BUDGET MANAGEMENT TRAINING

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BUDGET MANAGEMENT TRAINING PEOPLESOFT 8.9 Scott
McElroy Office of Budget Finance
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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

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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-OSE 800000-Equipment).
COMMITMENT CONTROLgtBUDGET REPORTSgtBUDGET STATUS
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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.
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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.
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You will then need to indicate the APPROP Ledger
Group and then click on the Refresh button.
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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 Period In
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.
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When the Process Scheduler Request screen
appears, you will need to click on OK in order to
schedule the process.
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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.
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If at this time the Run Status on your Process
Instance doesnt show as Success or Distribution
Status doesnt show as Posted, you will need to
click on the Refresh button at the top until it
reaches this status.
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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.
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Then from the Process Detail screen, you will
click on the link View Log/Trace.
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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.
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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
FAVORITESgtBUDGET STATUS
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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.
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You will then need to indicate the ORG Ledger
Group and then click on the Refresh button.
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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 Period In
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.
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When the Process Scheduler Request screen
appears, you will need to click on OK in order to
schedule the process.
22
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.
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If at this time the Run Status on your Process
Instance doesnt show as Success or Distribution
Status doesnt show as Posted, you will need to
click on the Refresh button at the top until it
reaches this status.
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(No Transcript)
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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.
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Then from the Process Detail screen, you will
click on the link View Log/Trace.
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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.
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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 FAVORITESgtBUDGET STATUS
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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.
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You will then need to indicate the REVEST Ledger
Group and then click on the Refresh button.
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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 Period In
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.
32
When the Process Scheduler Request screen
appears, you will need to click on OK in order to
schedule the process.
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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.
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If at this time the Run Status on your Process
Instance doesnt show as Success or Distribution
Status doesnt show as Posted, you will need to
click on the Refresh button at the top until it
reaches this status.
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(No Transcript)
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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.
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Then from the Process Detail screen, you will
click on the link View Log/Trace.
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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.
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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 MENUSgtBOR GENERAL
LEDGERgtBOR GL REPORTSgtBUDGET PROGRESS REPORT
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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.
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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.
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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.
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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.
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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.
46
If at this time the Run Status on your Process
Instance doesnt show as Success or Distribution
Status doesnt show as Posted, you will need to
click on the Refresh button at the top until it
reaches this status.
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(No Transcript)
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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.
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Then from the Process Detail screen, you will
click on the link View Log/Trace.
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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.
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(No Transcript)
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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
employees name, date, and amount for each
payroll that is posted along with the specific
account information. REPORTING TOOLSgtQUERYgtQUERY
VIEWER
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If you put CSU in the begins with box, it will
give you the query named CSU_PAYROLLGL_INTERFACE.
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At this point you can either run it directly to
HTML or to Excel whichever you choose.
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Then you will need to fill in the Prompts for
whatever parameters you wish to view and click
View Results.
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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?
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The Budget Office web site has been enhanced over
the last year with more forms, spreadsheets, as
well as other budgetary information.
http//adminservices.clayton.edu/budget/default.ht
m
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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
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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 Valerie Leak,
  Accounting Services.

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QUESTIONS?
Scott McElroy Budget Analyst X-4285 scottmcelroy_at_c
layton.edu http//adminservices.clayton.edu/budget
/