Unsom Budget Starting Budget Application To use the

Unsom. Budget

Starting Budget Application • To use the application, launch your web browser (Google Chrome or Mozilla Firefox) • https: //bud. medicine. nevada. edu/ • This web application is only accessible from UNR campus. – In case you are accessing it off UNR campus, please contact IT services to get access to Terminal Services (rds. unr. edu) 2

Registration • Click on the button • Fill out the registration form to create an account • Each account has to be approved by Missy before user can start using the web application 3

Login • For the active users – Provide username and password on the front page – After successful login, user’s name is displayed on the top right corner as a clickable menu with options to • Log out • Update profile • Change password 4

UNSOM Budget Module 1. Search feature – able to search by employee or account number 2. Univ Budget – University Budget screen to input the budgets for the UNSOM accounts 3. PP Budget – Practice Plan Budget screen to input the budgets for the practice plan accounts 4. Salary – View University employee salary/input salary for PP employees 5. Reports – Access to various types of reports 5

UNSOM Budget Module • All blue text are clickable links – They are non destructive so feel free to click • All blue headers allows sorting of the displayed list • All links on the same row perform the same action • Hover - tooltip help is available for all clickable items • All icons are also clickable – Be aware of delete icon. (You will always be asked to confirm the delete action). 6

Salary Process for University Employees • This year UNSOM will budget salaries via the Comprehensive Position Listing (CPL). • Departments will download their CPL into Excel and make any changes related to account numbers, FTE and pay allocations. – Classified merit will auto-calculate based on merit date. – Professional merit, if available, will auto-calculate based on merit scores UNSOM HR will input. • This spreadsheet will be sent to your Budget Analyst for entry into the CBE (Contract and Budget Entry). • Salary information will then be imported into the Budget Module in order to budget salary and fringe in the accounts. • The CPL only contains Professional, Classified, Post-Docs, and Medical Residents. • LOA’s (object 10), Grad Assistants (object 12), and Student Workers/Temp Labor (object 15) will need to be budgeted in the module. 7

CPL - CAIS • To access the CPL in CAIS: Ø Human Resources Ø Look Up Information Ø Comprehensive Position Listing 8

CPL - CAIS • Current HRMS data has been uploaded to the CPL as of the end of February. 1. Select Fiscal Year: 2016 2. Select Department from drop-down (this will be the home department for employees) 3. Get Report 9

CPL - CAIS 1. Click on Excel icon to download data into a spreadsheet. • This is the spreadsheet you will mark up if changes are occurring for: • Account number changes • FTE allocations • Changes in pay – promotions • Changes in title - promotions 10

CPL - CAIS • If there are changes to existing pay lines: • Add columns at the end of your spreadsheet to clearly display changes: • FY 16 Base Salary • FY 16 Account • FY 16 Earn Code • FY 16 Pay Rate • FY 16 FTE • Start Date • Stop Date • Cross out the line(s) that are changing • Insert appropriate number of rows below the employee record • Fill in updated information in the FY 16 columns you added 11

Salary – Budget Resident Salary • • UNR added 16 new Earn Codes for budgeting purposes only in the CPL and CBE to allow for the correct fringe calculation based on Health Insurance selection All current residents have the appropriate earn code in the CPL Please use the following Earn Codes for all incoming residents: • Reno Residents: R 1 E (HHP HMO Employee) • LV Residents: R 4 E (SHL PPO Employee) Insert new rows for each resident: 1. Add FY 16 PGY level 2. New pay lines for annual FTE allocated to each hospital account. 3. Note on spreadsheet which residents are outgoing 4. Add all incoming residents at the bottom. Be sure to include: • Position number • Name, if known • PGY level • Pay lines 12

CPL data • Vacant positions – – CPL will show vacant positions – Budget for all current searches as a vacant position – All positions (vacant, filled, upcoming residents) need a valid position number • Once your department’s CPL spreadsheet is marked up with all changes and reflects the FY 16 budgeted salary, please send to your Budget Analyst by April 17, 2015. – Departments may submit CPL in stages by employee type but all CPL spreadsheets are due no later than April 17 th! • Account line information will be uploaded from the CPL/CBE into the Budget Module on a regular basis, so the accounts will have the correct salary budgeted for FY 16. 13

Salary • Select on the Unit Name to load the list of all employees for the selected Unit 1. 2. 3. 4. 5. 6. Number of employees in the Unit Name of the Unit Sort list by number of employees Sort list by Unit Name Quick access to reports related to a unit Click to add an employee in the Unit 14

Salary 1. Once you click on a Unit name all employees that were imported will load on the screen. Employees will be separated by employee type under separate tabs 2. Once pay line information is uploaded to Budget Module, departments may check employees to verify FY 16 amounts are correct. 1. Use CPL to verify correct information was entered for all employees 2. Contact your Budget Analyst if you see incorrect figures 3. DO NOT enter any pay line information in Budget Module for Academic/Administrative Faculty, Classified, Post-Docs, and Medical Residents – it will be overwritten each time an upload is done from the CBE 4. LOA’s, Grad Assistants, Student Workers, and Temp Labor need to be budgeted in the module. This is the only way to budget for their salary dollars in the accounts 3. The process to budget Practice Plan employees will remain the same. 15

Salary – Pay Date Shift • June 1 account changes: – When the FTE or pay line allocations are changing for the new FY: • For Faculty, Grad Assistants, LOA’s, & Post Docs’s - a manual June 1 – 30 PAF needs to be completed reflecting the new FY’s account lines/FTE splits. • For Classified, Hourly LOA’s, and Wages – a manual PAF change needs to be completed for the June 16 – 30 pay period reflecting the new FY’s account lines/FTE splits 16

Salary – Payroll Clearing Account • If a grant account is not set up yet, please see if a Memo account may be set up through the OSPA office so you can budget the salary to that account, rather than the 1211 -119 -001 K. 17

University Budget • Select on the Unit Name to load the list of all accounts for the selected Unit 1. 2. 3. 4. 5. Number of accounts in the Unit Name of the Unit Sort list by number of accounts (bi-directional) Sort list by Unit Name (bi-directional) Quick access to reports related to a unit 18

University Budget • Selected unit (highlighted in blue) and list of accounts 1. 2. 3. 4. 5. 6. 7. 8. Account number Department name (Account Name) Sort list by account number Sort list by department name Sort list by revenue amount Sort list by expenditure amount Sort list by balance amount Quick access to account reports related to University Budget • Click on an account number or department to budget that account 19

University Budget - Revenue 1. To budget for revenue, make sure you are on the Revenue tab. If you need to add a revenue code, click on +Revenue. 2. The Account Balance will have the current FY beginning balance, if any, for all selfsupporting accounts. This will be added to the current FY Re-Projected revenue to give you the Total Revenue Budget for the current FY. 3. Current FY Re-Projected revenue needs to be entered. This is all revenue received YTD and any future revenue to be received in the current FY. 4. The Account Balance for the upcoming FY will auto-calculate with the ending expenditure account balance for the current FY. Upcoming FY Estimated revenue needs to be entered. This is an estimate of revenue to be received for the upcoming FY. 20

University Budget - Revenue 1. 2. 3. 4. 5. 6. 7. 8. Tabs for Revenue screen and Expenditure screen – screen will load on Revenue screen All revenue codes and amounts used in prior FY and in current FY (as of 12/31) were imported to account. Current FY Re-Projected revenue: • Click on the blue text for rev code or description to edit revenue line • Enter all revenue received to date AND any future revenue to be received for the remainder of the FY for each revenue source Upcoming FY Estimated: • Enter estimated revenue to be received in next FY • State accounts – enter allocation from Jean Add revenue code if not already listed. Select appropriate code from drop-down menu Re-Projected Amount: Enter all revenue received to date AND any future revenue to be received for the remainder of the FY Estimated Amount: Enter estimated revenue to be received in next FY Save revenue line 21

University Budget - Expenditures 1. Once you have finished with the Revenue, click on Expenditure tab 2. You will see all object/sub-objects used in previous FY and current FY 3. Previous FY Actual: This is the actual expenditures by sub-object for the previous FY. This gives you an idea of the activity that took place in the account. 4. Current FY YTD: The actual expenditures by sub-object for the current FY as of 12/31. This will give you an idea of the activity that has taken place in the account for the first 6 months of the current FY 5. Current FY Re-Projected: You will enter these figures based on YTD expenditures, current encumbrances, and an estimate of expenditures remaining for the FY 6. Upcoming FY Estimated: You will enter these figures to budget the account for the next FY. Note: All figures entered in this column is what is uploaded to the UNR financial system. 22

University Budget - Expenditures 1. To start budgeting for the expenditures, click on the Expenditure tab 2. All expenditures by object/sub-object that were used in the prior FY and current FY (as of 12/31) were imported to the account 3. All budgeted salary and fringe calculations will carryover automatically to the account. You will not be allowed to manually change these figures in the Upcoming FY Estimated column. 4. An Auto Calculated with the date and time comment will also auto populate for all budgeted salaries and fringe. This is when those salaries were entered in the budget module. 23

University Budget - Expenditures • Click on an object line to budget for current FY and the next FY. 1. Current FY Re-Projected: for each object/sub-object used in the current FY, you can use the CAIS Organization Summary by Object & Sub-Object reports to take what has been expended YTD, plus any encumbrances, plus an estimate of expenditures for the remaining of FY. This is your FY Re-Projected figure. 2. Upcoming FY Estimated: budget what will be needed for each object/sub-object for the next FY. For state accounts, you will budget within your department’s allocation. For self-supporting, you will budget within the revenue the account will receive. Note: Can not manually change the salary and fringe figures for the upcoming FY Estimated on the Univ Budget side. 3. Click SAVE for each object/sub-object line you edit 24

University Budget – Balance Budgets 25

University Budget – Balance Budgets 1. Click on +Expenditure to add an sub-object code if not already listed. 2. Click on any blue text to edit an line 3. Enter the current FY Re-Projections for each sub-object used in the current FY. This includes all YTD expenditures, outstanding encumbrances, and estimated expenditures for the remainder of the FY. 4. Enter the upcoming FY Estimated for each sub-object needed for the account. • This is what is uploaded to the UNR financial system and this will become your budget. Please enter your figures carefully and double check. • State accounts will need to budgeted according to the departments allocation. • Self-supporting accounts will need to be budgeted to the estimated revenue. • Hospital accounts will need to be budgeted to the hospital contract. 5. Current FY Re-projected ending balance: For all State, Hospital, and Admin self-supporting accounts – budget the account for the current FY to zero. There are no carry over balances and no reserves. • For self-supporting accounts that allow carry over balances, the ending balance needs to be as accurate as possible. This will become the upcoming FY beginning balance and will affect how the account is budgeted for the upcoming FY. 6. Upcoming FY Estimated ending balance: • For State accounts – Ending balance will be negative for the Fringe amount • For all Hospital and Admin self-supporting accounts – budget the account for the upcoming FY to zero. • For self-supporting accounts that allow carry over balances, the ending balance needs to be as accurate as possible. 7. Total Expenditure Budget will equal the Total Revenue Budget for the current FY. You cannot budget more expenditures than revenue. 8. Total Expenditure Budget will equal the Total Revenue Budget for the upcoming FY. You cannot budget 26 more expenditures than revenue.

University Budget • Things to remember: – Budget accounts to a zero ending balance for all State, Hospital, and Administrative self-supporting accounts for both the current FY Re-Projected and the Upcoming FY Estimated. There are no carryover balances or reserves. – The Budget Module is used to upload the University Budget for each account to CAIS so it is very important to budget each account accurately and verify salary information is correct. 27

Reports 1. Reports screen 2. List of all the Units in the Budget Module 3. Click this report icon to view or download Payroll reports for the whole Unit by: • Payroll By Account • Payroll by Employee 4. Select a specific account within the Unit to view or download a Payroll report 5. Select a specific salary object code to view or download a Payroll report 6. Select a specific account within the Unit to view or download the University Budget report 7. Select a Practice Plan account to view or download a Budget or Income Statement report 28

Earning Codes by Employee Type • MR – Medical Resident – (use these codes for budgeting purposes only) § § § R 1 C – MR HHP HMO CHILD R 1 E – MR HHP HMO EMP R 1 F – MR HHP HMO FAMILY R 1 S – MR HHP HMO SPOUSE R 2 C – MR HHP PPO CHILD R 2 E – MR HHP PPO EMP R 2 F – MR HHP PPO FAMILY R 2 S – MR HHP PPO SPOUSE R 3 C – MR HPN HMO CHILD R 3 E – MR HPN HMO EMP R 3 F – MR HPN HMO FAMILY R 3 S – MR HPN HMO SPOUSE § § § R 4 C - MR SHL PPO CHILD R 4 E - MR SHL PPO EMP R 4 F - MR SHL PPO FAMILY R 4 S - MR SHL PPO SPOUSE CEL – cell phone allowance STP – stipend 29

Health Insurance Plans • Residents {MR}: – North: v HHP HMO Child - Resident Employee/Child(ren) v HHP HMO EMP – Resident Employee v HHP HMO Family – Resident Family v HHP HMO Spouse – Resident Employee/Spouse v HHP PPO Child – Resident Employee/Child(ren) v HHP PPO EMP – Resident Employee v HHP PPO Family – Resident Family v HHP PPO Spouse – Resident Employee/Spouse – South: v HPN HMO Child - Resident Employee/Child(ren) v HPN HMO EMP - Resident Employee v HPN HMO Family - Resident Family v HPN HMO Spouse - Resident Employee/Spouse v SHL PPO Child - Resident Employee/Child(ren) v SHL PPO EMP - Resident Employee v SHL PPO Family - Resident Family v SHL PPO Spouse - Resident Employee/Spouse • All University Employees {AC, AD, CL, CT, GA, PD, LA} – N/A 30

Earning Codes by Employee Type • AC – Academic Faculty – – – • AD – Administrative Faculty – – – • FAC – faculty regular pay CEL – cell phone allowance FAP – reg pay not subject to retirement LA – Letter of Appointment – – – • FAC – faculty regular pay CEL – cell phone allowance STP - stipend OVL - overload FAP – reg pay not subject to retirement FAX – furlough exemption LAC – LOA w/o benefits LAH – Hourly LOA LBC – LOA w/ benefits LBH – Hourly LOA w/ benefits OVL - overload ST – Student – – – STU – student wages FW 1 – Fed On C Fall FW 2 – Fed On C Spring CL – Classified CLA – classified regular pay CLC – cell phone allowance BLN – Bilingual pay (5%) CHB – classified hourly w/ benefits CLP – classified, phase-in PRT – part-time hourly, no PERS PTS - part-time salary, no PERS SFF – Shift differential pay (5%) WOC – working out of class GA – Graduate Assistant GRA – Graduate Research Assistant CEL – cell phone allowance GTA – Graduate Teaching Assistant CT – Temporary Classified CAS – Casual labor (160 hr) HCS – Casual labor (hourly) PD – Post Doctoral Scholar POS – postdoctoral scholar 31

Retirement Plan codes • • • 0 – No Retirement {CT, GA, LA} 1 – PERS Employee/Employer Paid {CL, AC, AD} 5 – Resident Physicians & Post Doc’s {MR, PD} 7 – Retirement Plan Alternatives (RPA) {AC, AD} 8 – PERS Employer Paid {CL, AD, AC} B – Phase-in retirement for Plan 7 or G {AC, AD} C – Phase-in retirement for Plan 1 {CL, AC, AD} D – Phase-in retirement for Plan 8 {CL, AD, AC} G – Grandfathered to Max Contr {AC, AD} 32

Budget Exercise 33

Budget Exercise 34