INSTRUCTIONS FOR THE FY2016BUDGET REQUESTTOOL
No Budget ChangesReflected for FY2015
NoFY2015budget changes have been allowed to-date in Workday. If you become aware of any salary changes, that have been made in Workday since the FY2015 budget was uploaded, please make a note in the tool under “payroll – New Request” if it is a new line or “payroll – Propose Change” if to an existing line and we will make sure to add them to our population of changes if and when we are able to make changes to the FY2015 Budget.
General
Questions? orJim Hutchison at (ext. 3-3677)
Parameters
FY2016 operating expense “base” budget cannot exceed the total of the FY2015 base budget. The tool will not allow you to submit your account budget if this parameter is not met.
In all cases, when you are asking for an increase in base budget dollars in FY2016 as compared to FY2015, the increase should be entered as either a One-time or Permanent add to the base budget. Please use the columns labeled One-time and Permanent accordingly.
Justification
In addition to submitting an operating expense budget, please provide a written narrative and or excel spreadsheet justifying your FY2016 budget request. Please also provide justification for one-time and permanent changes requested to the FY2016 base. The web interface logic requires the user to provide a note to justify one-time and permanent requests.However, we also appreciate additional support documentation as necessary.
You can attach your written narrative and any additional support via an email directly to or by selecting the Send Documentation button on the top of the Cost Center Listscreen. Please note: if you select theSend Documentation button, Microsoft Outlook will open even if you use GMAIL unless you have changed your default mail client to GMAIL.To fix this, please contact Jeff Fox, BioMed Computer Services for assistance.
LOGGING INTO THE FY2016 BUDGET TOOL
Access your FY2016 operating budget using the web interfaceat (cut and paste this link into your browser’s address bar, do not hover over the link and hit control)
You will be sent to the Brown University Authentication screen and after entering the same user id and password that you enter each day, you will be sent into the budget tool.
PLEASE NOTE: You must quit your browser to logout of the Budget Tool.
Cost Center List Screen
You will originate at the Cost Center List screen which represents the total population of the Cost Centers you are responsible to budget.Click the View Detailbutton to select a particular Cost Center and you will be sent to the Cost CenterSummaryscreen.
Cost Center Summary screen
The budget for each Cost centeris divided into two sections:Payroll and Operating. Clicking on the View buttons will take you to the Detail screen where you will input your budget. Specific instructions for each section are noted below.
Payroll Instructions
Payroll Detail Screen
The original FY2015 payroll budget detail, by person, has been provided.Please use thePropose Changebutton to request FY2016 payroll changes. As in prior years, the final payroll budgetfor next year (FY2016) will be equivalent to i) theFY15 payroll budget (“the base”) plus ii) the“approved” FY2016requestssubmittedvia this tool andiii) any overallFY2016merit increase. The merit increase amount is yet to be determined so this is not presently in the data base. Please DO NOT submit merit increases as they will be loaded into the budget at a later date as a result of the staff and faculty salary review process.
To export payroll detail to excel
If desired, the ability to download labor detail by person into excel is available by selecting theDownload Listbutton on the Payroll Detail Screen. Please remember that no formulas or formatting are transferred.
Submitting requests for payroll changes
There are three types of payroll changes for existing employee lines: FTE changes (including eliminations), Grade changes and/or Salary changes as a result of job audits.
To requestchanges on existing employee lines, select the Propose Change button at the end of the rowfor the targeted employee record. This will take you totheChange Payroll Requestscreen.
Change Payroll Request Screen
To change existing employee records
The edit screen will pre-populate FY2016 with all existing data from FY2015. To request changes,you will need to change the appropriate detailrelevant to your request. For grade changes:Please change grade and salary amounts and position title to the desired amounts/description. For FTE changes:Change FTE, salary and position title to the desired amounts/description. If eliminating an employee:Enter a zero inthe salary field and a blank in the FTE field. Please do not leave the salary field blank. If you do, you will receive an error message. In ALL cases, please enter a comment in the notes section to fully explain the nature of the change. (i.e. grade change as a result of job audit, salary increase as a result of an equity increase)
A change in a gradefrom 10 to 12, would look as follows:
2016Ledger Account / 51300 Exempt Salaries
Name / Smith, Jane
Title / Director AAA
Grade / 12
FTE / 1
Salary / 50,000
Notes / This position was upgraded as part of a job audit on 9/1/2014.
A change in FTE from .8 to 1.0 would look as follows (assume no title change):
2016Ledger Account / 51300 Exempt Salaries
Name / Smith, Jane
Title / Director AAA
Grade / 12
FTE / 1
Salary / 50,000
Notes / Jane would like to come back full time.
To request a new employee line (additional headcount)
For requests to adda new position, select the New Request button at the bottom of the screen which will take you to the New Payroll Request screen. Please remember to enter the employee name as last,first. Complete all fields.
A new employee record would look as follows:
(enter all info)Ledger Account / 51300 Exempt Salaries
Fringe Account / 56930 Staff Fringe Benefits-Full Rate
Name / Smith, Jane
Position title / Director AAA
Grade / 12
FTE / 1
Salary / 50,000
Notes / Jane is beginning May 1,2015
Operating Expense Instructions
To budget operating expenses
From the Cost Center Listscreen, select the View Operating button.
Operating Detail Screen
Please note: Each column can be sorted by clicking on the arrow to the left of the column heading.
The actual operating expenses for FY2014and theoriginal budgeted operating expenses for FY2015,have been provided. Operating expenses for FY16 have NOT been pre populated. The expectation is that each account budgetforFY16will be submittedbased uponactual spending by Ledger Accountanticipated during FY2016 (ie. If actual expenses are expected in 20 different ledger accounts, all 20ledger accounts should be assigned a budget.) The benefit of this approach isthat budget versus actual comparisons are meaningful.
To export operating detail to excel
If desired, the ability to download the operating detail by ledger accountinto excel is available by selecting theDownload Listbutton on the Operating Detail screen. Please remember that no formulas or formatting are transferred.
To budget an individual ledger account
Select the Create/View button at the end of the ledger account row.If the ledger account you wish to budget does not appear, add by clicking the Add Operating button at the bottom of the screen. You will then need to select the appropriate Spend Category from the drop down list. Click the arrow to the right of select spend category to view the list.
Budget eachledger account into one or all of the following threecategories
Base: Equivalent to anticipated “normal” levels of spending as experienced in prior years. Total FY2016Operating Base budget for each Cost Center cannot exceed Total FY2015Operating Base budget. This rule is only calculated at the total operating budget level for the entire Cost Centerand not at each ledger account so it allows you to budget FY2016 amounts in a ledger account that had less or $0 budgeted in prior years.
One time: Signifies one-timerequests. The system will require one-time itemsto be accompanied by a note.This required note and any additional supporting documentation must state the nature of the one-time request and why it is necessary.
Permanent:Signifies arequest to increase the base budget for the upcoming fiscal year and all future years(permanently).Only enter the amount of the increase to the base budget as the increase isautomatically added to the base budget to determine the full request amount. The system will require permanent items to be accompanied by a note. This required note and any additional supporting documentation need to state the nature of the permanent request and why it is necessary.
Please note: If youbudget any salary dollars in either 1) Ledger Account 52200 Seasonal/Limited Duration wagesorsummer wages under 2) Ledger Account 52510 Undergraduate wages,pleasealso budget the required minimum benefits of 7.5% under Ledger Account 57910 Benefits LD/Part-time.
Capital and Alterations Requests
Capital expenditures are those for tangible property (e.g. equipment, furniture and fixtures, etc.) with a useful life of one year or greater and a total cost (i.e. purchase price plus any taxes, delivery and installation expenses) of $5,000 or greater. Capital expenditures (CAPEX) are funded from a Divisional capital account. Any spend categories that fall under Ledger Account 70000: Capital Expenses or Ledger Account 72000: Plant Fund Expenditures should not be budgeted in your FY2016 submission, even if there were 2014 Actuals or a 2015 Budget in these categories. You can view 2014 Actuals and 2015 Budget, but will not be able to Create or Add a 2016 Budget.
Alterations (fixtures less than $5,000, structural improvements / enhancements) are also budgeted in a Divisional account. You can view 2014 Actuals and 2015 Budget in spend category Alterations (3550), but will not be able to Create or Add a 2016 Budget.
Submit all capital and alteration requests nd .
Budget Submission
To submit your budget, select the Submit Budget button on the Cost Center Summaryscreen. Please note once you submit your budget, you will not be able to make any further changes. You will however have view and print ability. The act of submitting the budget signifies to BMFP that it has been approved by the primary and secondary individual responsible for the account as well as the department head.
Budget InstructionsPage 1