Overview What is budgetary funding? How is budgetary funding
different from actual funding? Budgetary Funding eligibility
Viewing Budgetary Funding Budgetary Funding concepts Modifying
Budgetary Funding Budgetary Funding throughout the fiscal year
Budgetary Funding help
Slide 3
What is Budgetary Funding? Consists of budgeted accounts and
distribution. These accounts and distribution i dentify: Which
account(s) a position was budgeted on in the current fiscal year
and how much of the position was budgeted on it. On which
account(s) a position will be budgeted in the next fiscal year and
how much of the position will be budgeted on it. A tool for Budget
Update Document (BUD) creators to use if they would like assistance
in calculating totals for their salary subaccounts in the BUD. A
position must have budgetary funding to load to the Base Pay
section of a BUD.
Slide 4
How is budgetary funding different from actual funding? Actual
funding creates appointments for an incumbent and affects how
people get paid. Budgetary funding is used to get totals for a
budgeted salary subaccount. Budgetary funding will never affect an
incumbents appointment or determine how an incumbent is paid.
Budgetary funding and the BUD will never update/change a positions
actual funding. Actual funding must always be modified
separately.
Slide 5
Budgetary Funding eligibility Only those positions that are
budgeted are eligible for budgetary funding. At UT Austin, the
following filled and vacant positions are eligible for Budgetary
Funding: Tenure/Tenure Track Faculty Administrative and
Professional (A&P) and Librarians Classified At UT Austin, the
following positions are not eligible for Budgetary Funding: Non
Tenure Track Faculty Students Teachers and Extension Instructors
Affiliated Workers UTEMPS Retired, Ended, or Cancelled
positions
Slide 6
Viewing Budgetary Funding Displays on the Funding tab of HRMS
below Actual Funding. The Budgetary funding sections will only be
visible if viewing a position that is eligible for budgetary
funding. Displays in two sections: Current Fiscal Year and Next
Fiscal Year Actual Budgetary
Slide 7
Viewing Budgetary Funding The Current and Next Fiscal Year
sections are determined by the HRMS View as of date. If the view as
of date is 9/1/2010, the Current Fiscal Year is FY 2010-11 since
this is the fiscal year in which the view on date resides. The Next
Fiscal Year will be FY 2011-12, since that is the fiscal year that
immediately follows the current fiscal year. If the view as of date
is 1/15/2012, the Current Fiscal year will be FY 2011-12 and the
Next Fiscal Year will be 2012-13. If a position is eligible for
budgetary funding, but does not have budgetary funding (e.g.
position not budgeted or position has zero hours), each respective
fiscal year section will display with explanatory messages
describing why the position does not have budgetary funding.
Slide 8
Viewing Budgetary Funding Each fiscal year section will display
rate and position hour information that is pulled from either HRMS
or the BUD. These items are displayed as a courtesy and are not
considered budgetary funding. These fields are: FY Baseline The
rate of the position on 9/1 for the fiscal year of the section
being viewed Original Budgeted Rate The rate of the position that
was in the BUD for the fiscal year of the section being viewed 9/1
Position Hours per Week (percent time) The positions hours per week
(percent time) from HRMS effective on 9/1 for the fiscal year of
the section being viewed BUD Position Hours per Week (percent time)
The position hours per week (percent time) that were in the BUD for
the fiscal year of the section being viewed
Slide 9
Viewing Budgetary Funding Rate and Position Hour Information
(cont) The Current Fiscal year section will contain a Current
Incumbent Rate - The rate of the incumbent on the day the page is
being viewed (not the HRMS view as-of date). If the position is
vacant on that day, this field will display the word Vacant. The
Next Fiscal Year section will contain a 09/01 Incumbent Rate field
The incumbent rate that is effective on 09/01 for the fiscal year
of this section. If the position is vacant on 09/01, this field
will display the word Vacant.
Slide 10
Viewing Budgetary Funding Budgetary Funding fields The
information in the budgetary funding fields will vary depending on
the section. The current fiscal year section fields represent what
was in the BUD. The next fiscal year section fields represent what
will load into the BUD. The following fields constitute budgetary
funding: Status Displays the status of the record. Active for
current fiscal year, Future for next fiscal year, and In process if
next fiscal year is being modified via a HRMS modify document.
Document ID The document ID of the source document for the account
and distribution fields. For the current fiscal year, the document
ID will be the budget document. Since the next fiscal year records
are created by copying the current fiscal year records at the BUD
load, there is not a source document to reference, so this field
will be blank. If the next fiscal year is modified via a HRMS
modify document, this field will then be populated with the modify
document id. Account The account on which a position was budgeted,
or the account to which a position will load in the BUD. Budget
Group Title The budget group title in the BUD for the account
listed in the account field.
Slide 11
Viewing Budgetary Funding Budgetary Funding fields (cont) Unit
Code Unit that owns the account listed in the account field
Distribution How much of a positions rate that was or should be
allocated to the account in the account field Distribution is not
percent time Budgetary funding distribution does not have to total
to 100% since 100% of a position does not have to be budgeted.
Budgeted allocation Amount that was budgeted or will be budgeted on
a subaccount for a position. Current Fiscal Year Budgeted
Allocation Calculation: Original Budgeted Rate x BUD Position Hours
(percent time) x Distribution Next Fiscal Year Budgeted Allocation
Calculation: Filled Position: 09/01 Incumbent Rate x 09/01 Position
Hours (percent time) x Distribution Vacant Position: FY Baseline x
09/01 Position Hours (percent time) x Distribution
Slide 12
Budgetary Funding concepts Budgetary funding: Is for a position
Is not required Should only be used if a unit wants that position
to load on a BUD to assist with calculating salary subaccount
subtotals. Cannot be updated or modified in the current fiscal year
section Can be modified in the next fiscal year section for the
next BUD fiscal year prior to the BUD load. Positions with zero
hours and/or zero rate do not have budgetary funding. These
positions would yield a calculated allocation of zero. An
allocation of zero would not update the salary subaccount subtotals
on the BUD.
Slide 13
Modifying Budgetary Funding A HRMS modify document can be used
to change the account or distribution of budgetary funding for the
next BUD fiscal year. If it is a vacant position, the FY baseline
for 9/1 of the BUD fiscal year can also be updated. Create a modify
document and click the Budgetary Funding tab in the left navigation
menu of the modify document. Both the current fiscal year and next
fiscal year information will display in this section of the
document, but only the next fiscal year can be modified. Only a
budget group that has been budgeted before can be used. Currently,
the only subaccounts permitted are -01, -09, and -10. -12
subaccounts may be used on 26 accounts. The job code for the
position must be allowed on the subaccount in order for a
subaccount to be used. Subaccounts that have not been budgeted
before can be used, if used with a budget group that has been
budgeted before. The modify document can also be used to remove
budgetary funding if a unit does not want the position to load to a
BUD. This is done by deleting the budgetary funding in the modify
document.
Slide 14
Budgetary Funding throughout the fiscal year September 9th -
February: Budgetary Funding for the next fiscal year can be updated
via a modify document in HRMS. The Budget Office will send notices
to the Dean/VP contacts letting them know when the BUD will open.
All modify documents for the next BUD FY must be final approved
prior to the BUD open date. March May (est): Budgetary Funding for
the next fiscal year is locked for updates in HRMS and updated in
the BUD. June (est) August: Budget is pending final Board of
Regents approval; no updates in the BUD and budgetary funding is
still locked in HRMS. August: Budget approved and budgetary funding
effective for the following September loads to HRMS from the BUD
into the current fiscal year section. During the BUD load, the
current fiscal year records are copied to the next fiscal year. The
final approved Budgetary funding for the final approved budget will
not be viewable in HRMS until Sept 9 th.
Slide 15
Budgetary Funding throughout the fiscal year
Slide 16
Budgetary Funding help HRMS Project site
http://www.utexas.edu/business/erp/hrms HRS Representative
http://www.utexas.edu/hr/hrpro/lookup HRMS Support Contact HRMS
Support link is in the footer of every HRMS page Additional/Related
Resources: HRMS training (HRMS concepts and modify documents)
http://www.utexas.edu/business/erp/hrms/presentations_excercises.html
Budget Update Document (BUD) Training
http://www.utexas.edu/business/budget/training