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Group Title: Budget information, University of Florida Office of the Provost
Title: Budget information 2008 / 2009 (memo)
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Permanent Link: http://ufdc.ufl.edu/UF00087005/00001
 Material Information
Title: Budget information 2008 / 2009 (memo)
Series Title: Budget information
Physical Description: Serial
Language: English
Creator: Office of the Provost, University of Florida
Publisher: University of Florida Office of the Provost
Place of Publication: Gainesville, Fla.
Publication Date: 2008-2009
 Subjects
Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
 Record Information
Bibliographic ID: UF00087005
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

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Table of Contents
    Budget allocation letter
        Page 1
        Page 2
        Page 3
    Budget prep system instructions
        Page 4
        Page 5
        Page 6
        Page 7
        Page 8
        Page 9
        Page 10
        Page 11
Full Text



UF |UNIVERSITY of

UF FLORIDA

Office of Provost 235 Tigert Hall
and Senior Vice President PO Box 113175
Gainesville, FL 32611-3175


May 9, 2008


MEMORANDUM

TO: Budget Coordinators

FROM: Sheri P. Austin, Director, University Budgets e-

SUBJECT: 2008/2009 Appropriations Budget Allocation

The Salary, OPS and Other Expense Control Totals for the 2008/2009 fiscal year initial load for your unit
have been preloaded into the PeopleSoft Budget Prep system (BPS). The 2008/09 budget reduction is also
included in the budget control amounts.

We have loaded a split between Salary, OPS and Expense for the 2008/2009 budget reduction. If you would
like to distribute the reduction differently please contact the Budget Office so that we can make the
appropriate adjustments. Because the BPS is also used to report information to the State of Florida for
salary control ending June 30, 2008, we need for you to include the funding for positions that you are
eliminating as a result of the 2008/09 budget reduction. We have created a position type "recalled" on the
BPS position page to earmark these positions and the associated funding. The total of these recalled
positions should equal the total of the Salary 2008/09 budget reduction. Therefore, it is important that you
work with us to make the necessary adjustments to the amounts that were loaded for this issue.

We have created the attached pivot table that shows you a summary of how your unit's funding is derived
for the 2008/2009 budget. In order to obtain any of the details you can double click on any non-highlighted
number and the related transactions will display on a separate spreadsheet. We have also included a detail
of all of the transactions that combine to make your 2008-09 allocation. You will easily be able to see
allocations made for health insurance increases, life insurance increases, faculty promotions and SPPs and
any new funding made during the 2007-2008 fiscal year.

The University Budget website (www.aa.ufl.edu/budget) contains helpful resources such the new Vacant
Line Salary Calculator which will help you to determine the amount to input into the BPS salary field that
will return the calculated salary plus benefits in BPS. The new Budget Prep System Instructions and the
Budget Prep Training PowerPoint are on our website to assist you in navigating through the various inputs
needed to complete the budget process.

For units who have state funds for Risk Management, Library Resources, and Financial Aid, we are now
required to report these separately in our budget submission to the Florida Board of Governors. We have
identified these transactions separately to provide you the input control amounts which you will need to
spread using those "Control Types."





The Foundation for The Gator Nation
An Equal Opportunity Institution











If there are chartfield combinations that do not appear in BPS, please notify our office. We will add the
combinations into the BPS so that you are able to allocate funds as needed. Chartfield value tables can be
accessed in myUFL, a list of current UF Cost Centers may be found via Set Up Financials/Supply Chain >
Common Definitions > Design ChartFields > Define Values > ChartField Values.

In order to balance to the 2008/2009 control totals, I suggest the following at a minimum:

Salary Total Control
1. All positions that were active on April 17th within PeopleSoft Position Management were loaded to
BPS for your convenience. Any changes that occurred after that date will need to be made in BPS.
2. All employees with an active Job Data record and Payroll Distribution were preloaded into BPS as
of April 17th. If you have hired employees after that date, you will need to add them to BPS.
3. Check your personnel to make sure that their Planned Total Salary matches their current rate of
pay.
4. Check the budgeted distributions on all positions to make sure that the lines are distributed to the
appropriate funding source.
5. Since vacant positions were loaded from PeopleSoft, you can select positions located within your
area to add excess salary dollars to balance to your salary control total. Fringe benefits (including
retirement, health insurance, FICA, State Life) are pre-selected by the system.
6. All positions that are to be recalled as a result of the 2008/09 budget reduction should be assigned
the position type "recalled" on the BPS position page. The total of the budget recall positions
should equal the total of the Salary 2008/09 budget reduction.
7. Adjust Fiscal Year Total Salary on vacant lines as necessary to balance to Control Total.

OPS Total Control
1. Distribute to your departments through Budget Control Support/Waiver Used Support Amount.

Other Total Control
1. Distribute to your departments through Budget Control Support/Waiver Used Support Amount.

Special Total Controls
1. Distribute Risk Management, Library Resources, and Financial Aid through Budget Control
Support/Waiver Used Support Amount.

There are six Query Studio reports that are available. The navigation to these reports is:
Enterprise Reporting > Access Reporting > Financial Information > Budget > Budget Preparation. The
reports with a description are as follows:

1. Budget Control versus Budget Used This report should be used to balance to your control
numbers. The information you input appears under the "Budget Used" section, which is the
information that we will use to load into PeopleSoft.
2. Budgeted Lines This report should be used to verify that you have input all of your employees
and have distributed them to the appropriate funds. This information will be used for our Salary
File submission to the Florida Board of Governors and will be used by the Legislature to provide
state funding for any adjustments made for salary increases, health insurance, retirement, and/or life
insurance. We will also use this information to allocate within the university funds that we receive
for those adjustments in addition to the promotion/salary performance plan increases.
3. New Positions This report provides you a list of positions and the funding that has allocated from
"new funds" to your unit.










4. Unassigned Report This report compares current job data in PeopleSoft to the BPS and reports
any current employee in job data that do not appear in the BPS.
5. Undistributed Report This report provides a list of employees within your unit who have a job
within BPS who have not been distributed.
6. Vacant Lines This report provides you a list of all vacant lines that were loaded into the BPS
from PeopleSoft.

Deadline for completion: end of day, June 9, 2008

If you have any questions about these Control Totals or the budget process, please feel free to contact Susan
Morris at smorris4@ufl.edu or Julie Wang at wangj@ufl.edu or at 392-2402.










Budget Prep System Instructions




Application

Budget Prep is under my.ufl.edu>Budgeting.

In fiscal year 2008-09, we created a reporting table which separates some of the
college level hierarchy. This breakdown is as follows:


Old College Level New College Level Name
Old College Level
Dept Code DeptCode Department Codes
03000000 03020000 0302xxxx Office of Admissions
03000000 all 03 except 0302xxxx Office of Registrar
13000000 13050000 1305xxxx Digital Worlds
13500000 1350xxxx Center for the Performing Arts
13520000 1352xxxx University Auditorium
13000000 all 13 except 1305xxxx,1350xxxx, and Fine Arts
1352xxxx
14000000 14200000 142xxxxx IT-Academic Technology
14300000 IT-Computing Network
143xxxxx Services
14400000 144xxxxx IT-Data Infrastructure
14500000 IT-High Performance
145xxxxx Computing
14600000 146xxxxx IT-Student Records System
27000000 27060000 2706xxxx HSC Library
27280000 2728xxxx McKnight Brain Institute
27000000 all 27 except 2706xxxx and 2728xxxx Office of Health Affairs
CENTERS 57130000 5713xxxx Whitney Labs
57140000 5714xxxx Center-Latin Amer Studies
57200000 5720xxxx Florida Sea Grant
57720000 5772xxxx Institute-Child Health Policy
57760000 5776xxxx FLA CNTR-Library Automation
Harn 57800000 HN-Harn Museum


*: Meaning of xxxx: for example 1305xxxx means all department codes beginning with 1305.











Review Departmental Budget Used


The steps to review a department's budget used amount by DeptlD, Fund, and
Program:

1. Navigate to Budgeting>UF Budget Preparation>UF Budget Control Preparation
2. Type in the DeptlD. You can enter the whole DeptlD or the first few digits
3. Click the "Search" button
4. Select department, fund code and program code



Allocation of Support Budget (Non-Salary)

The steps to allocate support budget to departments within your reporting unit:

1. Navigate to Budgeting>UF Budget Preparation>UF Budget Control-
Support/Waiver
2. Type in the first to digits of the DeptlD that represents your college/unit. [e.g,
Engineering (19), Fine Arts (13)]. If you are one of the areas within the previous
table, you can enter the "new college level DeptlD Code" to return departmental
information for your area.
3. Click the "Search" button
4. Click department code on the search results page
5. Click the down arrow on the "Control Type" and select OPS, Other Support,
Financial Aid, Library Resources, and/or Risk Management to allocate your
support budget
6. Enter the department's allocation in the "XX Used Amt" column which is
separated fund code and program code. Chose the appropriate fund code and
program code for this allocation.
7. Click the "Save" button


Review College Budget Control

To review your college Budget Control, Budget Used and Budget Difference:

1. Navigate to Budgeting>UF Budget Preparation>UF Budget Control-College
2. Type in the first two digits of your college/unit DeptlD.
3. Type in the Fund Code (e.g., 101, 102, or 103)
4. For IFAS only, type in the Program Code.
5. Click the "Search" button









6. Click the search results you which to review.
7. Check your totals



Add a Person to Budget Prep

The budget prep payroll information was loaded using the active Job Data as of April
17th. Because of this entry date, there may be new hires that need to be entered into
the system for the upcoming fiscal year. If a new hire is not included in the budget prep
payroll, you will need to add that person to the system. The employee must be active in
the UF Directory in order to be added into this system.

1. Navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations Person
2. Select the "Add a New Value" tab
3. Enter the valid UFID
4. Click the "Add" button
5. Benefits/Taxes Information Person page must be populated with the person's
information. Make sure that you select the appropriate information for Retirement
Code, State Health Participation, State Life, State Health Coverage. Select "Yes"
for OAR FICA and Medicare FICA. Enter or select proper value for AEF Sal Amt,
VA Amount, Senior management Benefits, AEF Benefits and AEF Health
Benefits, if appropriate
6. Click the "Save" button

Please note if these options are unknown, select option with higher cost to ensure
funding coverage.

You can modify a person's information if she/he is new. For an existing employee,
his/her information is read-only. If corrections need to be made, please contact the
University Budget Office and we will make the necessary corrections.



Assign Job to a Person

After adding the person to Budget Prep, you will need to assign a job to this person.
You can do this either through the UF Bdgt Allocations Person page or through the UF
Bdgt Allocations Position page.


Through UF Bdat Allocations Person pace:









1. You should already be on this page after adding the person to budget prep. If
not, navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations -
Person
2. On the "Job Information" page, enter the appropriate position number
3. Click the "Amounts" tab, enter the employee's Job FTE, Benefit FTE and annual
rate of pay into "This fiscal yr total sal"
4. Click the "Save" button

Through UF Bdgt Allocations Position page:

1. Navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations Position
2. Select the option "Position Number" from the "Search by" dropdown box
3. Enter the appropriate position number
4. Click the "Search" button
5. In the "Job Information" tab, enter the EmpllD and Employee Record
6. Click the "Amounts" tab, enter the employee's Job FTE, Benefit FTE and annual
rate of pay into "This fiscal yr total sal"
7. Click "Save" button

Please note, when assigning a job to a person through the Position page, make
sure not to save until you enter both the Job Information and the Amounts
information. If you happen to save the amount before you enter an EmpllD, the
EmpllD field will be grayed-out. You will be required to delete the job line, save the
change, enter both Job information and Salary amount, and then save all changes.

When you need to assign an already-distributed vacant line to an employee, you will
need to delete the distribution first from the Distribution page, save the change, delete
the job from the Position page, and save the change. An empty editable job line will
appear for you to add the person. The salary amount will be reset to zero. At this point,
you can enter the EmpllD and salary information.



Distribute a Person/Position

After assigning a job/position to a person, you will need to distribute this position/job to a
funding source. Distribution information should reflect the department ID to which
appropriation funds will be loaded into PeopleSoft Commitment Control. If you need to
change a distribution for a position/person (i.e. split with grant), you will also need to
follow these steps:

1. If you are on the UF Bdgt Allocations Person page or on the UF Bdgt
Allocations Position page, click the "Distributions" button on the "Job









Information" tab. You can also navigate to Budgeting>UF Budget
Preparation>UF Bdgt Allocations Distrib page. You can either enter the UFID or
position number
2. On the "Earnings Distribution" tab, enter the department code, fund code,
program code and percent
3. Click the "+" or "-" sign on the right hand side to add or delete a distribution line
4. If you have a different distribution for Benefit or Tax, repeat step 2 and 3 on the
"Benefit Dist." tab and the "Tax Dist." tab
5. Click the "Save" button

If you need to distribute all your vacant lines, you can do an Advanced Search to find all
positions you need to work on. Choose the first position, enter distribution information,
save the data, and then click "Next in List" to retrieve the next record.



Find a Vacant Position

To find a vacant line to distribute your funds or assign a job/person to that line you will
need to:

1. Navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations Position
2. Select "Search by" value and enter search value. You also can do an advanced
search. Click "Advanced Search" link, you can enter any combination of the
search criteria. You can search by position type which contains "Current", "New"
and "Recalled". The vacant position indicator allows you to search by either
Vacant or any position
3. Click the "Search" button after making your search criteria
4. Find the proper vacant position number you need

If you want to search all vacant lines under your department or a college, you can do an
Advanced Search, type in the department code, select "Vacant" in the Vacant Position
Indicator dropdown box, then click "Search" button. Similarly, you can search all
Current/New/Recalled positions for a department or college. You can also use the
reports within Enterprise Reporting.



Delete a Person

If a person has left your unit, you will need to delete that job information in order to
release those salary dollars. The steps you will need to follow are:


1. Delete the distribution









2. Delete the job associated with that person


To Delete the Distribution:

1. Navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations Distrib
2. Enter the UFID or Position Number. Or Search using the Advanced Search
3. Click each "-"signs on the "Earnings Distribution" tab to remove all of the
distribution lines
4. Click the "Save" button


To Delete Position/Job from UF Bdgt Allocations Person page:

1. If you are on Distribution page, click the "UF Budget Allocations Person" link at
the top. Or navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations -
Person. Search to get to that person's page
2. Click each "-"signs on the "Earnings Distribution" tab to remove all of the
distribution lines
3. Click the "Save" button


Edit a Position

To modify information on a position (i.e. change salary admin plan or change salary
amount on vacant lines or change position type from current to recall) you will need to:

1. Navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations Position
2. Search on the position number you need to work on
3. On the Budget Allocations Position page, update the appropriate fields
4. Click the "Save" button.


Work on Recalled Position for the 2008-09 Budget Reduction

For the fiscal year 2008-09 budget reduction, we created a new position type
"Recalled". You need to update the positions that will be eliminated in the 2008-09
budget reduction to "Recalled" status. To do so, follow these steps:

1. Navigate to Budgeting>UF Budget Preparation>UF Bdgt Allocations Position
2. Search the position you need to work on
3. On the Budget Allocations Position page, select "Recalled" from Position Type
4. Click the "Save" button
5. If you want to change a Recalled position to Current, follow step 1 to 4 above. In
step 3, select "Current"









Please note, keep the dollars and distribution for the recalled positions and make
sure the total of the recalled positions ties to your 2008-09 salary total budget
reduction.



Reports

All reports can be found by navigating to Enterprise Reporting>Public Folders>Financial
Information>Budget>Budget Preparation.

Budget Control vs Budget Used Report

This report lists the budget control amount, budget used amount for each control type
and the difference between budget control and budget used amount for each control
type. You can search on department, fund and program code.

To get your college total, you can run either this report or check in the application
using UF Budget Control Colleqe page.



Budget Lines Report

This report list all positions including regular positions, vacant distributed positions,
duplicate positions, new positions and summer positions. It contains both job data and
financial data. You can search on home department, earnings department and earnings
fund. In fiscal year 2009, we add a new feature to allow you to search by position type.

To check you recalled total on salary dollars, you can run this report by selecting
Recalled in the position type checkboxes and selecting all departments under
your college.



New Positions Report

This report lists all new positions for a specific fiscal year. You can search on home
department, earnings department and earnings fund.



Vacant Line Report

This report lists all vacant lines for a specific fiscal year. You can search on home
department, earnings department and earnings fund.











Unassigned Report

This report lists person who are in PeopleSoft HR and UF Directory, but not in Budget
Prep, and person who are in Budget Prep, but do not have positions assigned. You
need to run this report to see if you have new hires after the Budget Prep DataLoad
date. You need to add them to Budget Prep, assign positions/jobs and distribute them.



Undistributed Report

This report lists person who are in Budget Prep system and who have assigned
positions, but no distribution. It also lists positions that have no distribution. You need to
distribute the positions if needed.




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