POSITION BUDGETS

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Personnel Services Planning
Training Manual and Reference Guide for 2015YR
Salary Roll Development In FPPRD Version 9.0
NOTE INFORMATION ON PAGE 12!
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Table of Contents Essential Information
. 2 Recommended Procedures for
Salary Roll Development.......... 4 PSP
Budget Grid Understanding the Tables
.. 5 Navigation Updating Loaded PSP
Budgets...... 7 Changing
Distribution Rows . 12 Changing
Distribution Rows Fund 18 .... 13
Deleting Distribution Rows....
14 Deleting a PSP Budget... 1
5 Adding PSP Budgets. 16 Ta
bles and Queries. 19 Addendu
m ABenefit Program Code Entry 20 A
ddendum BBenefit Program Codes 2
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• ESSENTIAL INFORMATION
• 1. Population of the Position Budgets
  tables/panels occurs from combined data from the
  Job Earnings Distribution table and the Position
  Data table in HPPRD. Review this data in the PSP
  Budget panels and make any necessary corrections
  for the salary roll development portion of the
  annual budget development process.
• A dual load in FPPRD includes the use of the
  following ? A reference data set
  which mirrors the Salary Roll data set loaded
  to give users untouched salary data as of
  the 02/28/2014 HPPRD extraction
  date Effective Date 02/28/2014 payroll data
  (the load date) Budget Year
  2015YR Reference field left blank
  ? The Salary Roll lines with the following
  criteria Effective Date 07/01/2014 Budge
  t Year 2015YR Reference SR15
• 3. CRITERIA REQUIRED FOR INCLUSION IN FY15 BUDGET
  DEVELOPMENT
• Reference Field SR15
• Effective Date 07/01/2014
• Budget Period 2015YR (Do not use MULTYR in
  Position Budgeting)Once the Salary Roll
  development process is complete, users should not
  use the SR15 code for the reference field as this
  will prevent the ability to tie back to the
  CLASS, UCLASS, GRAD and WAGES values provided for
  the budget development worksheets. Panels for
  Undergrad (Student Workers) will not be loaded.
  You may load a salary roll for individual student
  workers or choose to load a lump sum budget for
  departments with the Undergrad criteria.
• 4. Vacant positions are not loaded and must be
  added. If the position of the VACANT is known,
  populate the field with the correct position .
  If NOT, use the following criteria ? Position
  Number (Unique Numeric Convention) ? 8 digits
  in length ? Begin the Position Number with
  the DeptID where the position resides
  followed by a four digit number using a
  sequential numbering format
• EXAMPLE The following vacant positions
  reside in Dept 0905
• 09050001, 09050002,
  09050003 ? EMPLID VACANT ? Effective
  Date 07/01/2014 ? Budget Period 2015YR
• ? Reference Number SR15

Dont edit
Edit
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• ESSENTIAL INFORMATION
• CLASS, UCLASS, GRAD, and WAGES account codes are
  included in the salary planning process.
  Undergrad Student records (Benefits Code NEL)
  all other WAGES records will be downloaded.
  However, they do not carry a position code, and
  any number of student records may be added to
  assist in salary budgets planning.
• To facilitate ADDING New PSP Budgets, the
  effective date and the budget period values have
  a default entry of 07/01/2014 (effective date)
  and a 2015YR (budget period). Once the salary
  roll planning process is complete, the default
  will be the current effective date and budget
  period will be blank.
• Budget Centers are to review and edit the loaded
  salary roll dated 07/01/2014 by March 28, 2014 in
  order to begin entry into the Budget Worksheet
  Module. Remember, data from your Salary Roll is
  summed at budget line level and fed automatically
  into your CLASS, UCLASS, GRAD, and WAGES budget
  fields on your budget development worksheets.
  Once marked Complete (C), saved and submitted to
  your Business Office, updates to salary fields
  will have to be made on the personnel services
  panels to change the values on the budget
  development worksheets by your Business Officers
  once it is determined the values should be
  changed. See additional instructions Addendum A
  attached to the end of this document.
• The PSP module within the CUBS system is
  interfaced with the budget development worksheets
  and will be used to load the FY15 budgets. Data
  entered in the PSP Budget panels does not affect
  any change to any other HR or Financials data.
  These panels update the budget development panels
  and track actual salary expenditures against the
  position budgets.
• Data entered into the PSP Budget panels calculate
  fringe benefit budgets across all funds. Special
  care should be taken to accurately determine
  salaries for the upcoming budget period so as not
  to artificially inflate or deflate accompanying
  fringe amounts.
• Coding for the PSP panels are as follows
• O The budget is open and the user may make
  changes to the amounts, add or delete the salary
  lines, or delete a chartfield line according to
  instructions.
• R The user has marked the budget development
  line ready for processing. The same availability
  to make changes still applies.
• N Newly added chartfield row.
• C The user has marked the budget development
  line as complete. No changes can be made by the
  User until the budget development line has been
  changed to O or R by their Business Office.
• B Business Office has completed review. Only
  the Budget Office may make changes.

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RECOMMENDED PROCEDURES FOR FY2015 SALARY ROLL
DEVELOPMENT

• 1. Review and Edit the Salary Roll Load
  Accomplish this one department at a time. Fill
  in the criteria for the department number, ensure
  the Budget Period is set to 2015YR. Use the
  Return to Search button on the tool bar to go
  through each loaded PSP budget for that
  department and make and save changes, as
  necessary. Repeat this process for each
  department within your area of responsibility.Re
  member that only PSP budgets with the SR15
  reference number will be included in the budget
  development worksheets. An error message will
  pop up if the Ref Number field has not been
  populated correctly.
• Add Vacant Positions Vacant positions are not
  loaded and must be added in order to include your
  anticipated salary requirements for these
  positions. Use the Add feature to input vacant
  positions. Refer to Item 4 on Page 2 for
  important information concerning necessary field
  values for these budgets.
• Review Salary Roll load to determine if any
  filled positions need to be added. This would be
  the rare exception, yet still possible since the
  load was taken from HPPRD payroll data as of
  February 28, 2014. Because of timing, it is
  possible that a position that had been vacant has
  since been filled and needs to be considered in
  the salary roll development process. The
  position number should already be established,
  simply add a position budget for it using the
  Add feature and use the established CU position
  number.
• Coordinate the salary planning of positions that
  reside outside your area for which your area has
  salary responsibility with the Business Officer
  of the other area. If contact has not already
  been made by the home department or center to
  coordinate the data entry, make the appropriate
  contact to coordinate the data entry. Please do
  not budget a full 100 of a positions salary if
  you only pay a portion of the salary. No
  position should be budgeted in total at greater
  than 100.

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PSP BUDGETS Understanding the Tables behind
the Data
Panel Processor calculated fields for display
only. These do not exist in any tables.
The data in the above panel is stored in three
different tables in FPPRD CU_PERS_SERV CU_PERS_
SERV2 PERSONAL_DATA (only used to pull the name
associated with the EmplID)
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PSP BUDGETS Understanding the Tables behind
the Data
The data in the above panel is stored in the
CU_PERS_SERV table in FPPRD.
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• NAVIGATION
• UPDATING LOADED PSP BUDGETS USING FIND AN
  EXISTING VALUE TAB
• Find an Existing Value TAB in the PSP Budgets is
  used to
• Make changes to existing effective dated PSP
  Budgets.
• Delete existing effective dated PSP Budgets.
• CU_CUSTOM ? General Ledger ? Budgets ? Personal
  Services Planning
• When entering the PSP application module the
  system will always default to Find an Existing
  Value.

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2. Input the desired criteria for the PSP
budget(s) to be updated. 3. Click Search.
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UPDATING LOADED PSP BUDGETS USING FIND AN
EXISTING VALUE TAB (Contd)
4. The list of existing position budgets that
meet these criteria are populated below the
search criteria. ? Select the Position Budget
to be corrected by clicking on any segment in the
line. In the following example, the user has
defined the Salary Roll search criteria for
department 5302 and has selected Budget Period of
2015YR as the PSP Budgets to edit.
Please note that Effective Date 2/15/2014 is for
review only and cannot be altered. Edit only
Effective Date 07/01/2014.
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UPDATING (Contd)
5. The Position Budget displays in the panel.
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6. The latest Benefit Program will be
downloaded in this field from the HR record, but
for those positions you add, i.e. vacants,
students, or new, you will have to enter an
associated Benefit Program. The Benefit Program
will tie to a fringe code and be used to
calculate the fringe expense amount that will be
accumulated and transferred to the budget
worksheet. For additional information see
Addendums A and B.
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UPDATING (Contd)

• IMPORTANT The Effective Date of 07/01/2014 and
  the Ref Number SR15 indicates this is a FY15
  Salary Roll line. If there are any position
  budgets that should not be included in the budget
  development worksheet salary amounts, delete the
  Bud Rate field, delete the Budgeted AMT field and
  change the Department field to 0000. Save your
  changes. If you are replacing this deletion with
  a VACANT, refer to Page 2, Item 4.
• 8. To return to the search results that were
  completed at the beginning of the entry, click
  the Return to Search button. Key field criteria
  from the previous budget will be displayed in the
  search fields above, but below are the search
  results from your previous search. Click on the
  next budget to be edited and continue.
• 9. To switch between the Personal Services Grid
  and Personal Services Comment click either on the
  tab or links that are labeled. Another option
  given is to click on the buttons labeled
  Previous Tab and Next Tab.
• 10. After editing and saving this budget, the
  user has the option to click on the add button
  and the system will prompt to the Add a New Value
  screen where a vacant position or new hire can be
  entered.
• 11. The EmplID field cannot be changed from
  within the panel when making corrections to a PSP
  budget. If, for example, a loaded PSP Budget
  needs to have a different EmplID assigned to it,
  the PSP Budget needs to be deleted as instructed
  in 7 above and a new one added using the
  correct EmplID as instructed on Page 19, Item 4.
• 12. To change the total Budgeted Rate, and
  recalculate the distribution based on the
  budgeted percents indicated in the chartfield
  distribution section of the panel, the user need
  only click the change amt button, then change the
  bud rate value as desired and click the Save
  button. The Budgeted AMT for each budget
  chartfield distribution will be automatically
  recalculated based on the budgeted percent values
  once the panel is saved unless lines have been
  marked Complete (C). Please note you can split
  salaries by percentages or amounts by clicking
  the down arrow button Dist by.

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UPDATING (Contd)
13. Click on the tab labeled Personal Services
Comment. This panel can be used to make notes
about the PSP Budget and is a queriable field.
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REVIEW - HOW TO CHANGE A DISTRIBUTION
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1. Click in the chartfield distribution row just
   above the location where the new row is to be
   inserted. REMEMBER, if you need to change the
   current chartfield for any employee, you MUST
   insert a row, make changes in the inserted row
   and then delete the old salary distribution row.
2. Click the insert row button.
3. The new row is now available for data entry.

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• Enter new chartfield information in the inserted
  row.
• Delete the row containing previous pay
  distribution data.
• Click the save button.

Notice that the original chartfield line is
greyed out. No changes can be made to the
chartfield unless a new row is added. Budgeted
AMT and Budgeted Percent changes are still
allowed.
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HOW TO CHANGE A DISTRIBUTION FUND 18
Important note for ACADEMIC UNITS ONLY Academic
Units will receive a Fund 18 allocation
designated for Salary use only in their FY15
budget allocation base. The PSP panel entry
chartfield is required to have certain values for
payroll distribution 18-INSTR-UCLASS-XXXX-128-180
0000. The Benefits Code is required to be 9MO.
Please note the system will not allow VACANT
positions to be populated with Fund 18.

1. Click in the chartfield distribution row just
   above the location where the new row is to be
   inserted.
2. Click the insert row button.
3. The new row is now available for data entry.

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1. Enter new chartfield information in the inserted
   row.
2. Delete the row containing previous pay
   distribution data or change percent.
3. Click the save button.

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HOW TO DELETE A DISTRIBUTION ROW
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• Click in the chartfield distribution row to be
  deleted.
• Click the delete row button.
• Click OK to the message prompting verification of
  the row deletion.

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• The row is deleted. You will need to make
  adjustments to either the distribution percent or
  amounts to finalize the changes to the PSP budget
  and click save.
• You will receive a Warning statement stating
  the budget amount does not equal 100.

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HOW TO DELETE A PSP BUDGET
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1. Make sure the cursor is in any field in the
   chartfield section of the form.
2. Delete the Budgeted Amount if the distribution is
   by amount or the Budgeted Percent if the
   distribution is by percent.
3. Delete the Bud Rate amount.
4. Change the Department to 0000.
5. Click the save button.Note Key fields remain
   populated, however, the PSP budget HAS been
   deleted and will not load on the Budget
   Development panels.

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HOW TO ADD PSP BUDGETS

• CU_CUSTOM ? General Ledger ? Budgets ? Personal
  Services Planning
• When entering the PSP application module, the
  system will always default to Find an Existing
  Value. To add a new PSP budget click on the tab
  labeled Add a New Value.

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2. Then Add For user convenience in
establishing the FY15 Salary Roll, the Budget
Period and Effective date have been coded to
default as shown.
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HOW TO ADD PSP BUDGETS (contd)
4. Complete the fields as indicated below
TO ADD A VACANT PSP BUDGET TO ADD A PSP BUDGET FOR A FILLED POSITION THAT WAS NOT INCLUDED WITH THE LOAD
Create a position number using the following numbering convention Dept where the position resides followed by a four digit number using a sequential numbering format. For example 09050001, 09050002, 09050003 Enter the position number as it is assigned by Human Resources. (example 00002310)
Set Emplid VACANT Enter the Employees CU assigned Emplid.
Enter the department number where the position resides. Enter the department number where the position resides.

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HOW TO ADD PSP BUDGETS (contd)
5. The PSP Budget grid appears with the default
values provided by the user in the previous
window displayed.
C
A
B

• Fill in the panel as neededA. Reference field
  SR15. B. To access the Bud Rate field, click
  the Change Amt button.
• C. Remember to enter the benefits program code
  field with the relevant code pertaining to the
  position. If left blank an error message will
  appear asking for this field to be keyed in.
• 7. Click save.

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POSITION BUDGETS TABLES AND PUBLIC PEOPLE TOOLS
QUERIES TABLES A CU_PERS_SERV - The header
table for Position Budgets which contains the
information about the position and the
employee. B CU_PERS_SERV2 - The table that
contains the chartfield distribution budget and
expended amounts for the position budget C
CU_PAY_SUMMARY - The table that contains year to
date and prior years salary actuals rolled up to
budget level. D CU_PAY_SUM_PRD - The table that
contains salary actuals rolled up to budget level
by accounting period. E PERSONAL_DATA - The
table that enables pulling the employee name
based on Emplid. PUBLIC QUERIES PSP_HOME_DEPT
(A, B E) - A listing of Salary Roll PSP budgets
by home department. VACANTS WILL BE INCLUDED
IF This query uses a table join on Emplid with
the PERSONAL_DATA table. A special row has been
created in the PERSONAL_DATA table where
EmplidVACANT and NamePosition,Vacant. If users
set EmplidVACANT for all vacant positions, this
query will pull both vacant and filled positions.
Inputs into the Ref Number field should be in
SRXX format. (SR15) PSP_PAY_DEPT (A, B E) - A
listing of Salary Roll PSP budgets by paying
department. VACANTS WILL BE INCLUDED IF This
query uses a table join on Emplid with the
PERSONAL_DATA table. A special row has been
created in the PERSONAL_DATA table where
EmplidVACANT and NamePosition,Vacant. If users
set EmplidVACANT for all vacant positions, this
query will pull both vacant and filled positions.
Inputs into the Ref Number field should be in
SRXX format. (SR15) PSP_PAY_SUM_PAY_DEPT_YTD (C
E) - Year to date payroll actual expenditures
for each employee summed at budget level by
paying department. This query pulls all payroll
actual expenditures (CLASS, UCLASS, GRAD, WAGES,
FRINGE). Inputs into the Fiscal Year field
should be in 20XXYR format. PSP_PAY_SUM_PERIOD_DE
PT (D E) - Payroll actual expenditures by
accounting period and paying department for each
employee summed at budget level. This query
pulls all actual payroll expenditures (CLASS,
UCLASS, GRAD, WAGES, FRINGE). Inputs into the
Fiscal Year field should be in 20XXYR format.
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Addendum A
Benefit Program Code Entry
Effective July 1, 2006, Clemson University began
using a pooled fringe rate methodology for
calculating fringe benefit expenses. In
preparation for accounting for fringes, an
additional field has been added to the PSP budget
panel (see example below). The latest Benefit
Program will be downloaded in this field from the
HR record, but for those positions you add, i.e.
vacants, students or new, you will have to enter
an associated Benefit Program. The Benefit
Program will tie to a fringe code and be used to
calculate the fringe expense amount that will be
accumulated and transferred to the budget
worksheet.
Updates or new records may not be saved until the
Benefit Program is entered!
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Addendum B
Benefit Program Codes