FBS SUMMER CONFERENCE August 2003 BUD and Salary Audit Update

FBS SUMMER CONFERENCEAugust 2003

BUD and Salary Audit Update

Agenda

Introductions What’s New With SalaryAudit Salary Audit Helpful Info BUD Fall Release

– Transferability Installation Information BUD Tips

INTRODUCTIONS

Kathy Horky, System Accountant Sherry Peele - Salary Technician Marie Houston - Salary Technician

Salary Information

What’s NewSalary Audit Tips

What’s New for Salary Audit FY 2004

“No Bump” List is on the Web

What’s New for Salary Audit FY 2004

“See Note” information is on the Web

What’s New for Salary Audit FY 2004

New Security Model– new address:

http://licsalweb.dpi.state.nc.us– old: dpiweb.dpi.state.nc.us

What’s New for Salary Audit FY 2004 New Security Model

– You must access Sal/Lic via the new address in order to see the “See Notes”

– If you cannot get in to the Lic/Sal web page using the new address, contact Doris McCain @ (919) 807-3731.

What’s New for Salary Audit FY 2004

1% Penalty will be applied to Prior Year Salary Audit Exceptions– New Policy goes to State Board in

September

What’s New for Salary Audit FY 2004 1% Penalty will be applied to Prior Year

Salary Audit Exceptions– You will have 90 days to clear exceptions

After the 90 day letter – In other words, by Dec 31, 2003– Also includes outstanding FY 2002

exceptions

What’s New for Salary Audit FY 2004 1% Penalty will be applied to Prior Year

Salary Audit Exceptions cont.– Calculate 1% of State Overpaid shown on

the Exception Impact Report

What’s New for Salary Audit FY 2004 1% Penalty will be applied to Prior Year

Salary Audit Exceptions cont.– and calculate 1% of over-used months

shown on Allotment Report - Months Allocated vs Months Used times monthly allotted salary

What’s New for Salary Audit FY 2004 1% Penalty will be applied to Prior Year

Salary Audit Exceptions cont.– The salary overdraft information and

penalty will be included on the Allotment Overdraft Report for 13th Period (JHA356EG)

– Use the Penalty Payment option in BUD (AUPP) to pay the penalty. Be sure to flag as Prior Year.

What’s New for Salary Audit FY 2004

Principal Salary Calculation– Changing to only calculate on Periods 3, 7,

and 11– We are dropping the calculation on Period

12

What’s New for Salary Audit FY 2004 Announcement Page to tell LEAs

when pay vouchers are inserted– Please watch the announcement page

instead of calling DPI.

What’s New for Salary Audit FY 2004 “No Bump” List is on the Web “See Note” information is on the Web New Security Model 1% Penalty will be applied to Prior Year

Salary Audit Exceptions Principal Salary Calculation Announcement Page to tell LEAs when

pay vouchers are inserted

Salary Audit Helpful Info

Certified Salary Refunds/Adjustments

BUD Transactions for Certified Salary objects must have a parent/child relationship.

You must use the F6 key to create the offsetting entry. The F6 key creates the parent/child relationship.

Salary System will Reject BUD batches w/o Parent/Child relationship.

Form G

Licensure Section grants authority to the teachers who hold a master’s degree in a non-teaching area.

Form G

As assignments change from year to year, LEAs request Licensure to grant placement on the “M” salary scale for teachers in a non-teaching education area.

Form G

There is a Web screen that lists of all individuals by LEA that are currently on the “M” salary schedule.

Each LEA needs to review the web page.

LEAs should send the FORM G to Licensure for any needed changes, additions or deletions.– Includes changes in school assignment

Salary Exceptions and the “BUMP”

DPI completed the experience BUMP on July 7, 2003. – This means that employees who worked 6

months or more, received an additional year of experience on their license.

The FY 2003 “No Bump” list is now online.

Salary Audit Group

We are part of the Information & Analysis Section in School Business

We are only a staff of 2, so please be patient when calling us. We will get back to you.

Personnel Policy Questions should go to School Personnel Support section of School Business.

Salary Administration/License System

Effective July 1, 1999, LEAs can pay workforce development teachers holding a restricted license from PRC 001– Request approval from Licensure

Salary Administration/License System

Teacher Orientation– Licensure will notify Salary Audit staff of

teachers who apply for initial license with more than 1 year of teaching or non-teaching experience

– Must be paid PRIOR to April 1– 3 days of orientation pay based on

certified salary of the employee

Auditing Tips

Salary Exceptions– Zero Salary assignment

• We will use the Salary/Licensure web screen to let you know if you have a license problem with your employee

• Audit Exception - Zero Salary Probably out-of-field

• Check “Attachment A” for required license area

– “See Note” comments are now on Web

Audit Tips con’t

Moving an employee from one position to another when employee is on installment pay– Make sure you inactivate current

assignment– Re-create identical assignment with new

budget code• Note: Contact Software Vendor for further

instruction

Audit Tips con’t

Salary Splits for # of Days Employed– You cannot do these with BUD– Please contact Sherry Peele or Marie

Houston Driver’s Education

– DMV certification - Use Object Code 199

Audit Tips con’t

Prior Year Salary Exceptions– When trying to correct w/in the same PRC,

must submit a manual 202 Correcting Prior Year w/ Data File

– Be sure to flag as prior year– If correcting in July or August, be sure to

flag as installment– Call your vendor if you are unsure of what

to do

Audit Tips con’t

Verify BUD batches– Check BUD Communication Forms

before calling us!– If approved, verify to see if results were

what you wanted – If not approved, check error message, and– Compare BUD entry with voucher inquiry

screen, make corrections and resubmit if necessary

Audit Tips con’t

Tips for BUD batches– Keep batches small

• Easier to balance• Recommend 30 lines or less• Future Release of BUD will limit # of lines in a

batch

– Submit batches frequently• Do not wait until you have 10 or more batches

before you release them

Audit Tips con’t

Do not submit batches with multiple updates the same day– Wait until you have been notified that the

batch has been approved, THEN submit another batch

– DPI is working to enhance the salary system to accept multiple updates

Audit Tips con’t

Verify your Allotment Management Report, which is on the Salary/Licensure web page.

Audit Tips con’t

Verify your Employee Roster– Especially important for assignment of

Principals’ salary– This report is also on the Salary/Licensure

web page

Any questions onthe Salary Audit information?

BUD NEWS

BUD 6.2.0 Fall Release

BUD Fall Release

Changes for the No Child Left Behind legislation:

1) New Federal Transferability Accounts:– 8100-721 TRANSFER IN (credit balance)– 8100-722 TRANSFER OUT– Use these accounts to transfer:

• federal budget amendments, and • transfer federal expenditures

BUD Fall Release

PRCs that can accept Transfers-In:– 048 - DRUG FREE SCHOOLS – 050 - ESEA CHAPTER 1 LEA BASIC PGM– 059 - ESEA CHAPTER 2 FORMULA – 103 - Improving Teacher Quality – 107 - Educational Technology-Formula

BUD Fall Release

PRCs that can Transfer-Out:– 048 - DRUG FREE SCHOOLS – 059 - ESEA CHAPTER 2 FORMULA – 103 - Improving Teacher Quality – 107 - Educational Technology-Formula

BUD Fall Release cont’d

2) Screen Changes:Program Report Code Inquiry (FIPR)Federal Amendment (FUAB)

BUD Fall Release cont’d

3) New BUD screen for federal transferability expenditures.Transaction Type Inquiry (AITT) displays

the new Tran Type (FTR) New option on the Adjustment Update

Menu - Option #11 - AUFT

BUD Fall Release cont’d

Added PRC 104 Administration Edit Changed the PRC 050 Administration

Edit from 15% to 12%

Installation Information

Error Messages

When installing a BUD Release/PTF, the system may generate Error Messages.

STOP!

Error Messages

Do not press enter or select an option to Cancel, Dump, Ignore, or Retry.

Print the error message before you call the Customer Response Center for assistance.

Do not sign off after you print the error message.

Error Messages

Call the Customer Response Center at 919-807-HELP (4357) to report the error message.

Tell the dispatcher that you are installing a BUD Release/PTF.

Contacting the DPI Customer Response Center

Call 919-807-HELP (4357) and speak to a dispatcher or leave a voice mail message.

E-Mail the Customer Response Center: help@dpi.state.nc.us.

Contacting the DPI Customer Response Center

Call the Customer Response Center at 919-807-HELP (4357) if you have questions on:

– How to Use the BUD System– Help Screen Error Messages/Bugs– How to Install BUD Releases or PTFs

How to Log a Call at the Customer Response Center

Give the dispatcher your LEA Number. Your Name and Telephone Number. Identify BUD as the application you

are using. Provide a detailed description of your

problem.

How to Log a Call at the Customer Response Center

Provide the Customer Response Center with a print out of the error message.

Send the fax to 919-807-3246.

General BUD Information

Communication Forms

How do I make sure DPI has received my file?

Type: DSPMSG on command line

Verify you see the following message:

Adjustment Message

Initial Budget Message

Amendment Message

What if I don’t see the Message?

Go to a command line and type: WRKDSTQ and press enter

What will you see:

Verify Distribution Queue Status

Status should read, “waiting” If status reads, “retry-fail” or “retry-wait”:

– type 3 in the option column to place queue on hold,

– then 6 in the option column to release the queue

Press F5 to see if the numbers decrease in the Current column to ‘0’.

Verify Distribution Queue Status

Status column should change to “waiting”.

If the Status does not change to “waiting,” contact your AS/400 Operator.

AS/400 Operator should verify the SIPS line and controller are active.

Verify Distribution Queue Status

If line and controller are not active, vary both of them off and back on.

If the status still does not change to “sending” or “waiting,” call the DPI Customer Response Center at 919-807-HELP (4357).

Missing Communication Forms?

Sign on to BUD as BUDPUSER As you sign on as BUDPUSER, the

Display Messages screen will appear if you have received any communication from DPI.

Check Messages

Missing Communication Forms?

Review and Delete your messages, then press Enter to continue signing on to the BUD System.

Go to the Fast Path Field and enter SURF– This can be done from any menu screen

within BUD– SURF will call the SUUF (Update Files)

program

Run SURF

Missing Communication Forms?

There is an audit trail report of all files/communication forms received.– SUUF Reports

Missing Communication Forms?

If you are still missing communication forms and it has been at least five days after sending batch to DPI, get the transaction type(s) and batch number(s) for the missing batches

Call Customer Response Center at 919-807-HELP (4357). DPI will send you the communication forms again.

Other Ways to Access Communication Forms

For Federal Communications– FICF - Federal Communication Inquiry

Screen– FRCF - Federal Communication Report

For Adjustment Communications– AICF - Adjustment Communication Inquiry

Screen– ARCF - Adjustment Communication Report– Press F8 - Item Comment from any Inquiry

Screen to view the comments

Other Ways to Access Communication Forms

D

Copy Batches “Denied by DPI”

Only Copy Batches with a batch status of ‘D’ on the AICF Screen

Purpose is to correct errors in the Batch without having to key the batch again.

Copied Batch has the same Batch Number, but uses the current date for the Batch Creation Date

Once the Batch is copied, the Batch Status code becomes a ‘C’

Batches can only be copied once

Copy Batches “Denied by DPI”

Once errors are corrected, the batch is submitted to DPI for processing

LEAs should not interface to their GL when batches are “resubmitted”

Copy Batches “Denied by DPI”

Copy Batches “Denied by DPI”

What happens if you try to copy a batch with approval status of “A” or “C”?

Box in F6

General BUD Information

Chart of Accounts Inquiry/Reports

Chart of Accounts Inquiry

Enter AICA in the Fast Path field to access the Chart of Accounts Inquiry Screen.

Press Enter. When the screen is first displayed, it is

blank. Type the fund and PRC you want to

view and press Enter.

Chart of Accounts-ARCA

This report will allow you to print part of or all of the chart of accounts.

You select any or all of the following:– Fund, – PRC, – Purpose, and/or – Object.

Federal Chart of Accounts

The Federal Sub-System has COA information also:– FIPO – Chart of Accounts Inquiry Screen– FRPO – Chart of Accounts Report

Federal Chart of Accounts

Enter FIPO in the Fast Path field to access the Chart of Accounts Inquiry Screen.

Press Enter. When the screen is first displayed, it is

blank with a ‘3’ hard coded in the fund field.

Type the PRC you want to view and press Enter.

Another Note

Receive your files at least weekly!– Receive files daily in June.

The Financial Vendors verify your State and Federal account entries against the COA in BUD.

This allows you to correct the account at the point of entry - Payroll and Accounts Payable.

Federal Budget and Amendment Information

When can you change the rounding flag?

The default rounding flag is initially keyed into the FUOT screen

The rounding flag parameter can only be changed prior to sending initial budget to DPI

Allotments and Carryover Amounts

The Program Report Code Inquiry (FIPR) Screen displays Federal Allotment and Carryover information.

Allotments and Carryover Amounts

Points to remember:– You must amend your budget if the

allotment or carryover amount change after submitting the initial budget.

– DPI transmits Allotment information twice a month. Be sure and receive your BUD files on a regular basis.

Notes About Amending the Budget

An amendment cannot be deleted.

Line items cannot be deleted. They can be zeroed out.

You may only delete line items added in the current amendment.

How do you adjust an invalid account code on an amendment?

Select the invalid account code by typing C for change

Reverse out the full amount

How do you adjust an invalid account code on an amendment?

AMENDMENT PRC 17

C 3.5100.17.312.000.000.00

Approved Adjusted Revised

10,000.00 10,000.00- 0

System Information

- Sending to DPI

- Security

Sending to DPI

The information will be sent to DPI if the error is preceded by the word “Warning”

Warning: Account code not found in your G/L System

The information cannot be processed and sent to DPI if the error is a “hard stop” error:Acct code not found in your G/L System

Sending the Initial Budget

Use SUIB to create the Initial Budget file to send to DPI. NOTE: The budget will not transmit to DPI if

any error conditions exist. Check your printouts to be sure there are no errors.

The Finance Officer and a designee should be the only ones with access to this program.

Sending the Initial Budget

Do you want to post the budget to your GL?– Set Update GL option – “Y” if you want to

interface with your GL, or “N” to not interface.

– The default is set on Budget Options Update (FUOT) screen.

– You have the opportunity to set the option as you send each PRC.

Sending the Budget Amendment

Use SUAB to create the Amendment/Transfer file to send to DPI. – WARNING: The budget will not transmit to

DPI if any error conditions exist. Check your printouts to be sure there are no errors.

The Finance Officer and a designee should be the only ones with access to this program.

Sending the Budget Amendment

Do you want to post the amendment/transfer to your GL?– Set Update GL option – “Y” if you want to

interface with your GL, or “N” to not interface.

– The default is set on Budget Options Update (FUOT) screen.

– You have the opportunity to set the option as you send each PRC.

Sending Batches to DPI

Use Close Batch and Send to DPI (SUCB) option to send:– Transfers– Refunds– Salary Adjustments– Penalty Payments– Transportation Refunds– New Federal Expense Transferability

Sending Batches to DPI

The system will default to the current processing month.

Change the processing period to the prior month, if needed.

DPI Processing Periods

July - 1 August - 2 September - 3 October - 4 November - 5 December - 6

January - 7 February - 8 March - 9 April - 10 May - 11 June - 12

DPI Processing Rules

DPI does not process Automated 202’s on the last two working days of the month.– Example: August 28-29, 2003 would not be

approved until the September 2, 2003. When you send a Refund, the cash

entry is always posted using the current month regardless of the processing period requested.

Notes About BUD Security

You can secure Federal Budgets and Amendments by program/screen and PRC

You can allow someone to create a planning budget, yet only allow the Finance Officer to send it to DPI

Notes About BUD Security

You can give someone inquiry access only:– COA– Communication Forms

Use Update User Information (SUUI) program on the System Tables Menu (STMU)

Notes About AS/400 Profiles

You can set a User Profile to go straight to the BUD Main Menu– eliminates “chgcurlib budp” command

You can set a user profile to print reports to the queue. Then the user can review the reports online and only print when necessary - especially the System Update (SUUF) audit reports.

How Do I?

If you have questions:– about AS/400 profiles or

– BUD Security

Please call the Customer Response Center.