Kuali Budget Construction Training Catherine Maddaford KBC Administrator

PREPARING FOR DATA ENTRY Kauli Budget Construction

Preparation – Step 1 Check region code to organization code table to be sure that you have access to all of your region codes for positions (BC Region Export.) Check that you have access to the organization code that contains all accounts you are budgeting or from which you are paying employees. Verify that you have the appropriate KBC role with your 5- digit organization codes (Person lookup.) Make a list of accounts you will be using and verify that they are in KBC.

BC Region Export Use the Region Code field or the Organization Code field to enter a mask* to narrow your search. Notice the output options. Check both active and inactive region codes, to be sure they are correct.

BC Organization Reports If you recently had new organization codes created, use this lookup to see if the org code was brought into KBC. It must be in KBC and be in the hierarchy for you to use it in KBC. Contact the KBC Administrator if it is not found.

BC Account Reports If you believe you are going to use an account that is new, recently expired, or one that did not get budgeted last year, use this lookup to see if the account was brought into KBC. It must be in KBC and be in the org code hierarchy for you to use it for budgeting or salaries. All accounts were loaded when KBC was initialized, so any new accounts added after that will need to be loaded by the BC processor. They should then be updated into the org hierarchy overnight automatically.

Preparation – Step 2 Run the Salary Export worksheet or report. Work with your home department coordinators and HR staff to verify the information. – Check to see that you have all incumbents. – Check to see that you have all positions, filled or open. – Check for funding from your accounts that goes to positions that are not yours. – Make sure your positions have the correct region code to ensure that they are mapped to your organization code.

Missing Position? Positions will appear in the export with assigned incumbents, as vacant positions, or as inactive positions. Positions that are vacant may appear as Not Funded. Positions in your “pick list” or in your export – Must have a region code mapped to your org codes. – May or may not have accounts in your org code.

Missing Employee? Incumbent pick list will allow you to find an employee assigned to a position that is not yours, but one that was paid from your accounts. Unless the position is assigned to your region codes, the assigned employee will not appear in the position pick list. Unless you have already paid an incumbent from one of your accounts or that incumbent is already assigned to your position, you will not see them on the export spreadsheet or in any pick list or salary setting.

WD Position Updates Any new positions approved and added in Workday will be added nightly to KBC. The Workday position must be approved and it must belong to your region code to update KBC. When vacant positions are filled in Workday and approved the incumbent update will be passed on to KBC but it will not update the position. You will need to manually add the incumbent to the position if the assignment is already active in Workday.

Compensation Budget 1.Budgeting the positions in KBC automatically updates the appropriate object code and account budget – Incumbents – budgeting filled positions – Vacant positions – if funded – Pooled positions – pooling positions together solely for budgeting groups of positions that assess fringe benefits 2.Enter amounts directly into the account budget without updating positions – Applies only to labor object codes with no fringe benefits assessment – Method used for budgeting for most student positions/wages – Cannot combine this method with budgeting positions

Workday Comp Plans Descriptions To successfully budget compensation in KBC you need to understand both the compensation plans and the compensation plan codes and earning codes from Workday. There are several lookups in Kuali to assist you.

Review Object Codes Object codes used to budget for compensation are determined by the compensation plan used in Workday. To be sure you are planning your budget for the correct object codes and employee types, you want to know which object codes go with which comp plans. You should work with your HR staff when reviewing the salary export report to understand the object codes and comp plans. Object codes will map to the correct comp plan in the salary setting screen and in the salary export report/worksheet, but multiple comp plans with the same object code may not appear.

Duplicated object codes Some object codes map to more than one comp plan Example: the following object codes may require that you select/add comp plans to salary setting or the worksheet when the positions requires that the same object code be repeated for different comp plans. – – Senior Adm Stipend – – Faculty core pay – – Teaching Overload – – Other Faculty Supplement – – Keck School Admin Stipend – – Keck School Clinical Faculty Admin Stipend – – Part time non-exempt faculty (Work Assignments) – – Other Compensation (Allowances)