Middlebury%20College%20FY16%20Budget%20Process:%20Budget%20Development

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• Middlebury CollegeFY16 Budget ProcessBudget
  Development

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Important Web Links

• Budget Office
• Go/budget office or http//www.middlebury.edu/offi
  ces/business/budget/midd_budgets/faq
• Self Service Banner (SSB)
• Go/BW or https//ssb.middlebury.edu/PNTR/twbkwbis.
  P_WWWLogin?
• Online Form for Additional Funding
  -http//www.middlebury.edu/offices/business/budget
  /midd_budgets/additional_funding_request
• Commonly Used Account Information
  http//www.middlebury.edu/offices/administration/v
  pfin/controller/payment/banner

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Important Contact Information

• Elissa Morton
• Director of Budget and Financial Planning
• emorton_at_middlebury.edu
• 802-443-5092
• Sue Lalumiere
• Assistant Director, Budget
• slalumie_at_middlebury.edu
• 802-443-5725
• Christopher West
• Financial Systems Specialist
• cwest_at_middlebury.edu
• 802-443-5592
• Sarah C. Larocque
• Budget Analyst
• slarocque_at_middlebury.edu
• 802-443-5395

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Important Terms

• SSB also referred to as Self Service Banner or
  Banner web
• Index refers to a sub section of a FOAPAL Fund,
  Org, Account, Program (Location Code if
  applicable). Note Please be aware that an org
  may have many Indexes associated with it
• Reallocation refers to moving budget dollars from
  one account code to another account code

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Reallocation

• Overview of the Reallocation Period
• This is ONLY for the reallocation process
  January 19, 2015 February 6, 2015
• As a change from past years there will only be
  one phase to work in instead of three as was the
  case last year. You will be working in BUD16
• Use the Change Value column to enter the amount
  to change the budget by NOT the total amount that
  you want budgeted
• Use minus signs (a negative number) to reduce a
  budget. No sign is necessary (a positive number)
  to increase a budget
• Enter text notes for each change, in the
  following format Initials mm/dd/yy-Explanation
  including the word account. Enter approval
  information if applicable. Example
  SCL-1/15/15-Moved 100 from account 710520 to
  account 704150 (Refer to Appendix A, Step 13).
  Please note account, fund, or org, as appropriate

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• IMPORTANT - Do NOT delete a budget line using the
  Delete Record column. If you do not want a
  budget in that account, simply change the budget
  to zero
• Click on the Calculate button first to enter your
  changes and to review them
• If the changes you made are incorrect or further
  reallocation is necessary click on the Re-query
  button to undo your most recent unsaved changes
• Use the Summary Totals at the bottom of the
  screen to double check the changes you made.
  There is an account summary for each of the
  phases. (Refer to Appendix A, Step 18)
• Use the Post button when everything has been
  reallocated and you are ready to save your
  changes. (Refer to Appendix C)
• Banner Web will pre-populate with the account
  information that you last used, so be sure to
  double check the account segments that appear
  before moving on to the next step
• WARNING - You will be timed-out in Self Service
  Banner (SSB) after 30 minutes of inactivity. You
  will lose your changes for those items that were
  entered but not calculated or posted

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List of Appendices

• Appendix A Signing onto Self Service Banner
  (SSB)
• Appendix B Reallocations
• Appendix C Adding new accounts to your budget
• Appendix D Save and Post
• Appendix E Online Form for Additional Funding

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Appendix ASigning onto Self Service Banner (SSB)

• Step 1)
• SSB can be accessed directly from the Middlebury
  College and MIIS homepages. Type in go/bw or
  https//ssb.middlebury.edu/PNTR/twbkwbis.P_WWWLogi
  n? Into your web browser.
• Login is required. Enter your employee ID number
  and pin. Click on the Login button.
• Click on Finance Information.

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Step 2)Click on Budget Development Menu

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Step 3)Budget Worksheet Making Reallocations

• Click on the Create Budget Worksheet button

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Step 4)Click on Create Query

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Step 5)Do not check any of the boxes. Leave
them blank and click on Continue

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Step 6)Enter in the Chart of Accounts (1), the
Budget ID (FY2016), the Budget Phase (BUD16) and
either your Index or individual codes (fund, org,
account, prog, activity, location)
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Step 7)For BUD16, check to Include Revenue
Accounts, Labor Accounts, Expenses and
Deleted Items

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Step 8)The resulting screen clears the Index
field and populates the Fund-Org-Program fields.
You can also manually enter the Fund-Org-Prog
codes. At this point, you will save the query.
Click into the field to the right of Save Query
as and enter the phase name and Index code for
your future reference. Then click on Submit.
Note Saving query will allow you to continue
working on it at a later time.Naming convention
Phase Org Index. The Index is
optional. See below for example.

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Step 9) After clicking submit in step 8 the
Budget Development screen opens up with account
detail.The resulting screen requires scrolling.
The top section shows the results of the
parameters that you have entered.

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Step 10)As you scroll down, you will see your
FY16 budget in Account order for the selected
phase.
Please do NOT delete!

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Step 11)At the bottom of this screen, you will
find an Account lookup feature for entering new
budget lines, the action buttons for submitting
changes, and summary totals.

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Step 12)You reallocate budget dollars using the
Change Value field. Use a minus sign, such as
-75.00, to reduce a budget as shown. To increase
a budget, just enter the number 75.00. Note be
sure to enter here the amount to change by, not
the new budget total.

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Step 13) Click on the Account Code to bring up
the Text Box for notes. The top Print section
will appear on reports run by the Budget Office
as documentation. Be sure to enter your name,
date, amount of change and the from-and-to
account codes in the following format
Initials-mm/dd/yy-Explanation including the
word account in front of the account numbers your
are using for reallocation Do not use the No
Print section.Click Save.

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Step 14)To Exit, click on either the X or the
Exit budget text page line. Note you will
need to press calculate at the next screen.

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Step 15)Enter the other side of the reallocation
the account to be increased. Reminder enter
text for each change that you make. (Refer to
Steps 13 and 14)

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Step 16)Click on the Calculate button. This
will enter your changes for your review. Your
changes are not being saved yet! The Requery
button will undo your most recent unsaved
changes.

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Step 17)The Proposed Budget and New Budget
columns show the new budget total. The Base
Budget column retains the original starting
budget. The Cumulative Change column sums all
changes in that line

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Step 18)In the bottom section, you can also see
the results of your changes. Note in this
example the Net Result 0.00. Please check the
result carefully to make sure that you have
reallocated the funds as you intended.

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Appendix BReallocations

• Step 1)
• Please note that this is a separate step from
  reallocating money from existing account lines.
• To add a new budget account, use the
  Account/Program Code lookup section.
• First, click on the title itself, Account/Program
  Code lookup. If you already know the account
  number you can skip to step 5.

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Step 2)Select Account from the Code Type
drop-down box

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Step 3) Type in part of the title criteria you
want to budget, surrounded by signs to use the
search function. Change the Maximum rows to
return to return 100 and Execute Query. Please
note that the query results will likely be less
than 100.

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Reminder you can access a list of account codes
and definitions at the following
link http//www.middlebury.edu/offices/administra
tion/vpfin/controller/payment/banner
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Step 4)Now you see the result(s) of your search.
Make note of the desired account code and Close
Window. There is no automatic population from
this screen.

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Step 5) (Note if you already know the account
code, you can start at step 5)Manually enter
this account code into the Account field and
enter the Proposed Budget amount, making sure
that Permanent Budget is showing. Then, click on
Calculate.
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Step 6)This newly budgeted account is now
inserted in numerical order among the existing
budget accounts, and says NEW in the Status
column. Click on the Account code and add Text
Notes (See Appendix A, step 13) as before, for
each change. Be sure to enter your name, date,
amount of change and the from-and-to account
codes.

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Step 7)Remember to check the Summary Totals! In
this example, the total is out of balance by
100, so another budgets total must be reduced
by 100 in order to keep the net change to 0.

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Step 8)Go back to the Accounts and reduce the
desired budget to offset the new budget
added.Enter Text Notes (Refer to Appendix A step
13). Click on Calculate. Again, this will enter
your changes but not save them.

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Appendix CSave and Post

• Step 1)
• Once your budget reallocations are done, click
  Post to save your changes. Your changes are not
  saved until you click on the Post button.
• Important Note Calculating first,
  reviewing, and then Posting is the best way to
  insure that you have not unintentionally added to
  or reduced your budget.

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Step 2)Please note that the Text column changes
from an N to a Y to indicate that text exists
on that line.

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Step 3)Where changes have been made, the
Proposed Budget amount is a link. Click on the
link to see the history of changes made to the
budget.

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Step 4)When you are done with your budget
reallocations, close the session by clicking on
EXIT.

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Step 5)When you return to either make more
reallocations or to review your work during the
reallocation period, you may Retrieve Existing
Worksheet Query by clicking on the drop-down menu
and selecting your saved query.

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Appendix DBudget Development Query Viewing
Next Years Budget

• Step 1)
• The Budget Reallocation window is open from
  January 20, 2014 February 7, 2014. After this
  time you can no longer change or reallocate your
  budgets for the next fiscal year. You can,
  however, still view them.
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• Return to the Budget Development section, but
  this time click on the Create Budget Development
  Query option.

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Step 2)Click on Create Query. If you have
previously created the Budget Development Query,
you can Retrieve a saved query.

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Step 3)Check the Base Budget and Cumulative
Change checkbox, and click on Line Item Detail.
Then Continue

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Step 4)Enter in the Budget ID, the Budget Phase,
and the Index or account codes. Check the
applicable boxes for the information you want to
see as seen below. Save Your Query As Phase
Org Index (Index is optional).Click on Submit
to populate Fund-Org-Prog codes if entering
Index, and then click on Submit again

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Step 5)Here you will see next years Base
budget, the Proposed budget, and cumulative
Changes. If Text exists, you can click on View
to read the text notes

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Step 6)Where changes have been made, the
Proposed budget is a link. Click on the link to
see the history of changes to the budget

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Step 7)You can download budget data to Excel.
Click Download Selected Ledger Columns

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Step 8)An Excel spreadsheet will appear
automatically. Scroll to the far right to see
all of your data. Save to your files as Phase
Org Index (Index is optional). To close,
click on the Excel windows X

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Scroll to the Right
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Step 9)Save Query as with this query saved you
will be able to access it later in the year, or
even in future years for reference. Note the
saved query is a moment in time and might not
reflect the final approved budget.

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Step 10)To close out of BannerWeb securely,
click on the EXIT link at the top of any screen.

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Appendix E (Part 1 of 2)Online Form for
Additional Funding

• Use the following link - http//www.middlebury.
  edu/offices/business/budget/midd_budgets/additiona
  l_funding_request
• There is one link for all types of additional
  funding requests
• Important note Please be aware that there are
  limited resources to fund additional requests.
  You will be notified after the May Board of
  Trustees meeting as to whether or not the request
  has been approved

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Appendix E (Part 2 of 2)Online Form for
Additional Funding

• A Budget Request can fall into one of the
  following categories
• Non-Academic Capital Equipment Request
• Incremental Computer or Software Request
• Additional Funding Request (not including
  Academic Equipment)
• Compensation Request for funding that does NOT
  include positions that go through the Merit
  increase process
• Compensation Request for funding for a New full
  or part-time position

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Please feel free to contact the Budget Office if
you have any questions Elissa Morton
Director of Budget and Financial
Planning emorton_at_middlebury.edu 802-443-5092 Sue
Lalumiere Assistant Director,
Budget slalumie_at_middlebury.edu 802-443-5725 Chris
topher West Financial Systems Specialist cwest_at_mi
ddlebury.edu 802-443-5592 Sarah C. Larocque
Budget Analyst slarocque_at_middlebury.edu 802-443-53
95 Thank you!