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Kuali for Stevens

Budget Construction Training Guide

6.28.12 working draft version

This guide is available on the Kuali for Stevens website (www.stevens.edu/kfs) in the Guides section.

http://www.stevens.edu/kfs

Kuali for Stevens Budget Construction (BC) Guide

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Table of Contents

SECTION 1 INTRODUCTION TO BUDGET CONSTRUCTION ........................................................................................................... 3

ACCESSING BUDGET CONSTRUCTION IN KFS ............................................................................................................................................. 3

Testing to See if You Have Access ............................................................................................................................................... 4

GENERAL CONCEPTS WHEN USING BUDGET CONSTRUCTION ........................................................................................................................ 6

Saving Your Work ....................................................................................................................................................................... 6

Closing the Document ................................................................................................................................................................ 6

Session Timeout and Cleanup ..................................................................................................................................................... 7

Budget Construction Selection Screen ........................................................................................................................................ 8

Loading Budget Construction Document .................................................................................................................................... 8 1 By Organization ................................................................................................................................................................................ 9 2 By Account ...................................................................................................................................................................................... 12

ORGANIZATION HIERARCHY ................................................................................................................................................................. 13 Finding Your Level .................................................................................................................................................................................... 14

PULL-UP AND PUSH-DOWN ................................................................................................................................................................ 15

Org Push-Down and Org Pull-Up .............................................................................................................................................. 15 Org Push Down ........................................................................................................................................................................................ 16 Org Pull Up ............................................................................................................................................................................................... 17

Pushing Down and Pulling Up Documents Individually ............................................................................................................ 18 Pushing Down the Document .................................................................................................................................................................. 18 Pulling Up the Document ......................................................................................................................................................................... 19

EDIT VS. VIEW ONLY ACCESS ............................................................................................................................................................... 21

FINDING OUT WHO HAS YOUR DOCUMENT – LOCK MONITOR .................................................................................................................. 22

SECTION 2 BC DOCUMENT ........................................................................................................................................................ 24

How Do I Get to the BC Document? ......................................................................................................................................... 24 Selecting the Account from an organization listing .................................................................................................................................. 24 Entering the Account Directly: ................................................................................................................................................................. 24

What Do I Use the BC Document for? ...................................................................................................................................... 24

WHAT IS ON THE BUDGET CONSTRUCTION DOCUMENT? ........................................................................................................................... 25

System Information Tab ........................................................................................................................................................... 26

Revenue Tab ............................................................................................................................................................................. 27

Expenditure Tab ....................................................................................................................................................................... 28 Labor Object Codes .................................................................................................................................................................................. 29 Benefits Object Codes (5401, 5402, 5403) ............................................................................................................................................... 29 Interdepartmental Income Object Codes................................................................................................................................................. 30

ENTER REQUESTED AMOUNT ............................................................................................................................................................... 30

ADD A BUDGET LINE .......................................................................................................................................................................... 32

Non-Salary Object Codes .......................................................................................................................................................... 32

Salary Object Codes .................................................................................................................................................................. 32

SECTION 3 ORG SALARY SETTING ............................................................................................................................................. 34


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SECTION 4 BUDGETING SUB-ACCOUNT, SUB-OBJECT CODE OR A NEW ACCOUNT .................................................................... 35

BUDGETING SUB-ACCOUNT ................................................................................................................................................................. 35

Check Before You Begin ............................................................................................................................................................ 35

Does the Sub Account Exist? ....................................................................................................................................................... 35 Do You Have Access to Account? ............................................................................................................................................................. 36

Creating a Sub-Account BC Document ? ................................................................................................................................... 36 View Only Access Granted ....................................................................................................................................................................... 37

BUDGETING SUB -OBJECT CODE ........................................................................................................................................................... 38


Does the Sub-Object Code Exist? ................................................................................................................................................. 38

Creating a sub-object code BC document ................................................................................................................................. 39

BUDGETING NEW ACCOUNT ................................................................................................................................................................ 40


Budgeting an Existing Account without Base ........................................................................................................................... 40

SECTION 5 ORGANIZATION REPORTS ....................................................................................................................................... 42

RUNNING REPORTS ............................................................................................................................................................................ 42

Consolidated Option ................................................................................................................................................................. 44

Additional Selections ................................................................................................................................................................ 44

PDF ........................................................................................................................................................................................... 45

Account Exclusion ..................................................................................................................................................................... 46

SIT REPORTS .................................................................................................................................................................................... 47

Account Object Detail Report ................................................................................................................................................... 48 How to Use this Report ............................................................................................................................................................................ 50 Running the Report .................................................................................................................................................................................. 50 Balancing to Control Number ................................................................................................................................................................... 50

APPENDIX A: BUDGET CONSTRUCTION TERMINOLOGY ........................................................................................................... 51

BASE BUDGET ................................................................................................................................................................................... 51

BC PROCESSOR ................................................................................................................................................................................. 51

BUDGET COORDINATOR ...................................................................................................................................................................... 51

CURRENT BUDGET ............................................................................................................................................................................. 51

PUSH UP/PULL DOWN ....................................................................................................................................................................... 51

APPENDIX B: BUDGET CONSTRUCTION DOCUMENT FLOW ...................................................................................................... 52

APPENDIX C: ANNUALIZED SALARY INFORMATION ................................................................................................................. 53

OVERVIEW ....................................................................................................................................................................................... 53

VIEWING ANNUALIZED SALARY DATA .................................................................................................................................................... 54

Viewing by Employee ............................................................................................................................................................... 54

Viewing by Account .................................................................................................................................................................. 55


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Section 1 Introduction to Budget Construction The Budget Construction module is a financial tool that allows your organization to construct a base budget for the coming fiscal year. Budget Construction is used to designate a base fiscal commitment. The BC document sets budgets in whole dollars

The Budget Construction module differs from other KFS modules in that users do not initiate the Budget Construction (BC) document.

- For existing accounts, BC documents (e-docs) are created by a batch job (Genesis) that is run once a year.

- Users may create a new BC document if one has not already been loaded as a result of the one-time batch load

- To retrieve a BC document, you can access it from the Budget Construction Selection menu screen. This screen provides quick access to several different functions via menu buttons.

BC documents do not route for approval. In Budget Construction, routing is called “pull-up” and “push-down” and is controlled by users assigned to the BC Processor’s roles. BC Processors move the documents along the organization hierarchy defined in the chart of accounts. What any specific user can do with the document depends upon where it is in the hierarchy and the pre-defined locking rules.

The Budget Construction module includes a variety of screens that are available from the navigation buttons on the main document.

Accessing Budget Construction in KFS

The BC Module is accessed as follows:

>


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The Budget Construction Selection screen is where all of the budget work begins. It is shown here:

Testing to See if You Have Access

Click

You should see the organization codes at the highest level of your organization in the Select Point of View drop-down menu. Example:

If you don’t see this screen and get an error message, see the notes on the bottom of the next page.


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If you have access to multiple orgs you will be able to see them in your Select Point of View drop down menu. This will determine if you have a choice in your point of view selection. From here, you may select an organization.

Proceed to the next page.

If you see the following message, it means that you are not authorized as a Budget Construction Processor. Contact Kuali Support by e mail at [email protected] or by calling 201-216-8000.

mailto:[email protected]


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General Concepts when Using Budget Construction

Regardless of the screen or data you may be trying to view or change, some concepts remain the same throughout Kuali. These concepts include adding, deleting, and editing a record. Screen-specific information will be described throughout this document, which include saving your work, closing the document, etc.

Saving Your Work

Click on the save button located at the bottom of the screen.

The document will display a confirmation message on the upper left corner.

Closing the Document

When you complete the work, click the close button at the bottom of the screen.


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You will see this confirmation message.

Click no to the confirmation message since you saved the document in the previous step.

If you don’t properly end the BC session by closing the document, you will receive a session cleanup message next time you access the BC Selection menu. Session cleanup is explained next.

Session Timeout and Cleanup

When you leave the system idle, your session will time out. When you see the following time out message, return to the Budget Construction Selection menu and begin again.

If you don’t close the screens properly in the previous session, the system will display the message below when you click the Budget Construction Selection menu. Be sure to click yes before you continue. You will not be able to use the Budget Construction Selection menu if you click no.


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Budget Construction Selection Screen

The Budget Construction Selection screen is the hub of Budget Construction operations. From this screen, you may navigate to various screens such as:

1. my organization: lists your organizations and accounts and provides an option to load a BC document.

2. load document: directly loads a BC document (the e-doc)

3. org report/dump: print your budget reports, or export the data to your desktop.

Loading Budget Construction Document

When you enter the Budget Construction Selection menu, the first thing you must do is load the Budget Construction document (one for every account/sub-account) in order to manage your budget by account or sub-account. The document may be loaded in one of two ways:

- by organization using or

- by account using


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1 By Organization

Follow this navigation pathway:

> >

To retrieve your list of accounts:

1. select your organization in Select Point of View,

2. click Selected for the desired organization in the Organization Sub-Tree tab, and

3. click in the Select Operation tab.

The list will contain your accounts, current placement of the account in the organization hierarchy (org level), and who is editing the document (Bdgt. Lock Principal Name). This list contains accounts that had a base budget in the current fiscal year. You may need to add accounts. See Section 4.


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Depending upon your BC access, you may be able to utilize the Organization Sub-Tree in order to access accounts

within your organization. Use the Action button to shorten the list of documents to one organization (department) at a time.


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1. Select the org for which you want to view accounts. You may select multiple orgs.

2. Click the button to display the accounts for the Selected Organization.

Click Load Document for the specific account you wish to access.

1

2


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Here is the resulting Budget Construction Document for account 1100200, we will explore the structure of this e –doc in Section 2.

2 By Account

Follow this navigation pathway and provide the necessary information:

> > >

A Budget Construction Document similar to the one found on the top of the page will result. We will explore the structure of this e –doc in Section 2.

1 2

1 2

3

3


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Organization Hierarchy

In Budget Construction, every department sits at some level within the organization hierarchy. The number of levels within the organization varies depending on your division. Level 0 is the Fiscal Officer (account level). The system counts the number of levels from the account level all the way up to the top level (Budget Office).

Your level is pre-determined by the Budget Office and you may only budget accounts at your level or below. Your level is called Point of View.


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Finding Your Level

When you first load the BC document, your level is displayed in the System Information tab, Controls section. In the following example, SI-1051 is Level 2.


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Pull-Up and Push-Down

As a BC Processor for your organization, you may designate responsibility down to your lower level users, and then pull up the document for review after the budget has been prepared. Budget Construction enables you to do so by using the pull-up and push-down capability.

There are two ways to pull up and push down the documents.

1. by organization and

2. individually by account.

If you wish to delegate the budget preparation down to lower level users, you will use the Org Push-Down and Org Pull-Up features.

Org Push-Down and Org Pull-Up

By using the org pull up and org push down buttons on the Budget Construction Selection screen, you may pull up or push down the documents within the same organization in one operation.


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Org Push Down

From the BC Push Down Organization Selection tab, select the organization sub-tree whose documents you wish to push down.

You may set the push-down option in two ways:

1. individually by organization using the drop down menu or

2. set it to be the same for all organizations by clicking the available buttons across the bottom.

In this example, select Lev Zero in the Organization Sub-tree drop-down menu if you wish to push down a specific organization to the Fiscal Officer, then click on the push down button.

Observe the message:

1

2


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Org Pull Up

From the BC Pull Up Organization Selection tab, select the organization sub-tree whose documents you wish to pull up. You may set the pull-up option individually or set it to be the same for all organizations by clicking the available buttons.

Select Both in the drop-down menu if you wish to pull up a specific organization, or click the button

to pull up all organizations (this sets the drop-down menus to Both). Click .

Observe the message:


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Pushing Down and Pulling Up Documents Individually

You may push down or pull up documents individually from the BC document.

Pushing Down the Document

Follow this navigation and provide needed information:

> > >

Push down from the Budget Coordinator should only go to the Fiscal Officer Level.

The document below is currently at Level 3. To push down the document, select the 0 level from the drop-down list

and click . It will be pushed down to the Fiscal Officer Access Level 0.

Notice that the level is now set to Level 0 and you may no longer update the document until further action is taken.


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Pulling Up the Document

Follow this navigation and provide needed information:

> > > >

To pull up the document to your current level, click the button.


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Edit access is now granted and the Current Level shows your level.

If you try to pull-up a document that someone else is working in, you will see the error message below. In order to move forward (1) contact the person editing the document to see if they have completed updating the document, (2) if you have verified the person has completed the update and you are still unable to access the document, call Kuali Support to unlock the document for you. See more information on “lock” issues on the next page.


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Edit vs. View Only Access

Edit access is given to you when the following conditions are met:

The system is in update mode (controlled by the Budget Office).

The BC document is at your current level.


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View only access is given to you when the following conditions are met:

The system is in view mode (controlled by the Budget Office).

The BC document is not at your current level.

Finding Out Who Has Your Document – Lock Monitor

You might receive a message that the document funding is locked when you try to load the document. This occurs when someone else is currently editing the BC document that you wish to access.

If you receive the message that your document is locked, go back to the Budget Construction Selection screen and click the button.


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A list will appear showing who is working on the document that you want to access. You may want to contact the person to release the document. The lock is only effective until nightly processing is completed, then all locks will be released. The Budget Office is authorized to release the lock as a last resort.


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Section 2 BC Document

The Budget Construction document is the e-doc used to view and enter budget amounts in a specific account for a particular object code. The Budget Construction document is loaded from the Budget Construction selection screen.

The summary level allows you to input by object code.

The Budget Construction Document is where you complete your object code summary budgeting.

How Do I Get to the BC Document?

As described in Section 1 ,you can get to the BC Document either from:

1. or

2. by entering the account directly from the Budget Construction Selection Screen.

Selecting the Account from an organization listing

> > > > >

Entering the Account Directly:

> > >

For more information on loading documents, see Section 1, “Introduction to Budget Construction, Loading the BC Document”

What Do I Use the BC Document for?

There are two situations where you will be entering budget on this screen.

If the base budget exists in the current year, review and change the amount based on the budget plan in the requested column.

If base budget does not exist in the current year, you may enter new budget into the blank line.


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You will complete the object code summary budget for the following budget types:

Non-Salary Expense Budget Type: Entries used to budget expenses such as operating expenses.

Salary Expense Budget Type: All salary dollars will be budgeted in object codes. Do not use budget only object codes.

Interdepartmental Credit 6310: This is a “reduction to expense” and needs to be entered into the Expenditure Tab as a negative amount.

Revenue Budget Type: Revenue entries are used to budget revenue. All revenue will be loaded into Budget Construction by the Budget office and are entered in their respective object codes.

What is on the Budget Construction Document?

The Budget Construction Document is an e-doc made up of six tabs.

- Document Overview: All fields will be prefilled when the batch job creates the e-doc, IF you are creating the e-doc

- Systems Information: All fields will be prefilled with account, organization and level information. Example in text.

- Revenue: User will enter your budget revenue by object code on this tab. Example in text.

- Expenditure: User will enter your budgeted expenses by object code on this tab. Example in text.

- Notes and Attachments Same as in other KFS documents; user can enter a note and attach a reference document.

- Route Log Each saved action will be logged here with a date stamp and name of the action taker, an individual or KFS is done by the system.

A point to remember:

The button must be used on both the Revenue and Expenditure tabs to add a new budget line.


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System Information Tab

The System Information tab summarizes the account for the current and next year, the organization where the account resides, and the level where the document currently resides within the organization hierarchy. You may also push down or pull up the document as necessary.


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Revenue Tab

The Revenue Tab is where you will budget the revenue object codes for each account, if applicable. This is used to complete the requested amount based on new year expectations and review of prior year reality.

The Revenue tab is made up of three budget columns: Base Budget, Requested, and % Change.

Base Budget: Base budget from the current year. You may not change this column. It is informational only.

Requested: This amount will need to be populated based on the budget plan for the next year.

% Change: The percent change from the current year (base budget) and next year requested amount. This amount is automatically calculated as you input the new requested amount.

Parenthesis:

Note the number presented in the parenthesis on the Revenue tab is the total revenue

budgeted in the *Requested column. In this example it is $1,500. The parenthesis does not represent a negative

number.

The % Change number, if a decrease, will show in parentheses in Revenue Totals meaning a negative number


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Expenditure Tab

The Expenditure Tab is where you will budget expenditures. The Base Budget column is pre-filled with the previous year’s base budget. Your task is to complete the requested amount based on new year planning.

The Expenditure tab is made up of three budget columns: Base Budget, Requested, and % Change.

Base Budget: Base budget from the current year. You may not change this column. It is informational only.

Requested: This amount will need to be populated based on the budget plan for the new year.

% Change: The percent change from the current year and new year requested amount. This amount is automatically calculated as you input the new requested amount.

Parenthesis:

Note the number presented in the parenthesis on the Expenditure tab is the total expense budgeted in the *Requested column. In this example it is $1,500. The parenthesis does not represent a negative number.

The % Change number, if a decrease, will show in parentheses in Expenditure Totals meaning a negative

number


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Labor Object Codes

When the object code is a salary object code and it is the type of object code you can complete a detailed staffing budget on, the salary setting button is displayed. These object codes should be budgeted using the detailed Salary Setting screens explained in the Section 3: Org Salary Setting. The show benefits button will appear on any salary object codes, displaying the new year’s benefit rate associated with the object code. For FY13, Stevens’ salary object codes are all set to budget at the summary level.

Benefits Object Codes (5401, 5402, 5403)

The employee benefits amount will be automatically calculated in the appropriate code when the requested amount is entered in a labor object code that has an associated benefit rate. Refresh does not recalculate benefits.

Note: If the account belongs to the centralized benefits, the benefits amount is charged to the appropriate centralized benefits account.


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Note: Benefit Pool Object Codes: Any changes made to salary object codes that have a benefit rate attached will automatically create and/or adjust benefits in object codes 5401, 5402, 5403. The 5400 budget only object code should not be used, and the other 5401, 5402, 5403 should never be adjusted.

Interdepartmental Income Object Codes

The interdepartmental income object code 6310 is a reduction to expense and needs to be entered as a negative amount. Note: You will not be prompted to enter this as a negative number.

Enter Requested Amount

Enter the requested amount as appropriate for the new year budget plan.

Click save.


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If the budget processor wanted to increase or decrease all categories (object codes) by the same percentage this is

done in the Global Expenditure Action section of the Expenditure tab. You can hide and show this section here


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Add A Budget Line You may add a budget line in the blank Add line available in both the Revenue or Expenditure tabs. Non-Salary Object Codes

Object: Required field. If revenue, or non salary, enter the budget object code. If you are not certain about the

object code, you may use the object code lookup by clicking .

SubObject: Used at discretion of budget preparer. Requested: Enter the budget requested amount. After completing the line, click the add button.

The button must be used on both the Revenue and Expenditure tabs. Click save before exiting the screen.

Salary Object Codes

Object: Required field. Enter the labor object code. If you are not certain about the object code, you may use the

object code lookup by clicking . SubObject: Will not be used. Requested: Enter the budget requested amount. After completing the line, click the add button. Click save before exiting the screen.


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Delete Budget Line

The option to delete a budget line is available for the budget line that you have created. However, you may not delete any budget lines that have associated base budget from the current fiscal year (therefore, you will not see the delete button for these budget lines).

To delete the budget line, click the delete button. Beware that no warning is displayed by the system after clicking the delete button.

The budget line will be deleted immediately.


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Section 3 Org Salary Setting

The Organization Salary Settings allows you to quickly get to the position or incumbent salary setting screens without having to go through the Budget Construction document. This is an easier way for you to manage funding lines for an organization. At Stevens, we will not be budgeting by position for FY13.

Section 3 is currently under development.


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Section 4 Budgeting Sub-Account, Sub-Object Code or a New Account

At times you might have a situation where you wish to budget using a sub-account, sub-object or an account that you have never budgeted before. This section covers the steps involved in using the new accounting lines.

Budgeting Sub-Account

If your organization wishes to budget a sub-account, it is possible to do so. If you had base budget in a sub-account in the previous year, there should already be a BC document for that sub-account. If you have never had base budget for the sub-account, you may create one using the following procedure.

Check Before You Begin

Does the Sub Account Exist?

Check to make sure that the sub-account already exists in your chart of accounts. If you try to budget for a nonexistent sub-account, you will receive a following error message:

Example of a sub-account that does not exist:


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Do You Have Access to Account?

Be sure to check your access. If you do not have access, you may create a document but you will not be able to edit it.

Creating a Sub-Account BC Document ?

Enter Chart, Account, and Sub-Account and click load document.

This action will create a BC document at the sub-account level at level 0. Depending on your role in the system, you might receive one of the two messages: “Edit access granted” or “View only access granted.”


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Edit Access Granted

If you are Fiscal Officer on the account, you will be in edit mode. You may proceed to edit the document. If you are the processor for the account you will need to pull up the document.

View Only Access Granted

If your access is in the account’s organization hierarchy, pull up the document to your level so that you can begin editing the document.


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Budgeting Sub -Object Code If your organization wishes to budget a sub-object code, it is possible to do so. If you had base budget in a sub-object

code in the previous year, there should already be a line in the budget construction document for that sub-object

code.


Does the Sub-Object Code Exist?

Check to make sure that the sub-object code already exists in your chart of accounts. If you try to budget for a

nonexistent sub-object code you will receive the following error message “sub-object not found”


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Creating a sub-object code BC document

Selecting an object code that has a sub-object code will allow you to budget in the sub-object code


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Budgeting New Account

If your organization wishes to budget an existing account that you have never budgeted before or a brand new account, you may do so by using the BC document.


Does the Account Exist?

Check to make sure that the account you wish to budget already exists in the Chart of Accounts. If you try to budget for a nonexistent account, you will receive a following error message:

Budgeting an Existing Account without Base

You may budget existing accounts that do not have base in the current year. These accounts do not have a BC document generated yet; however, you are able to create one in order to request base budget.

Things you should know about the new account document:

BC processors can create a BC document for any valid account whether or not the account is in your organization hierarchy. Once the document is created, the system checks whether you should have access to the document. For example, if you try to create a document which you should not have access to, the document is created; however, you will not able to edit the document.


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The document will be marked updated by the document initiator and it will sit at the level 0.

To create a document for accounts that previously didn’t have a base budget, go to Budget Construction selection

screen and type in account number and load document.

This action will create a BC document at Level 0 (FO). If you are not the fiscal officer you will have to pull up to have

edit access to the account.


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Section 5 Organization Reports

The Budget Construction module offers a variety of reports to assist in analyzing your budget data. The Budget

Office has selected one report to help you prepare your budget and reconcile to your control numbers. Keep in mind

that you cannot exceed your control numbers.

Running Reports

It is important to note that in order to run reports for an org in your hierarchy the org cannot be above your level. That is, if you are a Budget Processor, you can run the reports for your orgs as long as they are not pulled up by the Budget Office because then the org would be above your level.

To get to the organization report menu, click org report/dump button from the Budget Construction Selection screen.

You are taken to the Organization Selection screen. Select your point of view.

If you have access to multiple orgs you will be able to see them in your Select Point of View drop down menu. This will determine if you have a choice in your point of view selection. From here, you may select your organization. If you have access to multiple orgs you will have to run the reports for both orgs and combine them to compare to your control totals provided by the Budget Office.


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Once you have selected your point of view from the Current Point of View Organization Selection area, select the org for which you wish to run the report from the Organization Sub-Tree.

A few items to note:

1. Reports will be generated based on the org you selected in the org sub tree. You will get that org’s reports, as well as, all reports for all orgs that report to it.

2. When balancing to your control numbers you will need to run the report at your top-tier org level.

Click the view button to the left of the Stevens’ report (noted by the red arrow below). You will be prompted to make additional selections depending on the report.


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Consolidated Option

Certain reports offer an option for consolidating sub-accounts into accounts.

Additional Selections

You will then be prompted to choose sub-funds for which you wish to run the report. The sub-funds listed on the Sub-Fund List Selection screen are dependent on the org.

Choose all sub-funds except AGNCY, SPON, NIP and CIP. (The Budget Office will budget these specified sub-funds.)

Click the submit button.


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PDF

A dialog window will appear, prompting you to open the PDF report. (The style of the dialog window will depend on the browser you are using.)


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Account Exclusion

At times you might see the following warning, “The initial list shows accounts that are above the point of view level. Please submit to run the reports/dump without the accounts or cancel to abort,” presented by the report menu. By default, the report will exclude the accounts that are above your point of view. You must click submit to proceed or cancel and wait until the document is pushed down to your level before you can print the report that includes these accounts.

Note warning message.


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SIT Reports While there are a variety of reports available in Budget Construction, the Budget Office has selected one report to

help you complete your budget preparation. The Stevens specific report is listed under Stevens Reports. Reports

under the Reports heading are canned Kuali reports and should not be run, as they will not provide necessary

information to balance your budget to your control numbers.

The report available is:

The report is discussed more in depth on the following pages.


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Account Object Detail Report

The Account Object Detail Report displays annual base and request for each Account, Sub Account, Object Code, Sub Object Code associated with the organization selection. This report provides totals by account and then by sub-fund with a Grand Total given at the end. These reports are then broken down by fiscal officer.


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How to Use this Report

Use this report to review the object code budget for each account in selected area. You can also use this report to balance revenue and expense within an account.

Running the Report

Click the view button from the report menu, select the sub-fund code(s) and click submit.

Balancing to Control Number

Go to last page of report for Grand Total. Take the Total Expenditures line and subtract out the Benefits Pool. This

number should then tie to your Control Number. Note that if you are responsible for multiple orgs then you will

have to combine these totals.


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Appendix A: Budget Construction Terminology

Base Budget Initial base budget plus permanent in year adjustment

BC Processor The KFS user with the role with privileges to participate in the Budget Construction process. At Stevens our

budget coordinators have this role.

Budget Coordinator All Stevens’ budget coordinators have been given the role of BC Processor with KFS.

Current Budget Initial base budget plus temporary in year adjustments

Push Up/Pull Down The workflow of KFS within the Budget Construction module is referred to as Push Down/Pull Up. It is

vertical routing between the Budget Office and BC Processors.


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Appendix B: Budget Construction Document Flow


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Appendix C: Annualized Salary Information

Overview

To start the Budget Construction process annualized salaries and wages are loaded from the HR/Payroll system.

The following Employee Types are included in this initial load:

Full Time Faculty

Full Time Staff (Hourly & Salaried)

Post Docs

Full Time Non-Faculty Researcher

As of now, the HR/Payroll data will only be uploaded at the beginning of the Budget Construction process. This data

is loaded as of a point in time.

During the Budget Construction process, the BC Processor (Budget Coordinator) will review the data by account and

by employee to ensure employees are being allocated to accounts correctly.

If any errors are found on allocations that affect the current year, please fill out payroll redirection requests or email

[email protected] for current year resolution.

mailto:[email protected]


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Viewing Annualized Salary Data The HR/Payroll data can be viewed in two ways, by employee or by account.

You will only see the information on the employees that is allocated to an account for which you have access.

Viewing by Employee

Annualized salary and wage information can be viewed by employee and will show you the current allocations of the

employee’s annualized salary as of the date the HR/Payroll file was run.

Navigation Path:

> > >


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Viewing by Account

Annualized Salary information can be viewed by account and will show you the current allocations of full time

salaries and wages allocated to the account as of the date the HR/Payroll file was run.

Navigation Path:

> > >