Kuali Budget Construction Training Catherine Maddaford KBC Administrator

OPEN AND POOLED POSITIONS Defining open and pooled positions

Position NOT FUNDED Positions loaded into KBC from Workday may appear on the position pick list as NOT FUNDED. Why are they not funded? – The position is currently vacant, either due to a recent termination or it has never been filled. – The incumbent previously filling the position is currently on leave. – The incumbent was not paid during the pay periods loaded into KBC.

Open/Vacant Positions KBC retrieves open or vacant position data from Workday for your reference. You cannot add an incumbent (new hire or transfer) to a vacant position until that has been done in Workday and approved, and the new update comes over to KBC. Once the hiring process is complete, and the incumbent is associated with the position, you can add the incumbent to the position or the position to the incumbent.

Using vacant position Individual vacant positions can remain unfunded, funded as a vacant position, or they can be collectively funded in pooled positions to allocate budget in KBC. If the position contains the required fields you can fund it as a vacant position OR you can check the “include in pooled position” box and include the budget in the pooled positions. Nothing regarding vacant or pooled positions will be included in the load back into Workday.

Going on leave If the incumbent is going on leave, the leave process has to be initiated and completed in Workday. If the incumbent is currently active in Workday and associated with their position in KBC, you can fund the position as it is, with the assigned incumbent, which will budget the position and mark the data to send to Workday. OR you can vacate the position in KBC if the leave is already set up in Workday. A vacant position can also be budgeted.

Inactive Positions Inactive positions are not active in Workday and should not be funded in KBC. If you wish to open a future position in Workday but have not yet done so, budget for the position by adding funds to one of your pooled positions in KBC. Use a pooled position that comes closest to the employee type and appropriate object code for your new position.

Definition – “pooled” Pooled positions are positions that are created within KBC, and are also called “dummy positions.” Only the KBC administrator can create dummy positions. Pooled positions should be used to allocate funds for multiple open positions that cannot be funded individually, allocating funds for multiple open positions into one. Pooled positions are required to budget for special one-time payments that do not have a compensation plan.

VACANT POSITIONS Open and Pooled Positions – How to use them in KBC

Terminations -Vacant Positions that have a terminated incumbent showing in the position on a funding line – Replace the employee ID with VACANT and click on the vacate button, which will zero out that funding. – Add funding on a new line for that vacant position, if desired, to budget for the new hire. If you prefer you can vacate the position, leave it with zero funding, and add the funding instead to one of your pooled positions, checking the box “include in pooled position.”

Part-time Faculty Many part-time faculty may have worked only one semester, but will return again this year for another semester assignment. If the faculty member is not currently teaching, they are most likely on leave and therefore will not appear as the name assigned to the position on your position pick list. You can either fund their individual position as vacant, if they are still on leave, or add them to the position if they have returned from leave in Workday. You may add the funding to your part-time dummy position instead of funding the individual vacant position, if you do not know the assignment yet.

Vacating a Position Open the position Click on the Vacate button at the end of each funding line A new VACANT line will be created, leaving the employee line marked to delete. You can leave the VACANT lines funded or not. This example would have two funded VACANT lines and two unfunded DEL lines with the incumbent name and ID.

POOLED OR DUMMY POSITIONS Open and Pooled Positions – How to use them in KBC

Pooled – only in KBC KBC can use “dummy” positions to pool positions for budgeting purposes only. Dummy position numbers are created in advance for each unit by the KBC Administrator for KBC only and are not valid WD position numbers. Each department will have a set number of special KBC positions at the beginning of budget season. Contact KBC Administrator if you need more. Pooled positions are related to employee type only and can contain multiple cost allocation lines and multiple comp plans as long as they relate to the employee type.

Dummy Positions -KBC Each school will have one each of the following dummy positions assigned to the main org code. – Full-time faculty – Part-time faculty, exempt – Part-time faculty, non-exempt – Exempt staff – Non-exempt staff Each administrative center will have the same, excluding the faculty positions, which are not needed.

Examples for pools Use pooled positions for comp plans that generate fringe benefits assessment but are not already funded in individual positions Use the pooled position for your overtime budget – Object code – Workday handles overtime charges via its posting rules related to T2. Some other examples for pooled positions – Part-time faculty – Allowances – Stipends or overload pay not yet assigned

Pooled Position Number – example Note that the position number starts with a different letter than the P used for Workday positions, which indicates it is not from Workday. Each pooled position number “collects” budget for the same employee type, which in this example is non-exempt. You can include object codes that work with the same employee type in this pooled position, but you include only object codes that assess fringe benefits charges. Do not use restricted accounts in these pooled positions.

Pooled Positions - Ex Use the dummy positions to pool funds for numerous positions together. You can enter as many comp plans and funding lines as will work with the employee type.

Allocate - pooled positions Using the Salary Setting Screen – Use the position pick list to locate the pooled position number. – Choose the pooled position matching the employee type required. – For like employee types, allocate all pooled amounts to the same position using appropriate object codes and accounts. – Enter VACANT, in all caps, in the employee ID field. – No comp plan ID or description will appear for items like overtime or one-time payments. – The total pooled amount, either the monthly or the hourly amount, is entered in the rate field. The total allocation will then be calculated based on the allocation dates. Using the salary budget import spreadsheet – The same information is entered, but it is entered in the import template and imported into KBC using the salary import process.

POSITION NOT REQUIRED – BUDGET ONLY OBJECT CODES Open and Pooled Positions – How to use them in KBC

Budget Only Objects Do not require any position funding at all in KBC. – Labor object codes/comp plans with no fringe benefits assessment Work study student wages RA and TA salaries Enter the amount directly into the GL account budget in the same manner as other non-labor object codes. You cannot update incumbents in KBC at all for these categories. Use the labor object code lookup (next slide).

Labor Object Lookup Example of partial results for object codes starting with 14*