific contract period
Part-time employee (<050.00 CUL)
Leave of Absence
Raise to be determined by senior management
Raise given outside annual budget
Other
Non-Primary CA Department (Concurrent Appointment)
EMPLOYEE SUBGROUP CODE DEFINITIONS
Employee Subgroup Code defines the number of months an employee works throughout the
fiscal year or academic year. Employee Subgroup codes are defined as follows:
EE Subgroup Code
Z1
Z2
Z3
Z4
Z5
Z6
Z7
Z8
ZZ
Abbrev Definition
9 Ex FY
10 Ex
11 Ex
12 Ex
9 NE
10 NE
11 NE
12 NE
9 Ex AY
Definition
9 month Exempt Fiscal Year
10 month Exempt Fiscal Year
11 month Exempt Fiscal Year
12 month Exempt Fiscal Year
9 month Non-Exempt Fiscal Year
10 month Non-Exempt Fiscal Year
11 month Non-Exempt Fiscal Year
12 month Non-Exempt Fiscal Year
9 month Exempt Academic Year
Page 53 of 78
Appendix D
SHIFT DIFFERENTIALS
Back to Index
Shift differentials are used to compensate employees who regularly work one of the shifts
shown below. The differential will be added to the normal daytime hourly rate and applied
to all hours worked in the day, week, or normal schedule on the salary distribution layout.
The hourly rate field should not be adjusted manually for the shift differential on the nonexempt layout. Changes cannot be made to the shift amount in BW-BPS. Both the current
and proposed rates should not be adjusted to ensure that the raise calculation is computed
properly. The shift amount will appear on the Salary Distribution layout based on the master
data loaded into BW-BPS from HR. Shift amounts must be corrected or adjusted during HR
data validation in Step 1 of the budget process. The shift amounts are defined below:
Shift
Shift Amount “01” – Normal hours (all campuses)
Shift Amount “02” – If 4 or more hours are regularly scheduled
between 4 p.m. and midnight.
North Central
Calumet
Fort Wayne
West Lafayette
Shift Amount “03” – If 4 or more hours are regularly scheduled
between midnight and 8 a.m.
North Central
Calumet
Fort Wayne
West Lafayette
Shift Amount “F1” – West Lafayette First Responder
Shift Amount “D1, D2” – West Lafayette Housing & Food Services
Purdue Memorial Union Only
$ Per Hour
.00
.30
.25
.20
.45
.50
.50
.30
.45
.20
.50
.95
Page 54 of 78
Appendix E
RESTRICTED BUDGET COMMITMENT ITEMS
Back to Index
Included below is a list of restricted commitment items that only specific areas of the University are
allowed to budget dollars. Those areas and restricted commitment items are identified in the list.
Commitment Item
500318
500319
500320
500321
500322
500329
500330
500331
500344
500345
500346
500347
500356
500357
500360
500361
500362
500368
500369
500376
500377
500379
500380
500381
500383
500384
500385
500386
500387
500388
500389
500390
500391
500392
500393
500394
500395
500397
500398
500399
500406
500407
500408
Commitment Item Name
Health Svc Subsidy
Rec Sports Subsidy
Convos/Lect Subsidy
Stdt Union Subsidy
1 Purdue Reserve
Cost Sharing Res
Debt Svc- St Bds Res
Debt Svc- Lt Bds Res
R&R Support-Genl Fnd
R&&r Support - F&z
R&R Support-R&R Fee
Deferrd Repr-R&R Fee
Distinquished Prof
Research Incentive
Res Lib Comp-Sys Rep
Res Adm Comp-Sys Rep
Enrollment Mgmt Res
Spon Prog Support
Fac Scholars Recog
Strat Plan Faculty
Special Programs Res
Diversity & Bridge
Experiential Learn
National Acad Hires
Fuel Utilities & Ins
Environmt Unavoidabl
Campus Transp
Energy Savings Debt
Series H Turbine Dbt
Prop & Liability Ins
Fee Remission - S&E
Minority Mstr Felsp
General Fund Felsp
Undgrad Admiss Appl
Grad Admiss Appl
Admss Appl Cr Cd Fee
Rec Fac Addn Debt
Property Rentals
Central Legal Fee
Fee Remissions S&W
Pres Capt S&E
Pres Contingency
Pres Spec Allocation
Commitment Item Description
Health Services Subsidy
Recreational Sports Subsidy
Convocations And Lecturers Subsidy
Student Union Subsidy
One Purdue Reserve
Cost Sharing Reserve
Debt Service - Short Term Bonds Reserve
Debt Service - Long Term Bonds Reserve
R&R Support - General Fund
R&&r Support - F&a
R&S Support - R&r Fee
Deferred Repair - R&R Fee
Distinq Prof Res
Research Incentive
Res Lib Comp-Sys Rpl
Res Adm Comp - Sys Rep
Enrollment Mgmt Res
Sponosored Program Support
Faculty Scholars Recognition
Strategic Planning Faculty
Special Programs Reserve
Diversity & Bridge
Experiential Learning
National Acad Hires
Fuel Utilities & Insurance
Environmental Unavoidables
Campus Transportation
Energy Savings Debt
Series H Turbine Debt
Property & Liability Insurance
Fee Remissions - S&E
Minority Masters Fellowships
General Funded Scholarships
Undergrad Admissions Applications
Grad Admissions Applications
Admission Appl Credit Card Fees
Rec Facility Addition Debt
Property Rentals
Central Legal Fees
Fee Remissions - S&W
President's Capital & S&E
President's Contingency
President's Special Allocations
Allowable Area
Student Services
Student Services
Student Services
HFS
EVPT
Central Office
Central Office only for Gen Funds
Central Office only for Gen Funds
Central Office & EVPT
Central Office
Central Office
Central Office
Provost
Provost
EVPT
EVPT
Provost
Provost
Provost
Provost
Provost
Provost
Provost
Provost
Physical Facilities
Physical Facilities
Physical Facilities
Central Office
Central Office
Central Office
Central Office
Central Office
Student Services
Student Services
Student Services
Student Services
Central Office
Central Office
Provost
Central Office
President
President
President
Page 55 of 78
Appendix E
Commitment Item
500409
500410
500411
500412
500413
500414
500415
500416
500417
500418
500419
500420
500421
500422
500424
500425
500426
500427
500428
500429
500432
500433
500434
500435
500438
500439
500440
512710
512720
512730
512800
512810
512820
512821
512830
512000 - 512120
522055
526010
526020
526030
526040
526050
526070
526080
526090
526110
526120
526130
526140-526170
Commitment Item Name
Pres Resch Initative
Pres - Nr Capital
Evpt Spec Repr/Altr
Evpt Capt/ S & E
Evpt Technology
Evpt Intrnship Prgm
Prov Fac Startup
Prov Equip Replc
Prov Capt / S & E
Prov Pur Centers
Prov Acad Investm
Prov Resch Investm
Reinvestment Prgrm
Salary / Wip
EVPT Contingency
EVPT Tree Reserve
EVPT Pan Flu Reserve
Prvst Diversity Intv
Cntl Alum mbrs dues
Benefits Reserve
Strategic Plan Int
Provost OneP PGL-ESA
Provost Leading Facu
Prog-Student Orgs
ME Gatewood Wing
Sustainability Resv
Under-Rep Fac Pgrm
Staff Fee Remits
Other Fee Remit
Grad Staff Remits
Fee Remit Recovery
Remits Granted
Remits Recovered
Remits Recov - Grad
Remits Rechgd - Reg
Various Staff Benefits
Diesel Fuel
Coal
Electricity
Gas
Water
Sewage Disposal
Heating Oil
Limestone
LP Gas
Natural Gas
Stocker Coal
CFB Coal
Various Chemicals
Commitment Item Description
President's Research Initative
President's Reserve for NR Capital
EVPT Special Repair & Alterations
EVPT Capital/Supply & Expense Reserve
EVPT Technology Reserve
EVPT Internship Program
Provost Faculty Startup
Provost Equipment Replacement
Provost Capital/Supply & Expense Reserve
Provost Purdue Centers
Provost Academic Investments
Provost Research Investments
Reinvestment Program
Salary Expense for WIP
EVPT Contingency
EVPT Tree Reserve
EVPT Pan Flu Res
Provost Diversity Initiatives
Central Alumni Relations Membership Dues
Benefits Reserve
Strategic Plan Initiatives
Provost OnePurdue Post Go Live – ESA
Provost Leading Faculty Reserve
Programming for Student Organizations
ME Gatewood Wing Debt
Sustainability Reserve
Under-Represented Faculty Program Reserv
Staff Fee Remits
Other Fee Remit
Grad Staff Remits
Fee Remit Recovery
Remits Granted
Remits Recovered
Remits Recovered - Grad
Regional Remits Recharged
Various Staff Benefits
Diesel Fuel
Coal
Electricity
Gas
Water
Sewage Disposal
Heating Oil
Limestone
LP Gas
Natural Gas
Stocker Coal
CFB Coal
Various Chemicals
Allowable Area
President
President
EVPT
EVPT
EVPT
VPBS
Provost
Provost
Provost
Provost
Provost
Provost
Provost
Physical Facilities
EVPT
EVPT
EVPT
Provost
Central Office
Central Office
President
Provost
Provost
Central Office
Central Office
Central Office for Gen Funds
Provost
Central Office
Central Office
Central Office
Central Office
Central Office
Central Office
Central Office
Central Office
Central Office for Gen Funds
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Physical Facilities
Page 56 of 78
Appendix F
HR RETRACTION CHECKS AND VALIDATION REQUIREMENTS
Back to Index
WHEN WILL A RECORD NOT RETRACT TO HR?
1. If an employee record fails to match on any of the following pieces of current employee
information, the record’s proposed annual salary for exempt, proposed hourly rate for nonexempt staff, and CUL will not retract into HR R/3.

Employee Group

Employee Subgroup

Employee Status

Position

Org Unit

Payroll Area

Personnel Area

CUL

Annual Salary for Exempt Staff

Hourly Rate for Non-Exempt Staff

Administrative Adjustment Period Amount if it already exists in HR R/3
2. If an employee record has zero for proposed CUL, proposed annual salary amounts for
exempt or proposed hourly rate for non-exempt will not retract into HR.
3. If an administrative adjustment rate currently exists and proposed administrative adjustment
rate is zero, the record will not retract into HR. See the table below regarding when an
administrative adjustment does or does not retract, and other steps that may need to be
performed:
Admin Adj (AA) Status/Action
HR PA form
required?
What data retracts in HR
Retraction program?
AA continuing at same
rate
No
AA continuing at new rate
No
Discontinue AA
Start AA
Yes
Yes
AA with Non-Recurring
funding source
Yes
Proposed salary, AA amount, and
Prop CUL if current amounts match
(base salary, CUL, & AA)
Proposed salary, AA amount,
and Prop CUL if current
amounts match (base salary,
CUL, & AA)
No salary or CUL
Proposed salary and Proposed
CUL
No salary or CUL
4. A future dated HR action exists in HR R/3.
5. A conversion between and AY or FY Appointment.
WHEN COULD A RECORD PASS WITH A WARNING MESSAGE?
1. If an employee’s current or proposed CUL is greater than 100% by PERNR number.
2. If an employee’s annual salary or hourly rate is outside the pay scale range at the effective
date of pay change.
3. Work hours/period amounts equals CUL/100 * 173.33 for an exempt employee and CUL/100
* 80 for a non-exempt employee.
Page 57 of 78
Appendix G
BUDGET CHECKLIST
Back to Index
Step 1 – Print/Export Layouts/Run Reports for Data Validation
 Maintain copies of all printed reports until after your budget is approved.
 Run warning reports during milestones of budget process.
 Are Race and Gender reports free of blank records?
 Do all employees listed by name have a gender, budget group code, etc. assigned?
Steps 2 – Pre-Budget Allocation Activities
 Have staff hired after the budget load been budgeted as a vacancy? Have staff terminated since the
budget load had their proposed CUL put to zero? (monthly and biweekly)
 Have all current salaries and CULs been reviewed and adjusted for individuals on leave or Voluntary
Early Partial Retirement?
 Have all current data fields been changed for staff whose annual rate, 100% annual or CUL has
changed since the data was brought forward from HR?
 Are all Include in SA codes correct?
 If using a spreadsheet for calculating raises outside the BW-BPS application, does it use the 100%
annual rate for calculating the average salary increase for staff with an “Incl SA” of 1?
 Has Administrative Adjustment information been entered for all employees with an assigned
Administrative Adjustment paid from recurring funds?
Step 3 – Proposed Data
 Have proposed salaries been entered for all staff and proposed CUL adjusted (if appropriate) and do
the salaries fall within the approved staff wage scales?
 Have graduate students and limited-term lecturers been entered at their total CUL?
 Have all staff budgeted on non-recurring funds been changed to a recovery fund in their distribution?
(See Appendix J.)
 Have all vacancies been added (exempt and non-exempt)?
 Have all applicable OPC items (Wages, Summer Session, Fellowships, Promotions) been entered?
 Have all merged concurrent appointments OPC items been added by the areas that are not the main
organization unit? (See Appendix J.)
 Has the main organizational unit, for merged concurrent appointments, properly distributed the
portion of the salary that is applicable to the non-primary department by using Fund 99010004?
(See Appendix J.)
 Have all positions budgeted by name in one unit and paid by another unit been moved, corrected,
and distributed to the correct fund? (See Appendix J)
 Have all applicable S&E amounts (S&E & Capital) been budgeted?
 Have all applicable Fellowship Supplements been entered?
Page 58 of 78
Appendix G
 Are all staff on leave of absence budgeted correctly (include biweekly staff approved for LTD, but
who are still on leave of absence, and exclude all other persons on LTD)?
 Have all restricted funds applicable for your area been budgeted?
 Have all salary distributions for staff been updated?
 Have fringe benefits been budgeted for all staff on restricted funds that are chargeable for fringe
benefits?
Step 4 – Verify Control Totals
 Are merit/EMME increases within the parameters established in the salary policy?
 Does the total budget for general funds match the control sheet?
Step 5 – Review for Accuracy
 Has staff with “Incl SA” equals 2 been reviewed for accuracy? (Salary Listing – Include in Salary
Analysis = NO)
 Has staff with Zero Increases been reviewed for accuracy? (Salary Listing by Total Increase – Zero
Percent)
 Have all EMME increases been reviewed for accuracy? (Salary Listing – Proposed EMME
Increases)
 Are the total budgeted expenditures for restricted funds reasonable compared to current year levels
and expected income levels for next year? (Proposed FM Budget – Summary or Detail)
 Have voluntary early partial retirements (VEPR) been entered correctly at their average annual CUL
and salary?
 Have the Proposed Cost and Proposed CUL Validation reports been reviewed for accuracy?
 Have all budget recovery positions been reviewed for accuracy (Non-Recurring Personnel Costs)
 Have all warning messages been reviewed and corrected as necessary?
 Have all vacancies, concurrent appointments, budget recharges, limited term lecturers, graduate
assistants, wages, summer session, fellowships, and promotional allocation amounts been added to
the OPC layout?
Step 6 – Prepare Required Reports
 Have all required reports been prepared? Departments should refer to internal guidelines as
necessary. Colleges/Major units should refer to the Budget Analysis Instructions for a complete set
of required reports to be submitted to the Office of Budget and Fiscal Planning.
 Have all Clerical and Service exemption pay scale requests (approved by Employment and
Compensation) been submitted with other required budget materials? The form can be found on the
Human Resources webpage at http://www.purdue.edu/hr/Forms/ listed under Employment and
Compensation as Exemption to Nonexempt Pay Scales Request Form.
 Have PA Forms for certain actions prior to or after HR Retraction (Section 6 B) been submitted to
Payroll Appointment Service Center?
Page 59 of 78
Appendix H
LIST OF SYSTEM MESSAGES
Back to Index
The table below lists the potential system messages that the BW-BPS application could give
throughout the budgeting process and their definitions. Please note the “&” sign indicates the
number of the OPC item or PERNR number for the employee. This is not an all inclusive list of
system messages. If users experience errors that are not understood, contact the B&FP office.
System Message
Definition
Proposed Distrb CUL is 1 or 0 for OPC Number &.
This is a warning message to make sure that users
have the correct value on the CUL for an OPC item. It
is possible to not have a value assigned to CUL for an
OPC item, such as a wage line, summer session, or
fellowship amounts.
Amount is Invalid for &.
The amount for the number indicated is negative.
Negative amounts are not allowed in the BW-BPS
application.
The Salary Analysis Code is not valid for Employee ID &.
The salary analysis code is not a 1 or 2 for a specific
employee. Please note for the Post Doc budget group
code the salary analysis code must be a value of 2.
The Exclusion Reason Code is not valid for Employee ID &. The exclusion reason code for a specific employee
does not correspond with the salary analysis code
selected, or the exclusion reason is not between the
values of 0 to 9. Please note for the Post Doc budget
group code the exclusion reason code must be a value
of 7.
Current or Proposed CUL is 1 or 0 for Employee ID &.
This is a warning message to make sure that users
have the correct value on the CUL in the current and
proposed CUL. It is possible to have a value of 0 or 1
for an employee.
CUL is greater than 100% for Employee &.
This message indicates if an employee’s CUL is
greater than 100%. A CUL for an employee cannot be
greater than 100.
No distribution exists for employee ID &.
The distribution for an employee has not been
established.
Prop Hourly Rate is less than Cur Hourly Rate for Employee For non-exempt employees, the proposed hourly rate
ID &.
is entered and the difference between the current
hourly rate and proposed hourly rate is used to
calculate the merit increase. When the proposed
hourly rate is less than the current hourly rate, a
negative amount is created in the merit column.
Negative amounts are not allowed in the BW-BPS
application.
Proposed Distributed CUL is not equal to Proposed CUL for The Proposed CUL has not been completely
Employee ID &.
distributed for a specific employee.
Proposed Hourly Rate for OPC Number & cannot be 0.
For OPC items that are non-exempt, an hourly rate
must be entered. This system message indicates that
the hourly rate has not been entered.
Page 60 of 78
Appendix H
System Message
Definition
Invalid Amount in EMME or SEMME for Employee ID &.
This indicates that a negative amount is in the EMME
or SP EMME field for a specific employee. This is
true if the current and proposed hourly rates for a nonexempt employee are equal, but data is entered in the
EMME and/or SP EMME columns.
Sum of EMME and SEMME cannot be greater than total
This indicates that the sum of the EMME and SP
increase for EMP ID &.
EMME for a non-exempt employee is greater than the
total increase for the employee, thus creating a
negative amount in the merit column.
Amount is Invalid in FM Budget for combination of Fund &, This indicates there is a negative amount in the FM
CMIT &, FDP &.
Budget Layout for the combination of Fund,
Commitment Item, and Funded Program indicated.
Page 61 of 78
Appendix I
BASE BUDGET & CONTROL SHEET EXAMPLE
Back to Index
At the start of the budget process a snap shot is taken of each area’s recurring General Fund Base
as it appears on their Base Budget Tracking Report. This information is then used to establish
the current base for each budget line and staff group. The Control Sheet is used to summarize
the current base budget, assign budget cuts, make base adjustments, allocate inflationary
increases to the budget, make special allocations and track shifts of funds between budget
entities.
The 2011-2012 base budget for each area will be calculated as follows:
1) 2011-2012 Total Budget (A);
2) + (or-) Recurring Adjustments as of 2/29/2012 (B).
The Control Sheets are distributed to each Control Group Area (Colleges, Schools or Vice
Presidents/Vice Provosts Areas) at the beginning of the budget process. From there, areas work
through the steps of the budget process outlined in Section 5 (steps 2 and 3) of the Budget
Instructions. When areas get all proposed information entered, they can then review their control
totals in Section 4 (step 4).
Each area receiving a general fund allocation will be required to prepare a completed budget
equal to the area’s control total. The control total (2012-2013 Adjusted Budget(C)) will be
calculated as follows:
1) 2011-2012 Base Budget
2) - Budget Reductions (if any)
3) + New Allocations (inflationary increases on S&W and S&E, etc.)
An example of the sheets and screens used in this process are included below. Please refer to
your area for specific internal processes/procedures.
Page 62 of 78
Appendix I
FM-Base Budget Tracking 7.0
Budget
(A)
Funds Center
Commitment item
Budget Planning / West Lafayette PUR BP40
Budget Plan - Base Budget Commitment Itm PUR
BPBASE_CI
Tenure & Tenure Track Faculty
PUR BP001A
Budget Planning / West Lafayette PUR BP40
Accumulated
Adjustments
CUL
Adjusted Base
Accumulated
Budget CUL Adjustments
(B)
$
$
Adjusted CUL
$
13,576,582.00
23,527.00
281,970.00
(863.00)
13,858,552.00
22,664.00
7,746,314.00
7,472.00
763,890.00
0.00
8,510,204.00
7,472.00
Budget Planning / West Lafayette PUR BP40
Clinical/Professional/Research/N-Tenure
PUR BP001B
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Post Docs, Interns & Residents
PUR BP001D
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Continuing Lecturers
PUR BP002A
173,684.00
400.00
173,684.00
400.00
Budget Planning / West Lafayette PUR BP40
Limited Term Lecturers
PUR BP002B
49,968.00
200.00
49,968.00
200.00
Budget Planning / West Lafayette PUR BP40
Administrative / Professional
PUR BP003A
1,646,532.00
3,715.00
46,516.00
100.00
1,693,048.00
3,815.00
Budget Planning / West Lafayette PUR BP40
Clerical
PUR BP004A
838,426.00
3,363.00
(24,285.00)
(63.00)
814,141.00
3,300.00
Budget Planning / West Lafayette PUR BP40
Service
PUR BP005A
28,954.00
100.00
0.00
0.00
28,954.00
100.00
Budget Planning / West Lafayette PUR BP40
Graduate Staff
PUR BP006A
1,634,186.00
6,677.00
24,336.00
100.00
1,658,522.00
6,777.00
Budget Planning / West Lafayette PUR BP40
Fellowship
PUR BP006B
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Wages
PUR BP007A
248,739.00
0.00
205,683.00
0.00
Budget Planning / West Lafayette PUR BP40
Summer Session
PUR BP008A
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Salary & Wage Reserve
PUR BP009A
0.00
0.00
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Employee Benefits (no inflation)
PUR BP010A
0.00
0.00
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Exempt S & E (no inflation)
PUR BP011A
0.00
0.00
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Special Index S & E
PUR BP012A
0.00
0.00
0.00
0.00
0.00
0.00
Budget Planning / West Lafayette PUR BP40
Supplies & Expenses
PUR BP013A
425,946.00
0.00
25,270.00
0.00
451,216.00
0.00
Budget Planning / West Lafayette PUR BP40
Reserves
PUR BP014A
783,833.00
1,600.00
(510,701.00)
(1,000.00)
273,132.00
600.00
0.00
(43,056.00)
0.00
0.00
Page 63 of 78
Appendix I
2012-13
BUDGET CONTROL SHEET
Rollup
Section I: Control Totals
a) 2011-12 Budget as Printed
b) 2011-12 Recurring Adjustments
c) 2011-12 Base Adjustments (See Attached)
d) 2011-12 Base Reduction
2011-12 Base
Section II: Additional Funds
a) Amounts for Salary Increase and inflation:
1) Faculty Increase excluding Dean
2) Continuing Lecturer Increase
3) Limited Term Lecturer Increase
4) Administrative and Professional Increase
5) Clerical Increase
6) Service Increase
7) Graduate Staff and Fellowship Increase
8) Wages Increase
9) Inflation on Capital, Supplies, and Expense
10) Inflation on Special Index S&E
$
$
13,576,582 (A)
281,970
0
0
$
(B)
255,306
5,211
1,499
58,985
24,424
869
49,756
6,170
9,024
0
b) Academic Promotions
0
c) Other (See Attached)
0
Total Additional Funds
2012-13 Budget (Section I + II)
Section III: Adjustments, if any
a) Program Allocation
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
Total Adjustments
2012-13 Adjusted Budget (Section I + II + III)
13,858,552
$
411,244
$ 14,269,796
$
150,000
0
0
0
0
0
0
0
0
0
0
0
0
0
0
$
150,000
$ 14,419,796 (C)
Notes:
Page 64 of 78
Appendix I
Proposed FM Budget – Detail Report
CUL
Funds Center
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Fund
Amount Sal Plan Amount FM Total
Commitment item
PUR
BPPURDUE
PUR
Result
Current BP2000 Fund
PUR BP2000
BPPURDUE
PUR
BPPURDUE
PUR
Current BP2000 Fund
PUR BP2000
Current BP2000 Fund
PUR BP2000
$
$
$
22,664.00
13,809,556.00
610,240.00
14,419,796.00
22,664.00
13,809,556.00
610,240.00
14,419,796.00
PUR BPSUM_SW
22,664.00
13,809,556.00
150,000.00
13,959,556.00
PUR BPSUM_SE
0.00
0 460,240.00
460,240.00
14,564.00
8,465,214.00 460,240.00
8,925,454.00
8,465,214.00
8,465,214.00
PUR BPSUM_CI
BPPURDUE
PUR
BPPURDUE
PUR
General Funds
PUR BPGENERAL
General Funds
PUR BPGENERAL
PUR BPSUM_SW
14,564.00
BPPURDUE
PUR
BPPURDUE
PUR
General Funds
PUR BPGENERAL
PUR BPSUM_SE
0.00
State Line Funds
PUR BPSTATELN
BPPURDUE
PUR
BPPURDUE
PUR
State Line Funds
PUR BPSTATELN
County Line Funds
BPPURDUE
PUR
BPPURDUE
PUR
County Line Funds
Federal Appropriated
PUR BPFEDAPPR
BPPURDUE
PUR
BPPURDUE
PUR
Federal Appropriated
PUR BPFEDAPPR
Federal Sponsored Pr
PUR BPFEDSPS
BPPURDUE
PUR
BPPURDUE
PUR
Federal Sponsored Pr
PUR BPFEDSPS
Non-Federal Sponsore
PUR BPNOFEDSPS PUR BPSUM_CI
BPPURDUE
PUR
BPPURDUE
PUR
Non-Federal Sponsore
PUR BPNOFEDSPS
0.00
0.00
Regulatory Funds
PUR BPREGULATR PUR BPSUM_CI
2,100.00
1,037,076.00
BPPURDUE
PUR
BPPURDUE
PUR
Regulatory Funds
PUR BPREGULATR
2,100.00
1,037,076.00
Gift Funds
PUR BPGIFTS
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Gift Funds
PUR BPGIFTS
0.00
0.00
Auxiliary Funds
PUR BPAUXILRY
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Auxiliary Funds
PUR BPAUXILRY
0.00
0.00
Recharge Funds
PUR BPRECHARGE PUR BPSUM_CI
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Recharge Funds
PUR BPRECHARGE
0.00
0.00
Other Funds
PUR BPOTHER
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Other Funds
PUR BPOTHER
PUR BPSUM_SW
0.00
0.00
Other Funds
PUR BPOTHER
PUR BPSUM_SE
0.00
PUR BPSUM_CI
PUR BPSUM_CI
460,240.00
460,240.00
0
2,805,362.00
5,000.00
2,805,362.00
5,000.00
2,805,362.00
2,805,362.00
PUR BPCOUNTYLN PUR BPSUM_CI
1,000.00
1,501,904.00 150,000.00
1,651,904.00
PUR BPCOUNTYLN
1,000.00
1,501,904.00 150,000.00
1,651,904.00
PUR BPSUM_SW
PUR BPSUM_SW
PUR BPSUM_CI
PUR BPSUM_SW
PUR BPSUM_CI
PUR BPSUM_SW
PUR BPSUM_SW
PUR BPSUM_SW
PUR BPSUM_CI
PUR BPSUM_SW
PUR BPSUM_CI
PUR BPSUM_SW
PUR BPSUM_SW
PUR BPSUM_CI
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0
(C)
0.00
0.00
0
0.00
0.00
0
0.00
0
1,037,076.00
0.00
1,037,076.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0.00
0.00
0.00
0.00
0.00
BPPURDUE
Page 65 of 78
Appendix I
Proposed FM Budget – Summary Report
CUL
Funds Center
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Current Budget Plan Funds Ctr Grps (ALL)
Amount Sal Plan Amount FM Total
Fund
PUR
BPPURDUE
PUR
$
Result
Current BP2000 Fund
PUR BP2000
$
$
22,664.00
13,809,556.00 610,240.00
14,419,796.00
22,664.00
13,809,556.00 610,240.00
14,419,796.00
8,465,214.00 460,240.00
8,925,454.00
BPPURDUE
PUR
BPPURDUE
PUR
General Funds
PUR BPGENERAL
14,564.00
State Line Funds
PUR BPSTATELN
5,000.00
2,805,362.00
2,805,362.00
BPPURDUE
PUR
BPPURDUE
PUR
County Line Funds
PUR BPCOUNTYLN
1,000.00
1,501,904.00 150,000.00
1,651,904.00
Federal Appropriated
PUR BPFEDAPPR
0.00
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Federal Sponsored Pr
PUR BPFEDSPS
0.00
0.00
0.00
Non-Federal Sponsore
PUR BPNOFEDSPS
0.00
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Regulatory Funds
PUR BPREGULATR
2,100.00
1,037,076.00
1,037,076.00
Gift Funds
PUR BPGIFTS
0.00
0.00
0.00
BPPURDUE
PUR
BPPURDUE
PUR
Auxiliary Funds
PUR BPAUXILRY
0.00
0.00
0.00
Recharge Funds
PUR BPRECHARGE
0.00
0.00
0.00
BPPURDUE
PUR
BPPURDUE
Other Funds
PUR BPOTHER
0.00
0.00
0.00
(C)
0.00
Page 66 of 78
Appendix J
BUDGET RECOVERY
Back to Index
Recovery funds are defined in our BW-BPS application as any budget entry using Fund
9901000X where the X has a value of 1-5. Descriptions of the funds are as follows:
99010001 – Paid from nonrecurring resources
99010002 – Paid by another area
99010003 – Physical Facilities Recovery
99010004 – Concurrent Appointments*
99010005 – Paid by another area*
*CUL is not reported
Recovery funds may be used for the following:
1.
2.
3.
4.
5.
6.
7.
8.
Recurring positions budgeted in one unit but paid by another unit (A)
Non-recurring positions budgeted in one unit but paid by another unit (A)
Positions authorized but held by Provost for Strategic Plan and Other Hires (B)
Recurring positions paid from non-recurring funds within a unit (carry forward funds,
etc.) (C)
Non-recurring positions paid from non-recurring funds within a unit (C)
Physical Facilities operations and maintenance, grounds, water works, and repair
accounts budgeted in one department but paid through recharges by other units. (D)
Positions funded by outside agencies (E)
Concurrent Appointments that have been merged into the main organization unit (F)
A. Recovery for positions budgeted by name in one unit and paid by another (1 & 2)
For positions budgeted in one unit and paid by another unit the following actions should
be taken:
1. Units should continue to actively evaluate positions budgeted by name in one area
and paid by another area to determine if the funding should be transferred between
units. If it is determined that the funding should be transferred, then units should
work out the appropriate dollar transfer and identify the budget adjustment on their
respective control sheets in section III.
2. For situations where units determine that the funding should not be transferred, then
the units budgeting the person by name will use a recovery fund for the person’s
salary distribution. This recovery fund will identify that funding does not exist in
their base budget to support the salary on a recurring basis. This recovery fund will
only be captured in the budget system and will not pass to FM. Fund 99010002
should be used for these situations. The unit who holds the budget dollars will budget
a line on the OPC Layout under OPC item BR and select the budget group code
applicable to the position (A/P, faculty, etc). In general, CUL would not be budgeted
for this BR line since the unit budgeting the person by name will count the CUL.
B. Recovery funds budgeted as a vacancy in one area but funds are held by the Provost
area: (3)
1. The positions authorized but held by the Provost for Strategic Plan and Other Hires
should be budgeted as a vacancy on the Fund 99010002. The Provost Office holds
Page 67 of 78
Appendix J
the budget dollars and will budget these funds in an operating reserve. This recovery
fund will only be captured in the budget system and will not pass to the FM.
C. Recovery for positions funded from non-recurring resources (4 & 5)
For positions funded from non-recurring sources, a recovery fund should be used for the
person’s salary distribution (filled or unfilled positions). This recovery fund will only be
captured in the budget system and will not pass to the FM. Fund 99010001 should be
used for these situations.
D. Physical Facilities Recovery (6)
For positions budgeted in Physical Facilities for operations and maintenance, grounds,
water works and repair accounts that are ultimately recharged to other departments within
Physical Facilities or across the university, a recovery fund should be used for the
person’s salary distribution. This recovery fund will only be captured in the budget
system and will not pass to FM. Fund 99010003 should be used for these situations.
In departments where all staff are recharged, the following actions should be taken:
1. Staff who are recharged would be budgeted with their entire salary distributed to a
recovery fund.
2. Units within Physical Facilities who budget S&E to pay the work in process charged
back within Physical Facilities should budget an estimate of projected charges on the
FM Layout under the Supplies & Expense commitment item of 500422.
E. Recovery for Outside Awards (Agency Funds) (7)
For positions funded by outside agencies, a “recovery fund” should be used for the
person’s distribution. This recovery fund will only be captured in the budget system and
will not pass to FM. Fund 99010001 should be used for these situations.
F. Recovery for Concurrent Appointments that have been combined into one
appointment (8) (also called Merged Concurrent Appointments)
Departments should work together to determine if more than one unit will report the CUL
for appointments. If so, users should proceed with the following procedures:
The main organization unit must budget and account for 100 percent of the concurrent
appointment. The amount of the concurrent appointment that will be funded by another
department should be budgeted by the main organization unit on Fund 99010004. This
recovery fund will only be captured in the budget system and will not pass to the FM.
The other department that funds the remaining assignment will budget their portion of the
concurrent appointment as a Concurrent Appointment (CA XX) OPC item on the OPC
layout with the applicable budget group code and CUL. You can select any of the
CA 01 - CA 25 OPC items multiple times. In addition, the CUL budgeted with Fund
99010004 will not be reported it the Proposed CUL Table 1A and Proposed CUL Table
1B reports.
Page 68 of 78
Appendix J
Example of Budgeting a Merged Concurrent Appointment
CUL
50.00
Budgeted on the OPC Layout as a Concurrent Appt
(CA)
Annual
Salary
50,000
Budget
Distribution
CUL
$
Fund
25.00
25,000
21010000
25.00
25,000
41010000
CUL
100.00
Budgeted as a Regular, Named
Professor
Annual
Salary
100,000
Budget
Distribution
CUL
$
25.00
25,000
25.00
25,000
50.00
50,000
Fund
41040000
5101XXXX
99010004
G. Please note for the use of budget recovery Fund 99010005:
Special or unique situations may require positions to be budgeted by name in one unit
and paid by another unit, including the CUL to be reported in the “paying” unit. In these
cases, the recovery Fund 99010005 should be used to identify that the funding does not
exist in the reporting area’s base budget to support the salary on a recurring basis. This
recovery fund will only be captured in the budget system and will not pass to the FM.
The unit who holds the budget dollars will budget a line on the OPC Layout under OPC
item BR and select the budget group code applicable to the position (A/P, faculty, etc).
Also the CUL would not be captured and reported on the Proposed CUL Table 1A and
Proposed CUL Table 1B reports.
Page 69 of 78
Appendix K
BW-BPS TERMS
Back to Index














Layout – Screen on the BW-BPS application

Exempt/Exempt by Supervisor – Lists Monthly paid staff by Budget Group Code on the
Exempt Layout or by Supervisor on the Exempt by Supervisor Layout, including
Firefighters and Fort Wayne Police

Non-Exempt/Non-Exempt by Supervisor – Lists Biweekly paid staff by Budget Group
Code on the Non-Exempt Layout or by Supervisor on the Non-Exempt by Supervisor
Layout

Administrative Adjustment – Lists all Monthly paid staff for the availability to budget
current and proposed administrative adjustments

OPC (Other Personnel Costs) – Layout to budget all other non-named Salary & Wage
items

Salary Distribution – Layout where all named employees with a proposed CUL greater
than zero are assigned a salary distribution, including fund, funds center, and funded
program

FM (Funds Management) Budget – Layout where Salary & Wages times are totaled by
fund, commitment item, and funded program. Layout also allows for budgeting of
Supply & Expense items including reserves and fringe benefits (where applicable).
Administrative Adjustments – A supplemental amount on an exempt named employee in
addition to their normal annual salary, defined as wage type 1015
Budget Group Code – HR master data field that is used to derive a specific commitment item
in the Funds Management
Budget Staff Group – BW-BPS field used to group some Budget Group Codes together for
reporting purposes
Business Warehouse – Business Planning and Simulation (BW-BPS) System – Budget
Preparation Application at Purdue University
BW-BPS Portal Reports – Budget Preparation reports located under Financial
Systems/Annual Budget/Reports. These reports are used for Budget Analysis, verification
against the salary policy, and verification of unit meeting their control total.
Capacity Utilization Level (CUL) – Determines amount of time an individual works in a
position. Previously called FTE (Full Time Equivalent).
Distribute Button – An option on the Salary Distribution layout for distribution of a fund,
funds center, and funded program to a specific staff’s proposed CUL indicated on the top
section of the layout. Whether distributing a portion or the full proposed CUL, only the
amount distributed for an employee is what is data entered in the top section.
Distribute All Employees Button – Option on the Salary Distribution layout for distribution
of one fund, funds center, and funded program to all staff with a proposed CUL. Distribution
is made for each staff at their total proposed CUL.
Exclusion Reason – Code that determines the reason for a named staff to be excluded from
the salary analysis
Exempt – All monthly named staff, including Firefighters and Fort Wayne Police
Free Characteristics – Listing of fields on a BW report that can be added or swapped for
existing fields in the report
Hierarchy – Groupings of master data to establish summary reporting. (i.e., funds centers,
funds, or commitment items)
HR Data Extraction - Downloading HR master data from the HR system to BW-BPS
Page 70 of 78
Appendix K







HR Data Retraction – Uploading BW-BPS data back to HR master data
HR Master Data Validation – Period of time prior to actual budget preparation for a chance
to review data loaded from HR R/3. Data loaded should be verified for any incorrect master
data on named staff to be corrected prior to final data load from HR R/3
Include in SA (Salary Analysis) – Code that determines if a named staff is included in the
salary analysis
Non-Exempt – All biweekly named staff
OPC Item – A Salary and Wage item that is for non-named staff.
Proposed Distributed CUL – Amount of CUL distributed on a particular fund, funds center,
and funded program
Salary Planning – Category of Layouts that are used to budget all salary information both
named and non-named
Page 71 of 78
Appendix L
REPORT DESCRIPTION LISTING
Back to Index
Report Name
Average Salary Increases
Average Salary Increases - Minority
Average Salary Increases - Gender
Salary Listing - Proposed Increases - All Staff
Salary Listing - Proposed EMME Increases
Salary Listing By Total Increase Percent
Salary Listing By Total Increase – Zero Percent
Salary Listing - Include in Salary Analysis = No
Salary Listing - Administrative Adjustments
Distribution of Salary Increases
Description
Lists staff by budget staff
rank to validate it is within
tolerance of the specified
salary policy
Lists staff by budget staff
rank and minority status to
validate it is within
tolerance of the specified
salary policy
Lists staff by budget staff
rank to validate it is within
tolerance of the specified
salary policy
Lists all staff by budget
staff rank including name,
funds center, and include
in salary analysis code
Lists all staff by budget
staff rank including name,
funds center, and include
in salary analysis code for
those staff who received an
amount in the EMME or
SP EMME field
Lists all staff by budget
staff rank including name
and funds center for the
specified range of
percentage increase
Lists all staff by budget
staff rank including name
and funds center for an
increase of zero value
Lists all staff by budget
staff rank including name,
funds center, and exclusion
reason.
Lists all staff by budget
staff rank where an
administrative adjustment
was budgeted in the BWBPS system
Lists counts of employee
increases by budget group
code in 5 percent increase
categories.
Hidden Key Figures
Report Criteria
None
Only includes those
with an “Incl SA”
code equal to 1.
None
Only Includes those
with an “Incl SA”
code equal to 1.
None
Only Includes those
with an “Incl SA”
code equal to 1.
Current Hourly Rate,
Current Annual Salary,
Current CUL, Proposed
Hourly Rate, Proposed
Annual Salary/Funds
Center hierarchy not
active
None
None
None
Reports only those
staff within the
specified percentage
increase range the
report selection
criteria identified.
Reports only those
staff with a total
salary increase that
equals zero.
Only Includes those
with an “Incl SA”
code equal to 2.
None
None
None
None.
Reports only those
who have received an
amount in the EMME
or SPEMME field
Reports only staff
that have a proposed
budgeted
administrative
adjustment.
Only Includes those
with an “Incl SA”
code equal to 1.
Page 72 of 78
Appendix L
Report Name
Description
Hidden Key Figures
Report Criteria
Proposed CUL Analysis Table 1A
Lists by budget group code
and fund hierarchy
comparing the proposed
distributed CUL for the
two fiscal years.
None
Proposed CUL Analysis Table 1B
Lists All Faculty types by
budget group code and
funds center the proposed
distributed CUL for two
fiscal years.
None
Proposed CUL Analysis Table 1B Supplement
Lists change in CUL
between two fiscal years
for Clinical/Professional,
Research, and Other
Faculty groups by funds
center.
None
Salary Distribution
Lists by funds center and
commitment item all
budgeted staff the salary
distribution assignment
including receiving funds
center and fund. The
information for each line
includes Proposed
Distributed CUL, annual
salary, annual
administrative adjustment,
annual shift differential,
and total salary cost
Lists by fund all OPC
items budgeted with staff
rank, job, and employee
subgroup if specified.
Details proposed
distributed CUL and
annual salary for each OPC
item.
Lists by fund VAC 01 –
VAC 50 OPC items
budgeted with Faculty,
A/P, and Cont Lect Budget
Group Code.
Lists all budgeted staff
distributed on a recovery
fund by name or OPC
number by receiving funds
center.
Current CUL, Current
Hourly Rate, Current
Annual Salary, Current
100% Annual Salary,
Proposed CUL,
Proposed Hourly Rate,
Proposed Annual Salary,
Proposed 100% Annual
Salary, Total Salary
Increase Amount, Total
Salary Increase %
Other Personnel Costs
Other Personnel Costs – Table 4
Non-Recurring Personnel Costs
None
Includes named
employees and OPC
items, but does not
include any CUL
budgeted on fund
99010004 or
99010005.
Includes named
employees and OPC
items, but does not
include any CUL
budgeted on fund
99010004 or
99010005.
Includes named
employees and OPC
items, but does not
include any CUL
budgeted on fund
99010004 or
99010005.
None
List only OPC items
budgeted on the OPC
layout.
Lists only OPC
Vacancies for
Faculty, A/P, and
Cont Lecturers.
Proposed Distributed
Annual Salary
Lists only those
distributed to a
budget recovery fund
(begins with
9901XXXX).
Page 73 of 78
Appendix L
Report Name
Salary Increase Cash Cost
Description
Hidden Key Figures
Report Criteria
Lists all employees by
funds center and name to
determine the portions of
their salary increase and
CUL distributed to
General, Restricted, or
Recovery funding.
Lists General, Federal
Appropriated, and State
Line Funds for CUL and
Total Amounts.
None
None
None
Proposed FM Budget - Summary
Lists by funds center and
fund node all budgeted
funds. Data includes CUL,
amount budgeted in salary
planning, and amount
budgeted in FM. Report
also totals salary planning
and FM amounts.
None
This report assists
Ag, Vet, and CFS
colleges in
summarizing and
controlling the
General, Federal
Appropriated, and
State Line Funds.
None
Proposed FM Budget - Detail
Lists by funds center, fund,
and commitment item node
all budgeted funds. Data
includes CUL, amount
budgeted in salary
planning, and amount
budgeted in FM. Report
also totals salary planning
and FM amounts.
Lists all data on the Salary
Distribution Report and
Proposed FM Budget –
Detail report combined.
The report is very detailed
and can be run for a
specific department or
college.
Lists all employees as they
would appear on the
Exempt Layout. This
would include any current
data entry.
Lists all employees as they
would appear on the NonExempt Layout. This
would include any current
data entry.
None
None
OPC Proposed Dist
Amount, Prop AA
Annual Sal, Proposed
Shift Diff Amount, Total
Proposed Costs + OPC
Costs, Amount Sal Plan,
and Amount FM.
None
Funds Center hierarchy
not active
None
Funds Center hierarchy
not active
None
Control Totals - GF, Fed, State Fund
Expenditures
Consolidated Budget Report
Exempt Layout
NonExempt Layout
Page 74 of 78
Appendix L
Report Name
HR Extraction Validation
Analysis/Exclusion Codes not Valid
Analysis/Exclusion Codes not Valid - PDOC,
INT, RES
Negative Amounts in Salary Planning
Prop & Cur CUL (0, 1, or GT 100)
Prop Dist CUL not equal Prop CUL
Invalid Amounts in FM Budget
Proposed Costs Validation
Proposed CUL Validation
Description
Hidden Key Figures
Report Criteria
Lists total amounts by
funds center for count of
employees, current annual
salary, current 100%
annual salary, and current
CUL. Numerous free
characteristic are available.
Primary use is for HR
master data validation.
List all employees by funds
center that have an invalid
combination of include in
salary analysis code and
exclusion reason code.
List all Post Doc, Intern,
and Residence Hall
Counselors by funds center
that have an invalid
combination of include in
salary analysis code and
exclusion reason code.
Lists by funds center any
budgeted items that contain
a negative amount or CUL
in Salary Planning.
Lists by employee, if the
current or proposed CUL is
zero, one, or greater than
100.00. This report does
not include OPC items,
only named budget lines.
Current Hourly Rate
None
Funds Center hierarchy
not active
Only lists those
employees that have
an invalid “Incl SA”
and “Excl Reason”
combination.
Only lists those that
have an invalid “Incl
SA” and “Excl
Reason”
combination.
Lists by employee if the
proposed CUL does not
equal the proposed
distributed CUL. It also
includes the difference
between the two values.
Lists by fund, funds center,
commitment item, and
funded program any
amounts or CUL that are
negative in Funds
Management (FM).
Lists by funds center node
all proposed amounts in
salary planning and FM.
Lists by funds center node
all proposed CUL totals in
salary planning and FM.
Funds Center hierarchy
not active
Funds Center hierarchy
not active
Only lists items with
a negative in Salary
Planning.
Funds Center hierarchy
not active
Only those who have
a current or proposed
CUL of 0, 1.00, or
greater than 100.00.
None
Only those
employees where the
proposed CUL does
not equal proposed
distributed CUL.
Funds Center hierarchy
not active
Only negative
amounts and CUL in
Funds Management
(FM).
None
Lists only amounts.
None
Lists only CUL.
Page 75 of 78
Appendix M
PRACTICE LIST FOR BW-BPS
Back to Index
Below is a list of exercises to assist in testing knowledge or developing an understanding of the
many functions in BW-BPS. These exercises are intended to be used during the new users’
training session for the BW-BPS and for extra practice. If any problems are encountered
working through these exercises, reference the location in the instructions noted.

Give an average salary increase of 5% for faculty, administrative/professional and
clerical/service. Section 4) Budget Preparation, Step 3 – Enter Proposed Data, A. 2.
Data Entry/Instructions, A. Exempt/Non-Exempt/Administrative Adjustment Layouts,
Monthly Paid Staff (Exempt Layout) and Hourly Paid Staff (Non-Exempt Layout)

Increase Supplies and Expenses 4%. Section 4) Budget Preparation, Step 3 – Enter
Proposed Data, E. 1. Data Entry/Instructions for S&E Items

Terminate a Non-Exempt employee and create a vacancy for the position. Section 4)
Budget Preparation, Step 3 – Enter Proposed Data, B. 1. Guidelines for Budgeting,
Clerical and Service and Section 4) Budget Preparation, Step 3 – Enter Proposed Data,
A. 1. Guidelines for Budgeting, New Clerical and Service Staff

Terminate an Exempt employee and create a vacancy for the position. Section 4) Budget
Preparation, Step 3 – Enter Proposed Data, A. 1. Guidelines for Budgeting, New
Faculty and Administrative/Professional Staff

Add a clerical vacancy. Section 4) Budget Preparation, Step 3 – Enter Proposed Data,
B. 2. Data Entry/Instructions, Steps for Budgeting All Vacancies

Add an Administrative vacancy. Section 4) Budget Preparation, Step 3 – Enter
Proposed Data, B. 2. Data Entry/Instructions, Steps for Budgeting All Vacancies

Reduce a current 100% clerical position to 50% CUL. Section 4) Budget Preparation,
Step 3 – Enter Proposed Data, A. 2. Data Entry/Instruction, B. Fields within the
Exempt/Non-Exempt/Administrative Adjustment Layouts, Changing Current Base
Annual Salary and Current CUL

Add an Administrative Adjustment to an Exempt employee. Enter one with and without a
current Administrative Adjustment. Section 4) Budget Preparation, Step 3 – Enter
Proposed Data, A. 1. Administrative Adjustments

Change a current salary on a non-exempt position. Section 4) Budget Preparation, Step
3 – Enter Proposed Data, A. 2. Data Entry/Instructions, B. Fields within the
Exempt/Non-Exempt/Administrative Adjustment Layouts, Changing Current Base
Annual Salary and Current CUL

Change a current salary on an exempt position. Section 4) Budget Preparation, Step 3 –
Enter Proposed Data, A. 2. Data Entry/Instructions, B. Fields within the Exempt/NonExempt/Administrative Adjustment Layouts, Changing Current Base Annual Salary
and Current CUL

Distribute all employees to one fund, funds center, and funded program. Section 4)
Budget Preparation, Step 3 – Enter Proposed Data, A. 2. Data Entry/Instructions, C.
Salary Distribution Layout, Entering Fund Distribution on the Salary Distribution
Layout
Page 76 of 78
Appendix M

Distribute some employees to another fund, funds center, and funded program, and then
change the previously distributed CUL to equal the total proposed CUL. Section 4)
Budget Preparation, Step 3 – Enter Proposed Data, A. 2. Data Entry/Instructions, C.
Salary Distribution Layout, Entering Fund Distribution on the Salary Distribution
Layout

Change the fund distribution on an employee and then change it back. Section 4) Budget
Preparation, Step 3 – Enter Proposed Data, A. 2. Data Entry/Instructions, C. Salary
Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout

Change the fund distribution on several other employees. Section 4) Budget
Preparation, Step 3 – Enter Proposed Data, A. 2. Data Entry/Instructions, C. Salary
Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout

Add a Graduate Staff OPC item. Section 4) Budget Preparation, Step 3 – Enter
Proposed Data, C. 2. Data Entry/Instructions, Graduate Staff

Enter an invalid Include in Salary Analysis Code and Exclusion Reason Code. (Should
receive an error message.) Section 4) Budget Preparation, Step 3 – Enter Proposed
Data, A. 2. Data Entry/Instructions, B. Fields within the Exempt/NonExempt/Administrative Adjustment Layouts, Include in Salary Analysis (Incl SA)

Budget S&E on four funds in the FM Layout. Section 4) Budget Preparation, Step 3 –
Enter Proposed Data, E. 1. Data Entry/Instructions for S&E items

Add an amount for capital reserve or contingency reserve in the FM Layout. Section 4)
Budget Preparation, Step 3 – Enter Proposed Data, E. 1. Data Entry/Instructions for
S&E items and Appendix E (Restricted Budget Commitment Items)

Add a budget recovery line on the OPC layout to represent an employee budgeted by
name in another org unit, but paid by your funds center. Appendix J (Budget Recovery)

Add a Summer Session OPC item. Section 4) Budget Preparation, Step 3 – Enter
Proposed Data, D. 2. Data Entry/Instructions for Other OPC Items, Summer Session

Add a Fellowship Supplement OPC item. Section 4) Budget Preparation, Step 3 –
Enter Proposed Data, D. 2. Data Entry/Instructions for Other OPC Items, Fellowship
Supplements

Add Limited-Term Lecturer Line OPC item. Section 4) Budget Preparation, Step 3 –
Enter Proposed Data, C. 2. Data Entry/Instructions, Limited-Term Lecturer

Run the Average Salary Increase Report at appropriate organization levels. Once the
report is viewed, add the free characteristic of Minority Status. Print the reports, or export
to excel. Section 4) Budget Preparation, Step 4) – Verify Control Totals ($ & %)

Run other reports and change the hierarchy level and add free characteristics listed. Or
change the key/text descriptions.

Run the Proposed FM Budget Report – Summary at different organization levels. Print
the reports, or export to excel. Section 4) Budget Preparation, Step 4) – Verify Control
Totals ($ & %)

After receiving your printouts, be sure you check all of them thoroughly for any
discrepancies. Feel free to test the system more by making other changes.
Page 77 of 78
Appendix M

Run the listed warning and error reports. Section 4) Budget Preparation, Step 6) –
Prepare Required Reports

Enter a negative amount in the 100% merit field on the Exempt Layout (you should
receive an error). Section 4) Budget Preparation, Step 3 – Enter Proposed Data, A. 2.
Data Entry/Instructions, A. Exempt/Non-Exempt/Administrative Adjustment Layouts,
Monthly Paid Staff (Exempt Layout)

Enter an hourly rate less than the current hourly rate (you should receive an error).
Section 4) Budget Preparation, Step 3 – Enter Proposed Data, A. 2. Data
Entry/Instructions, A. Exempt/Non-Exempt/Administrative Adjustment Layouts,
Hourly Paid Staff (Non-Exempt Layout)

Enter a proposed CUL of 1 for an Exempt employee (you should receive a warning).
Section 4) Budget Preparation, Step 3 – Enter Proposed Data, A. 2. Data
Entry/Instructions, A. Exempt/Non-Exempt/Administrative Adjustment Layouts,
Monthly Paid Staff (Exempt Layout)

Delete the distribution for one employee and hit the check distribution button on the
Salary Distribution Layout (you should receive an error). Section 4) Budget
Preparation, Step 3 – Enter Proposed Data, A. 2. Data Entry/Instructions, C. Salary
Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout

Enter amounts in the Non-Exempt layout for the 100% EMME and 100% SP EMME that
is greater than the total increase for an employee (you should receive an error). Section
4) Budget Preparation, Step 3 – Enter Proposed Data, A. 2. Data Entry/Instructions, A.
Exempt/Non-Exempt/Administrative Adjustment Layouts, Monthly Paid Staff (Exempt
Layout)
Page 78 of 78
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