ndus bg: budgeting - north dakota university...

NDUS BG: BudgetingCreated on 5/22/2014 8:02:00 PM

Training GuideNDUS BG: Budgeting

Table of ContentsNDUS BG: Budgeting..................................................................................................1

NDUS BG: Budget Request Forms...........................................................................................1NDUS BG: Budget Requests...................................................................................................................4

NDUS BG: HE Create Budget Request - Base Budget Increase..........................................................................4NDUS BG: HE Create Budget Request - Equipment Software Request..............................................................6NDUS BG: HE Create Budget Request - New Position Request.........................................................................8NDUS BG: HE Maintain Budget Requests.........................................................................................................10

NDUS BG: Reallocation Requests........................................................................................................12NDUS BG: Operating Budget Reallocation........................................................................................................13NDUS BG: Position Budget Reallocation..........................................................................................................16

NDUS BG: Budget and Reallocation Request Approval......................................................................18NDUS BG: Approve a budget/reallocation request............................................................................................19NDUS BG: Deny a budget/reallocation request.................................................................................................21

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NDUS BG: BudgetingThe budgeting application is used to facilitate the annual budget process for all NDUS entities. It includes the following features: Integration to/from PeopleSoft’s Financial System and HCM System; Departmental access to enter changes for the new fiscal year; Approvals and notifications process; Security access created for budget proposers and approvers; and Standard Reports.

NDUS BG: Budget Request FormsBudget Requests are used to request additional funding. Campuses may choose to use any or all of the forms. The following budget forms are available for campus use:

B001 BASE BUDGET INCREASE E006 EQUIPMENT/SOFTWARE F001 FACILITY IMPROVEMENT REQUEST - NON-REPAIR ITEMS UNDER 10,000 P001 NEW POSITION REQUEST S001 STRATEGIC INITIATIVE

The following screenshot details the common fields on each form. These fields are not detailed in the individual budget request forms documentation.

Navigation: ND HE Applications > Budgeting > Budget Requests > HE Create Budget Requests

1. Click the Search button.2. Select the desired form.

Budget Unit: Displays the user's Budget Unit.

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Form Budget Unit: Indicates if the form is a custom (BU) or delivered form (HIED1). Custom forms are campus specific forms; the HIED1 forms are available for all campuses to use. Effective Date: Displays the effective date of the form.Form Code: Displays the Form code and a short description of the form. The form code identifies the type of request (base budget increase, equipment, etc.) Request Number: Unique number assigned once the budget request is saved.Parent Request Number: Displays the parent request number. The parent request number allows similar requests to be grouped together.Budget Period: Displays the Budget Period which is always the next fiscal year.Requested Total: Calculates the budget request total amount.Status:

Approved – The request was approved by the budget office. Cancelled – The request was cancelled by the user and can no longer be edited. Denied – The request was denied by the budget office and can no longer be edited. Editing – The user is completing the request form. Inactive/On Hold – The request is on hold pending further review by the budget office. Pending for Resubmit – The budget office requested the user make changes to the request. Submitted – The request was submitted to the budget office for review and approval.

Submit: The submit button is used to submit the Budget Request for review and approval. Once the Budget Request is submitted it becomes read only. Chartfields

The Ledger Group defaults based upon the Fund and Account codes entered.

1. Enter the desired information into the Account, the Account Description displays.2. Enter the desired information into the Fund field.3. Enter the desired information into the Department field.4. Enter the desired information into the Project - project ledgers only.5. Select an Adjustment Type - This dropdown is used to indicate if the budget line is permanent or

temporary for the following year's budget cycle. -Permanent - Budget rolls forward budget amounts in the budget module. -Temporary - Budget does not roll forward budget amounts in the budget module.

6. The Minimum Amount/Maximum Amount, if defined on the form, displays.7. Enter the desired information into the Unit Price field.8. Enter the desired information into the Quantity field.9. Enter the desired information into the Installation Fee field.10. The Requested Amount for each row is calculated.

The Allow the following Department(s) to view this request allows users departments to view the budget request. If this data is not populated, only the user who created the form and the central budget office staff will be able to view the form.

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1. Enter the desired information into the Department ID field.2. Lookup the Dept Contact, the users Email Address populates.

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NDUS BG: Budget Requests

NDUS BG: HE Create Budget Request - Base Budget IncreaseProcedure


Step Action1. Enter the desired information into the Brief Description field. Enter "Increase in Travel

Budget".

2. Click the Control Over Increase list.

Discretion: Expenses for which rate increases are controllable. Ex: Travel costs for conference

Non-discr: Expenses for which rate increases are not controllable. Ex: utilities, credit card fees, etc.

3. Click the Discretion list item.

4. Enter the desired information into the Enter a detailed description and any supporting comments for the field. Enter "Increase in fuel costs.".

5. Enter the desired information into the Enter Add to Base to indicate a permanent request. Enter One Time field. Enter "Permanent".

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Step Action6. Enter the desired information into the Account field. Enter "521000".

7. Enter the desired information into the Fund field. Enter "30258".

8. Enter the desired information into the Department field. Enter "8010".

9. Click the Adjustment Type list.

10. Click the Permanent Budget list item.

11. Enter the desired information into the Unit Price field. Enter "500.00".

12. Enter the desired information into the Installation Fee field. Enter "0".

13. Click the Save button. The budget request is saved but not submitted for review and approval.

If the budget request is ready for review, click the Submit button.

The budget request can be edited at HE Maintain Budget Requests and submitted for

approval at a later time.

14.End of Procedure.

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NDUS BG: HE Create Budget Request - Equipment Software RequestProcedure


Step Action1. Enter the desired information into the Brief Description field. Enter "Bobcat UTV and

Attachments".

2. Click the Equipment Purpose list, options include:

New piece of equipmentReplacing an existing piece of equipmentSvc Agreement (service agreement)

3. Click the Replacing list item. Options include:New piece of equipmentReplacing an existing piece of equipmentSvc Agreement (service agreement)

4. Enter the desired information into the Enter a detailed description and any supporting comments for the field. Enter "Replace existing tractor and attachments".

5. Enter the desired information into the Account field. Enter "691000".



8. Enter the desired information into the Unit Price field. Enter "39000".

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Step Action9. Click the Save button. The budget request is saved but not submitted for review and

approval.





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NDUS BG: HE Create Budget Request - New Position RequestProcedure


Step Action1. Enter the desired information into the Brief Description field. Enter "New Position in

Rural Health".

2. Click the Position Type list.

3. Click the FT list item.

4. Enter the desired information into the Position Title field. Enter "Assistant Professor".

5. Enter the desired information into the Weekly Hours (PT only) field.

Enter the desired information into the Duration (months-PT) field.

6. Enter the desired information into the List the specific duties and time allocated to each for staff pos field. Enter "Teaching and Admin Duties".

7. The Position Number field can be updated after the position is created in HRMS.

8. Enter the desired information into the Include # of FT, PT, adjunct, temps, student employees, etc. field. Enter "60 full and pt positions".

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Step Action9. Enter the desired information into the Provide specific, objective metrics that support the

need for the field. Enter "Increased need in rural health".

10. Enter the desired information into the List the steps taken to improve efficiencies prior to requesting field. Enter "Current staffing is not adequate".

11. Enter the desired information into the List other solutions if this request is not approved. Can other p field. Enter "All other alternatives have been exhausted".

12. Enter the desired information into the List the funding source for this position - local, grant, appropr field. Enter "Appn and local".

13. Enter the desired information into the Current/future commitment of campus resources for grant funded po field. Enter "n/a".




17. Click the Adjustment Type list.


19. Enter the desired information into the Unit Price field. Enter "50000".

20. Click the Add Row button.

Add a new row for each expense related to the new position request including fringe benefits

and equipment needs.





22. Click the List the specific duties and time allocated to each for staff pos object.


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NDUS BG: HE Maintain Budget RequestsThe HE Maintain Budget Requests page is used to make changes to the Budget Request form after the form is saved. Navigation: ND HE Applications > Budgeting > Budget Requests > HE Maintain Budget Requests

Enter one or more of the following search criteria:

1. Enter the desired information into the Request Number field.2. Enter the desired information into the Brief Description field.3. Enter the desired information into the Request Status field.4. Click the Search button.

Procedure

The Maintain Budget Request page is used to revise the request and submit the request for review and approval.

Navigation: ND HE Applications > Budgeting > Budget Requests > HE Maintain Budget Requests

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Step Action1. Once the form is reviewed and ready to submit the form for approval, click

the Submit button.

2.Click the Yes button to submit the budget request for review and approval.

3.End of Procedure.

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NDUS BG: Reallocation RequestsReallocation Requests are used to request reallocations between funding sources. Two reallocation forms are available for campus use:

REAO - Operating Budget Reallocation REAP - Position Budget Reallocation

The following screenshots details the common fields on each form. These fields are not detailed in the individual budget request forms documentation. Navigation: ND HE Applications > Budgeting > Budget Requests > HE Create Budget Requests

1. Click the Search button.2. Select the desired form.

Budget Unit: Displays the user's Budget Unit.Form Budget Unit: The reallocation requests are created as HIED1.Effective Date: Displays the effective date of the form.Form Code: Displays the Form code and a short description of the form. The form code identifies the type of request.Request Number: Unique number assigned once the budget request is saved.Budget Period: Displays the Budget Period which is always the next fiscal year.Requested Total: Displays the total of all lines on the Reallocation Request, this should be 0.00 for reallocation requests. If the total is not 0.00, the request cannot be submitted.Request Status:

Approved – The request was approved by the budget office. Cancelled – The request was cancelled by the user and can no longer be edited.

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Denied – The request was denied by the budget office and can no longer be edited. Editing – The user is completing the request form. Inactive/On Hold – The request is on hold pending further review by the budget office. Pending for Resubmit – The budget office requested changes to the request. Submitted – The request was submitted to the budget office for review and approval.

Submit: The submit button is used to submit the Budget Request to the central budget office staff. Once the Budget Request is submitted it becomes read only. The Allow the following Department(s) to view this request allows other departments to view the budget request. If this data is not populated, only the user who created the form and the central budget office staff will be able to view the form.

1. Enter the desired information into the Department ID field.2. Lookup the Dept Contact, the user's Email Address populates.

NDUS BG: Operating Budget ReallocationProcedure


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Step Action1. Enter the desired information into the Brief Description field. Enter "From 30205 to

30258".

2. Enter the desired information into the Requesting Department field. Enter "8010".

3. Enter the desired information into the Justification for Reallocation Request field. Enter "Requesting reallocation to offset costs ".

4. Enter the desired information into the Requested by field. Enter "Test User".

5. Click the Reallocation Type list.

Select "From" to enter the chartfields for reallocation.

Select "To" to enter the chartfield for the reallocation.

6. Click the From list item.



9. Enter the desired information into the Department From field. Enter "8010".

The Department From field is secured by the user's row level security access.

10. Click the Adjustment Type list. This dropdown is used to indicate if the reallocation is permanent or temporary for the following year's budget cycle.

Permanent - Budget rolls forward budget amounts in the budget module. The reallocation will roll as a permanent budget adjustment in future budget cycles.

Temporary - Budget does not roll forward budget amounts in the budget module. The reallocated amount will return to the original funding source in future budget cycles.

11.Click the Permanent Budget list item.

12. 2014 Budget: The current year budget for the chartfield combination.

2014 Actuals: The current year actuals for the chartfield combination.

2014 Balance: The current year budget balance.

Fin Perm Budget Target: The new year permanent budget amount for the chartfield combination.

Perm Base Budget Amt Temp Reallocated: The current permanent target amount temporarily reallocated to another chartfield combination.

13. Enter the desired information into the Requested Amount field. Enter "-5000.00".

14.Click the Add button.

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Step Action15. Click the To list item.



18. Enter the desired information into the Department To field. Enter "8010".

The Department To field is NOT secured by user's row level security.


20. Enter the desired information into the Requested Amount field. Enter "5000.00".






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NDUS BG: Position Budget ReallocationProcedure


Step Action1. Enter the desired information into the Brief Description field. Enter "Transfer to Rural

Health".

2. Enter the desired information into the Requesting Department field. Enter "8010".

3. Enter the desired information into the Justification for Reallocation Request field. Enter "Additional Program needs in Rural Health".

4. Enter the desired information into the Requested By field. Enter "Test User".

5. Enter the desired information into the Position From field. Enter "00014859".

Use the lookup to search by Position Number, EmplID, Name or Department. By entering ‘vacant’ or ‘pool’ in the EmplID field, a listing of all vacant or pool positions will display.

6. Enter the desired information into the Position To field. Enter "00015706".

Use the lookup to search by Position Number, EmplID, Name or Department. By entering ‘vacant’ or ‘pool’ in the EmplID field, a listing of all vacant or pool positions will display.

7. Click the Get Funding Source button.

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Step Action8. Enter the desired information into the GL Combo Code field.

The funding source can be updated in the Position To field only. Rows can be added or deleted using the "+" or "-" buttons on the left. If a funding source for the Position From is not needed, click on the "-" button to delete the row(s).

9. Enter the desired information into the Requested Amount field. Enter "18185.00".






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NDUS BG: Budget and Reallocation Request ApprovalUsers in the central budget office have access to approve the budget requests. The HE Maintain Budget requests page is used for the approvals. The FIN Target must be created and approved prior to the approving the Budget Request forms. Navigation: ND HE Applications > Budgeting > Budget Requests > HE Maintain Budget Requests

Enter one or more of the following search criteria:

1. Enter the desired information into the Request Number field.2. Enter the desired information into the Brief Description field.3. Enter the desired information into the Request Status field.4. Click the Search button.

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NDUS BG: Approve a budget/reallocation requestThis page is displayed for informational purposes to show the approved form in the HE FIN Target Budget Entry page. Navigation: ND HE Applications > Budgeting > FIN Budgeting > HE FIN Target Budget Entry

The Request Number and Brief Descr from the budget request display. The Rows from budget requests are not editable.

Procedure


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Step Action1. Review the Chartfield section and adjust the Approved Amount as desired.

Click the Approve button.

2. Click the Yes button to submit the request or No to exit the message.

3. Click the Save button.

4. The approved amount will display in the HE FIN Target Budget Entry page upon approval, the target must be re-authorized to display the amounts on the HE FIN Department entry page.End of Procedure.

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NDUS BG: Deny a budget/reallocation requestProcedure


Step Action1. Click the Status list.

2. Click the Denied list item.

3. Click the OK button.

4. Enter the desired information into the Status Reason field. Enter "Unable to fund this budget cycle.".

5. Click the Save button.

6.End of Procedure.

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