Assessing your Citrix Client ........................................................................................................................... 3
Verify User Domain ............................................................................................................................... 3
Verify Citrix Version .............................................................................................................................. 3
Uninstall Citrix Receiver ........................................................................................................................ 5
Install Citrix Receiver ............................................................................................................................. 5
Accessing the Citrix Access Gateway ............................................................................................................ 6
Using SAP BPC with Two Monitors ............................................................................................................... 7
Accessing BPC from the Citrix Access Gateway ............................................................................................ 8
Logging Off .................................................................................................................................................. 11
Open the HSC Budget Menu ....................................................................................................................... 12
Using The HSC Budget Menu ...................................................................................................................... 14
Personnel Budgeting ................................................................................................................................... 14
Personnel Planning ................................................................................................................................. 14
Populating Employee Salary Planning Input Template ....................................................................... 15
INCR % or Target Comp ....................................................................................................................... 17
FTE ....................................................................................................................................................... 17
Contract Term ..................................................................................................................................... 17
Salary Justification .............................................................................................................................. 18
Comments ........................................................................................................................................... 18
CIP Faculty Salary (SOM Only) ............................................................................................................. 18
VA Hospital / Other Non-University (SOM Only) ................................................................................ 18
Employee Distributions ....................................................................................................................... 18
Changing Existing Distributions ........................................................................................................... 19
Adding a New Distribution .................................................................................................................. 19
Distributions to University Hospital .................................................................................................... 19
Inserting Distribution Row for CIP (SOM Only) ................................................................................... 20
FTE by Month ...................................................................................................................................... 20
Accept/Modify an Employee Distribution Pushed to your BUORG ........................................................ 20
Entering a Lump Sum .............................................................................................................................. 21
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Required Fields .................................................................................................................................... 21
Information about the Personnel Lump Sum Input Template ............................................................ 21
Steps to Budget a Lump Sum .............................................................................................................. 22
Adding New Employees .......................................................................................................................... 22
Information about the New Employee Name Update ........................................................................ 22
Steps to add a New Employee ............................................................................................................ 22
Revenue/Expense Budgeting .................................................................................................................. 23
Steps to Designate your Budget Level (Activity/Project or Fund) ...................................................... 23
Activity/Project Planning ........................................................................................................................ 23
Selecting an Activity or Project ........................................................................................................... 23
Fund/Org Planning .................................................................................................................................. 24
Budgeting at the Fund/Org Level ........................................................................................................ 24
Budget Level Status Report ................................................................................................................. 25
Selecting a Fund/Org ........................................................................................................................... 25
Completing the Revenue/Expense input template ................................................................................ 26
Overview of the Revenue/Expense Input Template ........................................................................... 26
Budget Spread ..................................................................................................................................... 27
Add New Account Codes ..................................................................................................................... 27
Budgeting Benefit Expense ................................................................................................................. 28
Budgeting for Increased Utah Retirement System Expense ............................................................... 30
Adding Prospective Activities and Projects ............................................................................................. 32
Information about the Prospective Activity/Project Input Template ................................................. 32
Work Status ............................................................................................................................................. 33
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SAP BusinessObjects Planning & Consolidation (BPC) can be accessed through the ITS Citrix Access
Gateway. Below are step-by-step instructions outlining how to ensure you are using the correct Citrix client, as well as how to navigate to, and log into the Citrix Access Gateway.
Users on the SRVR or AD domains that are within the HSC firewall can upgrade their Citrix Enterprise client to version 13.3. A quick way to see if you are within the HSC firewall is to click the link below. https://citrix.med.utah.edu/ica/clients/win_full/CitrixReceiverEnterprise_13_3.exe
If you are able to connect, please proceed to the Verify User Domain section below. If you are unable to connect, continue to use your currently Citrix client.
Verify User Domain
The steps outlined below will allow you to determine if you are part of the SRVR or AD domains.
1.
Lock your workstation by pressing Ctrl + Alt + Delete
2.
Select “Lock Workstation” on Windows XP or “Lock this Workstation” on Windows 7
3.
The login window or screen will display the domain and user id in the following format:
[Domain]\[User ID]
Lock Screen for Windows XP Lock Screen for Windows 7
4.
If you see SRVR\ or AD\, you are logged into SRVR or AD, and should follow the instructions below in the Verify Citrix Version section.
5.
If you do not see SRVR\ or AD\, you are not logged into SRVR or AD, and do not need to do anything further.
Verify Citrix Version
The following steps describe how to determine the version of Citrix receiver installed on your computer.
The process differs depending on the version of Windows installed on your PC. Follow the instructions appropriate for your operating system. If Mac OS X is your OS, a document to upgrade your version will be available soon.
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For Windows XP
1.
Click the Start button
2.
Select Settings (depending on your setup, you may skip this step)
3.
Click Control Panel
4.
Open Add or Remove Programs
5.
Select “Citrix Receiver (Enterprise)”
6.
Click “Click here for support information”
7.
The version will be displayed in the Support Info window
8.
If the version number is less than 13.3, follow the instructions in the Uninstall Citrix Receiver section
For Windows 7
1.
Click the Start button
2.
Select Control Panel
3.
Select Programs and Features
4.
Scroll through the list of installed programs until you find “Citrix”
5.
The version will display at the bottom of the window
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6.
If the version number is less than 13.3, follow the instructions in the Uninstall Citrix Receiver section.
Uninstall Citrix Receiver
If the version of Citrix Receiver installed is less than 13.3, you will need to uninstall it before installing the updated version. The following instructions only apply for users on the SRVR or AD domains. See the
Verify User Domain to determine if you are unsure if you are in this user group. The process for uninstalling programs differs depending on the version of Windows installed on your PC. Follow the steps appropriate for the operating system on your computer.
For Windows XP
1.
Click the Start button
2.
Select Settings (depending on your setup, you may skip this step)
3.
Click Control Panel
4.
Open Add or Remove Programs
5.
Select “Citrix XenApp Web Plugin” or “Citrix Receiver”
6.
Click Remove and follow the on-screen instructions
7.
Restart the computer
8.
Follow the installation steps in the Install Citrix Receiver section
For Windows 7
1.
Click Windows Start button
2.
Click Control Panel
3.
Click Programs and Features
4.
Click Citrix
5.
Click Uninstall and follow the on-screen instructions
6.
Restart the computer
7.
Follow the installation steps in the Install Citrix Receiver section
Install Citrix Receiver
Citrix Receiver version 13.3 can be downloaded from a University website. It is not advised to download the client from the Citrix website. The available version (13.4) at www.citrix.com
has not been tested on the University network and applications. Once again, the steps below only apply for users on the SRVR or AD domains. See the Verify User Domain section to determine if you are unsure if you are in this user group.
1.
Open a web browser and go to: https://citrix.med.utah.edu/ica/clients/win_full/CitrixReceiverEnterprise_13_3.exe
2.
Log in with your UNID and password if necessary
3.
The download will start automatically
4.
Click Run
5.
Follow the installation instructions
If you encounter any problems updating your Citrix client, please contact that ITS helpdesk at 7-6000.
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1.
Open a web browser, and in the Address Bar type the following: http://applications.med.utah.edu
The Citrix Web Interface delivers applications to your desktop using Citrix. Accordingly, when you navigate to the Citrix Web Interface for the first time, you may need to install the Citrix
ActiveX control. Your browser should prompt you automatically to install it. In Internet
Explorer, you would see the following:
Click on the message to install the Citrix ActiveX control.
2.
At the “User name:” prompt, type your UNID.
3.
At the “Password:” prompt, type your password. This password is the same one you enter to access the Campus Information System.
4.
Click the “Log In” button.
5.
You should now be logged into the Citrix Web Interface. Please note that you should always click the Log Off button on the left hand side in the Citrix Web Interface window when you’re done so that your session terminates properly.
If you have forgotten your password to the ITS Citrix Web Interface, please contact ITS at 587-6000 to have your password reset.
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If you have two monitors, a simple change to your Citrix preferences allows you to open multiple sessions of SAP BPC, and use both monitors.
Once you have logged into the Citrix Access Gateway, click on Preferences found at the top of the screen, and then Session Settings.
On the “Window size” drop down, change the selection from “Seamless” to “Percentage of Screen” and then set the Percentage of Screen to the percentage of your screen you would like the Citrix Window to occupy. Start with a setting of 90%, and adjust from there. Finally, select save.
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To log into SAP BPC, from the main applications screen in the Citrix Access Gateway, click on the icon labeled SAP BPC.
Click on the “Interface for Excel” icon.
The first time you log on to SAP BPC, you will be required to input connection information.
When the Connection Wizard opens, type in the server name
, and make sure the “Use default port” connection option is selected.
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Click Next.
On the Planning and Consolidation credentials screens, make sure the option to “Use my Microsoft
Windows user ID and password” are selected.
Click Next. The default application set should list UTAH_EDU and look like this:
Click Next.
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Click Finish.
You should now see a login screen like this:
In the Application dropdown, choose the Personnel option.
Click OK to log in. The login process may take several minutes to complete.
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There is a sequence that needs to be followed to exit the SAP BPC application once you’ve concluded your work. To log off of SAP BPC, follow these steps:
1.
In the interface for Excel, choose the “Planning & Consolidation” option in the Excel Ribbon.
2.
Click the “Log Off” button found on the left:
3.
Once you have successfully logged off, the “Planning & Consolidation” ribbon menu will look like this:
4.
Click the “Close” X in the upper right hand corner of Excel.
5.
Click the “Close” X in the upper right hand corner of the Launch Page.
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6.
After selecting the “Log Off” button, it is advised not to close the Citrix window directly.
Instead, close the Excel window, and the Launch Page, and the Citrix session will close automatically.
When you first open the Excel interface it will look similar to this.
On the right hand side of the screen you will see an area titled “Action Pane”. Underneath the title of
“Tasks” will be the option to “Open a custom menu”. Click this link. If you don’t see this option inititally, click the Home icon located at the top of the Action Pane. If you still do not see this option, close all existing Excel worksheets by selecting file, then close until all Excel worksheets are closed (you will know all are closed because file/close will no longer be an option.
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After clicking the “Open a custom menu” link, the Custom Menu Selection will appear in the Action
Pane.
Select the HSC Budget Menu, and click the green check box. The HSC Budget Menu should now appear in the main Excel window.
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The HSC Budget Menu is used to navigate to the input templates and the reports that are used to complete your FY’14 budget.
The process for personnel budgeting is comprised of 5 steps. Each step is generally completed in this order, although you can switch between input templates at any time.

Personnel Planning (Includes Salary and Distribution Planning)

New Employee Name Update

Employee Accept or Modify

Employee Lump Sum Planning

Personnel Reports
Click the link “Input Template – Personnel Planning” in the HSC Budget Menu to open the input template.
The Personnel Planning input template is used to designate the following values for each employee:

Compensation Rate
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
FTE

Contract Term

Salary Justification (where applicable)

Comments

CIP (SOM)

VA Hospital Pay, Other Non-University Pay (SOM)

Activity/Project salary distributions

Account number for salary distributions

Start/End Dates

Distribution percentage

FTE by month

CIP Distribution (SOM)
Populating Employee Salary Planning Input Template
To populate the input template with employees from a home department, double click the cell AK31
(the default value for this cell is “NO_BUORG”). The following selection box will appear with a list of the home departments you have access to budget.
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Home departments in SAP BPC are identified by combining the Business Unit and ORG ID. For instance if your ORG ID is 00356 and it is located in BU 01, the corresponding BUORG would be 100356 (note: there is no leading 0 on the Business Unit). If you are responsible for completing the budget process for many home departments, you can find the BUORG you are looking for quickly by clicking on the magnifying tool in the top left corner of the open dialogue box (or selecting the control key + f) and entering the
BUORG number in the format of specified above.
Once you have found your BUORG click it to select it and then click the “OK” button at the top of the dialogue box. If you would prefer to make your selections by double clicking, do the following:
Click the “Open option dialogue box”
Check the box enabling members to be selected by double clicking, and then click OK
Select the home department you wish to budget.
Now click the “Expand” button shown in the screen shot above. A box will appear like this:
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Click “OK” (always leave the “Clear input” option selected). The personnel data based on the BUORG you selected will populate the input template.
After personnel information has populated the input template, you are able to key values into input
cells, which are cells with a light yellow fill, and a red border. For additional direction on how this is done, please see the information below:
INCR % or Target Comp
Salary increases can be given as a percentage, or an annual compensation rate can be input. Note that either an increase percentage or a target compensation rate can be input, but not both. If both values are populated in the template then only the Target Comp will be submitted.
The target compensation rate for hourly employees should be input at the hourly rate, rather than at the annual rate.
FTE
By default, an employee’s FTE is equal to their FTE at the time the Personnel Budget Workbook was created. If an employee’s FTE will change during the budget year, a user should enter the new FTE into the FTE cell.
If an employee will be terminated before the budget year begins, the FTE should be zero. This ensures that the terminated employee’s salary expense is not included in your budget.
Interdependencies exist between an employee’s budget year compensation rate and an employee’s FTE.
These interdependencies are outlined below:

FTE Example 1: An employee receives a 3% budget year increase on a current year comp rate of
$47,500 and their FTE is reduced from the pre-populated 1.00 to 0.50. The budget comp rate
(column BB) reflects a 3% increase, while the reduced FTE creates a budget compensation rate of $24,462.50 and a Budget ABA of $48,925.

FTE Example 2: A budget year Target Comp of $49,000 is input for an employee with a current year comp rate of $47,500, and their FTE is reduced from the pre-populated 1.00 to 0.50. The result is a comp rate of $49,000, an FTE of 0.50, and a budgeted ABA of $98,000.
Contract Term
By default, an employee’s budget year contract term is the same as their current year contract term. If a user wishes to change an employee’s contract term, they may select the contract term cell, and select the correct contract term from the drop down.
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Salary Justification
If an employee’s budget year salary increase percentage falls outside the guidelines established by the
SVPHS, an input box (see below) will appear in column BL, alerting the user that a salary justification is required. Salary justifications may be up to 512 characters in length. If the justification input exceeds the 512 character length limit, the justification text becomes red and italicized.
Given that SAP BPC is open prior to the guidelines being provided; any comp rate increase requires a salary justification. The threshold requiring an increase will be updated in SAP BPC to reflect the guidelines once they are finalized.
All salary justification boxes should be completed as part of the budget approval process.
The ABA for hourly employees is calculated by multiplying their hourly rate by 2,088 (the number of work hours in FY’14). To avoid confusion, the current ABA for hourly employees was also calculated by multiplying their hourly rate by 2,088, even though there was 2,080 work hours in FY’13. By so doing, a justification is not automatically required for hourly employees.
Comments
A user can include comments that are meaningful to them for their own information and reference. It is important to note that if a budgeter wants to access comments throughout the upcoming fiscal year, they must be made in the comment box in column BN. Any other type of comment (via Excel Comments for example) will not be preserved or accessible after the budget process closes. A report will be made available in the future that shows all comments made, by employee.
CIP Faculty Salary (SOM Only)
A user should input the CIP component of faculty salaries in column BR. When a faculty member has more than one employee record, the CIP value should be input on the applicable employee record. In order for the CIP expense to be recognized, a separate distribution needs to be added for the CIP expense. The steps to do this are outlined below in the “Adding a New Distribution” section below.
VA Hospital / Other Non-University (SOM Only)
Salary support received from a non-University source should be identified by employee. Values should be input in one of these cells if the non-University support is received directly by the employee (is not processed through University payroll) from the non-University source. If that source is the VA, then input the amount in column BU, otherwise use column BV. Note that these amounts roll into reports that identify total non-University support at the department level (such as the consolidated fund summary report).
Employee Distributions
An employee’s active distribution rows in PeopleSoft as of January 15 th serve as the starting point in SAP
BPC for budgeting an employee’s FY’14 salary distributions.
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Changing Existing Distributions
You can change the activity/project (Column CT), account number (Column CV), start and end dates
(Column CW & CX) as well as the distribution % (Column CY) of existing distribution lines by keying in the new information.
Adding a New Distribution
A new distribution row can be added by selecting the cell in column CP where it says “Insert New Dist” and then clicking on the “INSERT NEW DIST” button at the top of the screen.
The “Insert member...” dialogue box will appear, and click “OK.”
A new distribution row will be added, where you can key in an activity or project number, account code, distribution %, as well as changing the start and end dates.
Distributions to University Hospital
Employee salary expense paid directly by a University Hospital ORG ID should use one of the following
Activity/Project members:

60000002 – University Hospitals and Clinics (with the exception of Huntsman Cancer Hospital)

60000003 – Huntsman Cancer Hospital
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Inserting Distribution Row for CIP (SOM Only)
If CIP has been input for a member of faculty in any of the distribution rows you need to input the CIP distribution percentage in column EU. Note that the CIP DIST % should be input in the same format as
salary distributions, where 1.0000 is distributing the entire CIP amount. Do not use 100.0000. CIP can be spread monthly or quarterly by selecting from the dropdown in column EX.
FTE by Month
By default, the FTE on the “Employee Salary Planning” input template, and the FTE by month in the
“Distribution” input template stay in sync. You have the ability to change a monthly FTE if an employee’s FTE will change during fiscal year 2014, or if employment will begin in a month other than
July 1 st . Additionally, this can be used when employment will end during fiscal year 2014. A change in monthly FTE will impact the total budgeted personnel expense for an employee.
From the HSC Budget Menu click “Input Template –Employee Accept/Modify.”
1.
Select your BUORG by double clicking cell Z29 and selecting your BUORG from the menu, or simply keying in your BUORG in cell Z29.
2.
You can also select an activity or project within the BUORG you designated in Z29 by double clicking cell Z30, and choosing it in the select member dialogue box.
3.
Once you have made your designations, click the “Expand” button at the top.
4.
Click “OK” when the dialogue box appears.
The Accept/Modify input template displays the salary/CIP expense related to a salary distribution from an employee from another home department to activities and projects within your Org ID. Some important points about this input template:

If you do not need to modify an employee’s comp/CIP, then you are not required to submit
data from this input template. The amount in the Accepted COMP/CIP column is automatically pushed to the personnel expense section of the activity/project listed in column AF.

The amount in the Interfaced COMP/CIP column (column AL) is the amount that the employee’s home department distributed to your Activity or Project.

You have the ability to adjust the personnel expense for any employee distribution that appears in this template by changing the amount in column AK (Accepted COMP/CIP). When there is a difference between the accepted compensation and the interfaced compensation, the input cell turns a goldenrod color. Additionally, the date and time the update took place is shown in column EP (Accepted Amount Change Time Stamp).
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It is important to note that while you have the ability to change the personnel expense for any salary distribution, it is important to first try to make any necessary adjustments by contacting an employee’s home department. The budget contact for each distribution can be found in
column ER (Budget Contact).

Distribution rows are sorted chronologically, with the newest distributions to activities or projects at the top.

If a personnel expense distribution from another home department to one of your activities or projects is eliminated, it will no longer appear on the Accept/Modify input template.
From the HSC Budget Menu select “Input Template – Personnel Lump Sum.” The Lump Sum input template should be used to add budgeted personnel or benefit expense to an Activity or Project when a personnel or benefit cost cannot be cleanly attributed to an employee on the Personnel Budget
Workbook.
For example, if a department pays $5,000 in overtime expense from a given chartfield each year, but at the time of budget preparation it is unknown who will receive those dollars, it would make sense to budget overtime expense as a lump sum in the Activity or Project where the expense will be incurred.
The lump sum input template can be used to account for salary increases of employees whose salaries are at the upper end of the forth quartile of their position. You will be notified of employees that fall into this category.
Required Fields
The following fields are required for lump sum budgets to successfully submit records to the database.

BUORG

Job Code

Activity / Project

Account (if budgeting any compensation amount)

Start / End dates

Amount or Benefits
Information about the Personnel Lump Sum Input Template

Existing lump sum entries can be modified

Benefit expense budgeted at the lump sum level is applied to account 59018
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
Benefit expense can be budgeted without corresponding salary dollars

The template does not accept benefit account codes (59000 – 59999) in the ACCT column

Start and end dates will automatically populate to the current budget year once all other required fields are entered. These dates can be changed if necessary.

Start and end dates determine in which months that the personnel expense will be incurred. For example, if a personnel expense will only be incurred in December, then the start and end date should be set 12/01/2013 through 12/31/2013 respectively.
Steps to Budget a Lump Sum
1.
From the Budget Menu, click “Input Template – Personnel Lump Sum”
2.
Enter your BUORG in cell P22 or double-click cell P22 to open the menu and select your BUORG
3.
Click the “Expand” button
4.
Click “OK” when the “Expand options” dialogue box appears
5.
Enter a job code (required) in column P
6.
Enter an activity or project number (required) in column R
7.
Enter a personnel expense account code (50000-58999) in column T (required unless only
budgeting a benefit expense)
8.
Enter the Start and End date in column U and V (required)
9.
Enter amount in column X
10.
Enter any comments in column AA
11.
Distribution percentage should be entered in Column AP
12.
FTE should be entered in Column BD
13.
Benefit expense should be entered into column BR
14.
Click the submit button to record the lump sum personnel expense entry
From the HSC Budget Menu select “Input Template – Add New Employee.” The Add New Employee input template is the starting point to budget any employee that was not part of your home department on January 15 th , 2013.
Information about the New Employee Name Update

The new employee name and type can be changed after the new employee is created.

The Job Code field is locked after records have been submitted to the database.

Each home department has 100 potential new employee slots.
Steps to add a New Employee
1.
From the Budget Menu, click “Add New Employee”
2.
Enter your BUORG in cell C13 or double click cell C13 to open the ORG tree to select your ORG
3.
Click the “Expand” button
4.
Click “OK” when the “Expand options” dialogue box appears
5.
Enter Employee Name (column C)
6.
Enter valid Job Code (column D – remember the job code format JC####)
7.
Select Employee Type (column F – Salary or Hourly)
8.
Click Submit
9.
Click OK when the submission verification window appears
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In the Revenue and Expense input template, it is possible to budget individual activities or projects, to budget all activities or projects within a Fund in a single input template, or to budget individual activities or projects within a fund and the remaining budget values at the Fund level. Actual data of activities or projects will be excluded from the Fund input template if a non personnel expense forecast or budget amount is submitted for an individual activity or project.
Steps to Designate your Budget Level (Activity/Project or Fund)
1.
The dropdown in cell S42 can be toggled between Activity/Project and Fund based on what you desire to budget.
From the HSC Budget Menu select “Input Template – Revenue/Expense Planning.” Revenues, expenses and transfers for activities and projects are budgeted with this input template.
Selecting an Activity or Project
1.
If you wish to budget an activity or project, ensure that cell S42 reads “Activity/Project”
2.
Input the activity or project number in cell T43 or you can double click cell T43 to see a list of activities/projects you have access to
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3.
Your activities and projects are grouped in a hierarchical way, initially showing only the
BUORG(s) that they roll up to. To expose your activities and projects, click the plus sign next to the BUORG they roll up to.
4.
Select the activity or project you would like to budget, and click “OK”
5.
Click the “EXPAND” button in the upper left hand corner
NOTE: For each BUORG that you have access to, you will see an Activity/Project member denoted as “FUND_XXXXXX” (where XXXXXX is your BUORG). This should not be selected from the Revenue Expense input template.
From the HSC Budget Menu select “Input Template – Revenue/Expense Planning.” Revenues, expenses, and transfers for a fund within an Org are budgeted with this input template.
Budgeting at the Fund/Org Level
Budgeting revenues/expenses/transfers at the Fund/Org level can reduce the amount of time/effort needed to complete your FY’14 budget. When deciding whether or not to budget at the Fund/Org level, please consider the following:
1.
For fund 5000, it is considered a best practice to either budget all projects at the fund level or
budget them individually. Because project numbers can change year over year in PeopleSoft, budgeting some projects individually, and others at the fund level can lead to the overstatement of budgeted fund 5000 expense.
For example, if a research grant changes project numbers between fiscal years from
50000001 to 50000002, there is the potential to overstate your budget if you budget
50000002 individually, and then go on to complete a budget for fund 5000 expenses at the Fund/Org level. The new project number, 50000002, will not show any historical actuals for FY’12 or potentially for FY’13 (JUN-DEC). Therefore, if in addition to budgeting 50000002 individually, you budget fund 5000 expenses based off of FY’12 actuals, you would be budgeting dollars for the same grant twice (once
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for project 50000002, twice at the Fund/Org level if the FY’14 budget amount is based off of FY’12 actuals which includes actuals for 50000001).
2.
For other permitted funds groups, always consider continuity of activities that were used in
FY’12, and in FY’13 when formulating your FY’14 budget.
Budget Level Status Report
To provide additional transparency around which activities or projects have been budgeted individually, and those that would be included in a Fund/Org level budget, the budget level status report can be used.
This report lists all activities or projects within a Fund and BUORG with actual data in FY’12 or JUL-DEC for FY’13, forecast data in JAN-JUN FY’13, or budget data in FY’14.
Steps to run the Budget Level Status Report
1.
Input the Fund in cell C5 and BUORG in cell C6.
2.
Click the expand button.
Selecting a Fund/Org
1.
If you wish to budget a Fund within an Org ID, ensure that cell S42 reads “Fund”
2.
Select the Fund in cell T42 you wish to budget (Note, Fund 1001 and Fund 6100 are not eligible for Fund level budgeting)
3.
Input the BUORG in cell T43 or double click cell T43 to see a list of BUORGs you have access to.
4.
Click the “EXPAND” button in the upper left hand corner
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Actual balance sheet and summary of revenue and expense data are populated in the Revenue/Expense input template. These actual data come directly from the PeopleSoft, and are integrated into the input template to provide the user with a historical basis to assist in the budget process.
Completing the Revenue/Expense input template can be broken down into three general steps.
1.
Complete the FY 2013 PROJECTED JAN-JUN column (AA). Note that all values in the projection column will be zero by default.
2.
Complete the FY 2014 BUDGET TOTAL column (AG).
3.
Validate the personnel whose salaries (in whole or in part) have been distributed to the activity or project using the Personnel Expense by Funding Source report.
4.
Input the budget value for budgeted benefit expense.
Overview of the Revenue/Expense Input Template
Below is a description of the various sections of the Activity/Project input template:

Columns T-U: The GL Account Code and the Account Code Description.

Column V: The Budget Spread column controls how revenues, transfers in, non personnel expenses, and transfers out are spread across the 12 months of the budget fiscal year.

Column W: Revenues, transfers in/out, or non personnel expenses that are non-recurring, nonoperating in nature can be designated as “Y” in the one-time column if it is a transaction that will not occur year after year.

Column Y: Last year actual data.

Columns Z-AE: Current year to date actual data, January through June projection, current year forecast, and current year budget.

Column AG: Next year budget.

Columns AJ-AK: The columns display the dollar and percentage difference between the current year Forecast Total in column AD and the Budget Total in column AG.

Column AL: A user can include comments that are meaningful to them for their own information and reference. The Budget Data and Comments report can be run to see this information.

Columns BM, BT, CN: A plus sign exists above each of these columns that allow you to see monthly actual/forecast/budget data for fiscal year 2012, 2013, 2014. This is where you also change the monthly budget when the “INPUT” budget spread method is elected.
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Budget Spread
Spreading your budget values across the underlying months of the fiscal year is important for variance analysis during the budget year. The value that you input in the “FY 2014 BUDGET TOTAL” cell (column
AG) of each row can be spread across the months that make up fiscal year 2014.
The monthly budget values for activities will be exported back to PeopleSoft, and will serve as the basis for the monthly budget, the YTD budget, and the Annual budget for each account code row.
Multiple spreading methods are available to the user. They are:

Even: Budget values are spread across the underlying months evenly. This is the default spreading method.

Input: Budget values are spread across the underlying months based on a user’s inputs in columns CB-CL. To expose the months for fiscal year 2014, click the plus sign above column CN
.
Add New Account Codes
If an account code does not exist in your activity or project input template that you need for forecast or budget purposes, it can be added by following the steps below.
1.
Scroll to the section the account code belongs to (Revenue, Transfers In/Out, and Other
Expense). Note that the account code needs to belong to the section it is being added to.
2.
Select the “Insert New ACCT” cell in column S at the bottom of the correct section.
3.
Click the “INSERT NEW ROW” button.
4.
A new account code is then added to the section.
Note that after a new account code is added and a value for it has been submitted, when the activity or project is re-expanded, the account will be sorted based on its value in column T.
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Budgeting Benefit Expense
Benefit expense will be forecasted and budgeted in the Revenue/Expense Planning Input Template under account code 59000.
Each department can budget benefit expense differently to match their operations. Several options include:
1.
Departments can calculate their overall benefit percentage and multiply the “Subtotal Salary
Expense” amount by that percentage. For example, if it is determined that a department’s overall benefit percentage is 31.50%, one could input =.315*644116 in the input cell for account
59000, which returns 202,896. A new report called Benefit Percentage Comparison Report provides displays the benefit percentage for FY’12 actual, FY’13 YTD actual, and FY’14 budget.
This report can be accessed by clicking the “Budget – Finance Reports Folder” on the budget menu (bottom left hand corner), selecting the report, and clicking open.
2.
Departments can use the FY’12 benefit percentage for the activity or project being budgeted. In the example above, the user could input =(275846/985748)*644,116 in the input cell for account 59000, which returns 180,245.
3.
Departments can use the Personnel Expense by Funding Source report, by double-clicking the link at the top of the Revenue/Expense input template.
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The Personnel Expense by Funding Source lists all personnel paid by an activity or project.
Additionally, an estimated benefit percentage and benefit expense amount is provided for each employee. The benefit expense amount is a calculated value (amount in column AM multiplied by the benefit % in column CE). The benefit percentage is determined based on an employee’s
FY’14 ABA + CIP. The estimated benefit percentage is derived based on the benefit percentage of all university employees whose earnings fell into a threshold equal to each employee on this report. It is important to look at each row to ensure the benefit % is reasonable. If it is reasonable, the benefit expense amount at the top of column CF can be input in the input cell for account code 59000 of the Revenue/Expense input template.
4.
Departments budgeting at the Fund/Org level can use the Fund-Org Benefit Percentage report, by double-clicking the link at the top of the Revenue/Expense input template.
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This report provides the historical benefit percentage for an Org ID for FY’11, FY’12, FY’13 (JUL-
DEC) for each fund. This historical benefit percentage includes all personnel expense and all benefit expense (including MPP retirement where applicable). This report can be used to calculate the benefit expense for a fund, based on historical benefit expense within that fund.
In this example, a department estimated fund 1001 benefits to run at 28.98% of salary expense, meaning 186,687 would be entered in the input cell for account 59000 in the Fund/Org
Revenue/Expense input template.
Departments may elect to budget benefits using any of the four methodologies outlined above or some other methodology. It is imperative that a reasonableness check be performed at the Org ID level to ensure that the correlation between historical benefit expense and budgeted benefit expense is reasonable and explainable.
Budgeting for Increased Utah Retirement System Expense
A report has been developed that allows departments to see which of their employees participate in the
Utah Retirement System and estimate how much the increase will cost in terms of dollars. This report is called “URS Expense Increase.” The report can be accessed by clicking the Budget – Personnel Reports
Folder link at the bottom of the budget menu, selecting the file in the “Open” menu, and then clicking
“Open.”
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This report gives you the magnitude of additional expense associated with an Org ID for FY’14 URS expense.
This amount can be added as a lump sum, or it can be incorporated in the overall benefit expense.
Please note that the URS Expense Increase report may return no employees. This indicates that no one in the Org ID selected participates in the Utah Retirement System.
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From the HSC Budget Menu select “Input Template – Prospective Activity/Project.” You are able to create prospective activity and project budget workbooks within a BUORG. You would elect to create a prospective activity or project to budget revenues, expenses, or transfers that will take place in an activity or project that does not currently exist in PeopleSoft, but that will exist in PeopleSoft during the
Budget Year. It is important to note that any activity or project that is set up in PeopleSoft will be loaded into BPC each Saturday morning. Therefore, a prospective activity or project would only be needed if the actual activity or project will not be set up in PeopleSoft while you are completing your
FY’14 budget.
Information about the Prospective Activity/Project Input Template

The prospective activity or project is available for budgeting immediately after the submit button is clicked

The Fund becomes locked after the input is submitted to the database and cannot be changed
Steps to Create a Prospective Activity or Project
1.
From the HSC Budget Menu select “Input Template – Prospective Activity/Project.”
2.
Double click cell E10 and select the BUORG to which the newly added activity or project will belong
3.
Click the expand button
4.
Click “OK” when the Expand Options dialogue box appears (always use the “Clear input” option)
5.
Input the activity/project name or description in column F
6.
Designate the fund in column G
7.
Click the Submit button
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Click the link “Input Template – Work Status Update” in the Other Templates and Reports section of the
HSC Budget Menu to open the input template.
The Work Status Update input template is used to:
1.
Prevent users from other departments from pushing personnel expense to your activities and projects.
2.
Provide department heads the ability to control access changes from being made within their own department in addition to those outside their department, while still being able to make personnel and finance changes.
3.
Complete your budget, preventing all further changes.
Work status controls whether or not users are able to submit changes to personnel within an ORG ID, or to submit changes to activities and projects within an ORG ID.
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