Kuali Budget Construction
Training
Catherine Maddaford
KBC Administrator
Kauli Budget Construction
PREPARING FOR DATA ENTRY
Verify Access to Data
• Check the BC Region Export to make sure that all of
your region codes are correctly mapping to your 5-digit
org code – this gives you access to your positions.
• Check that you have access to the organization code
that contains all accounts you are budgeting or from
which you are paying employees – this gives you access
to your accounts.
• Verify that you have the appropriate KBC role with your
5- digit organization codes (Person lookup.)
• Make a list of accounts you will be using and verify that
they are in KBC - BC account reports.
BC Region Export
Use the Region Code field or the
Organization Code field to enter a
mask* to narrow your search. Notice
the output options. Check both active
and inactive region codes, to be sure
they are correct.
BC Organization Reports
If you recently had new organization
codes created, use this lookup to see
if the org code was brought into KBC.
It must be in KBC and be in the
hierarchy for you to use it in KBC.
Contact the KBC Administrator if it is
not found.
BC Account Reports
• Use this lookup to see if the account was
brought into KBC.
• Must have been budgeted last year in KBC
to be loaded into KBC.
• New accounts added after that will need
to be loaded by the BC processor, which
will then be updated into the org hierarchy
overnight automatically.
Run Salary Export
• Run the Salary Export worksheet or report.
• Work with your HR staff to verify the
information.
– Check to see that you have all active incumbents.
– Check to see that you have all of your positions,
filled or open.
– Check for your accounts that have funded
positions that are not in your regions.
– Track down missing positions or incumbents by
checking in Workday for status.
Missing Position?
• Positions will appear in the export as one of the
following:
– with assigned incumbents
– as vacant positions
– as inactive positions
• “Not Funded” positions are active but vacant positions
that were not paid/filled during the previous year so
there are no accounting lines loaded into KBC.
• Positions in your export
– Must have a region code mapped to your org codes.
– May or may not have accounts in your org code.
Missing Employee?
• Unless you have previously paid an incumbent
from one of your accounts during the periods
loaded from the labor ledger, you will not see
them on the export spreadsheet.
• Unless the position is assigned to your region
codes, the employee assigned to that position
will not appear on the export spreadsheet.
• New hires or incoming transfers completed after
KBC was initialized will not appear on the export,
but their position may appear as vacant or
assigned to a different incumbent.
WD Position Updates
• Nightly updates sent to KBC in a file, but not
automatically updated in KBC:
– Any new positions approved and added in Workday to
your regions.
– Vacant positions filled in Workday (new hires).
– Terminations.
• You will need to manually add the incumbent to
the position in KBC once the assignment is active
in Workday for new hires and transfers.
• You will need to vacate positions in KBC for
terminations or transfers to a new position.
Promotions
• If an employee is being promoted effective the start of
the fiscal year, one of two things will happen in
Workday:
– The employee will be transferred from one position to
another.
– OR the position will be modified.
– Both require direct update in Workday.
• The KBC entry must be as follows:
– Vacate the position the employee will be leaving in KBC.
– Vacate the position the employee will be transferring to in
KBC and add the funding to that position.
– OR add the funding to a pooled/dummy position if the
new position cannot be updated in KBC.
Budget by Position
• Budgeting the positions in KBC automatically
updates the appropriate object codes and
account budgets.
• Budgeting positions will correctly allocate fringe
benefits charges to the budget for those
positions.
• Prepare for different sets of position budgets
– Budget for Filled positions (incumbents)
– Budget for Vacant positions
– Budget for Pooled positions
No Position Budgeted
• When there is no position updated in KBC:
– Prepare the budget only for the GL account
budget edoc
– Applies only to labor object codes with no fringe
benefits assessment
– Method used for budgeting for most student
positions (Ex: 14000 object code)
• Cannot combine this method with budgeting
positions
Workday Comp Plans
Descriptions
• Review both the
compensation plans
and the compensation
plan codes and earning
codes from Workday.
• Prepare your budget for
the correct object codes
accordingly.
• This data is most
important for the salary
worksheets.
There are several lookups
in Kuali to assist you.
Review Object Codes
• Run your labor distribution payroll reports in BI.
• Run the salary export report in KBC.
• Compare the two reports to identify any
differences
– Object codes used for continuing employees
– Object codes that do not map to a compensation plan
(special one-time payments/allowances)
• Object codes will map to the correct comp plan
in KBC.
• Some object codes map to multiple comp plans.
Duplicated object codes
• Some object codes map to more than one comp
plan, so be sure you are updating the correct
comp plan into KBC positions.
• Those object codes that are mapped to more
than one comp plan will require that you
select/add comp plans to salary setting or the
worksheet –
– Be sure to have the correct comp plan code ready to
add to the worksheet – see BC compensation plan
Export
– Check against Workday current comp plans and ask
your HR staff for assistance to validate the data.