Kuali Budget Construction Training Catherine Maddaford KBC Administrator Kuali Budget Construction INTRODUCTION AND OVERVIEW KBC Website Schedule, Training, Other references Finding the KBC site Office of the Comptroller – Kuali Budget Construction Budget Schedule • See KBC Budget Schedule on the KBC website. • KBC is opened when the data has been loaded from Workday and the general ledger, and everything is set up to accept update for the new fiscal year. • When TBO budgets are finalized and approved, the control budgets for KBC will be entered and can be viewed only from the KBC Cognos reports. • All data entry needs to be completed and in balance by the deadline indicated on the schedule. KBC – Data collection KBC’s purpose is to collect data from two systems of record, put it together in one place for budget management and data entry, and then send it back to the source system for the new fiscal year. KFS WD KBC Automatic Updates • Budgeting the salary settings for positions and incumbents automatically updates the account budget, where needed. • Fringe benefits are automatically calculated and entered nightly in the account budget. • Student Aid and FIF are also automatically calculated and entered nightly based on tuition budgets entered. Workday Data • Positions that are filled and funded in Workday will be loaded for funding in KBC. • Once the filled positions are funded in KBC, that data will be loaded back into Workday after KBC is closed. • Only approvals and corrections will be required in Workday for those loaded positions, as needed. • New hires, transfers and terminations will need to be updated only in Workday. KBC Roles • Assigned roles – by 5-digit org code – BC Processor – Salary Document Editor • Derived Role – Fiscal Officer – Already used in Kuali Financial System – KBC “delegate” not available for Fiscal Officer Salary Editor • Access to the salary edit processes – Position and incumbent pick lists – Salary setting edit screens – Salary export and import processes • Access to BC Maintenance menu lookups Fiscal Officer • Same derived role as that which is already in use in KFS. • Can only view and edit account budget edocs. • Cannot delegate the BC permissions for the fiscal officer. • Cannot run BC control variance reports or export salary reports. • In some centers the fiscal officer may be the same person who is assigned the BC processor role. BC Processor • The most inclusive and “hands-on” role in KBC because it has permissions to edit both budgets and salaries/wages by org code. • Includes same permissions as the salary editor and fiscal officer, but has added permissions not available to those other roles: – Can unlock position or account records that have been locked by users in KBC. – Controls the pull-up and push down for the KBC edocs for balancing and final approval of budget. • Should be the SBO or the person responsible for the budget entry. • Only one BC processor per 5-digit org code will be allowed to avoid problems with balancing. Access Application • Complete the KEW User access request document and route it for SBO approval. • Select “other” as the category, and enter Salary Editor or BC processor and the organization code in the description. • Some SBO’s have already been added as BC processors for some org codes. Review the person lookup to verify. Kuali Budget Construction DIRECT DATA ENTRY AND UPLOAD AVAILABLE GL Import • You can import one or more accounts in one spreadsheet. • You must use the template and import only in CSV format. Compensation Data • Salary and wage data can be entered directly, using the user interface screens referred to as salary settings. • Salary and wage data can also be exported to a worksheet (spreadsheet) that can also be used as a tool to enter the data and upload it back into KBC – referred to as the salary export and the salary import. GL Account Budgets • The individual detailed account budgets can be directly entered using the user interface screen, called the budget edoc. • BC processors and fiscal officers can also use the GL Budget import template (spreadsheet) to enter the data and upload it for multiple accounts at one time directly into KBC. GL Import template You can prepare your budget for import using this template, saving it as a CSV before upload. Use 'SC' No Dashes in the Account # Must be 10 digits Do not use $ or , Blank column Object Code Must be 5 digits, format cell to 00000 Blank column $1,123.00 should read 1123.00 Must be between -999999900 and 999999900 SC 1219320600 15400 2000 SC 1219320600 25200 1000 SC 1219320600 15000 30000 SC 1219320400 18000 8000 Verifying update • You can spot check your upload by viewing the account edoc for one or more of your accounts. • You can run the balancing reports in Cognos (BC processors only) to see all of the data on one report. • Save your log file when you process any import to see errors and how many records were updated. • Only changes will upload so that you will not overwrite prior budgets unless you change the account /object code/amount. Balancing Reports • Cognos reports have been created to assist the BC processor in balancing. • Only BC processor have access to the reports. • These reports contain the control budget values and the allocated values. • No compensation detail reports are available on Cognos – use the Salary Export Report. • Refer to slides on Balancing – Cognos reports. Pull-up Org • When the accounts are balanced, the BC processor can pull-up the accounts to the org code level, to indicate that the accounts are budgeted and in balance. • Pulling up the accounts does NOT lock out the BC processor, nor the Salary editor, because they have access at the org code level. • Only the fiscal officer is locked out after the accounts are pulled up. • See slides on balancing – pull-up and push-down for more information. After KBC is locked • KBC will be available in view only mode. • After compensation data is loaded from KBC to Workday, it will be important that all managers review the new fiscal year data for accuracy. • If you have changes after you are finished in KBC, you will make those changes directly in Workday. • There will be no “redline” period, so you must catch errors in Workday and correct them in a timely manner. • Export your salary report for final review. • Contact Workday and HR teams for further questions after the final load is completed.