BUDGET MANAGEMENT TRAINING PEOPLESOFT 8.9 Scott McElroy Office of Budget & Finance

BUDGET MANAGEMENT TRAINING

PEOPLESOFT 8.9

Scott McElroy

Office of Budget & Finance

Session Overview• Reports for Budget Management

• Query for Payroll Interface Information• Budget Office Website

http://adminservices.clayton.edu/budget/default.htm

• Budget Amendment Request Form

http://adminservices.clayton.edu/budget/default.htm

The following screen shots will show you how to access the Budget Status Report for APPROP summary. This report will give you a quick look at the summary of your budget based on the Appropriation levels (500000-Personal Services; 600000-Travel; 700000-OS&E; 800000-Equipment).

COMMITMENT CONTROL>BUDGET REPORTS>BUDGET STATUS

At this time you can save this process as a favorite for future reference. You just need to click on the Add to Favorites link at the top and enter a description before clicking OK.

You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as APPROP_STATUS then click the Add button.

You will then need to indicate the APPROP Ledger Group and then click on the Refresh button.

In order to make the appearance of the report very similar to the Appropriation Status Report that you are used to in the old PeopleSoft, you would then need to reorder the Sequence as follows:1-Fund Code; 2-Department; 3-Program Code; 4-Class; 5-Account; 6-Budget PeriodIn addition to reordering the Sequence, you will need to click on the Include CF button for each of these categories. Then you would input the numbers for your department in the Value and To Value fields at this time. Once you have input all the numbers for your department, you can click on the Save button and the correct sequence order will be shown. Then click on the Run button at the top to initiate the process.

When the Process Scheduler Request screen appears, you will need to click on OK in order to schedule the process.

After clicking on OK, it will take you back to the report format screen. You will notice a Process Instance number just under the Run button at the top of the page. You need to make a note of this Process Instance number that will be used in the next section of the process. At this time, you will click on the Process Monitor link.

If at this time the Run Status on your Process Instance doesn’t show as Success or Distribution Status doesn’t show as Posted, you will need to click on the Refresh button at the top until it reaches this status.

In order to access the report that you just ran, you will need to click on the Details link in the line for your Process Instance number.

Then from the Process Detail screen, you will click on the link View Log/Trace.

Then from the View Log/Trace screen, you will click on the link for the PDF file in the File List. It will be the 2nd file in the list. This will bring up the Budget Status Report that you just ran in another window as a PDF file. You can then either Save As or Print the report.

The following screen shots will show you how to access the Budget Status Report for ORG summary. This report will give you a quick look at the summary of your Personal Services budget based on the Organization levels (511000-Regular Faculty; 512000-PT Faculty; 513000-Summer Faculty; 521000-Professional/Admin; 522000-Staff; 523000-Graduate Assistant; 524000-Student Assistant; 525000-Casual Labor).

MY FAVORITES>BUDGET STATUS

You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as ORG_STATUS then click the Add button.

You will then need to indicate the ORG Ledger Group and then click on the Refresh button.

In order to make the appearance of the report very similar to the Organization Status Report that you are used to in the old PeopleSoft, you would then need to reorder the Sequence as follows:1-Fund Code; 2-Department; 3-Program Code; 4-Class; 5-Account; 6-Budget PeriodIn addition to reordering the Sequence, you will need to click on the Include CF button for each of these categories. Then you would input the numbers for your department in the Value and To Value fields at this time. Once you have input all the numbers for your department, you can click on the Save button and the correct sequence order will be shown. Then click on the Run button at the top to initiate the process.







The following screen shots will show you how to access the Budget Status for REVEST summary. This report will show you a quick summary look at the departmental revenue collected at the budgetary level. MY FAVORITES>BUDGET STATUS

You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as REV_STATUS then click the Add button.

You will then need to indicate the REVEST Ledger Group and then click on the Refresh button.

In order to make the appearance of the report very similar to the Organization Status Report that you are used to in the old PeopleSoft, you would then need to reorder the Sequence as follows:1-Fund Code; 2-Department; 3-Program Code; 4-Class; 5-Account; 6-Budget PeriodIn addition to reordering the Sequence, you will need to click on the Include CF button for each of these categories. Then you would input the numbers for your department in the Value and To Value fields at this time. Once you have input all the numbers for your department, you can click on the Save button and the correct sequence order will be shown. Then click on the Run button at the top to initiate the process.







The following screen shots will show you how to access the Budget Progress Report. The Budget Progress Report will give you either a detailed version of your departmental budget or a summary version of your departmental budget depending on the amount of detail you wish to have at the time you run the report.

BOR MENUS>BOR GENERAL LEDGER>BOR GL REPORTS>BUDGET PROGRESS REPORT

At this time you can save this process as a favorite for future reference. You just need to click on the Add to Favorites link at the top and enter a description before clicking OK.

You would then need to click on the tab for Add a New Value. It would then ask you to give the Run Control ID a name such as BUD_PROGRESS then click the Add button.

Once you have entered your departmental information, you can click on the Save button to save the parameters for the next time you access this report. Then you will need to click on the Run button at the top to initiate the process.

When the Process Scheduler Request screen appears, you will need to determine which version of the report you want. If you just want a summary view of the report, you will need to select Summary – Actuals as your option and click on OK. If you want a detailed version of the report, you will need to select Full Detail – Actuals as your option and click on OK.





Then from the View Log/Trace screen, you will click on the link for the PDF file in the File List. It will be the 2nd file in the list. This will bring up the Budget Progress Report that you just ran in another window as a PDF file. You can then either Save As or Print the report.

The following screen shots will show you how to access the PeopleSoft query for the Payroll/GL Interface. This query shows you a detail of the employee’s name, date, and amount for each payroll that is posted along with the specific account information.

REPORTING TOOLS>QUERY>QUERY VIEWER

If you put CSU in the begins with box, it will give you the query named CSU_PAYROLLGL_INTERFACE.

At this point you can either run it directly to HTML or to Excel whichever you choose.

Then you will need to fill in the Prompts for whatever parameters you wish to view and click View Results.

Payroll Interface 36

Fund Dept Descr Account Descr Program Class Project Name Group Position Date Expended

10000 5510000 Office of Budget & Finance 553200 Group Insurance- Life 16200 11000 M01 00000969 8/29/2008 15.00



10000 5510000 Office of Budget & Finance 553100 Group Insurance- Health 16200 11000 M01 00000969 8/29/2008 496.32



10000 5510000 Office of Budget & Finance 552100 Teachers Retirement System 16200 11000 M01 00000969 8/29/2008 437.74



10000 5510000 Office of Budget & Finance 551200 FICA-Employer Medicare 16200 11000 M01 00000969 8/29/2008 65.21



10000 5510000 Office of Budget & Finance 551100 FICA-Employer 16200 11000 M01 00000969 8/29/2008 278.82



10000 5510000 Office of Budget & Finance 521100 Salaries- Professional/Admin 16200 11000 M01 00000969 8/29/2008 4717.00





















This concludes the portion of this training session pertaining to accessing PeopleSoft 8.9 Financials’ reports that aid you in effectively managing your departmental budget.

QUESTIONS?

The Budget Office web site has been enhanced over the last year with more forms, spreadsheets, as well as other budgetary information.

http://www.clayton.edu/budget/home

http://www.clayton.edu/budget/home

The Budget Amendment Request(BAR) form is one of the forms that is located on the web site. This form is required in order to amend any part of your departmental budget. Here are some tips to remember when amending your budget:

BUDGET AMENDING TIPS Amend budgets before actual transactions are trying to post in accounting. Amend the funds needed to maintain the budget for normal operations for the remainder of the fiscal year. In

other words, in preparing an amendment you need to be proactive, not reactive. If your activities have changed, estimate the needs for the rest of the year not just this instance. Be aware of continuing expenses you will have that are not encumbered, such as telecommunications, supplies, etc.

Have all signatures for approval. All approvals through the vice presidential/cabinet level should be on the form when it reaches Budget & Finance. This is for communication purposes. This step ensures that all impacted parties are aware of the changes in the budgets.

Round your amounts to the nearest dollar. The PeopleSoft budget system does not use cents. Make a copy or print one for your records as the requestor. You can also use this copy to verify that the changes

you requested have been made on your next Budget Progress Report or Budget Status Report. Budget amendment required when an employee is hired for more than the budget available in that position. You

need to provide a budget amendment detailing the funding area that will be transferred to cover the extra funding needed for the position.

When adding budgets for temporary employees, casual labor, or extra compensation, you do need to increase the budget for the fringe benefits that will be incurred also. For temporary employees or casual labor, the FICA Medicare expense that will be incurred is equal to 1.45% of the wages/salary. For extra compensation expense for a full-time employee, FICA and FICA Medicare combined will be approximately 7.65% of wages or salary and retirement expense is 9.28% of the wages or salary for Teachers Retirement individuals and 8.13% for individuals who participate in Optional Retirement Plans.

Budget amendments are only used to change the BUDGET amounts. If you need an expenditure researched or corrected, please send a written request by email or memo to Nicole Russell, Accounting Services.

BUDGET AMENDMENT REQUEST

Budget Dollar Amended Enter Proj/ Account Amount Change Budget Journal

To or From Account Description Fund Dept ID Program Class Grant Code Before Request Requested After Request ID No.

1) From Professional/Admin (Position 1432) 10000 5510000 16200 11000 521000 200,938$ (5,000)$ 195,938$

To Casual Labor (Position 1435) 10000 5510000 16200 11000 525000 -$ 5,000$ 5,000$


To Travel 10000 5510000 16200 11000 600000 4,400$ 5,000$ 9,400$


To Casual Labor (Position 1128) 10000 5510100 16200 11000 525000 15,000$ 5,000$ 20,000$

TEMPORARY xReason for Budget Amendment:

AUTHORIZATION:

Department Head/Manager/Project Investigator Date

Dean/Director Date

Entered in PS Financials:

Executive Vice President/Vice President Date Initials Date

PERSONAL SERVICES EXAMPLES

PeopleSoft Account Number

PERMANENT o

1) Transfer Professional/Admin budget to Casual Labor budget within dept. 5510000. 2) Transfer Professional/Admin budget to Travel budget within dept. 5510000. 3) Transfer Professional/Admin budget from dept. 5510000 to Casual Labor budget in dept. 5510100.

Indicate whether you are adding “to” the account or taking funds “from” an account in the first column. In the next column give the name of the account as it appears on the instruction sheet. If the amendment is pertaining to Personal Services please indicate the Position Number along with the account description. In the next six spaces enter the respective numbers for your department. If the changes you are making do not affect a grant, then the “Project/Grant” space should be left blank. NOTE: For all dollar amounts please round to the nearest dollar. Indicate the budget amount before this request. In the next column, indicate the dollar amount you want to move in or out of the line. In the next column should be the amended budget you expect to have after this change is made. The Journal ID No. will be filled in by the Budget Office when the amendment is posted. Then you need to indicate if this is a permanent or temporary amendment as far as going forward to the next budget cycle. Forward the form for the appropriate signatures. If you have any questions contact the Budget Office at X-4285.




From OS&E 10000 5510000 16200 11000 700000 17,700$ (5,000)$ 12,700$

To Travel 10000 5510000 16200 11000 600000 4,400$ 5,000$ 9,400$


AUTHORIZATION:


Dean/Director Date



TRAVEL EXAMPLE


PERMANENT

Transfer to cover anticipated travel expenses.





From Travel 10000 5510000 16200 11000 600000 4,400$ (5,000)$ (600)$

To OS&E 10000 5510000 16200 11000 700000 17,700$ 5,000$ 22,700$


AUTHORIZATION:


Dean/Director Date



Transfer to cover anticipated operating supplies and expenses.

OS&E EXAMPLE


PERMANENT





From OS&E 10000 5510000 16200 11000 700000 17,700$ (10,000)$ 7,700$

To Equipment 10000 5510000 16200 11000 800000 -$ 10,000$ 10,000$


AUTHORIZATION:


Dean/Director Date



Transfer to purchase equipment.

EQUIPMENT EXAMPLE


PERMANENT





To Admission Application Fees 10600 4510100 15500 11000 409000 150,000$ 10,000$ 160,000$

To OS&E 10600 4510100 15500 11000 700000 150,000$ 10,000$ 160,000$


AUTHORIZATION:


Dean/Director Date



Admission Application fees collected have exceeded original budget.

REVENUE EXAMPLE


PERMANENT


QUESTIONS?

Scott McElroyBudget [email protected]://adminservices.clayton.edu/budget/

mailto:[email protected]

http://adminservices.clayton.edu/budget/

Documents

BUDGET MANAGEMENT TRAINING PEOPLESOFT 8.9 Scott McElroy Office of Budget & Finance