Salary Planner/ Budget Development

1. Salary Planner/ Budget Development

2. Agenda Course Overview • Overview of the FY15 Process • Overview of Steps • Reappointment • Position Budgeting • Budget Development • Contacts & Lab Sessions

3. Process OverviewSalary Planner (Positions) List by Employee *Reappointment Side (NBAJOBS) List by Position *Budgeting Side (NBAPBUD) Reappointment X X Position Budgets

4. Process OverviewBudget Development (Operations) • Budget Development is separate from Salary Planner in Employee Self-Service (MyInfo) • Budget Development is used to budget your operational dollars for each of your indexes (i.e. travel, supplies, etc.) • While Salary Planner has been pre-populated and will be a review process, you must complete Budget Development. • You need to budget ALL of the indexes you are responsible for except for Grants (4Wxxxx) and F&As (436xxx and 437xxx)

5. FY15 Salary Planner/ Budget Development Timeline • May 12th-15th – Salary Planner/Budget Development Training • May 19th-May 30th – Salary Planner/Budget Development Help Sessions • May 30th – Salary Planner/Budget Development will be closed for budgeting

6. Accessing Salary PlannerFrom MSU homepage, click on MyInfo link

7. Accessing Salary Planner

8. Accessing Salary Planner

9. Accessing Salary Planner If you do not see the “Salary Planner” link, please contact Dawn Watkins at 994-7676 or dwatkins@montana.edu and provide your banner username to request access to the link.

10. Accessing Salary Planner “Edit Scenario” will likely be the only link that you will see due to different access for different users.

11. List by Employee*Reappointment Side(NBAJOBS)

12. Reappointment Reappointment

13. Reappointment

14. Review of Records • List by Employee will be used to review records and for reporting purposes • All changes to employee pay records should be processed using an EPAF • Please review the current records carefully for accuracy and correct any discrepancies

15. Salary Planner Download Feature

16. Analyze Data for Inconsistencies

17. Look for Exceptions and Inconsistent Data Position types and start dates • 4A positions - Academic Year (AY) Faculty - reappointed Aug 1st • 4B positions - Fiscal Year (FY) Faculty – reappointed July 1st • 4C positions - Professional positions • Look for PY employee class – reappointed Aug 1st or Aug 16th depending on the Contract or Letter of Appointment • Other 4C positions - reappointed July 1st • 4E positions - Executives - most are reappointed July 1st • 4M positions - Classified Salaried – Reappointed July 1st • 4N positions - Classified Hourly– Reappointed July 1st

18. Look for exceptions and inconsistent data in FTE and Hrs Per Pay • FTE should be consistent with hours per pay and number of pay • 4A 9 month positions at 1FTE = 173.33 hrs • 4A 10 month positions at 1FTE = 156 hrs • 4B,4C,4E at 1FTE = 173.33 hrs • 4M, 4N at 1FTE = 174 hrs • % FTE x Hrs for 1FTE = hrs per pay • Classified hours are 2088 for FY15

19. Look for exceptions and inconsistent data- FTE and Hrs Per Pay • FTE should be consistent with hours per pay and number of pay EXAMPLES: • 4A position 9 month at .75 FTE • .75 X 173.33 = 130 hrs per pay • 4A Position- 10 month at .5 FTE • .5 X 156 = 78 hrs per pay • 4M position at .8 FTE • .8 X 174 = 139.2 hrs per pay

20. Frequently Asked Question • What do I do if I do not plan on reappointing an employee for the fall, but the employee will be returning in the spring? • The employee will be put on LWOP until they are hired back in the spring using an EPAF/LoA • If your employee is not to be reappointed and is not returning, please submit a terminating EPAF.

21. Frequently Asked Questions • What do I do if my employee has a stipend? • Stipends are ONLY Budgeted they are NOT reappointed • Stipend information is provide to Human Resources from the Provost office and manually entered. • Don’t make any changes to an employee’s base pay with an EPAF for stipends or the employee will be overpaid

22. Frequently Asked Questions • What do I do about my faculty who have received tenure and promotion? • Tenured Promotions are ONLY Budgeted they are NOT reappointed • Promotion budgets were included in your Salary Projections, so should already be loaded on the Budget Side of Salary Planner • Promotion information is provide to Human Resources from the Provost’s office and manually entered • Don’t make any changes to an employee’s base pay for a promotion via an EPAF or the employee will be overpaid.

23. Frequently Asked Question • What steps do I need to take to ensure that my employees are reappointed correctly for next fiscal year?

24. Employees on a Letter of Appointment (LoA) • Human Resources will need the LoA with the check box “New LoA as of July 1st no change” submitted • An EPAF will be needed with this LoA • New EPAFs have been created to activate the employee from LWOP to Active Status • BZREAY- Reappointment for AY LoAs • BZREFY- Reappointment of FY LoAs

26. Employees on a Letter of Appointment (LoA) • If employee is receiving an FTE or Salary change effective July/August 1, Human Resources will need both an EPAF (normal EPAFs used) and an LoA submitted • Employees on a MUS Contract • Human Resources will need nothing more. Human Resources will print the MUS contracts around mid-November once the contracts are approved by OCHE • If employee is receiving an FTE or Salary change effective July 1st or August 1st, Human Resources will need an EPAF and the new MOU

27. Other Types of Contracted Employees • USRA Contracted Employees must be reappointed by submitting a completed USRA Contract. If a labor distribution change is needed, please submit a Labor Distribution change EPAF • Post-Retiree Contract Employees must be reappointed by submitting a completed EPAF and Post-Retiree LoA • **Submit any Labor Distribution Change EPAFs necessary for payroll changes • If an EPAF is submitted to change employees funding prior to July 1st a new EPAF is NOT needed effective July 1st to carry that current funding forward into new fiscal year • Funding change EPAF is only needed if changing July 1st and future records.

28. List by Position *Budget Side (NBAPBUD)

29. Position Budgeting You will select the extract ID that is named “Position Budgets”. The scenario should always be the same. Filter by Position Attributes.

30. Position Budgeting

31. Position Budgeting Each position number will be pre-populated with the budgets that were provided in your salary projections as explained on the following slides.

32. For State, ES, FSTS, and MAES Funded Positions The amount that is in the blue column for each specific position, is the amount that has been allocated by the Budget Office and the amount that was loaded for that position.

33. For Restricted, Designated, and AuxiliaryFunded Positions The amount that is in the ‘FY15 Projected Budget’ column for a specific position, is the amount that should be budgeted in that position and the amount that was loaded for that position.

34. Some things to double-check Does the ‘Proposed Budget’ column match the position as was discussed in the 2 previous slides? Does this number match what the budget FTE is suppose to be? Is the distribution correct? Hit the “Save” button OFTEN

35. Position Distribution Check You can check how the position distribution will be loaded here by clicking on the Distribution Link in the screen before. The “Current” record shows how it loaded into Salary Planner. The “Proposed” record shows how it will be uploaded into Banner for the final budget.

36. What Should I Do if these things are not correct? • In the past, Salary Planner has been available for each of you to update your positions as needed. • Because the positions have been pre-loaded, Salary Planner is now a review-only process from the Department’s standpoint • If you need to make changes to your position budgets, you will submit necessary changes to the Budget Office

37. How Should I Submit Changes? • For areas under Academic Affairs and VP for Research, send an email to Megan Bergstedt (mbergstedt@montana.edu). • For areas under the President, VP for Student Success, and VP for Admin & Finance, send an email to Mackenzie Sorenson (mackenzie.sorenson@montana.edu) • Please Include: • Position Number • Old Budget, Index, and Split • New Budget, Index, and Split • Explanation of how these funds will either be used elsewhere (if lowering the budget) or where they will be coming from (if increasing the budget)

38. BUDGET DEVELOPMENTBudgeting for Operations

39. How do I Know Which Indexes to Budget? • You can run a report! • Log on the Banner SAIS Report Web • https://sais.montana.edu/cgi-bin/msu_sb_v3.pl • Go to Report Type: “Finance Reports” • Run the report named Index Listing (by Org) • The only parameter you have to enter is your Org number (i.e. 415001, 437500, etc.)

40. Which Indexes to Budget? • The answer is that you should budget all indexes in this list except the ones discussed earlier (4Wxxxx, 436xxx, 437xxx) • For any index that is in Fund 411201, you will receive a budget allocation and must budget to that. • For all other indexes, use FY14 actuals as a basis to budget both your revenue and expenses in each index.

41. Key Points • Make sure to budget ALL necessary indexes • Budget 6% admin fee on designated indexes in account code 62889A. This is 6% of budgeted expenses. • A maximum budget of $5,000 is allowed in 62899. • All accounts that have $0 budgeted need to be deleted. • Use A15GL1 as the Budget Phase and FY2015 as the Budget ID when entering your budget information (case sensitive) • DO NOT budget IDC or Grant funds (436xxx, 437xxx, 4Wxxx, or 425xxx-429xxx) • DO NOT budget in personnel account codes used in Salary Planner (i.e. 61123, 61124, 61125, 61126, 61127, 61128, 61224, 61225, 61226, 61227, 61228)

42. Accessing Budget Development Select the Finance Services tab at the top of MyInfo and then click the Budget Development link in the menu below

43. Accessing Budget Development From here there are 3 options. Choose “Create Budget Worksheet”

44. Accessing Budget Development Click the “Create Query” button. Make sure that the “Saved Query” field says None.

45. Accessing Budget Development Make sure that at least the top two boxes are checked when selecting columns to display amounts.

46. Accessing Budget Development MUST HAVE:CHART OF ACCOUNTS = 1BUDGET ID = FY2015BUDGET PHASE = A15GL1 BUDGET DURATION CODE = Permanent Budget DISPLAY FIN MGR FROM = None CHECK TO INCLUDE:Check All

47. Selecting and Adding Your Index CLICK ON INDEX BUTTON Click on the Index button to select the proper index. This process ensures the proper fund, org, and program components are pulled in with your index. If not you will end up with an invalid FOP combination and your budgets won’t load properly.

48. Selecting and Adding Your Index In the Index Criteria box enter the index number you would like to budget and hit the “Execute Query” button.

49. Selecting and Adding Your Index Your index will display on the screen with a link. Click on the link under the Index heading to populate the appropriate fields on the main page.

50. Selecting and Adding Your Index FUND, ORG, AND PROGRAM WILL BE POPULATED, BUT NOT THE INDEX. Once you have clicked the link, the correct fund, org and program will pull into the screen. The index will not display at this point. That is okay. You will be budgeting the appropriate index if the other elements are correct. Click the “Submit” button to budget.