--- title: "Budgeting for Salaries" canonical: "https://kb.uconn.edu/space/FPB/10942120020/Budgeting%20for%20Salaries" format: markdown --- Starting in FY17 the University budgets by position in object codes 5110, 5111, and *5112*. Data in these object codes are uploaded with current data from the University's HR Payroll System (CORE-CT) as of January 2022. This process goes through the functions of editing, vacating, and deleting this data. All other salary object codes, such as Grads and Student Payroll, are budgeted in aggregate. The budget for these object codes is pre-populated with the base budget from the prior year’s budget call. Fringes are calculated automatically with a set percentage. This fringe percent will not change during the budget cycle for budget or actual. ## Table of Contents > Macro (toc) ## Collective Bargaining Increases (CBIs) ### 2-Ledger (University Supported OPTUI) Accounts Departments will not include CBIs as part of their budget submission. Salaries for existing positions (pre-populated from the HR/Payroll system and Position Management) will be pre-loaded at the current salary rate. Any new positions (TBA) should be budgeted at the expected FY23 salary. The Office of Budget & Planning will set aside funds centrally to account for all 2-Ledger CBIs. ### Non-2-Ledger Accounts Departments should budget for CBIs on these accounts based on assumptions provided by the Office of Budget & Planning at the start of Budget Construction. Salaries for existing positions (pre-populated from the HR/Payroll) will be pre-loaded at the current salary rate. During budget development, departments will add the CBI rate. Any new positions (called "To Be Announced positions" or TBAs) should be budgeted at the expected FY23 salary. > ℹ️ To learn more about budgeting for TBAs, see [Adding a TBA Position](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120077/To+Be+Announced+TBA+Positions#_Adding_a_TBA). ## Budgeting for a New Position on an Unused Object Code You can budget for salaries on a specific account when the object code has not been used before. If you would like to learn about budgeting for salaries by organization for an object code that already is used, see [Budgeting by Position for an Account](#BudgetingbyPosition1). > ℹ️ Before starting this process, see [Understanding the Budget Construction Selection Screen](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942119950) to learn how to load a BC document for a specific account and [Navigating the Budget Construction Document](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942119974). The BC document below displays a single account. Notice the **Expenditure** tab has been expanded. ![The expenditure tab is expanded in the image.](media://250465b9-a169-4dd2-a4be-5e46f8ebd424) 1. Enter the **Object** code for the position type leaving the **Requested** field as zero and click **ADD**. 2. In order to see the added object code, click **show zero requested**. 3. Click the **Salary Setting** button for the salary funding line you just created. This will bring you to a screen where you can budget by position. 4. On the **Quick Salary Setting** screen, click **Add Position**. 5. From here, follow instructions for [Adding a TBA Position](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120077/To+Be+Announced+TBA+Positions#_Adding_a_TBA). 1. For example, if you are budgeting for Account 4194530 (belongs to organization 1537) and you are adding a TBA position to the funding line for object code 5111, the TBA position for Position Department Identifier UC-1537 and Default Object Code 5111 will be displayed. 6. Click **Posn** **Salset** for the TBA Position to display. 7. On the **Salary Setting by Position** screen, enter the incumbent name with "*TBA*" in front of it, and click **add incumbent**. Possible formats include "*TBA – person's name*" for the individual TBA or "*TBA - 5 Admin Professionals*" for a pooled TBA position. Make the name unique and easy to identify for the Office of Budget & Planning, as well as for your organization. > Macro (inline-media-image) :warning: Note: Upon clicking the **add incumbent** button, the system will generate an **Emplid** value for the TBA incumbent. 8. In the **Request** row, fill out the following fields. Then. click **Add**. The Position Funding section will be added to the Position record. 1. **Amount:** Enter the anticipated Salary amount that will be paid in FY22. For group TBAs, enter the consolidated Salary amount for all individuals within the group**.** 2. **Months:** For budgeting purposes, enter ***12***. 3. **Percent Time:** Enter the anticipated Percent Time for the individual(s). For group TBAs, enter the consolidated Percent Time for all individuals within the group. For example, for 5 Full-Time Employees, enter 500 equaling 5 FTEs. > Macro (inline-media-image) :warning: Note: If an incumbent is hired for a partial year, the Percent Time should be set to 100 so the FTE/headcount is budgeted, but the Amount should be prorated accordingly. 9. Verify that the Position Funding section has been added successfully by validating that the **Purge** button is displayed in place of the Add button. ## > Macro (anchor) Budgeting by Position for an Account You can budget for salaries on a specific account. > ℹ️ Before starting this process, review [Understanding the Budget Construction Selection Screen](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942119950) to learn how to load a BC document for a specific account and [Navigating the Budget Construction Document](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942119974). In the image below, the BC document displays a single account. Notice the **Expenditure** tab has been expanded. When budgeting for positions, you will only work within the **Salary** section of the Expenditure tab. > Macro (inline-media-image) The **Salary Setting** button only displays for object codes *5110*, *5111*, and *5112.* For these **Salary Funding** lines, do not type updates directly into the **Requested** field. Instead, click the **Salary Setting** button for the salary funding line you would like to edit to update the **Requested **amount. This will bring you to a screen where you can budget by position. > Macro (inline-media-image) The **Quick Salary Setting** screen lists all positions being funded by the object code. The **Account**, **SubAccount**, **Object**, and **SubObject** values are displayed at the top. Use this screen to make updates to the **Requested Salary** amount for each individual position. Click **Save** at the bottom of the screen before moving forward. > Macro (inline-media-image) To recode or add funding to a specific position, click **Posn** **Salset**. Otherwise, click **Close** at the bottom of the screen to return to the BC document. > Macro (inline-media-image) On the **Salary Setting by Position** screen, there are several actions you can perform for each specific position. The following actions are described in detail later in this document. - [Adding a New Funding Line](#AddingaNew) - [Editing an Existing Funding Line](#EditinganExisting) - [Deleting a Funding Line](#DeletingaFunding) There are different tabs on the **Salary Setting by Position** screen. 1. **Position**: contains information regarding the position being worked on; pulled directly from the HR Payroll system (CORE-CT) at the beginning of the budgeting cycle. 2. **Position Funding: **used to add a new funding line or edit an existing funding line on a position. ## > Macro (anchor) Changing the Account an Employee is Coded To or Adding a New Account The **Position Funding** tab is split into sections. The **Add Funding** section (at the top of the tab) is used to add a new account to the position or change the account an employee is coded to. Notice all the fields in this section are blank other than **Object**. > Macro (inline-media-image) 1. To add a new account that the employee will be *entirely* coded to or *partially* coded to, fill in the following fields: 1. **Account:** Enter the account number funding the position. You can only add funding lines for accounts you own or are in within your organization hierarchy. 2. **Emplid:** Click the **magnifying glass icon** to the right of this field. You cannot type in the field without clicking this button. 2. On the **Intended Incumbent Lookup** screen, look up the incumbent by using the **Employee ID** or **Incumbent Person Name** to narrow down the search. :warning: Note: Use wildcards :yellow_star: before and after the incumbent name if you do not know their exact name. 3. Click **Search**. 4. Click **return value **for the appropriate incumbent to populate the **Emplid** field on the **Salary Setting by Position** screen. 5. Fill in the **Amount**, **Months**, and **Percent Time** sections in the **Request** row, and select **Add** as explained in Step 9 of Budgeting for a New Position on an Unused Object Code. The sections below the **Add Funding** section are pre-existing funding lines for the position. There is a single funding line listed for each account that funds the position. > ⚠️ You can only edit the **Request** row for accounts that you have access to. Additionally, the **Vacate** and **Delete** buttons are only displayed for the account(s) that you have access to. ### Notes - > Macro (anchor) If you are adding an additional account this employee will be partially coded to and the employee should now be split-coded, edit the existing funding line to reflect the updated **Amount** and **Percent Time **as explained in the next section, Editing an Existing Funding Line. - If you are completely replacing the account the employee is coded to, remember to delete the funding corresponding to the original account the employee was coded to, as explained in Deleting a Funding Line. ## Editing an Existing Funding Line Editing an existing funding line is as simple as clicking into the **Amount**, **Months**, or **Percent Time** fields in the **Request** row and updating the value. Click **Save** at the bottom of the **Salary Setting by Position** screen to save your changes. ![The image highlights the Amount, Months, and Percent Time fields.](media://5767b1b6-62c3-4f44-82c2-d5a4bf1af21b) > ⚠️ If an incumbent is filling the position for a partial year, the Percent Time and FTE should remain the same, but the Amount should be prorated. ## > Macro (anchor) Deleting a Funding Line 1. To delete a funding line on a position, click **Delete**. > Macro (inline-media-image) 2. Once you delete a funding line, you will notice the **Revert** and **Undelete** buttons are displayed where the **Vacate** and **Delete** buttons once were. The **Del** indicator is also marked and all the fields in the section become read-only. 3. To reverse the deletion, click **Undelete**.  > Macro (inline-media-image) 4. Click **Save** at the bottom of the screen to save your changes. 5. The **Totals** section at the bottom of the **Position Funding** tab update as you add, edit, or vacate/delete funding lines and save your changes. The **CSF** row displays the original **Amount**, **Standard Hours**, and **FTE** loaded in for the position. The **Request** row displays the updated budget totals for the position. > Macro (inline-media-image) 6. To return to the **Quick Salary Setting** screen, click **Close** at the bottom of the **Salary Setting by Position** screen. Then, click **No**. 7. Notice the **Requested Salary** amount has been updated based on the saved changes made to the position on the **Quick Salary Setting** screen. ## Vacating a Position 1. On the **Quick Salary Setting** screen, click **Vacate**. 2. Notice that the **Del** indicator is marked for the original position line, and the **Requested Salary** amount is set to zero. 3. Also notice a new line has been added for the position with the **Emplid** field set to *VACANT,* and the **Requested Salary** amount is populated. > Macro (inline-media-image) :warning: Note: If you know an employee will be replaced prior to or during the upcoming fiscal year, you can either enter the new position as a TBA or just fill in the new salary on the *VACANT* line. Either process is acceptable. ### Reversing a Vacancy 1. Click **Revert** for the original position line. 2. Click **Save** at the bottom of the **Quick Salary Setting** screen to save your changes. 3. Once changes have been saved, notice the **Revert** button is no longer displayed. 4. If you need to revert a vacancy after using the Save button, click **Pos Salset** for the vacant position. ## Reverting a Vacancy After the last step in the previous section, the **Salary Setting by Position** screen will display, and the **Purge** button will be available for the vacant funding line.  1. Click **Purge** to remove the vacant funding line. 2. Click **Undelete** for the vacated funding line. 3. Redo the **Amount** and **Percent Time** in the **Request** row. This will re-establish funding for the position. 4. Click **Save** at the bottom of the **Salary Setting by Position** screen to save your changes before returning back to the **Quick Salary Setting** screen. ## Deleting a Position 1. On the **Quick Salary Setting** screen, click **Delete**. 2. Notice that the **Del** indicator is marked for the position line, and the **Requested Salary** amount is set to zero. ### Reversing a Deletion 1. To reverse a deletion, click the **Revert** button for the position line. 2. Click **Save** at the bottom of the **Quick Salary Setting** screen to save your changes. 3. To return to the BC document you were budgeting the salaries for, click the **Close** button at the bottom of the **Quick Salary Setting** screen. 4. Click **No**. On the Budget Construction Document, notice the message at the top of the document. The funding lines in the **Fringe Benefit** section of the **Expenditure** tab will recalculate based on the new **Requested** amount in the **Salary** funding line. > Macro (inline-media-image) ## > Macro (anchor) Budgeting by Position for an Organization You can budget for salaries in an Organization. For more information on budgeting for salaries by account, see [Budgeting by Position for an Account](#BudgetingbyPosition1). There are two possible operations. > Macro (inline-media-image) ### Show Position Pick List The positions in this list are determined by the Organization Code that the employee is assigned to in Core-CT. ### Show Incumbent Pick List The positions list is determined by the account(s) the employee is coded to (which may be different than the department they are assigned). 1. On the **Budget Construction Selection** screen, click **Org Salary Settings**. 2. On the **Organization Selection** screen, use the **Select Point of View** drop-down to select the organization you would like to view the personnel for. The organization(s) you are assigned to as a BC Processor will be listed in the dropdown. 3. Use the **Action** arrow(s) in the **Organization Sub-Tree** section of the **Organization Selection** screen to drill down and find the organization(s) whose salaries you wish to view. > Macro (inline-media-image) :warning: Note: The Organization Sub-Tree follows the Organization Hierarchy defined in the Chart of Accounts module. 4. Use the checkboxes in the **Selected** column of the **Organization Sub-Tree** to select the appropriate organization(s). Use the **Select All** button to view all positions and the associated salaries within the Organization Sub-Tree. 5. Click **View** for the **Show Position Pick List** option on the **Select Operation** tab. 6. The **Budget Construction Position Select Lookup** screen will display a list of incumbents funded by accounts within the organization selected. See the chart below for descriptions of the fields found on the **Budget Construction Position Select Lookup** screen: 7. To edit the **Requested Salary** amount or the account and object code funding a given position, click **Posn** **Salset** to the left of the position you would like to update. 8. On the **Salary Setting by Position** screen, there are several actions you can perform for a specific position. ## Related Articles > Macro (contentbylabel)