P HASE 2.5: B UDGETARY F UNDING, BUD, AND SUD 12/17/2009

PHASE 2.5: BUDGETARY FUNDING, BUD, AND SUD

12/17/2009

Current Process : *DEFINE BDL New Process : Budget Update Document (BUD) and Salary Update Document (SUD)

September

Budget loads to accounting and appointments after BOR approval

September

Budget loads to accounting and HRMS after BOR approval

September - February (or month of budget load for next FY)

Permanent salary changes are made via appointment changes. Faculty and A&P changes update the Revised Budget.

September - February (or month of budget load for next FY)

Permanent salary changes are made via HRMS.

Permanent subaccount changes are made via transfer documents (*DEFINE, VTM).

Permanent subaccount changes are made via transfer documents (*DEFINE, VTM).

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Budget Load

Budget for next FY loads into: *DEFINE BDL

Budget Load

Budget for next FY loads into:Budget Update Document (BUD)

Salary line items and salary account totals load from Revised Budget for Faculty and A&P and from appointments for Classified.

Positions, position rates/allocations, and salary account totals load from HRMS.

Non-salary and salary reserve totals load from Original Budget plus permanent transfers.

Non-salary and salary reserve totals load from Original Budget plus permanent transfers.

March - June (or month that budget is closed)

Recommendations for salaries and non-salary accounts are made in the *DEFINE BDL.

March - June (or month that budget is closed)

Recommendations for salaries and non-salary accounts are made in BUD.

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June (or month that budget is approved to Budget Office)

BDLs routed and approved to Budget Office

June (or month that budget is approved to Budget Office)

BUDs routed and approved to Budget Office.

Salary Update Documents (SUD) load with rate information from HRMS for non-budgeted filled positions and from BUD for budgeted filled positions.

SUDs open for salary recommendations for budgeted and non budgeted positions.

June - July (est)

SUDs route for approval. At final approval, SUD rates update incumbent rates as of 9/1 in HRMS for budgeted and non-budgeted positions.

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Current Process : *DEFINE BDLNew Process : Budget Update Document

(BUD) and Salary Update Document (SUD)

June - AugustBDLs held until BOR final approval of budget June - August

BUDs held until BOR final approval of budget

August-September

BOR approves budget.

August-September

BOR approves budget.

BDLs load to accounting and budgeted subaccount information establish available budget.

BUDs load to accounting and budgeted subaccount information establish available budget.

Budget line items (people) create appointments for Faculty and A&P.Reappointment documents processed for Classified.

HRMS creates appointments using incumbent rates that loaded from SUD.

September

Appointment changes for non- budgeted positions and for budgeted positions that have changed since BDLs routed to Budget Office are made as individual appointment changes.

September

Any assignment or position changes needed are made in HRMS.

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PAY TYPES

There are two types of pay for an Incumbent: Base Pay and Additional Pay

All positions will have base pay. This is the main rate for a position.

Some incumbents may also have additional pay. Additional pay is associated with an incumbent

not a position. Additional pay may be temporary or permanent. Temporary additional pay is not budgeted. Vacant positions do not have additional pay.

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PERMANENT SALARY CHANGES ARE PROCESSED VIA HRMS

Positions can have two types of funding for their base pay on the funding tab in HRMS:

Actual funding and/or budgetary funding

Actual funding identifies the account(s) on which an incumbent will actually be paid.

Budgetary funding identifies the account(s) on which a position will be budgeted.

Funding distribution for these two types may be different

Note: The funding page in HRMS is only for positions. Incumbent information (including additional pay) is on the Incumbent page.

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PERMANENT SALARY CHANGES ARE PROCESSED VIA HRMS (CONT)

To make changes to how a position is actually paid, changes to actual funding are processed on HRMS modify documents. These changes will affect assignments and appointments

To make changes to how a position will load into a budget document, changes to budgetary funding are processed on HRMS modify documents. These changes have no effect on current assignments or

appointments. Budgetary funding is only updateable for the next budget fiscal year. After BUDs open, budgetary funding for that fiscal year is not

updateable. Other permanent changes (job code, title changes) are also

made in HRMS. Anything effective 9/1 will be picked up the BUD Faculty promotions – The Provost Office will maintain a table with

faculty promotion titles. The information in this table will be pushed to HRMS before the BUD loads. Increases will still be handled manually by the Budget Office.

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Budgetary funding: Is assigned to a position Consists of funding distribution and budgeted account

numbers Funding distribution is the percent to be paid on an account Funding distribution is not the same thing as percent time Funding distribution does not have to total to 100% Only a budget group that has been budgeted can be used

If a budget group that was not budgeted in the current fiscal year is added as budgetary funding, users will receive an error in the modify document requiring follow-up with the Budget Office

Is optional If users choose not to have any positions in a BUD, budgetary funding

would not be added to any of their positions in HRMS. If this is the case, users would budget a lump sum salary total

using a salary reserve appropriation code and salary subaccount in the BUD

Will not be available for jobs types that are not budgeted. Ex: Students, non-tenured faculty

Is not available for additional pay

BUDGETARY FUNDING

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BUDGETARY FUNDING AND HRMS Budgetary funding was loaded from actual

funding during the Phase 2 conversion: It is currently stored on the HRMS funding file but is

not visible or updateable during Phase 2. It will become available after the Phase 2.5

conversion in February 2010. Clean-up will be needed prior to loading the FY

10-11 BUD – To be determined if clean-up will handled by Budget Office only or Dean/VP departments as well

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RATES Three base pay rates are associated with a position

per fiscal year: Original Budgeted rate

Set by the BUD for all positions that are budgeted FY Baseline

Set by the SUD for filled positions Set by the BUD for vacant positions For vacant positions, FY baseline for the next FY can be

modified via the Modify document Current Incumbent’s Rate

Filled positions will calculate budgetary funding allocation using Incumbent’s 9/1 rate for the next fiscal year.

Vacant positions will calculate budgetary funding allocation using FY Baseline for the next fiscal year.

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BUDGETARY FUNDING MOCKUP

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BUDGET FOR NEXT FY LOADS INTO BUD

The BUD will load from two sources: For salary subaccounts (-01, -09, -10), position and incumbent

information will load from HRMS. Position base pay information will only load in a BUD if a position has

budgetary funding. Position base pay information:

• For filled positions, the rate that loads will be the incumbent’s rate that is effective 9/1 of the next fiscal year in HRMS for that position.

• For vacant positions, the rate that loads will be the FY Baseline that is effective 9/1 of the next fiscal year in HRMS for that position.

• The allocation that loads will be determined by the budgetary funding distribution that is effective 9/1 of the next fiscal year in HRMS for that position.

o Incumbent additional pay information:• For filled positions, the amount that loads in the BUD will be the

incumbent’s permanent additional pay amount(s) that is effective 9/1 of the next fiscal year in HRMS for that incumbent.

• Vacant positions will not have permanent additional pay. For non-salary subaccounts, the account totals will load from

the current fiscal year budget plus permanent transfers processed prior to the BUD load.

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BUD RECOMMENDATIONS

Pay recommendations: Users will have the option to increase individual base pay

and permanent additional pay in the BUD or to budget a lump sum salary increase amount for the entire subaccount. Base Pay will be updated by Adjustment Type (ex: merit,

promotion) and increase amounts Additional Pay will be updated by additional pay type and amount.

Additional pay types are salaried supplement (endowed), supplement (permanent), and Regental (head of institution only).

To budget a lump sum salary increase amount, users can use an applicable appropriation code-subaccount combination.

Non salary subaccount recommendations: Users will be able to update via a direct entry box to the amount or via itemization.

After all recommendations are complete, BUDs route by account and are approved to the Budget Office.

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BUD MOCKUPS: DOCUMENT REVIEW (BDL, COVER SHEET)

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BUD MOCKUPS: ACCOUNT SUMMARY (BDL, SECTION 1)

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BUD MOCKUPS: ADJUST BASE PAY (BDL, SALARY)

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BUD MOCKUPS: GENERAL BUDGET GROUP INFORMATION (BDL, SECTION 7)

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BUD MOCKUPS: RECONCILIATION(BDL, SECTION 8)

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SALARY UPDATE DOCUMENT (SUD) After BUDs are received in Budget Office, the

Salary Update Documents can be loaded. Budget Office will control the date the SUD opens

Purpose of the SUD: Make rate and existing permanent additional pay

recommendations effective 9/1 for incumbents in filled monthly paid positions that are owned by one unit.

SUDs: Are created by owning unit and job type Will not display funding accounts Will not include changes to funding distribution Do not include vacant positions

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SALARY UPDATE DOCUMENT (SUD) CONT.

The SUDs will load from two sources: For positions that are budgeted, the base pay

rate and additional pay amount will come from the BUD.

For positions that are not budgeted, the base pay rate will come from HRMS. This rate will be the incumbent’s rate that is effective

9/1 of the next fiscal year in HRMS for that position

Users can make for recommendations all positions For positions that were budgeted, users can

make further changes

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Recommendations: Made by Owning unit and Job Type:

Tenure and Tenure Track Faculty, J1J Non-Tenure Track Faculty, J1N Administrative and Professional, J1R Classified, J1Q

Base Pay will be updated by Adjustment Type and amount. Additional Pay will be updated by additional pay type and amount.

SUDs will route by owning unit. At final approval by HR, SUD recommendations will load to

HRMS and update: 9/1 Base Pay rate for incumbent for budgeted and non-budgeted

positions. 9/1 amount of permanent Additional Pay

SUD base pay rates will establish the FY baseline for filled positions effective 9/1. Once the SUD loads, FY baseline cannot be modified.

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Separate SUDs will be created for positions identified as Special Handling. Special Handling may include direct reports to

the President and direct reports to a Vice President

These SUDs are created and approved by the Budget Office.

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BUDGET APPROVAL

After Board of Regents final approves the budget: BUDs load to accounting and budgeted subaccount

information establishes available budget.

BUDs push budgetary funding distribution to HRMS for all budgeted positions. This distribution is effective 9/1 of the next fiscal year and once it is loaded, budgetary funding changes for that fiscal year are locked.

BUDs push FY baseline for vacant positions to HRMS. Once it is loaded, FY baseline cannot be modified.

HRMS reads BUDs for filled and vacant positions to determine ‘Original Budgeted Rate’. Original Budgeted Rate cannot be modified.

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ASSIGNMENTS/APPOINTMENTS

Any 9/1 assignment changes needed after BUD and SUD are completed are made in HRMS.

These changes are processed individually via modify documents and update Incumbent Rate as of 9/1. These changes do not affect FY Baseline or Original Budgeted rate.

HRMS creates 9/1 appointments for all positions using incumbent rates that are effective 9/1.

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MASS UPDATE DOCUMENT (MUD)

Purpose of MUDModify certain attributes on multiple

positions/incumbents which are owned by one unit

All updated attributes must apply to ALL positions/incumbents on the document

MUD routes for approval to the owning unit; if owning unit is changing, routes to both original owning unit and new owning unit

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MASS UPDATE DOCUMENT (MUD)

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Position

Owning unit Primary reports to unit Secondary reports to unit Workdays Position of Special Trust Not Position of Special Trust Incidental/Background Check Account Drive U.T. Vehicle Not Drive U.T. Vehicle Work Location State Country Code (if not United States)

Position (con’t)Administrative Location 1

Building Code Floor Room

Phone Mail Code Fax Pager

Administrative Location 2 Building Code Floor

Room Phone

Incumbent Pooled Incumbent Reports to EID Actual Work Location State Country

Attributes that can be updated on a MUD

TESTING AND TRAINING

December – Assessment Testing

January – Testing

February – Training

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