Business Warehouse Business Planning and Simulation System (BW-BPS) & Budget Preparation Instructions

Transcription

1 Business Warehouse Business Planning and Simulation System (BW-BPS) & Budget Preparation Instructions

2 Table of Contents Budget Overview... 1 Need Help?... 2 Budget System Availability... 3 Information in the BW-BPS Application at the Start of Budget... 4 HR Master Data... 4 Calculation of the Current Base and Control Totals... 4 Funds Budgeted and Retracted to Funds Management... 6 Accessing & Navigating BW-BPS... 8 Turn off Pop-Up Blocker... 8 Budget Overview... 8 Accessing BW-BPS System... 9 BW-BPS Report Navigation Navigating Budget Preparation Exit BW-BPS Restart BW-BPS Application BW-BPS Layouts Layout Buttons & Icons Layout Types Exempt Layout Non-Exempt Layout Administrative Adjustments Layout Other Personnel Cost (OPC) Layout Salary Distribution Layout Funds Management (FM) Budget Layout Layout Information & Tips Exporting Layouts to Excel Common Errors Budget Preparation Step 1 HR Master Data Validation View Layouts/Run Reports for HR Master Validation Data... 22

3 1.2 Review HR Extraction Validation Report Prior to Budget Preparation Validate Data During the Budget Preparation Process Warning Reports: Step 2 Pre-Budget Allocation Activities Pre-Budget Allocation Activities Step 3 Enter Proposed Data Exempt/Non-Exempt/Administrative Adjustments Layouts: Named Faculty/Staff Lines Guidelines for Budgeting Faculty, Continuing Lecturers, Administrative/Professional, Clerical and Service New Faculty and Administrative/Professional Staff New Clerical and Service Staff Adjunct, Associate, Affiliate, Visiting Scholar, Courtesy and Faculty with Administrative Appointments Emeritus and Non-Pay Appointments Post-Retirement Appointments Long Term Disability (LTD) Administrative Adjustments (Recurring funding sources only) Voluntary Early Partial Retirement (VEPR) Pay Scales Shift Differentials Concurrent Appointments Appointments that cross two org units Merged Concurrent Appointments Appointments previously across two org units that have been combined Named Professorship Supplements Data Entry/Instructions Enter Data for Budgeted Staff Exempt/Non-Exempt Layout Tips Other Personnel Costs (OPC): Unfilled Faculty/Staff Lines Guidelines for Budgeting Faculty, Continuing Lecturers, and Administrative/Professional Clerical and Service Data Entry/Instructions... 39

4 Budget All Vacancies: Enter Data for Exempt and Non-Exempt Positions Other Personnel Costs (OPC): Budgeting Lines by Total CUL Guidelines for Budgeting Data Entry/Instructions Budget Graduate Staff Budget Limited-Term Lecturer Appointments Other Personnel Costs (OPC): All Other OPC Items Guidelines for Budgeting Data Entry/Instructions Entering An Amount for Wages OPC Layout Tips Funds Management (FM) Budget Layout: Budgeting Amounts for S&E or Reserves Data Entry/Instructions Entering Budget Amounts for S&E Reserves FM Layout Tips Budgeting Amounts for Fringe Benefits Data Entry/Instructions Entering Budget Amounts for Fringe Benefits Step 4 Verify Control Totals ( $ and %) Average Salary Increase Report Proposed FM Budget Detail Proposed FM Budget Summary Running FM Budget Reports Step 5 Review for Accuracy Examples of Validation Reports Using Test Data Proposed Cost Validation Proposed CUL Validation Step 6 Prepare Required Reports Tips on Running Reports Create variants Create PDF files of reports

5 Export reports to Excel Changing Hierarchies Changing Characteristics Change a Field s Data Display Changing Key Figures Adding/Removing Result Line FM & HR Retraction Funds Management (FM) Module Retraction Base Budget Tracking Report Validation HR Retraction Appendices Appendix A: BP PURDUE HIERARCHY Appendix B: Cross Reference for Employee Group/Commitment Item/Budget Group Code Appendix C: Exclusion Reason Code Definitions Employee Subgroup Code Definitions Appendix D: Shift Differentials Appendix E: Restricted Budget Commitments Appendix F: HR Retractions Checks and Validation Requirements Appendix G: Budget Checklist Appendix H: List of System Messages Appendix I: Base Budget & Control Sheet Example Budget Control Sheet Rollup... Error! Bookmark not defined. Proposed FM Budget Detail Report Proposed FM Budget Summary Report Appendix J: Budget Recovery Example of Budgeting a Merged Concurrent Appointment Appendix K: BW-BPS Terms Appendix L: Report Description Listing Appendix M: Practice List for BW-BPS

6 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 generate reports In addition BPOV Budget Overview, an online course, provides key concepts to the budget preparation process. BW-BPS Manual 2013 Budget Overview 1

7 Need Help? 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. Before calling: 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. Questions concerning data entry or system performance Office of Budget and Fiscal Planning Katie Stair Zandra Barker Questions concerning budget policies Office of Budget and Fiscal Planning Amy Copas Cindy McAdams Questions regarding monthly staff employment policies and contracts Payroll Appointment Service Center PASC Helpdesk ([email protected]) Linda Tripp ([email protected]) Questions regarding problems with OnePurdue portal or connectivity Questions concerning position classification, service credits, rate ranges, etc., for clerical, service, administrative and professional staff ITaP Customer Service Center or Employment and Compensation BW-BPS Manual 2013 Budget Overview 2

8 Budget System Availability BW-BPS System Availability March 1 March 29, 2013 HR Master Data Validation (data as of 02/28/2013) April 1 April 30, 2013 HR Master Data Validation (data as of 03/31/2013) May 1, 2013 (am) System unavailable Final HR Data Extraction May 1 June 24, 2013 System available Budget Preparation (data as of 04/30/2013) 1:00-2:00 a.m., daily System backup all users must be out of BWBPS OnePurdue portal down times BW-BPS will be unavailable during scheduled OnePurdue portal down times. 8:00 p.m.-8:00 a.m., daily Daily BW loads resulting in reduced system response times BW-BPS Manual 2013 Budget System Availability 3

9 Information in the BW-BPS Application at the Start of Budget HR Master Data 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 budget planning cycle the effective date for the final data load is April 30, 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 base budget for each area will be calculated as follows: Total Budget + (or-) Recurring Adjustments as of 3/31/2013 BW-BPS Manual 2013 Information in the BW-BPS Application 4

10 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 Budget Preparation (steps 1 6) of this document. When proposed information has been entered, areas can then review their control totals. Each area receiving a general fund allocation is required to prepare a completed budget equal to the area s control total. The control total ( Adjusted Budget) will be calculated as follows: 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. BW-BPS Manual 2013 Information in the BW-BPS Application 5

11 Funds Budgeted and Retracted to Funds Management For budget purposes, general and restricted funds are defined as follows: General funds: 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: General Funds Income Producing Continuing Education Admin Auxiliary and Service Enterprises Health and Recreation Services Statewide Technology Field Extension Agents and AG Initiative - CES Animal Disease Diagnostic Control, State Appropriations, and AG Initiative - AES Federal Appropriations CES Federal Appropriations Reserves CES Federal Appropriations AES 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. BW-BPS Manual 2013 Information in the BW-BPS Application 6

12 Restricted Funds Do not budget income. Although not budgeted, sufficient income should be anticipated to cover budgeted expenses on funds and 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. BW-BPS Manual 2013 Information in the BW-BPS Application 7

13 Accessing & Navigating BW-BPS Turn off Pop-Up Blocker To effectively use the BW-BPS application, the pop-up blocker must be turned off. Failing to NOT turn off the pop-up blocker may result in locking one or multiple funds centers in the budget preparation system. Turn Off Pop-Up Blocker Open Internet browser. Click Tools. Select Pop-up Blocker. Select Turn off Pop-up Blocker. Budget Overview 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. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 8

14 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. Accessing BW-BPS System Access Business Warehouse Business Planning and Simulation System Log in to OnePurdue Portal using Purdue career account login and password. Click Financial Systems. Select Business Process tab. Select Annual Budget. This folder contains: Reports folder Budget Preparation Note: The BW-BPS application always opens in the exempt layout. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 9

15 BW-BPS Report Navigation The Reports folder in the Detailed Navigation frame allows users to view all the reports available for budget preparation. Requires Systems Reports Salary Planning Funds Management Warning and Validations reports generated from the BW-BPS application data that are required for submission with the final budget to Budget and Fiscal Planning reports showing proposed salary information for named and non-named salary items reports showing all proposed budget amounts, including supply & expense or reserve amounts reports indicating any errors with budget planning data or validation of the correct master data loaded from HR BW-BPS Manual 2013 Accessing & Navigating BP-BWS 10

16 Navigating Budget Preparation Budget Preparation Navigation Click Budget Preparation. Enter funds center in Select Funds Center variable entry box to view data. Click Enter. 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. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 11

17 Note: Users will receive an error message the first time they log on to the application until they have successfully completed a save. This also applies to the FM layout where users must enter the selected funds center. Exit BW-BPS Click Exit. Note: Selecting the x icon on the browser window does not release the locks on funds centers accessed during the BW-BPS session. Restart BW-BPS Application Click x icon to close broser window. Click Budget Preparation link to restart. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 12

18 BW-BPS Layouts Layout Buttons & Icons A. Save Performs calculations, updates layout information, and saves the data entered Saving may take some time to complete. B. 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. C. Refresh Performs calculations of layouts and updates layout information without saving data entered D. Delete selected line E. Input help F. Export to Excel Note: To minimize process time and loss of data, use Save rather than Refresh. Using Input Help Icon Click in a characteristic field (white field). Click Input Help icon. Click selection. OR Use Value Selection section to search for value. Enter values. Click Restrict. When restricting values using a BW-BPS Manual 2013 Accessing & Navigating BP-BWS 13

19 description, the restrict function is case sensitive. Note: Wildcards may be used (*) Layout Types Exempt Layout Used to enter or change salary increase amounts and specify whether employees should be included or excluded from salary analysis Note: 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 Used to enter or change salary increase amounts and specify whether employees should be included or excluded in the salary analysis. Note: Hourly rates do not include shift amounts. They are included on a different layout. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 14

20 Administrative Adjustments Layout Used 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. Note: The budget preparer enters the 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. Other Personnel Cost (OPC) Layout Used 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) BW-BPS Manual 2013 Accessing & Navigating BP-BWS 15

21 Salary Distribution Layout Used 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. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 16

22 BW-BPS Manual 2013 Accessing & Navigating BP-BWS 17

23 Funds Management (FM) Budget Layout Used to create or change the remaining items not budgeted in salary planning (i.e., 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 differential 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). Note: When changing from the salary planning layouts to the FM layout, funds center must be reentered if not already completed at initial login. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 18

24 Layout Information & Tips It is recommended that users complete the layouts in order beginning 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. Be sure to enter the applicable funds center in the salary planning layouts and FM layout if you have not entered the application and completed a successful save. 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. SAVE AFTER DATA ENTRY IN A LAYOUT PRIOR TO MOVING TO THE NEXT LAYOUT! BW-BPS Manual 2013 Accessing & Navigating BP-BWS 19

25 Exporting Layouts to Excel Click Export to Excel button. Click Review. Select Unprotect Sheet. Note: The exported data contains The layout values only (Formulas are not exported.) Hidden columns of the layout (This data is HR master data that does not fit on the original layout in BW- BPS.) This file can be used to assist in creating increase or raise spreadsheets. BW-BPS Manual 2013 Accessing & Navigating BP-BWS 20

26 Common Errors If two users access 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. If for any reason a preparer locks a specific funds center or a lock on a funds center needs to be released, please exit the system and wait minutes to the lock to automatically release. If the lock does not automatically release, please 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. BW-BPS Manual 2013 Common Errors 21

27 Budget Preparation 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. 1.1 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) 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]). The following reports can assist in collecting and validating this data: 1. The Exempt Layout report allows users to view all the Exempt employees HR master data in a viewable report similar to the layouts themselves. The report contains all the data fields that are extracted from HR. One drawback of this report is that when it is printed, the text is very small, even on legal paper. The Office of Budget and Fiscal Planning recommends that the report be exported into Excel and reviewed. 2. The Non-Exempt Layout report provides the same type of data as the Exempt Layout report and has the same drawbacks. The 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 Office of Budget and Fiscal Planning recommends this report for HR master data validation over the other reports described. BW-BPS Manual 2013 Budget Preparation 22

28 1.2 Review HR Extraction Validation Report Prior to Budget Preparation After the BW-BPS application is loaded with final HR data, print and validate data totals before making any changes. Count or headcount of employees, current annual salary, current administrative adjustments, and current CUL should all be reviewed. Free characteristic fields such as budget group code and gender should also be reviewed. If 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. 1.3 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. Warning Reports: Warning reports should be run during milestones in the budget process, and before submitting any reports to the 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 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 ; 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.) BW-BPS Manual 2013 Budget Preparation 23

29 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. Pre-Budget Allocation Activities By entering or changing 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. 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 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. BW-BPS Manual 2013 Budget Preparation 24

30 Step 3 Enter Proposed Data 3.1 Exempt/Non-Exempt/Administrative Adjustments Layouts: Named Faculty/Staff Lines 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. Post-Retirement Appointments These appointments are not budgeted in BW-BPS. 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 that 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. BW-BPS Manual 2013 Budget Preparation 25

31 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. All current administrative adjustments are loaded into the BW-BPS application during the HR extraction process. The approved administrative adjustment with a recurring funding source must be budgeted on the Administrative Adjustment layout entering the 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. Following is a table indicating when a HR PA form is required, based on the status of the Administrative Adjustment. Note: Enter the administrative adjustment annual rate, including cents, based on the period rate on Wage Type This will ensure the record is retracted during the HR Retraction explained in the FM & HR Retraction section. BW-BPS Manual 2013 Budget Preparation 26

32 Table 3.1 Does My Administrative Adjustment Need an HR PA Form? Admin Adj (AA) Status/Action AA continuing at same rate AA continuing at new rate HR PA form required? No No 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) Discontinue AA Yes No salary or CUL Start AA Yes Proposed salary and Proposed CUL AA with Non-Recurring funding source Yes No salary or CUL 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 listed under Employment and Compensation as Exemption to Nonexempt Pay Scales Request Form. BW-BPS Manual 2013 Budget Preparation 27

33 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 nonprimary department on the 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 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 ([email protected]). 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 that since the employee s current annual salary is listed differently than in the HR system, the employee will be listed on the HR BW-BPS Manual 2013 Budget Preparation 28

34 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. Data Entry/Instructions Enter Data for Budgeted Staff Click Exempt layout for monthly paid staff. OR Click Non- Exempt layout for bi-weekly staff. Note: When entering data for budgeted staff and all other budget items, all data entry fields available for entry are white. Exempt Layout (Monthly Paid Staff) Enter 100% Merit dollars 100% EMME dollars EMME (Extraordinary Merit, Market Competition and/or Equity) -- used for circumstances involving increases which 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. 100% SP EMME dollars SP EMME (Strategic Purpose EMME) -- 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 equal the specific amount allocated by the Provost or Treasurer. Note: The Total Increase % and $ represent the total increase including 100% merit, 100% EMME and 100% SP EMME increases. Proposed CUL Incl SA code (Include in Salary Analysis) 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. The BW-BPS application requires that an Incl SA be entered for each individual. 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. If there is an invalid combination of the Incl SA code and Exclusion Reason code, a message indicating the error will BW-BPS Manual 2013 Budget Preparation 29

35 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. Excl Reason code defines why an individual is not included in the salary analysis submitted as part of the final budget material and controlled by the salary policy. The values for the Exclusion Reason are 1-9. The definitions of the Exclusion Reasons are outlined in Appendix C. Additional fields to update if necessary: Current Base Annual Salary 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. Click Save before moving to next layout or after multiple lines of data entry. BW-BPS Manual 2013 Budget Preparation 30

36 Non-Exempt Layout (Hourly Paid Staff) Enter total proposed hourly rate. Note: This should include the total amount of increase for the individual. If a portion of the staff member s increase includes an EMME or SP EMME increase, those amounts should be entered based on the 100% annual rate of the individual. EMME (Extraordinary Merit, Market Competition and/or Equity) -- used for circumstances involving increases which 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. SP EMME (Strategic Purpose EMME) -- 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 equal the specific amount allocated by the Provost or Treasurer. Note: The Total Increase % and $ represent the total increase including 100% merit, 100% EMME and 100% SP EMME increases. 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. Proposed CUL Incl SA code (Include in Salary Analysis) 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. The BW-BPS application requires that an Incl SA be entered for each individual. 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. 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. Excl Reason code defines why an individual is not included in the salary analysis submitted as part of the final budget material and controlled by the salary policy. The values for the Exclusion Reason are 1-9. The definitions of the Exclusion Reasons are outlined in Appendix C. BW-BPS Manual 2013 Budget Preparation 31

37 Additional fields to update if necessary: Current Base Annual Salary 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. Click Save before moving to next layout or after multiple lines of data entry. Administrative Adjustment Layout Enter total annual administrative adjustment for proposed annual amounts. Administrative adjustment period rates for both current and proposed -- the amount that the employee is paid per payroll period based on their employee subgroup or term of appointment. This amount automatically calculated based on administrative adjustment annual salary, the second administrative amount listed on the layout. Administrative adjustment annual salary -- the annual amount the employee will be paid. Note: The period rate for the employee is automatically calculated and listed as a blue field after the administrative adjustment is saved. Click Save before moving to next layout or after multiple lines of data entry. BW-BPS Manual 2013 Budget Preparation 32

38 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 white data entry cells from Excel. Users cannot paste data into 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 changes are attempted. Exempt and Non-Exempt by Supervisor layouts contain the same information on the Exempt or Non-Exempt layout. Employees are instead listed by the in-line supervisor. Review the header section of the layout (cells A1-C2) to ensure data is entered in the correct funds center. Remember: All increase amounts are based on an employee s 100% annual salary. BW-BPS Manual 2013 Budget Preparation 33

39 Salary Distribution Layout Refer to payroll report ZHR_PAY_POSTING for current employee s salary distribution by organizational unit for assistance. Or Refer to Salary Distribution report in Salary Planning report folder for the previous year s budget data for employee salary distribution. Allocate Salary Distribution Select Salary Distribution layout. Click Expand Tray Button. Enter: Fund Funds center Funded program Note: Select the fund, funds center and funded program for salary distribution that applies to the majority of the individuals in the budgeting funds center. BW-BPS Manual 2013 Budget Preparation 34

40 Click Distribute All Employees. Note: 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 employees. View distribution in Results Pane. Scroll down to view salary distribution. Correct errors in proposed distributed CUL lines in the results pane. Make incorrect proposed distributed CUL zero. (These lines will be removed when the distribution is saved.) Click Save. BW-BPS Manual 2013 Budget Preparation 35

41 Modify Distributions Modify distributions for individuals who are funded in part or in whole by another fund, funds center, or funded program. Change existing proposed distributed CUL on the account distribution in results pane. Note: This amount could be zero, a portion of the proposed CUL or all of the proposed CUL. Redistribute the portion or all of the proposed distributed CUL modified: Select the fund, funds center and funded program to be redistributed to the portion or total proposed CUL. BW-BPS Manual 2013 Budget Preparation 36

42 Enter the proposed distributed CUL. Click Distribute. Distribute a Specific Dollar Amount to a Different Fund/Funds Center/Funded Program Combination Calculate the corresponding Proposed CUL for the specific dollar amount. Example: An employee has an annual salary of $40,000 on general recurring source and $5,000 on a restricted fund and is proposed CUL. The total amount of CUL to be distributed to the general fund source would be ($40,000/$45,000), and on the restricted funding source ($5,000/$45,000). Repeat as necessary to properly allocate the proposed distributed CUL for the budgeted funds center. BW-BPS Manual 2013 Budget Preparation 37

43 Check Distribution Click Check Distribution. Correct errors. Refer to Common Errors Click Save. Note: Data is not saved until all errors are resolved. All unsaved data will be lost if the user exits prior to making corrections. 3.2 Other Personnel Costs (OPC): Unfilled Faculty/Staff Lines 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 a college or unit wants positions reflected in a central reserve, they must budget directly in the central reserve funds center. As an alternative, budgeting the vacancy in the department and BW-BPS Manual 2013 Budget Preparation 38

44 preparing an FMBB to transfer the position s funds to the reserve in the new fiscal year. Please refer to the college or major unit s 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. Data Entry/Instructions Budget All Vacancies: Enter Data for Exempt and Non-Exempt Positions 1. Click OPC layout. Select VAC XX item. (XX represents number ) Enter VAC XX item number in OPC number column of OPC layout. OR Select input help icon to assign the OPC item number. Repeat as necessary to distribute multiple vacancies. 2. Select appropriate budget group code. Note: 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 See Appendix B for more selections and derivations. 3. Add employee number and name for reference only. Note: Entering data into this field may reduce system response time. This is an optional field. 4. Select cell for job number. BW-BPS Manual 2013 Budget Preparation 39

45 Select input help icon. Restrict possible job numbers to the correct vacancy item. 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. For Clinical/Research faculty vacancies, please be sure to assign a job number so that they can be separated by Clinical and Research vacancies for use in Table 1B Supplement. If a job is not assigned, then the vacancies will not appear on the table and will not compare to other CUL analysis tables for validation. This is an optional field. 5. Select employee subgroup. Note: 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. 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. This is an optional field. 6. Enter position number. Or Click input help icon to add position number. This is an optional field. BW-BPS Manual 2013 Budget Preparation 40

46 7. Select: Fund Funds center Funded program 8. Assign Note: If not budgeting at the funded program level, enter NOT-RELEVANT. If left unassigned, it will default to NOT-RELEVANT during FM retraction. However, if not selected the value will remain unassigned in BW-BPS. Proposed distributed CUL Proposed hourly rate for non-exempt vacancy Proposed distributed annual salary for exempt vacancy 9. Click Save. 3.3 Other Personnel Costs (OPC): Budgeting Lines by Total CUL 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. Data Entry/Instructions Budget Graduate Staff 1. Select GRADXX item. (XX represents number ) Select GRAD 01- GRAD 25 OPC items multiple times for different fund, funds center, and funded program combinations. Note: Do not budget Graduate Staff by name. The total salary amount and CUL of Graduate Staff should be budgeted as an OPC line. 2. Select appropriate budget group code for graduate students. Note: This code is used to derive the commitment item. The budget code for graduate students is 2010, which derives commitment item See Appendix B for more selections and derivations. This is an optional field. BW-BPS Manual 2013 Budget Preparation 41

47 3. Do not use employee number and name as the OPC item represents multiple employees. 4. Enter job number with a vacancy for future reference. Select cell for job number. Select Input Help icon. Restrict the possible job number to the correct on for the type of graduate student. (This is not a required field.) Job # Description 1656 Graduate Aide 1657 Granduate Admin/Prof 1658 Graduate Lecturer 1659 Graduate Research Asst Graduate Teaching Asst Graduate Trainee Note: Input help is case sensitive. Wildcards can be used to restrict results. 5. Select employee subgroup. Note: This indicates the term of appointment for the vacancy. Example: Z4 is a 12 month exempt employee. See Appendix C for more definitions of employee subgroup. 6. Select position number for reference. Or Click Input Help icon to select position number. 7. Select This is not a required field. Fund Funds center Funded program Note: If not budgeting at the funded program level, enter NOT-RELEVANT. If left unassigned, it will default to NOT-RELEVANT during FM retraction. However, if not selected the value will remain unassigned in BW-BPS. BW-BPS Manual 2013 Budget Preparation 42

48 8. Assign proposed distributed CUL and proposed distributed annual salary for the group of graduate student appointments. Budget Limited-Term Lecturer Appointments 1. Select LLXX item. (XX represents number ) Select LL 01- LL 25 OPC items multiple times for different fund, funds center, and funded program combinations. Note: Do not budget limited-term lecturers by name, but include all limited-term lecturers on an OPC budget line. 2. Select appropriate budget group code for limited-term lecturers. Note: This code is used to derive the commitment item. The budget code for graduate students is 2006, which derives commitment item See Appendix B for more selections and derivations. This is an optional field. 3. Do not use employee number and name as the OPC item represents multiple employees. 4. Enter job number with a vacancy for future reference. Select cell for job number. Select Input Help icon. Restrict the possible job number to (This is not a required field.) Note: Input help is case sensitive. Wildcards can be used to restrict results. 5. Select employee subgroup. Note: This indicates the term of appointment for the vacancy. Example: Z4 is a 12 month exempt employee. See Appendix C for more definitions of employee subgroup. 6. Select position number for reference. Or Click Input Help icon to select position number. BW-BPS Manual 2013 Budget Preparation 43

49 7. Select This is not a required field. Fund Funds center Funded program Note: If not budgeting at the funded program level, enter NOT-RELEVANT. 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 proposed distributed CUL and proposed distributed annual salary for the group of limitedterm lecturer appointments. 3.4 Other Personnel Costs (OPC): All Other OPC Items Guidelines for Budgeting 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. Data Entry/Instructions Entering An Amount for Wages 1. Select OPC layout. Select OTH xx OPC item. (XX represents number ) Select OTH 01- OTH50 OPC items multiple times for different fund, funds center, and funded program combinations. 2. Select budget group code Select Fund Funds center Funded program Note: 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 these line or lines have not been entered. This warning message will now appear every time a save of BW-BPS Manual 2013 Budget Preparation 44

50 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 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. Click Input Help icon 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. Select a budget group code for summer session (2014) to derive the correct commitment item (505060). Note: 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. OPC Layout Tips 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, users 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. 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, refreshing, or moving to another tab. BW-BPS Manual 2013 Budget Preparation 45

51 For the characteristic fields, data can be entered manually or users can click the Input Help icon 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, 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 the cursor in input field. 3.5 Funds Management (FM) Budget Layout: Budgeting Amounts for S&E or Reserves Data Entry/Instructions Entering Budget Amounts for S&E Reserves 1. Select FM layout. Enter funds center, if no already populated. Note: 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., ), enter that funds center not the main high level funds center (i.e., ) 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 project funds center. 2. In a blank line below summarized salary planning, select Fund Commitment item Funded program 3. Enter an amount in Amount-FM column. 4. Click Save. BW-BPS Manual 2013 Budget Preparation 46

52 FM Layout Tips 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, 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., , with a non-reserve funds center. If it is used, the funds may not pass to FM, Funds Management Budgeting Amounts for Fringe Benefits Data Entry/Instructions Entering Budget Amounts for Fringe Benefits 1. Select FM layout. Enter funds center if not already populated. Note: 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., ), enter that funds center not the main high level funds center (i.e., ) 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 project funds center. 2. In a blank link below summarized salary planning, select Fund Commitment item Funded program Note: For general fringe benefits budgeting purposes, the Office of Budget & Fiscal Planning suggests using commitment item BW-BPS Manual 2013 Budget Preparation 47

53 3. Enter an amount in Amount-FM column. 4. Click Save. 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 ($ and %) 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. 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). 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. BW-BPS Manual 2013 Budget Preparation 48

54 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. BW-BPS Manual 2013 Budget Preparation 49

55 Running FM Budget Reports Click Annual Budget in BW-BPS. Click Reports. Select Report Folder Select report name. Select a hierarchy (if not already selected), a funds center or a funds center node, and the fiscal year. When choosing the hierarchy during budget planning, 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 Budget Plan Funds Ctr Groups. Creating a variant will speed up the process of running reports in selecting a hierarchy, funds center, and fiscal year. Note: Users may enter selections, but please use caution prior to clicking OK. The formatting in running BW report is very specific. When BW-BPS Manual 2013 Budget Preparation 50

56 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. Compare results to salary policy. Run Proposed FM Budget Summary to compare control totals. Select variables. BW-BPS Manual 2013 Budget Preparation 51

57 Compare proposed budget to control sheet for controlling out to the general fund total. BW-BPS Manual 2013 Budget Preparation 52

58 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 BW-BPS 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 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. BW-BPS Manual 2013 Budget Preparation 53

59 Examples of Validation Reports Using Test Data Proposed Cost Validation 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. 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, note and identify the differences when this report is submitted to the Office of Budget and Fiscal Planning. 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. BW-BPS Manual 2013 Budget Preparation 54

60 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 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 check the Office of Budget and Fiscal Planning website under Operating Budget/Budget Schedules. BW-BPS Manual 2013 Budget Preparation 55

61 Tips on Running Reports Create variants. Create a variant Select the variables to save. Click Save As. Name the variant. The description field is the name that appears later. Variant names should include the following: Funds center node of BP 4009 for Business Services for a major unit BP for Civil Engineering for a department Technocal name field can be left blank. Click OK. Users have the ability to create their own variants. These variants cannot be shared amoung users or between reports. Please be sure to verfiy before saving a variant that the correct funds center is populated. Once created a variant cannot be removed. BW-BPS Manual 2013 Budget Preparation 56

62 Create PDF files of reports. Use Print Version to create a PDF Click Print Version. Adjust: Margins Page orientation Headers Footers Paper size Select OK. Export reports to Excel. Export Reports to Excel From Report Viewer window, click Export to Excel. Click Save. BW-BPS Manual 2013 Budget Preparation 57

63 Broswe to desired save location. Rename file. Click Save. BW-BPS Manual 2013 Budget Preparation 58

64 Changing Hierarchies Changing the hierarchy levels and adding or removing free characteristics in BW reports is extremely helpful in finding details of BW-BPS data. Add/Remove Free Characteristics To add: Select free characteristic fields from list. Drag and drop fields to the rows field above free characteristics. When dragging and dropping, if another field in the row is highlighted that field will be replaced with the new field selected. Otherwise, the new field will be added in the place where a line appears in the list of fields for rows or columns. Change/Add Hierarchy Level Right click desired field. Select Hierarchy. Select Expand Hierarchy. Select desired level. BW-BPS Manual 2013 Budget Preparation 59

65 Note: Users can add or change which hierarchy is displayed on available fields Right click field. Select properties. Select characteristic. Select hierarchy tab Choose hierarchy from dropdown menu to be changed or added. Changing Characteristics 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 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. BW-BPS Manual 2013 Budget Preparation 60

66 Change a Field s Data Display Right click a field s data display. Select Properties. Select Characteristic. In dialogue box, select Key Only, Text Only, or Key and Text Displayed. Changing Key Figures It may be possible to add some additional data or fields to an existing report. 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. Changing Key Figures Right click on the item Key Figures listed under columns section of report. BW-BPS Manual 2013 Budget Preparation 61

67 Select Filter. Select Filter Value. A dialog box displays the entire listed and unlisted key figure values that can or cannot be selected. Select desired Key Figures from All list. Click Add. Select Key Figures from Selections list to remove. Click Remove. Click OK. Adding/Removing Result Line If a result line does not exist on a report it could be added. Adding/Removing Result Line Right click title of column. BW-BPS Manual 2013 Budget Preparation 62

68 Select Properties. Select Characteristic. Change Display Results to Always to display line. Change Display Results to Never to remove line. Click OK. Note: 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. BW-BPS Manual 2013 Budget Preparation 63

69 FM & 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. Funds Management (FM) Module Retraction A FM retraction program is run based on funds that are predetermined 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. BW-BPS Manual 2013 FM & HR Retraction 64

70 Validate FM Retraction Data Run t-code FMEDDW (Drilldown for Budget Entry Documents) Complete the following fields: Budget Category Fiscal year Int. Budget Process Budget type Entry Document Type Funds Center Layout (optional) Click Execute icon. Compare to FM Budget Summary or FM Budget Detail report. Note: The /BPBASERECON layout subtotals the data by fund and funds center. If other subtotals were added or the data was resorted, do not save over the /BPBASERECON layout BW-BPS Manual 2013 FM & HR Retraction 65

71 Base Budget Tracking Report Validation Validate Base Budget Tracking Report Run Base Budget Tracking Report in the OnePurdue Portal (Financial systems>reports>fm-funds Mangement) Select the Variables for Funds Center (heirarchy node) and FY period. Example: Funds Center: PUR BP4009 FY period: 001/2013 Compare the Original Budget column to FM Budget Summary or FM Budget-Detail report Note: Base Budget Tracking report only shows fund , , and CUL can only be validated on this report, and not in the FM module of SAP BW-BPS Manual 2013 FM & HR Retraction 66

72 HR Retraction 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. 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 Admin Adj (AA) Status/Action HR PA form required? What data retracts in HR Retraction program? AA continuing at same rate No Proposed salary, AA amount, and Prop CUL if current amounts match (base salary, CUL, & AA) AA continuing at new rate No Proposed salary, AA amount, and Prop CUL if current amounts match (base salary, CUL, & AA) Discontinue AA Yes No salary or CUL BW-BPS Manual 2013 FM & HR Retraction 67

73 Start AA Yes Proposed salary and Proposed CUL AA with Non-Recurring funding source Yes 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 * for exempt and CUL/100 * 80 for nonexempt. 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. New Administrative Adjustment is established 2. Terminate Administrative Adjustment 3. Employees with an Administrative Adjustment using non-recurring funding source 4. 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. BW-BPS Manual 2013 FM & HR Retraction 68

74 Appendices BW-BPS Manual

75 Appendix A: BP PURDUE HIERARCHY BP10 Budget Planning / Calumet BP1001 BP1000 BP1002 BP1003 BP1004 BP1005 BP1006 BP1007 BP1008 BP1009 BP1010 BP1011 BP1012 BP1013 BP1014 BP1015 BP1016 BP1017 BP1018 BP1019 BP1091 BP1093 BP1099 Other General Adminstration Advancement Student Services Administrative Services Academic Affairs Libraries Technical Resource Center University Division Schl. Liberal Arts & Social Science School of Engr, Math & Science School of Technology School of Education School of Management School of Nursing Graduate Administration Student Success Network Enrollment Management Vice Chancellor Information Services Research & Graduate Studies Fringe Benefits Student / Other Central / Other BW-BPS Manual 2013 Appendix A BP Purdue Hierarchy 70

76 BP20 Budget Planning / Fort Wayne BP2001 BP2000 BP2002 BP2003 BP2004 BP2005 BP2090 BP2093 BP2099 Chancellor General Administration Financial Affairs Student Affairs Academic Affairs Enrollment Management Staff Benefits Student Loans Central Other BP30 Budget Planning / North Central BP3000 BP3001 BP3002 BP3003 BP3004 BP3090 BP3091 BP3093 BP3099 General Administration Chancellor Development Vice Chancellor Administration Vice Chancellor Academic Services Staff Benefits General University Student Loans Central - Other BW-BPS Manual 2013 Appendix A BP Purdue Hierarchy 71

77 BP40 Budget Planning / West Lafayette BP4000 BP4001 BP4002 BP4003 BP4004 BP4005 BP4006 BP4007 BP4008 BP4009 BP4010 BP4011 BP4012 BP4013 BP4014 BP4015 BP4016 BP4017 BP4018 BP4019 BP4019SWT BP4020 BP4021 BP4022 General Administration President Provost Treasurer 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 BW-BPS Manual 2013 Appendix A BP Purdue Hierarchy 72

78 BP4023 BP4024 BP4025 BP4026 BP4027 BP4028 BP4029 BP4030 BP4031 BP4032 BP4033 BP4034 BP4035 BP4036 BP4037 BP4038 BP4039 BP4040 BP4041 BP4090 BP4092 BP4093 BP4099 Graduate School Libraries Engagement Purdue Extended Campus Discovery Park OnePurdue Intercollegiate Athletics Housing & Food Services 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 BW-BPS Manual 2013 Appendix A BP Purdue Hierarchy 73

79 Appendix B: Cross Reference for Employee Group/Commitment Item/Budget Group Code Employee Group/Commitment Item/Budget Group Code/Budget Staff Group Mapping Count Employee Groups - HR Commitment Items - FM Budget Group Codes - BWBPS & FMBB Budgeted Staff Group - BWBPS 1 A = Admin/Professional Assts (30A/60A) Tenure & Tenure Track Faculty (E) (2001) 2001 = Tenure & Tenure Track Faculty 2 B = Clerical Clinical/Professional, Research and Non-tenured Faculty (C) (2002) 2002 = Clinical/Professional, Research and Non-tenured Faculty Budgeted by Name (Salary Policy) 3 C = Clinical, Research, Non-Tenured Faculty Visiting Faculty / Emeritus Faculty (Y) (2003) 2003 = Visiting Faculty / Emeritus Faculty Faculty 4 D = Continuing Lecturer Post Docs, Interns & Residents (S) (2004) 2004 = Post Docs, Interns & Residents A/P & Continuing Lecturers 5 E = Faculty Tenure/Tenure Track Continuing Lecturers (D) (2005) 2005 = Continuing Lecturers Clerical 6 F = Fellowship Post Doctural Limited-Term Lecturers (K) (2006) 2006 = Limited- Term Lecturers Service 7 G = Fellowship Pre Doctural/Other A/P (A,I,L,M,O,R) (2007) 2007 = A/P 8 H = Fire Clerical (B) (2008) 2008 = Clerical Budgeted by Total $ & CUL 9 I = Police/Fire Mgmt Service (H,Q,U) (2009) 2009 = Service Limited-Term Lecturers 10 J = Graduate Student Graduate Staff (J) (2010) 2010 = Graduate Staff Graduate Students 11 K = Limited Term Lecturer Fellowships (F,G) (2011) 2011 = Fellowships 12 L = Mgmt/Professional (20A/50A) Residence Hall Counselors (T) (2012) 2012 = Residence Hall Counselors Budgeted by Total $ 13 M = Non Exempt Professional (Grandfathered 30A/60A) Wages (V,W,X) (2013) 2013 = Wages Student 14 N = Non-Pay* Summer Session (2014) 2014 = Summer Session Fellowships 15 O = Operations Assistant (Grandfathered 40A/70A) Salary & Wage Reserve (2015) (Budget Only) 2015 = Salary & Wage Reserve Residence Hall Counselors 16 P = Wages - OT & Special Pay 17 Q = Police Summer Session 18 R = Police/Fire Admin Salary & Wage Reserves 19 S = Post Docs/Interns/Resident NOTE: In BW-BPS, commitment items are deirived from Budget Group Code. NOTE: Budget Group Codes are assigned based on job. 20 T = Residence Hall Counselors 21 U = Service 22 V = Student 23 W = Temporary A/P 24 X = Temporary Clerical / Service 25 Y = Visiting Faculty / Emeritus Faculty * 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 BW-BPS Manual 2013 Appendix B Cross Reference for Employee Group/Commitment Item/Budget Group Code 74

80 Appendix C: Exclusion Reason Code Definitions 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. New to Position 2. Termination Expected 3. Specific contract period 4. Part-time employee (< CUL) 5. Leave of Absence 6. Raise to be determined by senior management 7. Raise given outside annual budget 8. Other 9. 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 Abbrev Definition Definition Z1 9 Ex FY 9 month Exempt Fiscal Year Z2 10 Ex 10 month Exempt Fiscal Year Z3 11 Ex 11 month Exempt Fiscal Year Z4 12 Ex 12 month Exempt Fiscal Year Z5 9 NE 9 month Non-Exempt Fiscal Year Z6 10 NE 10 month Non-Exempt Fiscal Year Z7 11 NE 11 month Non-Exempt Fiscal Year Z8 12 NE 12 month Non-Exempt Fiscal Year ZZ 9 Ex AY 9 month Exempt Academic Year BW-BPS Manual 2013 Appendix C Exclusion Reason Code Definitions 75

81 Appendix D: Shift Differentials 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 non-exempt 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 $ Per Hour Shift Amount 01 Normal hours (all campuses).00 Shift Amount 02 If 4 or more hours are regularly scheduled between 4 p.m. and midnight. North Central.30 Calumet.25 Fort Wayne.20 West Lafayette.45 Shift Amount 03 If 4 or more hours are regularly scheduled between midnight and 8 a.m. North Central.50 Calumet.50 Fort Wayne.30 West Lafayette.45 Shift Amount F1 West Lafayette First Responder.20 Shift Amount D1, D2 West Lafayette Housing & Food Services Purdue Memorial Union Only BW-BPS Manual 2013 Appendix D Shift Differentials 76

82 Appendix E: Restricted Budget Commitments 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 Commitment Item Name Commitment Item Description Allowable Area Health Svc Subsidy Health Services Subsidy Student Services Rec Sports Subsidy Recreational Sports Subsidy Student Services Convos/Lect Subsidy Convocations And Lecturers Subsidy Student Services Stdt Union Subsidy Student Union Subsidy HFS Purdue Reserve One Purdue Reserve EVPT Cost Sharing Res Cost Sharing Reserve Central Office Debt Svc- St Bds Res Debt Service - Short Term Bonds Reserve Central Office only for Gen Funds Debt Svc- Lt Bds Res Debt Service - Long Term Bonds Reserve Central Office only for Gen Funds R&R Support-Genl Fnd R&R Support - General Fund Central Office & EVPT R&&r Support - F&z R&&r Support - F&a Central Office R&R Support-R&R Fee R&S Support - R&r Fee Central Office Deferrd Repr-R&R Fee Deferred Repair - R&R Fee Central Office Distinquished Prof Distinq Prof Res Provost Research Incentive Research Incentive Provost Res Lib Comp-Sys Rep Res Lib Comp-Sys Rpl EVPT Res Adm Comp-Sys Rep Res Adm Comp - Sys Rep EVPT Enrollment Mgmt Res Enrollment Mgmt Res Provost Spon Prog Support Sponosored Program Support Provost Fac Scholars Recog Faculty Scholars Recognition Provost Strat Plan Faculty Strategic Planning Faculty Provost Special Programs Res Special Programs Reserve Provost Diversity & Bridge Diversity & Bridge Provost Experiential Learn Experiential Learning Provost National Acad Hires National Acad Hires Provost BW-BPS Manual 2013 Appendix E Restricted Budget Commitment Items 77

83 Commitment Item Commitment Item Name Commitment Item Description Allowable Area Fuel Utilities & Ins Fuel Utilities & Insurance Physical Facilities Environmt Unavoidabl Environmental Unavoidables Physical Facilities Campus Transp Campus Transportation Physical Facilities Energy Savings Debt Energy Savings Debt Central Office Series H Turbine Dbt Series H Turbine Debt Central Office Prop & Liability Ins Property & Liability Insurance Central Office Fee Remission - S&E Fee Remissions - S&E Central Office Minority Mstr Felsp Minority Masters Fellowships Central Office General Fund Felsp General Funded Scholarships Student Services Undgrad Admiss Appl Undergrad Admissions Applications Student Services Grad Admiss Appl Grad Admissions Applications Student Services Admss Appl Cr Cd Fee Admission Appl Credit Card Fees Student Services Rec Fac Addn Debt Rec Facility Addition Debt Central Office Property Rentals Property Rentals Central Office Central Legal Fee Central Legal Fees Provost Fee Remissions S&W Fee Remissions - S&W Central Office Pres Capt S&E President's Capital & S&E President Pres Contingency President's Contingency President Pres Spec Allocation President's Special Allocations President Pres Resch Initative President's Research Initative President Pres - Nr Capital President's Reserve for NR Capital President Evpt Spec Repr/Altr EVPT Special Repair & Alterations EVPT Evpt Capt/ S & E EVPT Capital/Supply & Expense Reserve EVPT Evpt Technology EVPT Technology Reserve EVPT Evpt Intrnship Prgm EVPT Internship Program VPBS Prov Fac Startup Provost Faculty Startup Provost BW-BPS Manual 2013 Appendix E Restricted Budget Commitment Items 78

84 Commitment Item Commitment Item Name Commitment Item Description Allowable Area Prov Equip Replc Provost Equipment Replacement Provost Prov Capt / S & E Provost Capital/Supply & Expense Reserve Provost Prov Pur Centers Provost Purdue Centers Provost Prov Acad Investm Provost Academic Investments Provost Prov Resch Investm Provost Research Investments Provost Reinvestment Prgrm Reinvestment Program Provost Salary / Wip Salary Expense for WIP Physical Facilities EVPT Contingency EVPT Contingency EVPT EVPT Tree Reserve EVPT Tree Reserve EVPT EVPT Pan Flu Reserve EVPT Pan Flu Res EVPT Prvst Diversity Intv Provost Diversity Initiatives Provost Cntl Alum mbrs dues Central Alumni Relations Membership Dues Central Office Benefits Reserve Benefits Reserve Central Office Strategic Plan Int Strategic Plan Initiatives President Provost OneP PGL-ESA Provost OnePurdue Post Go Live ESA Provost Provost Leading Facu Provost Leading Faculty Reserve Provost Prog-Student Orgs Programming for Student Organizations Central Office ARRA Reserve ARRA Reserve Central Office ME Gatewood Wing ME Gatewood Wing Debt Central Office Sustainability Resv Sustainability Reserve Central Office for Gen Funds Under-Rep Fac Pgrm Under-Represented Faculty Program Reserv Provost Trimester/Summer Exp Trimester/Summer Expansion Central Office Engineering Rt Size Engineering Rightsize Central Office R&R & Energy Infrast R&R and Energy Infrastructure Funding Central Office PRF Annual Services PRF Annual Services Central Office CEMP Comprehensive Energy Master Plan Central Office BW-BPS Manual 2013 Appendix E Restricted Budget Commitment Items 79

85 Commitment Item Commitment Item Name Commitment Item Description Allowable Area Staff Fee Remits Staff Fee Remits Central Office Other Fee Remit Other Fee Remit Central Office Grad Staff Remits Grad Staff Remits Central Office Fee Remit Recovery Fee Remit Recovery Central Office Remits Granted Remits Granted Central Office Remits Recovered Remits Recovered Central Office Remits Recov - Grad Remits Recovered - Grad Central Office Remits Rechgd - Reg Regional Remits Recharged Central Office Various Staff Benefits Various Staff Benefits Central Office for Gen Funds Diesel Fuel Diesel Fuel Physical Facilities Utilities Utilities Physical Facilities Coal Coal Physical Facilities Electricity Electricity Physical Facilities Gas Gas Physical Facilities Water Water Physical Facilities Sewage Disposal Sewage Disposal Physical Facilities Heating Oil Heating Oil Physical Facilities Limestone Limestone Physical Facilities LP Gas LP Gas Physical Facilities Alternative Fuels Alternative Fuels Physical Facilities Natural Gas Natural Gas Physical Facilities Stocker Coal Stocker Coal Physical Facilities CFB Coal CFB Coal Physical Facilities Various Chemicals Various Chemicals Physical Facilities Other Utilities Other Utilities Physical Facilities BW-BPS Manual 2013 Appendix E Restricted Budget Commitment Items 80

86 Appendix F: HR Retractions Checks and Validation Requirements 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 Proposed salary, AA amount, and Prop CUL if current amounts match (base salary, CUL, & AA) AA continuing at new rate No Proposed salary, AA amount, and Prop CUL if current amounts match (base salary, CUL, & AA) Discontinue AA Yes No salary or CUL Start AA Yes Proposed salary and Proposed CUL AA with Non-Recurring funding source Yes No salary or CUL BW-BPS Manual 2013Appendix F HR Retraction Checks and Validation Requirements 81

87 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? If an employee s current or proposed CUL is greater than 100% by PERNR number. If an employee s annual salary or hourly rate is outside the pay scale range at the effective date of pay change. Work hours/period amounts equals CUL/100 * for an exempt employee and CUL/100 * 80 for a non-exempt employee. BW-BPS Manual 2013Appendix F HR Retraction Checks and Validation Requirements 82

88 Appendix G: Budget Checklist 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 ? (SeeAppendix J.) BW-BPS Manual 2013 Appendix G Budget Checklist 83

89 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? 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? BW-BPS Manual 2013 Appendix G Budget Checklist 84

90 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 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? BW-BPS Manual 2013 Appendix G Budget Checklist 85

91 Appendix H: List of System Messages 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 Budget & Fiscal Planning office. System Message Proposed Distrb CUL is 1 or 0 for OPC Number &. Amount is Invalid for &. The Salary Analysis Code is not valid for Employee ID &. The Exclusion Reason Code is not valid for Employee ID &. Current or Proposed CUL is 1 or 0 for Employee ID &. CUL is greater than 100% for Employee &. No distribution exists for employee ID &. Definition 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. The amount for the number indicated is negative. Negative amounts are not allowed in the BW-BPS application. 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 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. 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. This message indicates if an employee s CUL is greater than 100%. A CUL for an employee cannot be greater than 100. The distribution for an employee has not been established. BW-BPS Manual 2013 Appendix H List of System Messages 86

92 System Message Prop Hourly Rate is less than Cur Hourly Rate for Employee ID &. Proposed Distributed CUL is not equal to Proposed CUL for Employee ID &. Proposed Hourly Rate for OPC Number & cannot be 0. Definition For non-exempt employees, the proposed hourly rate 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. The Proposed CUL has not been completely distributed for a specific employee. 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. BW-BPS Manual 2013 Appendix H List of System Messages 87

93 Appendix I: Base Budget & Control Sheet Example 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 base budget for each area will be calculated as follows: 1) 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 2 & 3 of the budget process of these Budget Instructions. When areas get all proposed information entered, they can then review their control totals in 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 ( Adjusted Budget(C)) will be calculated as follows: 1) 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. BW-BPS Manual 2013 Appendix H List of System Messages 88

94 FM-Base Budget Tracking 7.0 Funds Center Budget Budget CUL Accumulated Adjustments Accumulated Adjustments CUL Adjusted Base Adjusted CUL Commitment item (A) $ $ (B) $ Budget Planning / West Lafayette PUR BP40 Budget Plan - Base Budget Commitment Itm PUR 13,576, , , (863.00) 13,858, , BPBASE_CI Budget Planning / West Lafayette PUR BP40 Tenure & Tenure Track Faculty PUR BP001A 7,746, , , ,510, , Budget Planning / West Lafayette PUR BP40 Clinical/Professional/Research/N-Tenure PUR BP001B Budget Planning / West Lafayette PUR BP40 Post Docs, Interns & Residents PUR BP001D Budget Planning / West Lafayette PUR BP40 Continuing Lecturers PUR BP002A 173, , Budget Planning / West Lafayette PUR BP40 Limited Term Lecturers PUR BP002B 49, , Budget Planning / West Lafayette PUR BP40 Administrative / Professional PUR BP003A 1,646, , , ,693, , Budget Planning / West Lafayette PUR BP40 Clerical PUR BP004A 838, , (24,285.00) (63.00) 814, , Budget Planning / West Lafayette PUR BP40 Service PUR BP005A 28, , Budget Planning / West Lafayette PUR BP40 Graduate Staff PUR BP006A 1,634, , , ,658, , Budget Planning / West Lafayette PUR BP40 Fellowship PUR BP006B Budget Planning / West Lafayette PUR BP40 Wages PUR BP007A 248, (43,056.00) , Budget Planning / West Lafayette PUR BP40 Summer Session PUR BP008A Budget Planning / West Lafayette PUR BP40 Salary & Wage Reserve PUR BP009A Budget Planning / West Lafayette PUR BP40 Employee Benefits (no inflation) PUR BP010A Budget Planning / West Lafayette PUR BP40 Exempt S & E (no inflation) PUR BP011A Budget Planning / West Lafayette PUR BP40 Special Index S & E PUR BP012A Budget Planning / West Lafayette PUR BP40 Supplies & Expenses PUR BP013A 425, , , Budget Planning / West Lafayette PUR BP40 Reserves PUR BP014A 783, , (510,701.00) (1,000.00) 273, BW-BPS Manual 2013 Appendix H List of System Messages 89

95 BUDGET CONTROL SHEET College/Major Unit Section I: Control Totals a) Budget as Printed $ 8,082,240 (A) b) Recurring Adjustments 281,970 c) Base Adjustments (See Attached) 0 d) Base Reduction Base $ 8,364,210 (B) Section II: Additional Funds a) Amounts for Salary Increase and inflation: 1) Faculty Increase excluding Dean $ 255,306 2) Continuing Lecturer Increase 5,211 3) Limited Term Lecturer Increase 1,499 4) Administrative and Professional Increase 58,985 5) Clerical Increase 24,424 6) Service Increase 869 7) Graduate Staff and Fellowship Increase 49,756 8) Wages Increase 6,170 9) Inflation on Capital, Supplies, and Expense 9,024 10) Inflation on Special Index S&E 0 b) Academic Promotions 0 c) Other (See Attached) 0 Total Additional Funds $ 411, Budget (Section I + II) $ 8,775,454 Section III: Adjustments, if any a) Program Allocation $ 150,000 b) 0 c) 0 d) 0 e) 0 f) 0 g) 0 h) 0 i) 0 j) 0 k) 0 l) 0 m) 0 n) 0 o) 0 Total Adjustments $ 150, Adjusted Budget (Section I + II + III) $ 8,925,454 (C) Notes: BW-BPS Manual 2013 Appendix H List of System Messages 90

96 Proposed FM Budget Detail Report Proposed FM Budget Summary Report BW-BPS Manual 2013 Appendix H List of System Messages 91

97 Appendix J: Budget Recovery Recovery funds are defined in our BW-BPS application as any budget entry using Fund X where the X has a value of 1-5. Descriptions of the funds are as follows: Paid from nonrecurring resources Paid by another area Physical Facilities Recovery Concurrent Appointments* Paid by another area* Recovery funds may be used for the following: *CUL is not reported 1. Recurring positions budgeted in one unit but paid by another unit (A) 2. Non-recurring positions budgeted in one unit but paid by another unit (A) 3. Positions authorized but held by Provost for Strategic Plan and Other Hires (B) 4. Recurring positions paid from non-recurring funds within a unit (carry forward funds, etc.) (C) 5. Non-recurring positions paid from non-recurring funds within a unit (C) 6. Physical Facilities operations and maintenance, grounds, water works, and repair accounts budgeted in one department but paid through recharges by other units. (D) 7. Positions funded by outside agencies (E) 8. 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 should be used for these situations. The unit who holds the budget dollars will budget a line on the OPC Layout under OPC item BW-BPS Manual 2013 Appendix J Budget Recovery 92

98 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) The positions authorized but held by the Provost for Strategic Plan and Other Hires should be budgeted as a vacancy on the Fund The Provost Office holds 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 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 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 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 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: BW-BPS Manual 2013 Appendix J Budget Recovery 93

99 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 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 will not be reported it the Proposed CUL Table 1A and Proposed CUL Table 1B reports. Example of Budgeting a Merged Concurrent Appointment CUL CUL Budgeted on the OPC Layout as a Concurrent Appt (CA) Budgeted as a Regular, Named Professor Annual Salary 50,000 Annual Salary 100,000 Budget Distribution CUL $ Fund Budget Distribution CUL $ Fund , , , , XXXX , G. Please note for the use of budget recovery Fund : 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 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. BW-BPS Manual 2013 Appendix J Budget Recovery 94

100 Layout Screen on the BW-BPS application Appendix K: BW-BPS Terms 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 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 data is entered in the top section. BW-BPS Manual 2013 Appendix K BW-BPS Terms 95

101 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 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 BW-BPS Manual 2013 Appendix K BW-BPS Terms 96

102 Appendix L: Report Description Listing Report Name Description Hidden Key Figures Report Criteria Average Salary Increases Lists staff by budget staff rank to validate it is within tolerance of the specified salary policy None Only includes those with an Incl SA code equal to 1. Average Salary Increases - Minority Lists staff by budget staff rank and minority status to validate it is within tolerance of the specified salary policy None Only Includes those with an Incl SA code equal to 1. Average Salary Increases - Gender Lists staff by budget staff rank to validate it is within tolerance of the specified salary policy None Only Includes those with an Incl SA code equal to 1. Salary Listing - Proposed Increases - All Staff Lists all staff by budget staff rank including name, funds center, and include in salary analysis code Current Hourly Rate, Current Annual Salary, Current CUL, Proposed Hourly Rate, Proposed Annual Salary/Funds Center hierarchy not active None Salary Listing - Proposed EMME Increases 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 None Reports only those who have received an amount in the EMME or SPEMME field Salary Listing By Total Increase Percent Lists all staff by budget staff rank including name and funds center for the specified range of percentage increase None Reports only those staff within the specified percentage increase range the report selection criteria identified. Salary Listing By Total Increase Zero Percent Lists all staff by budget staff rank including name and funds center for an increase of zero value None Reports only those staff with a total salary increase that equals zero. Salary Listing - Include in Salary Analysis = No Lists all staff by budget staff rank including name, funds center, and exclusion reason. None Only Includes those with an Incl SA code equal to 2. BW-BPS Manual 2013 Appendix L Report Description Listing 97

103 Report Name Description Hidden Key Figures Report Criteria Salary Listing - Administrative Adjustments Lists all staff by budget staff rank where an administrative adjustment was budgeted in the BW-BPS system None Reports only staff that have a proposed budgeted administrative adjustment. Distribution of Salary Increases Lists counts of employee increases by budget group code in 5 percent increase categories. None. Only Includes those with an Incl SA code equal to 1. Proposed CUL Analysis Table 1A Lists by budget group code and fund hierarchy comparing the proposed distributed CUL for the two fiscal years. None Includes named employees and OPC items, but does not include any CUL budgeted on fund or 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 Includes named employees and OPC items, but does not include any CUL budgeted on fund or 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 Includes named employees and OPC items, but does not include any CUL budgeted on fund or 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 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 % None Other Personnel Costs 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. None List only OPC items budgeted on the OPC layout. BW-BPS Manual 2013 Appendix L Report Description Listing 98

104 Report Name Description Hidden Key Figures Report Criteria Other Personnel Costs Table 4 Lists by fund VAC 01 VAC 50 OPC items budgeted with Faculty, A/P, and Cont Lect Budget Group Code. Lists only OPC Vacancies for Faculty, A/P, and Cont Lecturers. Non-Recurring Personnel Costs Lists all budgeted staff distributed on a recovery fund by name or OPC number by receiving funds center. Proposed Distributed Annual Salary Lists only those distributed to a budget recovery fund (begins with 9901XXXX). Salary Increase Cash Cost 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. None None Control Totals - GF, Fed, State Fund Expenditures Lists General, Federal Appropriated, and State Line Funds for CUL and Total Amounts. None This report assists Ag, Vet, and CFS colleges in summarizing and controlling the General, Federal Appropriated, and State Line Funds. 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 None BW-BPS Manual 2013 Appendix L Report Description Listing 99

105 Report Name Description Hidden Key Figures Report Criteria 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. None None Consolidated Budget Report 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. OPC Proposed Dist Amount, Prop AA Annual Sal, Proposed Shift Diff Amount, Total Proposed Costs + OPC Costs, Amount Sal Plan, and Amount FM. None Exempt Layout Lists all employees as they would appear on the Exempt Layout. This would include any current data entry. Funds Center hierarchy not active None Non-Exempt Layout Lists all employees as they would appear on the Non- Exempt Layout. This would include any current data entry. Funds Center hierarchy not active None HR Extraction Validation 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. Current Hourly Rate None Analysis/Exclusion Codes not Valid List all employees by funds center that have an invalid combination of include in salary analysis code and exclusion reason code. Funds Center hierarchy not active Only lists those employees that have an invalid Incl SA and Excl Reason combination. BW-BPS Manual 2013 Appendix L Report Description Listing 100

106 Report Name Description Hidden Key Figures Report Criteria Analysis/Exclusion Codes not Valid - PDOC, INT, RES 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. Funds Center hierarchy not active Only lists those that have an invalid Incl SA and Excl Reason combination. Negative Amounts in Salary Planning Lists by funds center any budgeted items that contain a negative amount or CUL in Salary Planning. Funds Center hierarchy not active Only lists items with a negative in Salary Planning. Prop & Cur CUL (0, 1, or GT 100) Lists by employee, if the current or proposed CUL is zero, one, or greater than This report does not include OPC items, only named budget lines. Funds Center hierarchy not active Only those who have a current or proposed CUL of 0, 1.00, or greater than Prop Dist CUL not equal Prop CUL Lists by employee if the proposed CUL does not equal the proposed distributed CUL. It also includes the difference between the two values. None Only those employees where the proposed CUL does not equal proposed distributed CUL. Invalid Amounts in FM Budget Lists by fund, funds center, commitment item, and funded program any amounts or CUL that are negative in Funds Management (FM). Funds Center hierarchy not active Only negative amounts and CUL in Funds Management (FM). Proposed Costs Validation Lists by funds center node all proposed amounts in salary planning and FM. None Lists only amounts. Proposed CUL Validation Lists by funds center node all proposed CUL totals in salary planning and FM. None Lists only CUL. BW-BPS Manual 2013 Appendix L Report Description Listing 101

107 Appendix M: Practice List for BW-BPS 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. Exercise Give an average salary increase of 5% for faculty, administrative/professional and clerical/service. Reference Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Exempt/Non-Exempt/Administrative Adjustment Layouts, Monthly Paid Staff (Exempt Layout) Hourly Paid Staff (Non-Exempt Layout) Increase Supplies and Expenses 4%. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions for S&E Items Terminate a Non-Exempt employee and create a vacancy for the position. Budget Preparation Step 3 Enter Proposed Data Guidelines for Budgeting, Clerical and Service Terminate an Exempt employee and create a vacancy for the position. Budget Preparation Step 3 Enter Proposed Data Guidelines for Budgeting New Faculty and Administrative/Professional Staff Add a clerical vacancy. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Steps for Budgeting All Vacancies BW-BPS Manual 2013 Appendix M Practice List for BW-BPS 102

108 Exercise Add an Administrative vacancy Reference Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Steps for Budgeting All Vacancies Reduce a current 100% clerical position to 50% CUL. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instruction 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 Budget Preparation Step 3 Enter Proposed Data Administrative Adjustments Change a current salary on a non-exempt position. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions 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 Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Fields within the Exempt/Non- Exempt/Administrative Adjustment Layouts, Changing Current Base Annual Salary and Current CUL BW-BPS Manual 2013 Appendix M Practice List for BW-BPS 103

109 Exercise Distribute all employees to one fund, funds center, and funded program. Reference Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Salary Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout Distribute some employees to another fund, funds center, and funded program, and then change the previously distributed CUL to equal the total proposed CUL. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Salary Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout Change the fund distribution on an employee and then change it back. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Salary Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout Change the fund distribution on several other employees. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Salary Distribution Layout, Entering Fund Distribution on the Salary Distribution Layout Add a Graduate Staff OPC item. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions, Graduate Staff BW-BPS Manual 2013 Appendix M Practice List for BW-BPS 104

110 Exercise Enter an invalid Include in Salary Analysis Code and Exclusion Reason Code. (Should receive an error message.) Reference Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions, B. Fields within the Exempt/Non-Exempt/Administrative Adjustment Layouts, Include in Salary Analysis (Incl SA) Budget S&E on four funds in the FM Layout. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions for S&E items Add an amount for capital reserve or contingency reserve in the FM Layout. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions for S&E items 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 Add a Summer Session OPC item. Appendix J (Budget Recovery) Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions for Other OPC Items, Summer Session Add a Fellowship Supplement OPC item. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions for Other OPC Items, Fellowship Supplements Add Limited-Term Lecturer Line OPC item. Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions, Limited-Term Lecturer BW-BPS Manual 2013 Appendix M Practice List for BW-BPS 105

111 Exercise 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. 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. Reference Budget Preparation Step 4) Verify Control Totals ($ & %) 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. Run the listed warning and error reports. 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, Data Entry/Instructions 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). Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions 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). Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Exempt/Non-Exempt/Administrative Adjustment Layouts, Monthly Paid Staff (Exempt Layout) BW-BPS Manual 2013 Appendix M Practice List for BW-BPS 106

112 Exercise Delete the distribution for one employee and hit the check distribution button on the Salary Distribution Layout (you should receive an error). Reference Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions 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). Budget Preparation Step 3 Enter Proposed Data Data Entry/Instructions Exempt/Non-Exempt/Administrative Adjustment Layouts, Monthly Paid Staff (Exempt Layout) BW-BPS Manual 2013 Appendix M Practice List for BW-BPS 107