FY13 Budget Process Job Aid
Table of Contents
•
Page 3 – How to Access FAST, UMass Boston’s electronic budget application
•
Page 8 - How to Use FAST to:
– Review your current Authorized Benefited Positions (Starts on Page 9)
– Review your Non Personnel Budget (Starts on Page 16)
•
Page 26 – How to Make a New Strategic Resource Request
– Request a new Authorized Benefited Position (Starts Page 30)
– Adding a new account code to charge to in FY13 (Starts Page 37)
•
Page 34 - How to put your unit’s 8% Reduction Scenario into FAST
•
Page 45 – How to add supporting documents to FAST utilizing
the DSU
•
Page 52 – Office of Budget & Financial Planning Contact List
2
How to Access the FAST
System
Logging Into the Application
1. https://www.umb.edu/administration_finance/budget_office/fast.php
2. Visit the A&F Home page
1.
2.
“Select A&F Computer Based Applications” from the left side menu
Select “FAST Application” from center menu selection
3. Visit the Office of Budget and Financial Planning Web Page
1.
2.
Select “FY13 Budget” from the left side menu
Select “FAST Application” from center menu selection
4
Logging Into the Application
1. Enter your “User
name” – This user
name is your UMB
email name without
the @umb.edu
2. Enter your “Password” – This is
your umb.edu email password
3. Click on the button labeled “Login
5
Accessing Your FY13 Data Within FAST
In the upper right side of the screen select “Budget and Forecasting”
6
Accessing your FY12 data Within FAST
Choose Fiscal Year “FY13 – NEW”, then click submit
7
How to Use FAST
FY13 Position Management Review
FAST includes only authorized, benefited positions, both filled & vacant,
on unrestricted funds (not grants and contracts).
Please review your departments’ authorized positions
9
Reviewing your FY13 Authorized Benefited Positions
Click on Position Management Review
10
Sample Report
Dept Information
11
Funding Info
Position Info
Current Employee Info
Additional Info Not Shown on Screen Shot Above: Please scroll over to review the following:
Annual Salary; Allocated Salary; Allocated Projected Payroll; Weeks on Payroll; FTE; % FTE Allocated to Fund;
Request Comments; Status
Key Definitions
Base Salary – This represents the annualized salary of the position (Bi-weekly payroll
multiplied by 26) - (Please see chart below in Red)
Allocated Salary - This represents the amount of the budgeted salary of the position
allocated to a specific funding source for that fiscal year. (Base multiplied by %FTE
Allocated to fund) - (Please see chart below in Blue)
Budgeted Salary - This represents the approved budgeted salary of the position for
that fiscal year - (Please see chart below in deep red)
DEPTID
B99999999
Dept Name
FUND Fund Name
Test VC 11000
12
7100-0200
Main Allot
ACCT
Acct Name
Salaries:
711000 Regular
Posn #
Posn Desc
Emp #
Emp Base
Name Salary
Allocated
Salary
00019846 Test Position123456 test 75,000 56,250
Current Fiscal
Year
80,000
Weeks on
Payroll
% FTE Allocated to
Fund
FTE
1
0.75
How Do I change the Position Management
Review Criteria?
For example:
– You would only like to see certain funds on the screen
– You would like to see only Authorized but Vacant Positions
– You would like to see only one department
13
Change Review Criteria
Click on “Show Options”
14
Enter New Criteria in any field you would like
Step 1 - Type in criteria in field next to magnifying glass
Step 2 – Click on green plus symbol
Step 3 – Repeat Step one and two if you would like more than 1 search criteria
Step 4 – Click on Execute Report Button
15
Review your Non Personnel Budget
16
Reviewing your FY13 Non-personnel Budget
Click on “Edit your budget by Fund and/or Dept/College/VC Rollup add new
position requests”
17
How to select what Department Code you enter
into FAST
•
If you would like to look at on specific Department please put in the complete 9 Digits
into the Field Marked Deptid. For example: Biology would be B008300000.
•
If you would like to look at on all department ids that make up a Department please put
in just the first 4 Digits into the Field Marked Deptid of the group you would like to look at
For example: For Student Affairs and all of its sub departments you enter B0016. This
will provide you anything starting in B0016.
•
If you would like to look at a complete VC area or a college please put in you B9 level
Information. For example: To see everything under athletics the B9 number is
B903200000. If you need assistance finding your B9 number please contact the
Analyst assigned to your areas in the Office of Budget & Financial Planning.
18
Enter Department Code that you would like
Step 1 - Type in criteria in field next to magnifying glass (the “B” is case sensitive and should be a capital “B”)
Step 2 – Click on green plus symbol
Step 3– Click on Execute Report Button
19
1st Drill Down Screen
This includes the following:
1) Two Years of Actuals 2) FY12 Base Budget Rolled up 3) New Strategic Request Rolled up
FY10 includes encumbrances
and actuals as of 2-28-10
20
4) Reduction
Scenario Rolled up 5) Click Here to Drill Down to next level
2nd Drill Down Screen
Click on Which Fund You would like to work on
21
3rd Drill Down Screen
Click on Which Chartfield You would like to work on
22
4th Drill Down Screen – View
You will see two years of prior actuals and FY11 actuals plus encumbrances through 3-11-11
23
4th Drill Down Screen Cont. – View
Please see next page for more information about FY12 Base Budgets
24
FY13 Base Budget
• FY13 base budget is pre-populated.
• FY13 base budget is FY12 spending plan adjusted to:
•
Include annualized (12-month) cost of all authorized benefitted positions in the unit. You can find these
positions listed in the position management part of FAST.
Excludes all one-time FY12 expense allocations
Excludes carry-forwards
Excludes any transfers done since the start of FY12
Automatically calculates the fringe cost for authorized benefitted positions and the Health & Welfare rate
•
•
•
•
25
How to Request New Strategic
Resources
Step 1 - In the “New Strategic Reqs” Column please click on the zero within the account code
where you would like to request the new resource. (For information about how to get to this point
in the process, please review the “How to use FAST” section of this job aid on pages 17 - 25)
27
2) Please enter in a description of your request. IE – travel for conference
3) Please enter in your request or change to the current request.
4) Click on Save & Close
5) Please use the DSU to provide supporting document (pages 45 – 51 of this job aid)
28
Please click on Refresh to see your new totals
29
How to Request a New Authorized
Benefited Position
Within FAST
Please click on the Green Plus Symbol
To get to this point in FAST, please review pages 10 – 15 of this job aid
31
Information Required to Request New Position
Step 1. Enter Fund for new position
position
32
Step 2. Enter Department for new position
Step 3. Enter Justification for new
Information Required to Request New Position (Cont)
Step 4. Enter new request Position title
Step 5. In Request Type please select PAY – Payroll
Step 6. Enter in FTE equivalent for this person
33
Information Required to Request New Position (Cont)
Step 7 – Enter Number of weeks on payroll for upcoming year
Step 8. Enter % FTE Allocation to this fund
Step 9. Enter Requested Annual Salary
Step 10. Alloc Projected Payroll will be auto calculated by system
34
Saving Data
1. If you would like to save and not add another position, please click Save
2. If you would like to save and add another position, please click Save & Add New. Then follow steps 1 – 10 again
3. To cancel this entry, please press Cancel
35
Once you have clicked Save and want to return to the main roster grid to verify
this position, please click the Red X to close the submission request template
36
Adding a New Account Code
for Expenses in FY13
Step 1 – Click on “View all transactions and add new items.”
38
Step 2 – Click on the green Plus symbol located at the
bottom left hand corner of the page.
39
Step 3 – Enter data into all areas marked with a red star
1) What series are you working in? FY12 Base, New Request, or Reduction Scenario
2) What is your account number you would like entered
3) Request / Justification Information
4) Request Type – Payroll or non payroll
5) Amount you are requesting -Disregard verbiage “Base Salary “ if non payroll request
6) Click Save and then Red “X” to exit
40
How To Identify a Reduction
Scenario Request
Step 1 - In the “Reduction Scenario” Column please click on the zero within the account code
you would like to make the reduction at. (To get to this page please review the “How to use
FAST section of this job aid on pages 17 - 25)
42
2) Please enter in a description of your reduction. IE – travel for conference
3) Please enter in your amount of reduction (positive number).
4) Click on Save & Close
5) Please use the DSU to provide supporting document (pages 45 – 51 of this job aid)
43
Please click on Refresh to see your new totals
44
How To Add Documentation
Within FAST Utilizing the DSU
How to provide supporting Documentation for Your Unit’s
Budget Submission
• For new strategic requests, units must provide a written justification, including explaining how
the new resources would advance UMass Boston’s strategic goals.
• Units must provide a description of the cuts they would make as part of their 8% reduction
scenario, including the implications of the cuts on their programs and services.
Step 1. Please click
on ZZ
46
Step 2. Click on “drilldown to detail”
47
Step 2 - Click on the paperclip to the left of the department number
48
3. Click on the Green Plus Symbol
49
4. Add any Comments you would like added about document
5. Click on “Browse” & add
your document
50
6. Click on Upload File
Completed File Upload
1. Upload File Review
2. You will notice a Red Star Next to the Paper clip. This means there is a document for review
3. To review the Document please click the red Star
51
Office of Budget & Financial
Planning Contacts
Questions?
Please contact the Office of Budget & Financial Planning to assist you.
(Please refer to the list below to find your unit’s contact person)
Area
OBFP Contact
Colleges, University Advancement
Kirsten Rutkowski
287-5736
CCDE
Neil Rosenburg
287-5139
Student Affairs
Jessica Patalano
287-5995
A&F, Enrollment Management, Chancellor
Tiwonge Mhango
287-5741
All Other Academic Affairs, Athletics
James Halloran
287-5997
GRPA
Ron Bennett
287-5192
Technical questions about FAST
Sean McInnis
287-5104
53