1. Salary Planner/ Budget Development

2. Agenda Course Overview Overview of the FY15 Process Overview of Steps
Reappointment
Position Budgeting
Budget Development
Contacts & Lab Sessions

3. Process Overview Salary Planner (Positions)
List by Employee
*Reappointment Side
(NBAJOBS)
List by Position
*Budgeting Side
(NBAPBUD)
Reappointment X
Position Budgets X

4. Process Overview Budget Development (Operations)
Budget Development is separate from Salary Planner in Employee Self-Service (MyInfo)
Budget Development is used to budget your operational dollars for each of your indexes (i.e. travel, supplies, etc.)
While Salary Planner has been pre-populated and will be a review process, you must complete Budget Development.
You need to budget ALL of the indexes you are responsible for except for Grants (4Wxxxx) and F&As (436xxx and 437xxx)

5. Budget Development Timeline
FY15 Salary Planner/
Budget Development Timeline
May 12th-15th – Salary Planner/Budget Development Training
May 19th-May 30th – Salary Planner/Budget Development Help Sessions
May 30th – Salary Planner/Budget Development will be closed for budgeting

6. Accessing Salary Planner From MSU homepage, click on MyInfo link

7. Accessing Salary Planner

8. Accessing Salary Planner

9. Accessing Salary Planner
If you do not see the “Salary Planner” link, please contact Dawn Watkins at or and provide your banner username to request access to the link.

10. Accessing Salary Planner
“Edit Scenario” will likely be the only link that you will see due to different access for different users.

11. List by Employee *Reappointment Side (NBAJOBS)

12. Reappointment
Reappointment

13. Reappointment

14. Review of Records
List by Employee will be used to review records and for reporting purposes
All changes to employee pay records should be processed using an EPAF
Please review the current records carefully for accuracy and correct any discrepancies

15. Salary Planner Download Feature

16. Analyze Data for Inconsistencies

17. Look for Exceptions and Inconsistent Data
Position types and start dates
4A positions - Academic Year (AY) Faculty - reappointed Aug 1st
4B positions - Fiscal Year (FY) Faculty – reappointed July 1st
4C positions - Professional positions
Look for PY employee class – reappointed Aug 1st or Aug 16th depending on the Contract or Letter of Appointment
Other 4C positions - reappointed July 1st
4E positions - Executives - most are reappointed July 1st
4M positions - Classified Salaried – Reappointed July 1st
4N positions - Classified Hourly– Reappointed July 1st

18. Look for exceptions and inconsistent data in FTE and Hrs Per Pay
FTE should be consistent with hours per pay and number of pay
4A 9 month positions at 1FTE = hrs
4A 10 month positions at 1FTE = 156 hrs
4B,4C,4E at 1FTE = hrs
4M, 4N at 1FTE = 174 hrs
% FTE x Hrs for 1FTE = hrs per pay
Classified hours are 2088 for FY15

19. Look for exceptions and inconsistent data- FTE and Hrs Per Pay
FTE should be consistent with hours per pay and number of pay EXAMPLES:
4A position 9 month at .75 FTE
.75 X = 130 hrs per pay
4A Position- 10 month at .5 FTE
.5 X 156 = 78 hrs per pay
4M position at .8 FTE
.8 X 174 = hrs per pay

20. Frequently Asked Question
What do I do if I do not plan on reappointing an employee for the fall, but the employee will be returning in the spring?
The employee will be put on LWOP until they are hired back in the spring using an EPAF/LoA
If your employee is not to be reappointed and is not returning, please submit a terminating EPAF.

21. Frequently Asked Questions
What do I do if my employee has a stipend?
Stipends are ONLY Budgeted they are NOT reappointed
Stipend information is provide to Human Resources from the Provost office and manually entered.
Don’t make any changes to an employee’s base pay with an EPAF for stipends or the employee will be overpaid

22. Frequently Asked Questions
What do I do about my faculty who have received tenure and promotion?
Tenured Promotions are ONLY Budgeted they are NOT reappointed
Promotion budgets were included in your Salary Projections, so should already be loaded on the Budget Side of Salary Planner
Promotion information is provide to Human Resources from the Provost’s office and manually entered
Don’t make any changes to an employee’s base pay for a promotion via an EPAF or the employee will be overpaid.

23. Frequently Asked Question
What steps do I need to take to ensure that my employees are reappointed correctly for next fiscal year?

24. Employees on a Letter of Appointment (LoA)
Human Resources will need the LoA with the check box “New LoA as of July 1st no change” submitted
An EPAF will be needed with this LoA
New EPAFs have been created to activate the employee from LWOP to Active Status
BZREAY - Reappointment for AY LoAs
BZREFY - Reappointment of FY LoAs

26. Employees on a Letter of Appointment (LoA)
If employee is receiving an FTE or Salary change effective July/August 1, Human Resources will need both an EPAF (normal EPAFs used) and an LoA submitted
Employees on a MUS Contract
Human Resources will need nothing more. Human Resources will print the MUS contracts around mid-November once the contracts are approved by OCHE
If employee is receiving an FTE or Salary change effective July 1st or August 1st, Human Resources will need an EPAF and the new MOU

27. Other Types of Contracted Employees
USRA Contracted Employees must be reappointed by submitting a completed USRA Contract. If a labor distribution change is needed, please submit a Labor Distribution change EPAF
Post-Retiree Contract Employees must be reappointed by submitting a completed EPAF and Post-Retiree LoA
**Submit any Labor Distribution Change EPAFs necessary for payroll changes
If an EPAF is submitted to change employees funding prior to July 1st a new EPAF is NOT needed effective July 1st to carry that current funding forward into new fiscal year
Funding change EPAF is only needed if changing July 1st and future records.

28. List by Position
*Budget Side
(NBAPBUD)

29. Position Budgeting
You will select the extract ID that is named “Position Budgets”. The scenario should always be the same. Filter by Position Attributes.

30. Position Budgeting

31. Position Budgeting
Each position number will be pre-populated with the budgets that were provided in your salary projections as explained on the following slides.

32. For State, ES, FSTS, and MAES Funded Positions
Index
Fund
Orgn
Pgm
Acct
Position
Current Budget
Current PBUD FTE
NEW Projected FY15 Budget (Base + Longevity)
Increased Allocation over current
FY15 Budget Allocation
414003
411201 01
61125
4M0561
24,048.90
1.0000
24,876.93
828.00
24,876.90
4M0623
36,075.01
37,162.75
1,087.74
4M0805
5,033.48
0.1000
5,152.79
119.30
5,152.78
4M0956
13,167.03
0.2500
13,471.36
304.31
13,471.34
4M1242
24,265.50
0.6700
251.25
615.23
24,880.73
Total
102,589.92
3.0200
80,915.08
2,954.58
105,544.50
The amount that is in the blue column for each specific position, is the amount that has been allocated by the Budget Office and the amount that was loaded for that position.

33. For Restricted, Designated, and Auxiliary Funded Positions
Index
Fund
Orgn
Pgm
Acct
Position
Current Budget
Current PBUD FTE
NEW Projected FY15 Budget (Base + Longevity)
Increased Allocation over current
FY15 Budget Allocation
434182
421320 04
61125
4M0047
40,259.08
1.0000
43,539.67
1,105.60
41,364.68
4M0392
0.00
26,468.92
849.36
4M1193
12,174.45
0.5000
12,606.79
431.94
12,606.39
4M1390
37,618.17
39,966.68
1,547.69
39,165.86
4M1445
0.0000
4M1722
40,652.17
44,310.31
1,461.22
42,113.39
4N0153
10,669.37
0.3000
11,126.29
299.78
10,969.15
Total
141,373.24
4.8000
178,018.66
5,695.59
147,068.83
The amount that is in the ‘FY15 Projected Budget’ column for a specific position, is the amount that should be budgeted in that position and the amount that was loaded for that position.

34. Some things to double-check
Does the ‘Proposed Budget’ column match the position as was discussed in the 2 previous slides?
Does this number match what the budget FTE is suppose to be?
Is the distribution correct?
Hit the “Save” button OFTEN

35. Position Distribution Check
You can check how the position distribution will be loaded here by clicking on the Distribution Link in the screen before. The “Current” record shows how it loaded into Salary Planner. The “Proposed” record shows how it will be uploaded into Banner for the final budget.

36. What Should I Do if these things are not correct?
In the past, Salary Planner has been available for each of you to update your positions as needed.
Because the positions have been pre-loaded, Salary Planner is now a review-only process from the Department’s standpoint
If you need to make changes to your position budgets, you will submit necessary changes to the Budget Office

37. How Should I Submit Changes?
For areas under Academic Affairs and VP for Research, send an to Megan Bergstedt
For areas under the President, VP for Student Success, and VP for Admin & Finance, send an to Mackenzie Sorenson
Please Include:
Position Number
Old Budget, Index, and Split
New Budget, Index, and Split
Explanation of how these funds will either be used elsewhere (if lowering the budget) or where they will be coming from (if increasing the budget)

38. BUDGET DEVELOPMENT Budgeting for Operations

39. How do I Know Which Indexes to Budget?
You can run a report!
Log on the Banner SAIS Report Web
Go to Report Type: “Finance Reports”
Run the report named Index Listing (by Org)
The only parameter you have to enter is your Org number (i.e , , etc.)

40. Which Indexes to Budget?
The answer is that you should budget all indexes in this list except the ones discussed earlier (4Wxxxx, 436xxx, 437xxx)
For any index that is in Fund , you will receive a budget allocation and must budget to that.
For all other indexes, use FY14 actuals as a basis to budget both your revenue and expenses in each index.

41. Key Points Make sure to budget ALL necessary indexes
Budget 6% admin fee on designated indexes in account code 62889A. This is 6% of budgeted expenses.
A maximum budget of $5,000 is allowed in
All accounts that have $0 budgeted need to be deleted.
Use A15GL1 as the Budget Phase and FY2015 as the Budget ID when entering your budget information (case sensitive)
DO NOT budget IDC or Grant funds (436xxx, 437xxx, 4Wxxx, or 425xxx-429xxx)
DO NOT budget in personnel account codes used in Salary Planner (i.e , 61124, 61125, 61126, 61127, 61128, 61224, 61225, 61226, 61227, 61228)

42. Accessing Budget Development
Select the Finance Services tab at the top of MyInfo and then click the Budget Development link in the menu below

43. Accessing Budget Development
From here there are 3 options. Choose “Create Budget Worksheet”

44. Accessing Budget Development
Click the “Create Query” button. Make sure that the “Saved Query” field says None.

45. Accessing Budget Development
Make sure that at least the top two boxes are checked when selecting columns to display amounts.

46. Accessing Budget Development
MUST HAVE: CHART OF ACCOUNTS = 1 BUDGET ID = FY2015 BUDGET PHASE = A15GL1
BUDGET DURATION CODE = Permanent Budget
DISPLAY FIN MGR FROM = None
CHECK TO INCLUDE: Check All

47. Selecting and Adding Your Index
CLICK ON INDEX BUTTON
Click on the Index button to select the proper index. This process ensures the proper fund, org, and program components are pulled in with your index. If not you will end up with an invalid FOP combination and your budgets won’t load properly.

48. Selecting and Adding Your Index
In the Index Criteria box enter the index number you would like to budget and hit the “Execute Query” button.

49. Selecting and Adding Your Index
Your index will display on the screen with a link. Click on the link under the Index heading to populate the appropriate fields on the main page.

50. Selecting and Adding Your Index
FUND, ORG, AND PROGRAM WILL BE POPULATED, BUT NOT THE INDEX.
Once you have clicked the link, the correct fund, org and program will pull into the screen. The index will not display at this point. That is okay. You will be budgeting the appropriate index if the other elements are correct. Click the “Submit” button to budget.

51. Making Changes to Your Budgets
4 Options for Making Changes:
Decreasing the current budget amount
Increasing the current budget amount
Creating budgets for additional account codes
Deleting budgets in certain account codes
The rounding is automatically set to 1.00, which indicates rounding to the whole dollar. Do not change the rounding amount.

52. Making Changes to Your Budgets
This does not include wage and salary account codes as those are budgeted in salary planner.
To start, the program will automatically pull in the accounts that are currently budgeted within your index as well as the current base budgets associated with them.

53. Decreasing Budget Amounts
Enter the amount by which you would like to decrease each specific account code as a negative number in the “Change Value” column.

54. Increasing Budget Amounts
Enter the amount by which you would like to increase each specific account code as a positive number in the “Change Value” column.

55. Adding Budget to New Account Code
Once you calculate or post these new account codes, the status column on the left will say “NEW” indicating the addition of the account code.
There is an area for adding new rows at the bottom of the screen. Enter the account code in which you wish to add budget as well as the proposed budget amount.

56. Calculating Changes
Once you have entered all of your information, you can click the “Calculate” button to see the proposed changes you have made to your budget before you post them.

57. Although you have calculated the budgets to check for accuracy, you have not yet posted these budgets.
You will now see the amounts that you entered in the “Cumulative Change” column and the calculated new budget in the “New Budget” column.

58. Posting Budgets
Once you hit post, the screen will refresh and at the top of the page, you will see a checkmark next to the words “The changes submitted have been processed and posted”
Once you have verified that your budget amounts are correct, press the “Post” button. You should now see a change in the “Proposed Budget” column. This is what will load into Banner.

59. Summary of Changes Posted
Your cumulative change may not be zero if you are moving operations budgets over to positions (in that case a negative change) or vice versa.
After posting, there will be a summary of changes by account type at the bottom of the screen. Base Budget is the starting point, Proposed Budget is what FY15 will be and Cumulative Change is the difference between the two.

60. Deleting Accounts
After posting, if you have any accounts codes with the New Budget column equal to zero, these need to be deleted. Check the “Delete Record” box and hit the “Post” button again.

61. Deleting Accounts
Although the account code still appears after posting the change, it now has a notation in the status column (DEL) that indicates it will be deleted.

62. Budgeting Additional Indexes

63. Report to Verify Operation and Position Budgets Combined
Go to the Banner Report Web (
Click on the Banner Application Switchboard Link
Log In using your Banner ID and Password
On the left in the dropdown box, select Finance Reports
Click on the Budget Preliminary Summary report (2 below the box)

64. Click Execute Report(s) to run.
In the Org field, enter the Org you would like to view.
In the Fiscal Year field enter FY2015
In the OBPH Code field enter A15GL1
When the report is done running, click the TXT link next to the report you would like to view.

65. The top portion of this report will show you what you have budgeted, in the listed Index, on the “List by Position” or Budget side of Salary Planner for each position listed. PLEASE verify this is what you would like budgeted for that particular Index.
The bottom portion will show you what you budgeted for each account code in your operations in Budget Development. Make sure that you have not budgeted amounts in the account codes listed in the top portion (this would double the budget in position account codes)
The total listed for your Index is the total amount budgeted in positions and operations. This amount should NOT exceed the amount that was allocated to this Index by your executive.

66. Help Session Schedule Tuesday, May 20th Thursday, May 22nd
9-10am and 2-3pm
Thursday, May 22nd
Wednesday, May 28th
3-4pm
Thursday, May 29th
2-3pm
Friday, May 30th
9-11am
All Help Sessions will take place in the Hamilton Training Lab (Hamilton 202)

67. Contact Information
For questions regarding Letters of Appointment, EPAFs, Reappointment
Dawn Watkins,
For questions regarding position budgets or Budget Development
Academic Affairs and VP Research
Megan Bergstedt,
VP Student Success, VP A&F, President
Mackenzie Sorenson,

68. QUESTIONS?