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2007-08 BUDGET PROCESS

This document outlines the 2007-08 budget process aimed at new users within the Budget & Planning Office. It details key personnel, the purpose of the budget process, and the specific timeline for critical budget activities including salary planning and allocation. Key steps include verifying salaries, utilizing the Salary Planner, and finalizing budget materials. The document emphasizes the importance of timely updates and collaborations among departments, and it provides guidance on navigating the Salary Planner system for effective budget management.

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2007-08 BUDGET PROCESS

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  1. 2007-08BUDGET PROCESS NEW USERS

  2. Budget & Planning Office • Whitney Pugh, Executive Director (x.7-1177) • Joe Vande Merwe, Associate Director (x.7-1176) • Tracy Sorensen, Associate Director (x.7-1174) Budget & Planning

  3. Purpose of Budget Process • Set up new year salary information and establish new year salary budgets • Employee base salary amounts to be paid • Budgeted salary reserves • Budgeted labor distributions • Balance allocated state funds Budget & Planning

  4. Budget Process Timeline • March • Colleges/divisions verify current salaries and permanent E&G budgets • College/division budget process training • Campus units practice Salary Planner input in ZTEMP • Central administration finalizes new year budget allocations • March – week 4 • Snapshot of current salary data taken and setup of Salary Planner in ZPROD • April – week 1 • Budget materials are distributed to colleges/divisions • Salary Planner is activated in ZPROD • April – weeks 1-3 • Campus units input into Salary Planner, finalize salary increases and reconcile state dollars • April – week 3 • Budget materials are due back to Budget & Planning Budget & Planning

  5. Budget Process Timeline • April – week 4 and May • Budget & Planning reconciles and verifies campus units budget materials • Budget & Planning sends final salary increases to college/divisions for their verification • June – weeks 1-2 • Budget & Planning does final adjustments • June – week 2 • Campus units receive final new year budget salary reports • June – week 3 • After June SA payroll deadlines, Budget & Planning does upload of Salary Planner data in ZPROD • June – week 4 • Departments can begin submitting new year EPAF’s for salaried employees Budget & Planning

  6. Organization of Banner HR Data • Objects are related but independent • In Salary Planner, position and job are separate records and can be different – but should always be equal in the budget process Budget & Planning

  7. Salary Planner:Background Information • Web-based tool available through SelfBService Banner (SSB) • Initial data is “snapshot” of main Banner data • Snapshot will be taken during last week of March • Data is independent of main database until central upload by Budget & Planning • Base salary positions and salary reserves only • Changes to pooled position jobs (summer months, hourly, extra compensation) done through EPAF process • Users must be granted security by Budget & Planning Budget & Planning

  8. Salary Planner:Security • Access to Salary Planner has been established for specific users by Budget & Planning • Users with department level access can update that department until it is locked by the college/division or Budget & Planning • Users with college/division level access can update and lock all of the departments within that college/division Budget & Planning

  9. Salary Planner:Navigation Hints • SAVE OFTEN; always save any changes before navigating to a new screen • Do not use the ENTER key; use the TAB key to navigate between cells • Do not use the browser BACK button; use the navigation links at the bottom of each page Budget & Planning

  10. Budget Process Steps:Department Budgets • Review hard copy of salary data • Make preliminary salary increase decisions • Login to Salary Planner • Enter salary increases for employees/jobs • Copy employee/job increases to positions • Update open positions • Update position labor distribution and copy to employees/jobs • Download position labor distribution to Excel • Reconcile/verify state $ • Update budget worksheet, salary coordination and unfunded plan in Excel • Print and send completed budget worksheet, salary coordination and unfunded plan to Dean/VP Budget & Planning

  11. Budget Process Steps:Dean/VP • Verify departmental salary increases • Verify departmental state $ • Lock departments (if needed) • Send completed budget worksheets, salary coordinations and unfunded plans to Budget & Planning Budget & Planning

  12. FOR ACCESS TO TEST DATA: Address for Banner Development page Click this link for access to test data Budget & Planning

  13. Labor Distribution (LD) • Initial Salary Planner Data • Initial position and job LD in Salary Planner are based on the current position LD which is usually from last year’s budget • Effective Dates • LD effective dates cannot be set up during the budget process • Indexes used in the budget process will be set up with a July 1 effective date • If specific effective dates are needed, they will need to done after the Salary Planner upload through the EPAF process Budget & Planning

  14. Central Unfunded Index • The central unfunded index (A06728) will still be available for department use • It should only be used as a temporary budgeting tool and should be replaced with an active index before expenditures are charged to it • A funding plan must be submitted for all amounts budgeted on the central unfunded index Budget & Planning

  15. Status Changes during Budget Process:Appointments / Terminations / Title Changes • Adding new employees, removing terminated employees or changing titles is not possible in Salary Planner by users (Apr-Jun) • If effective date is in the current year, notify Budget & Planning for central verification and update of new year data • If effective date is in the new year, these changes should be done after the Salary Planner upload through the EPAF process Budget & Planning

  16. Status Changes during Budget Process:Temporary Changes • Temporary changes such LWOP, sabbatical leave and short/long-term disabilities are not done during the budget process • Only full year salary bases should be budgeted • Continuation of current or implementation of new temporary changes should be done after the Salary Planner upload through the EPAF process Budget & Planning

  17. Status Changes during Budget Process:New Positions / Closing Positions • Adding new positions or closing positions is not possible in Salary Planner by users • New positions must be requested through the new position request form and will be entered in the new year by Budget & Planning upon receipt of the approved form • To close a position, it should be budgeted at $0 in Salary Planner and notification sent to Budget & Planning to close the position Budget & Planning

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