Kuali Budget Construction Training Catherine Maddaford KBC Administrator Kuali Budget Construction KBC FACULTY PAY KBC to Workday • It is important to make sure that the data that you enter in Kuali Budget Construction for faculty pay will translate correctly to Workday. • Paying close attention to the KBC setup will help make the transfer of data happen correctly. • Dates and rates used on the funding lines are of particular importance in faculty pay. Academic Enabled Pay • Three comp plans in Workday are identified as Academic Enabled Pay plans. • Academic enabled pay can be spread over a period that is longer than the contract period. • Please refer to Workday for contracts less than 9 months for more information. AWP and DPP • Both AWP and DPP are values imported from Workday into KBC. • The AWP months, known Annual Work Period in Workday and as Work Months in KBC, represent the duration of the faculty contract for academic enabled core pay. • The DPP months, known as Disbursement Pay Period in Workday and Pay Months in KBC, indicates the time during which the contract academic enabled pay is paid out. Faculty Core Pay Comp Plan Academic enabled pay comp plans, core only • AWP is 9 or more – Comp plan dates should be the same as the fiscal year start and end dates (7/1-6/30). • AWP is less than 9 – Comp plan dates should correspond with the faculty contract period or work assignment. – Please refer to Workday instructions for the different setups for exempt and non-exempt part-time faculty. – If you have not yet determined assignments, pool the part-time faculty and mark the positions as “included in pooled positions.” • KBC will display comp plan rate total based on comp plan rate and AWP. AWP/DPP= 9/9 If AWP is 9 and DPP is 9- Academic Enabled Pay • Workday: requires the 9-month monthly pay rate and will correctly calculate academic enabled pay based on both AWP and DPP. • KBC: Enter the 9-month rate in the Comp plan rate field and the 9-month rate in the Pay Rate field for the academic enabled plans only. Comp plan rate – 9/9 • AWP is 9 and DPP is 9 – core pay – Comp plan and cost allocation rate are both 9month rates. – Cost allocation dates drive the budget allocation, so use the dates that correspond to their contract period. – Comp plan dates should match the fiscal year. • The Comp plan rate is the annual core pay divided by AWP, or annual core pay/9 in this case. This should match the contract. AWP/DPP= 9/12 If AWP is 9 and DPP is 12- Academic Enabled Pay • Workday: requires the 9-month monthly pay rate and will correctly calculate academic enabled pay based on both AWP and DPP. • KBC: Enter the 9-month rate in the Comp plan rate field and the 12-month rate in the Pay Rate field for the academic enabled plans only. • KBC will use the comp plan rate to set up the Workday comp plan and the pay rate to set up the correct cost allocation distributions in Workday. • KBC will budget accounts and object codes based on the cost allocations only. Comp plan rate – 9/12 • AWP is 9 and DPP is 12 – Comp plan rate is the 9-month rate. – Cost allocation pay rate is the 12-month rate. – Both the Comp plan and cost allocation start and end dates should be the fiscal year dates, 7/1-6/30. • The Comp plan rate is the annual core pay divided by AWP, or annual core pay/9 in this case. • The Cost allocation pay rate is the annual core pay divided by DPP, or annual core pay/12 in this case. • Both totals should match to the contract. Sabbatical comp plan • Also academic enabled pay. • Also requires a comp plan rate entered in KBC that may be the same as or different from the cost allocation pay rate. • Comp plan dates should match the sabbatical period. Other sabbaticals • When you have a sabbatical that is shorter than the full year, you will be entering more than one comp plan and the appropriate cost allocations in KBC. • Use the core academic pay comp plan for the portion being paid as core pay and use the sabbatical comp plan for the portion being paid as sabbatical. • Be sure that the comp plan start and end dates cover the full year between the two plans, since they are both academic enabled pay and will be paid according to the AWP and DPP in Workday. • Example: Spring Semester sabbatical: – Core pay comp plan and cost allocation – fall semester dates – Sabbatical comp plan and cost allocation – spring semester dates Supplements/Stipends • Only three comp plans for faculty are academic enabled pay comp plans. • All other faculty pay comp plans must be PAID WHEN EARNED, which means the payments cannot be spread over a longer period of time than contracted or earned. • This includes the following: – – – – – Core pay sponsored funds All stipends Faculty overloads Faculty summer research All faculty supplemental pay Dates • Enter the correct comp plan dates as identified in the previous slide. • Enter cost allocation dates required to correctly calculate the cost allocation distributions and the total budget. • When the cost allocation dates used in KBC differ from the pay period dates, Workday may convert a start or end date to ensure that pay periods are correctly matched. Other Pay Example Add a teaching overload and an administrative stipend for a 9/12 faculty. • Contract indicates the faculty teaching overload is expected for fall only. – The total overload to be paid is $10,000. – Comp plan and cost allocation dates are 8/15-12/31. Monthly rate is $10,000/4.5, or $2,222.22. • Contract indicates the administrative stipend is for spring only. – The total stipend is $8,000 – $1,777.77 per month, or $8,000/4.5. – Comp plan and cost allocation dates are 1/1-5/15. • When we load this to Workday, the rates will remain as is, but the mid-month cost allocation dates will be changed from 8/15 to 8/1 and 5/15 to 5/31. No dollars will be converted in this case in KBC or in the budget or in Workday, just the dates. Two core plans • If you are combining academic enabled pay and other faculty core pay during the same time period, it is important that you correctly calculate the comp plan rate from the core pay, and the pay rate from the core pay sponsored, to equal the correct monthly pay. • It may help to examine only one month of pay for the two plans together to be sure you have the correct monthly rate, then add the totals as well to compare to the total contract. Sponsored Funding • Cost allocations can frequently change when sponsored funds are used. • If your distribution is consistent, you can use a special 22-XXXX-8888 account assigned to your school to substitute for unknown sponsored accounts in setting up the cost allocation in KBC. • After the cost allocation is loaded into Workday, you can make adjustments as needed going forward.