Setup Procedures

To begin budgeting for the new year, you need to build an initial work file based on table information from the Human Resources System and the modifications you make to these tables in Personnel Budgeting. You also need to verify that certain information has been set up in the Budget Preparation System.

Following are the procedures associated with setting up your work file. The references that follow each procedural step indicate where you can find complete information on the procedure.

1. Verify that your Budget Preparation Profile has been updated. Besides storing the budget year, the Profile defines account ranges for revenues and expenditures, organization and project titles, and the structure of account numbers. Also verify that the Profile's entries match those in the Fund Accounting Profile.

2. Verify that other setup procedures have been completed in the Budget Preparation System. This includes extracting budget information from Fund Accounting and Human Resources and updating Budget Preparation's accounting distributions.

3. Use Personnel Budgeting's Extract Human Resources Data option to copy records from reference tables in Human Resources into Personnel Budgeting's versions of these tables. The tables include Job Class, Pay Code, Benefit (from the Deduction table), FICA/Medicare, Workers' Comp, and Additional Duties.

4. If you are using the Position Control System, the Position and Position Distributions tables are also copied during the extraction process. Records are created for vacant positions where the occupied FTE (fulltime equivalency) value is less than the authorized FTE.

5. Create schedules and calendars for the budget year in Human Resources' Salary Schedule and Calendar tables. Calendars and schedules do not have to be extracted, since Personnel Budgeting accesses these tables directly. If needed, run the Salary Schedule option from Human Resources' Future Changes menu to set up schedules that will take effect on specified dates.

6. If you use the Salary Negotiations System, complete the negotiations process before running Personnel Budgeting. Salary Negotiations adds new year schedules to Human Resources, so you do not have to create the schedules manually.

7. Before updating Personnel Budgeting's reference tables, generate and review the Reference Tables Status Report option. This report lists the records stored in the system's tables, as extracted from Human Resources.

8. Assign new year calendars and salary schedules to records in Personnel Budgeting's Job Class table. You also need to add one of the following codes to each job class's Anniversary Date Increase field: M - Mid-Year Increase or F - Fiscal Year Increase. In addition, you can assign default benefits to employees and positions through their job classes.

9. If you are using Position Control, you need to add vacant position defaults to records in the Job Class table. You also can budget for open positions by entering defaults for benefits, pay codes, pay groups, pay methods, average annual salaries, and salary schedule steps.

10. Update the Benefit table in Personnel Budgeting with the number of pays for flat amount benefits. Percentage based benefits do not need to be updated during setup.

11. Update records for special pays in Personnel Budgeting's Pay Code Table by entering the number of special pays to be issued in the budget year.

12. Use the Extract Human Resources Data option to copy employees' pay rates and fringe benefits from Human Resources. You can select the records to extract by employee number, pay group, and job class. If you use the Position Control System, the system also extracts rates, benefits, and accounting distributions for vacant positions.

13. Modify Personnel Budgeting's tables for the budget year as needed. Tables that may need to be updated include the following: Job Class, Benefit, Pay Code, FICA (Social Security and Medicare), Workers' Comp, and Additional Duty.

14. Run the Position Status Report option from the Personnel Budgeting Reports menu. The report generated documents the employee information extracted from Human Resources.

15. Save your extraction data as an iteration. This allows you to restore the extraction information if you need to start over at any point. Iterations also enable you to develop other versions of your budget for comparison purposes.