he budget setup - ndus cts | north dakota university...

HRM and Financial Systems

Budget Module

May 2013

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Contents

HE Budget Setup.................................................................................................................3Budget Setup................................................................................................................................................................................. 4HR Budget Setup......................................................................................................................................................................... 5Setup for Campus/Gen Increase..........................................................................................................................................6Estimates by Fund Group........................................................................................................................................................8

Schedule 2 Grant Module Setup (MISU, NDSU, and UND only)..................................................................9

FIN Budget Targets...........................................................................................................10FIN Target Budget Entry.......................................................................................................................................................10Modify Targets.......................................................................................................................................................................... 11Newly Updated rows.............................................................................................................................................................. 12Department Reconciliation Grid........................................................................................................................................13

Add a new budget (funding source)...............................................................................14

Mass Change Department ID...........................................................................................15

Approve Scenario..............................................................................................................16Target Reconciliation............................................................................................................................................................. 17

Authorize Targets (Decentralized Budgeting Only).....................................................19

Reauthorize Targets (Decentralized Budgeting Only).................................................20

Manual Approvals.............................................................................................................21Budget Journals.........................................................................................................................................................................21Department Budget Table....................................................................................................................................................22Job Data........................................................................................................................................................................................ 22

HE HR Budget Entry by Position....................................................................................23HE HR Budget by Department............................................................................................................................................25HE HR Budget by Campus....................................................................................................................................................27HE HR Budget by Combo Code...........................................................................................................................................28HE HR DBT Fund Search/Update......................................................................................................................................29HE HR Fin Reconcilement.................................................................................................................................................... 30Finalize Budget..........................................................................................................................................................................31

Department Budget Proposals........................................................................................32Newly Updated rows.............................................................................................................................................................. 33

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HE Budget SetupHE Budget Setup provides campuses various setup options for the annual budget process. The HE Budget Setup is setup one year in advance. For example, FY15 budget setup is setup on 7/1/13. This is to ensure the FY14 budget auto approvals are in place at the start of FY14.

HRMS Navigation: ND HE Applications > Budgeting > HE Budget Setup

Set ID: Enter the business unit.

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Budget Setup

The Set ID defaults.

Effective Date: A new effective dated row is needed each fiscal year. A row for the new fiscal year must be setup prior to finalilizing the current annual budget cycle. For example: Add a row dated 07/01/2013 prior to finalizing FY14.

Auto Approve Stop Date: Until this date, budget journals, job data and department budget table updates marked as Permanent Budget will auto approve and flow to the budget module. After this date users will need to manually approve the budget journals, job data and department budget table updates.

FIN Setup Options:

How is the Annual budget prepared? Centralized: The HE FIN department budget pages will not be utilized. Decentralized: The HE FIN department budget pages will be utilized.

Allow edit of Adjustment Type on Dept Entry Page? Yes: Department users will have the ability to update the Adjustment type field. No: Department users will not have the ability to update the Adjustment type field.

Allow Fringe Benefits to be edited? Yes: Department users will be able to update the Fringe Benefit budget amounts. No: Department users will not be able to update the Fringe Benefit budget amounts.

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HR Budget Setup

The Effective Date and the Auto Approve Stop Date default from the Budget Setup tab.

Job data must match Dept Budget data? Yes: Job data must match Dept Budget data. No: Job data does not have to match Dept Budget data.

Ded/Tax/Allow editable by Dept Yes: Allows the decentalized department user to edit the Deduction and Tax Override flags and the Allow Overspend flag. No: The Deduction and Tax Overide and Allow Overspend flags will not be visable to the department user, thus not allowing them to be edited.

Update Fin Targets with Approved HR Budgets: Select this button to update salary budget amounts on the HE FIN Target Entry page. Note: For a decentralized campus, a message box will appear upon selecting the Update Fin Targets with Approved HR Budgets. The message is: “Please remember to reauthorize the departments with the updated Fin targets.” Refer to the Reauthorize Targets section for more information on reauthorizing targets.

NOTE: Another message may appear when selecting the Update Fin Targets with Approved HR Budgets. This message is to inform the user of targets that were not sent over to Fin from HR. This is a result of the target missing in Fin. To resolve the issue the target needs to be setup in Fin. When that is complete select the Update Fin Targets with Approved HR Buttons again. This button can be seleced iteratively until all targets are sent to Fin. Here is an example of the screenshot:

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Setup for Campus/Gen Increase

Effective Date: This is the effective date from the Budget Setup tab. This is informational only on this tab.

Increase/Decrease %: Percent of the Campus/General increase at the Campus level. This is not the Legislative required increase/decrease. That is entered on a different page by System Office staff.

Increase/Decrease $: Amount of the Campus/General increase at the Campus level. This is not the Legislative required increase/decrease. That is entered on a different page by System Office staff.

Minimum $: Minimum dollar amount an employee should receive. This is not the Legislative required increase/decrease. That is entered on a different page by System Office staff.

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Maximum $: Maximum dollar amount an employee should receive. This is not the Legislative required increase/decrease. That is entered on a different page by System Office staff.

Set all Camp/Gen to Zero: This button allows campuses to reset the campus increase. Remove data from all fields and then push the Set all Camp/Gen to Zero button, then Save. A new amount or percent can then be entered.

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Estimates by Fund GroupThe budget estimates are used in the reconciliation process.

HRMS Navigation: ND HE Applications > Budgeting > HE Budget Setup > Estimates by Fund Group

Estimated Revenue: Enter the estimated revenue amount for each fund subgroup.

Estimated Expenses: Enter the estimated expense amount for each fund subgroup.Note: The GRANTS Fund subgroup will not display for MISU, NDSU and UND.

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Schedule 2 Grant Module Setup (MISU, NDSU, and UND only) Enter the estimated Grant Module expenditures; these amounts will be used in Schedule 2. Total budget will flow to column 1 and Adjusted Base Budget will flow to column 2.

Restricted Revenue: Enter the estimated restricted revenue amount for the grant funds.

Salaries and Benefits: Enter the estimated Salary and Benefit amount for the grant funds.

Operating Expenses: Enter the estimated Operating Expense amount for the grant funds.

Other Including Cost of Goods Sold, Scholarships: Enter the estimated Other Including Cost of Goods Sold, Scholarship amount for the grant funds.

Equipment expense: Enter the estimated Equipment amount for the grant funds.

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FIN Budget TargetsThe Budget target page is used to create targets for the annual budget. The target budget page creates a unique scenario id; this scenario id is used to make the necessary adjustments to the current year base budget. A scenario can be thought of as a “what if” analysis.

HRMS Navigation: ND HE Applications > Budgeting > FIN Target Budget Entry

FIN Target Budget Entry

Business Unit: Enter a Business Unit.

The Business Unit, Budget Period, Scenario ID, Last Update Date/Time, and Last Update User ID default.

Description: Enter a brief description to identify the Target/Scenario, examples include: 2% across the board, No increase.

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Modify TargetsHRMS Navigation: ND HE Applications > Budgeting > FIN Target Budget Entry > Modify Targets page

The Business Unit, Budget Period, and Scenario ID default.

Users can filter the search results using different options. Leaving a field blank retrieves all budget rows with values for that field that fit other search criteria.

Dept ID From and To: Filters the search results to a specific range of departments. To select a specific Dept ID, enter the Dept ID in the From field.

Fund From and To: Filters the search results to a specific fund range. To select a specific Fund, enter the Fund in the From field.

Project: Filters the search results to the specified project id.

Account: Filters the search results to the specified budget account code.

Salaries: Displays salary account codes, 511000-515000, 517000.

Fringe Benefits: Displays the fringe benefit account code, 516000.

Operating: Displays operating budget account codes, 521000-661000.

Equipment/Other: Displays equipment/other account codes, 671000-730002.

Revenue: Displays revenue account codes, 400000-499999.

Hide Zero Dollar Budget Rows: Hides the zero dollar budget rows in the search results.

New Updated Rows (Highlighted): Displays Budget rows with updates from new or updated budget journals.

Inactive Chartfield Rows: Displays rows with inactive charfields or projects whose end dates have passed.

Search: Displays the results matching the specified criteria.

Clear: Clears the search criteria.

Across the Board % change: Enter a value to apply to all rows in the search results. Enter “0“ to clear current target calculations. To zero out a budget enter “-100.00.” The Apply button applies the % change to the Target Amt and Change Pct fields in the displayed results.

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The Dept ID, Fund, Project, Account, and budget Ledger Group fields display in the search results.

: Lookup to view the chartfield descriptions.

: Indicates a chartfield is inactive or the project end date has passed. Click the Lookup to view the inactive chartfield. The chartfields with the inactive icon will not pass to the FIN Dept Budget Entry page or create budget journals. To budget for these chartfields, they will need to be updated to an active chartfield or the project end dates updated to 07/01/XXXX of the new budget year.

SeqNo:Used to identify multiple rows with the same chartfield values.

Base Budget Amt: The current year budget amounts flagged as permanent budget amounts.

Target Amt: The sum of Base Budget Amt and Change Amt fields. This target amount will be available for departmental budgeting.

Change Amt: Displays the difference in the Base Budget and Target Amt fields when an Across the Board % is entered, this field can be overridden or entered manually.

Change Pct: Displays the percent change in the Base Budget Amt and Target Amt fields. This field defaults from the Across the Board % and can be overridden or entered manually.

Not Budgeted: Indicates a chartfield combination will not be budgeted. The Target Amt field will be zeroed out.

Adjustment Type: Indicates if the budget line is permanent or temporary for the following year budget cycle. Permanent budget rolls forward budget amounts in the budget module. Temporary Budget will not roll forward budget amounts in the budget module.

Comments: Optional field, users can enter comments as desired.

Reason Code: Used for additional tracking. The default is “A” - annual budget adjustment.

Description: Displays the Reason Code Description.

Newly Updated rowsBudget rows with updates from new or updated budget journals display in gold.

Comments: Indicates the Base Amount Changed and the date of the change. Users will need to update the row and save changes before the gold no longer displays.

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Department Reconciliation GridThe department reconciliation grid displays the total revenue and expense. The totals are updated when the page is saved. If the Dept ID is not one of the search criteria, the department field is treated like a wild card and the Department Reconciliation grid returns all funds. If one or more Dept ID’s are selected, the Department Reconciliation will only return the totals for funds/projects in the department(s).

The Account Type, Dept ID, Fund, and Project fields display in the search results.

Base Budget Amt: The sum of current year budget amounts flagged as permanent budget amounts. Revenue and Expense totals are displayed on separate rows.

Target Amt: The sum of Base Budget Amt and Change Amt fields. This target amount will be available for departmental budgeting. Revenue and Expense totals are displayed on separate rows.

Variance: Displays the difference in the Base Budget Amount and Target Amt fields.

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Add a new budget (funding source)HRMS Navigation: ND HE Applications > Budgeting > FIN Target Budget Entry

“+”: Use to add an additional row.

Ledger Group: Review/Update the Ledger Group.

Account: Enter the budget Account Code.

DeptId: Enter the Dept ID.

Project: Enter the Project ID (project ledgers only).

Change Amt: Enter the Change Amt.





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Mass Change Department IDThe Mass change department id allows users to update the department id on multiple funding sources at once. The Enter new Dept ID field only displays when one Dept ID is selected.

HRMS Navigation: ND HE Applications > Budgeting > FIN Target Budget Entry > Modify Targets

Dept ID From: Enter the existing Dept ID in the search box. Verify the results in the grid below; the new Dept ID will apply to all rows displayed.

Enter new DeptID: Enter the new Dept ID; the new Dept ID will apply to all rows displayed.

Mass Dept Change: Select to apply the new Dept ID to all the rows displayed in the grid. If an existing Dept ID has the same funds, projects, and accounts as the new Dept ID, the chartfield combinations and amounts will display on separate rows. The existing department budget data will be flagged as “Not Budgeted”

Comments: Populates with the following message “Changed Deptid from XXXX to ZZZZ.”

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Approve ScenarioThe central office “approves” the target/scenario. Once the central budget office is ready for the departmental budget process to begin, they will “authorize” the targets. This “authorization” will then allow the departments to start the budget process.

HRMS Navigation: ND HE Applications > Budgeting > HE FIN Target Budget Entry

The Business Unit, Budget Period, Scenario ID, Last Update Date/Time, and Last Update User ID default.

Approve Scenario: Select to indicate this is the scenario ID that will be used in the budget process. The central office can still make changes to the Targets. Campuses who budget decentralized will need to re-authorize to display the changes on the Department Entry page. The salary targets will display in the HR budget module. Changes made to the salary targets will display in HR “Real Time.” Incorrect targets will display in HR until corrected on the Target Entry page.

Approved Date/Time: Displays the date/time the scenario was approved.

Approved By: Displays the user who approved the scenario.

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Target Reconciliation The Reconciliation tab displays current year budget, encumbrances, actuals expenditures, revenue budgets, and remaining budgets.

HRMS Navigation: ND HE Applications > Budgeting > HE FIN Target Budget Entry > Reconciliation

The Business Unit, Budget Period, and Scenario ID default.

Show Me the Money: Select to display the current values. This page will take a few minutes to process and return data.

Fund Subgroup: The fund subgroup displays. Totals display by fund subgroup to aid in reconciling.

Fund Code: The fund chartfield displays.

Current Year Expense Budget: The current year expense budget amount from commitment control.

Current Year Expenses: The current year expense amount from commitment control.

Current Year Encumbrances: The current year encumbrance amount from commitment control.

Current Year Expense Budget Balance: The current year expense budget balance.

Estimated Expense Budget: The estimated budget from the estimated budget page displays.

New Year Expense Target Amount: Displays the current expense target amount.

New Year Expense Proposed: Displays the proposed budget. This field only displays when decentralize budgeting is selected.

New Year Proposed to Estimated Variance: Displays the variance between the new year proposed budget and the estimated budget by fund group. This field only displays when decentralize budgeting is selected.

Current Year to Target Expense Variance: Displays the variance between the current year expense budget and the target expense budget.

Current Year to Target Expense Pct: Displays the percent variance between the current year expense budget and the target expense budget.

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Current Year Revenue Budget: The current year revenue budget from commitment control.

Current Year Recognized Revenue: The current year recognized revenue amount from commitment control.

Estimated Revenue Budget: The current year revenue budget from commitment control.

Current Year Available Budget: The current year revenue budget balance.

New Year Revenue Target: Displays the revenue target amount.

New Year Revenue Proposed: Displays the proposed revenue budget. This field only displays when decentralized budgeting is selected.

New Year Proposed to Estimated Variance: Displays the variance between the new year proposed budget and the estimated budget by fund group. This field only displays when decentralized budgeting is selected.

Current Year to Target Revenue Variance: Displays the variance between the current year revenue budget and the target revenue budget.

Current Year to Target Revenue Pct: Displays the percent variance between the current year revenue budget and the target revenue budget.

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Authorize Targets (Decentralized Budgeting Only)Once the central budget office is ready for the departmental budget process to begin, they will authorize the targets. This authorization will then allow the departments to start the budget process.


The Business Unit, Budget Period, Scenario ID, Last Update Date/Time, Last Update User ID, Approve Scenario, Approved Date/Time and Approved By default.

Authorize: Click to display the targets on the Department Entry page.

Authorize Date/Time: Displays the date/time the scenario was authorized.

Authorized By: Displays the user who authorized the scenario.

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Reauthorize Targets (Decentralized Budgeting Only)The reauthorize target will display central office changes on the Department Entry pages.


The Business Unit, Budget Period, Scenario ID, Last Update Date/Time, Last Update User ID, Approve Scenario, Approved Date/Time and Approved By default.

Reauthorize: Click to display the updated targets in the Department Entry page.

Authorize Date/Time: Displays the date/time the scenario was authorized.

Authorized By: Displays the user who authorized the scenario.

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Manual ApprovalsOnce the end date on the auto approvals has passed, users will need to manually approve the FIN budget journals, Department Budget Table and Job Data for use in the budget module.

Budget JournalsHRMS Navigation: ND HE Applications > Budgeting > Manual Approval > Budget Journals

Enter optional search criteria. Leaving a field blank retrieves all rows with values for that field that fit other search criteria.

Account: Filters the search results to the specified account code.

Fund Code: Filters the search results to the specified fund code.

Department: Filters the search results to the specified department.

Project: Filters the search results to the specified project.

Search: Displays the results matching the specified criteria.

Clear: Clears the search criteria.

: Select the line(s) to approve.

Select All: Selects all rows for approval.

Save: Click to manually approve the selected lines.

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Department Budget TableThis page is used once the auto approval date is surpassed. Any data that is flowing from the DBT will be displayed here. Select the check box and click Save to approve the change and allow it to flow WBB. Each row may be individually selected or the Select All may be used. The fund code, department and project lookups will search by the chartfields in the combo code.

Job DataThis page is used once the auto approval date is surpassed. Any data that is flowing from job data will be displayed here. Select the check box and click Save to approve the change and allow it to flow WBB. Each row may be individually selected or the Select All may be used. Enter an emplid or department to search by those fields.

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HE HR Budget Entry by PositionThe HE HR Budget Entry by Position allows Job Data increases and Department Budget Table funding to be entered. The Budget Status shows employees if an employee is eligible for an increase.

Below is the data entry page. The information at the top pertaining to the employee is from the most current row from job data and if applicable, contract pay.

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Current Salary: This is from job data’s most current row.

Starting Budget Salary: This is from job data which is the sum of all rows designated as Use in Next Fiscal Year (permanent). This may differ from the current salary if the employee has any Do not use in next Fiscal Year (temporary) rows.

Current FTE: This is from job data’s most current row.

Next FY FTE: This is from job data which is the most current row designated as Use in Next Fiscal Year (permanent).

Position FTE: This is the FTE on position data’s most current row.

Eligible for Legislative Incr: Select this box if the employee is eligible for the Legislative required Increase that is entered by System Office staff. Deselect the box if the employee is not eligible. The box is checked by default.

Elig for Campus Incr: Select this box if the employee is eligible for the Campus Increase designated on the Campus/Gen Increase page. Deselect the box if the employee is not eligible. The box is checked by default.

Difference: This amount is the difference between job data and the DBT.

Total: These fields sum the amounts in the increases, percentages and in total salary.

Comment: Enter any comments as desired. If an employee receives an Other increase a comment is required before the page can be saved.

Apply to DBT: Clicking this button will update the DBT amounts for the increases entered in the Compensation Information.

Job Won’t Match DBT: Select this box to override the Budget Setup page if Yes was selected that job data must match DBT data.

View Updates: Clicking this hyperlink will show job data history and new updates will be highlighted until the page is saved after viewing the new data.

View Funding: Clicking this hyperlink will show the funding by Combo Code.

Combo Code: This is the combination code(s) that is used by this position number.

Chartfield Details: Clicking this hyperlink can be used to search for a combination code.

Earn Code: An earnings code can be entered if needed for the DBT. Example is H14 (Workstudy).

Seq Nbr: Enter the sequence number for the DBT (this is the sequence number at the combo code level).

Ded Over: Check this box if a deduction override is used.

Tax Over: Check this box if a tax override is used.

Allow Oversp: Check this box if the position should be set to Allow to Overspend.

Current FY Amt: The amount that is in the current Fiscal Year DBT.

Chg Pct: Enter a percent to increase or decrease the DBT amount for next Fiscal Year. Entering a percent will calculate the change amount.

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Change Amt: Enter an amount to increase or decrease the DBT amount for next Fiscal Year. Entering an amount will calculate the change in percent.

NFY Total: The total once the change amount or percent is entered. This amount will be used for the next Fiscal Year DBT.

Comment: This is a text box to enter comments as desired.

Fringe Group: Enter an exclusion fringe group as needed. If the exclusion fringe group is entered a redirect account code is required.

Redirect Account Code: Enter a redirect account code if the exclusion fringe group is selected.

Total DBT: Displays the total amount entered for the next Fiscal Year DBT.

Difference: Displays the difference between the compensation information (increase in salary) and the DBT. The hazard symbol appears when Job Data and DBT is out of balance and it disappears when they match.

HE HR Budget by Department This page can be used to view and enter increase information by department.

Below is a screen shot of the search page.

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Select the All checkbox to approve the increases for all rows in the department. Or, each row can be selected individually. Check the Hide Amounts to only view the percent columns. Check the Hide Percent column to view only the amount columns. Increases can be entered on this page and can be reflected in the other budgeting entry pages. If an employee receives an Other increase a comment is required before the page can be saved. The promotion columns will be available to those that are eligible for promotion. If an employee is not eligible for an increase the increase fields will not be open for editing but the employee will still display on the page.

Click on the View History hyperlink to see job data history. Any new rows added to job data will be highlighted. Once the page is saved the rows will no longer be highlighted.

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HE HR Budget by CampusND HE Applications > Budgeting > HE HR Budget Entry by Campus

Use this page to enter Job increases for the entire campus. Note: This page will not work for NDSU or UND. The columns can be resorted by clicking on the Header, such as Name.

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HE HR Budget by Combo CodeThis page can be used for reconciling a specific combination code.

The page will display all position numbers associated with the combo code.

Entering a percentage in the % Change field and clicking on the Apply to All button will increase each position by the percent entered. Clicking on the View Position hyperlink brings up the HE HR Budget by Position page. These pages can be toggled back and forth by clicking on the hyperlinks. The change amount or percent affects the DBT only, not an employee’s salary increase. There are totals at the bottom of the page.

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HE HR DBT Fund Search/UpdateThis page can be used to enter DBT for more than one position at a time. Different search options are provided. Once information is entered on this page it will automatically update the page HE HR Budget Entry by Position. This page can also be used for reconciliation purposes. Targets will only appear on the page when a single department, fund, etc is selected. If a range is given the targets are unavailable to display.

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HE HR Fin ReconcilementThe HR Fin Reconcilement page can be used to help reconcile the targets between what was entered in HR to the targets created for Fin. This can be utilized by both central and decentralized campuses. This page can be used to find differences between approved DBT amounts and the approved targets. It also shows the unapproved amounts and differences.

Navigation: ND HE Applications > Budgeting > HE HR Fin Reconcilement

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Finalize BudgetThe finalize process stages the data for processing budget journals to the Financials System.

HRMS Navigation: ND HE Applications > Budgeting > FIN Target Budget Entry

Finalize Budget: Creates the data in staging tables for budget journals.

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Department Budget Proposals Campuses whose budgets are prepared centrally will have access to the HE FIN Dept Budget Entry page. This page will allow department users to update the proposed budget amounts and submit the proposed budget to the central office for approval.

HRMS Navigation: ND HE Applications > Budgeting > HE FIN Dept Budget Entry

Users can filter the search results using different options. Leaving a field blank retrieves all budget rows with values for that field that fit other search criteria.

Dept ID From and To: Filters the search results to a specific range of departments. To select a specific Dept ID, enter the Dept ID in the From field.

Funds From and To: Filters the search results to a specific fund range. To select a specific Fund, enter the Fund in the From field.

Project: Filters the search results to the specified project id.

Account: Filters the search results to the specified budget account code.

Salaries: Displays salary account codes, 511000-515000, 517000.

Fringe Benefits: Displays the fringe benefit account code, 516000.

Operating: Displays operating budget account codes, 521000-661000.

Equipment/Other: Displays equipment/other account codes, 671000-730002.

Revenue: Displays revenue account codes, 400000-499999.

Hide Zero Dollar Budget Rows: Hides the zero dollar budget rows in the search results.

New Updated Rows (Highlighted): Displays Budget rows with updates from the central budget office.

The Dept ID, Fund, Project, Account, and budget Ledger Group fields display in the search results.

: Lookup to view the chartfield descriptions.

: Indicates a chartfield is inactive or the project end date has passed. Contact the central budget office for assistance.

Base Budget Amt: The current year budget amounts flagged as permanent budget amounts.

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Target Amt: The amount available for departmental budgeting.

Proposed Amt: This is the amount the department allocated to the chartfield combination. This amount will be submitted to the central budget office for review and approval. This defaults to the target amount.

Change Amt: Displays the amount difference in the Target Amt and the Proposed Amt. This field can be overridden or entered manually.

Change Pct: Displays the percent difference in the Target Amt and the Proposed Amt. This field can be overridden or entered manually.

Not Budgeted: Indicates a chartfield combination will not be budgeted. The Proposed Amt field will be zeroed out.





Newly Updated rowsIf the central budget office adjusts the targets and re-authorizes the scenario the changes display in gold.

Comments: Indicates the base amount changed and the date of the change. Users will need to update the row and save changes before the gold no longer displays.

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