Access to any Home Organization, related
account and/or employee information is based on your current authorization
level in BDS's SECURITY TABLES. If
you're having problems updating/viewing selected accounts or employees, inform
your supervisor and request their written approval giving you access to your TAMS
Organization's information. If you've already submitted written
authorization to the Budget Office and you're encountering problems
updating/viewing selected information, please contact the Budget Office at
865-5353 (off campus) or at extension #5353 (on campus) for additional
assistance.
There are three(3) different methods
used to budget salary information in BDS. You may use one method or a
combination of all three methods, depending on the type and amount of
information you have available to you.
The three(3) salary budgeting methods
are:
This section primarily addresses Budgeting
by ACCOUNT NUMBER.
2. Budgeting By
ACCOUNT NUMBER:
If you
don't have a listing of the accounts in your TAMS ORGANIZATION, go to Screen
500 - ORGANIZATION ACCOUNT INFORMATION screen. To go to Screen 500
from anywhere in BDS, move your cursor to the SCREEN => field:
- Type 500 at the SCREEN => field and press
ENTER/RETURN.
You will
see Screen 500 (See Fig. L-1, pg. 12-1). This screen allows you
to view a listing of all the accounts assigned to your TAMS Organization number
within the BDS database.
To get a listing of accounts in your TAMS
Organization number:
-
Type your five(5) digit TAMS ORGANIZATION number in the ORGANIZATION
NUMBER: field.
-
Press ENTER/RETURN.
You will see the ACCOUNT number listing
displayed in numerical order, the related ACCOUNT DESCRIPTION and the account's
STATUS. STATUS code "A" indicates the account is active/open
and "D" indicates the account has been deactivated/closed
in BDS.
The name of your organization will appear to
the right of your selected organization number. You can scroll DOWN (F8)
and scroll UP (F7) to view all of your organization's accounts. When you
have reached the end of the list, the message: "NO MORE ACCOUNTS FOR THIS ORGANIZATION"
will appear on the bottom of your screen. Likewise, when you have reached the
beginning of the list, the message: "FIRST ACCOUNT FOR ORGANIZATION IS
DISPLAYED" will appear on your screen. Use your computer's PRINT SCREEN
function to make a copy of the account listings.
Now move your cursor to the SCREEN =>
field:
- Type
200 at the SCREEN => field and press ENTER/RETURN.
You will see Screen 200 - ACCOUNT SALARY
INFORMATION screen (See Fig. F-1, pg. 6-1).
Screen 200 shows all of the position salary information for a specific account.
Employees are listed by last name and/or position description within each natural
account. All salary information is displayed in salary natural account
numerical order. For each position listed, the CURRENT YEAR and NEXT YEAR
salary information is displayed.
You have four(4) different ways to view your
TAMS Organization's account information:
DETAIL (F10) - This option displays each budgeted position
in your account. The information is shown in natural account numerical order.
SUBTOTALS (F11) - This option displays budgeted salary information
by natural account subtotals, in natural account numerical order, for
the selected account. Also, the selected account's total salary amount appears
at the end of the object code subtotals.
RECAP (F12) - This option displays budgeted salary information totals
for your selected account. It compares your NEXT YEAR PROPOSED salary to your
NEXT YEAR TARGET BUDGET and calculates the DIFFERENCE. Your NEXT YEAR TARGET
BUDGET is last fiscal year's budgeted salaries plus any merit increases, salary
grade adjustments, etc.
The fourth option will allow you to view a
specific natural account's activity within your account's total salary
activity. BDS will display only the salary information contained in the
specified natural account by DETAIL, SUBTOTALS and RECAP.
To display all of your
account's salary information:
-
Press TAB to move the cursor to the SELECT ** ACCOUNT ** NUMBER:
field.
-
Type your six(6) digit Account Number and press F10/F11/F12.
To display a specific natural account's
salary information:
-
Press TAB to move the cursor to the SELECT ** ACCOUNT ** NUMBER:
field and enter your six(6) digit Account Number.
-
Press TAB again to move the cursor to the NATURAL ACCT: field.
-
Type the desired four(4) digit salary Natural Account and press F10/F11/F12.
Your account's name will appear to the right
of your account number. You can scroll DOWN (F8) and UP (F7) to view all of
your account's salary information. When you've reached the end of the list, the
message: "END OF RECORDS FOR SELECTED ACCOUNT AND NATURAL ACCOUNT!"
will appear on the bottom of your screen. Likewise, when you've reached the
beginning of the list, the message: "FIRST RECORD FOR SELECTED ACCOUNTS/NATURAL
ACCOUNT IS ALREADY DISPLAYING!" will appear on your screen.
If you wish to see a particular position's
salary distribution, follow this procedure:
-
Use your DOWN ARROW to move the cursor to the line containing the
desired position. When your cursor reaches the desired position's line, use
your LEFT/RIGHT ARROW to move the cursor one(1) or two(2) places over on
the line.
-
Press F4 to move to Screen 300.
You will see Screen 300 - EMPLOYEE
INFORMATION screen (See Fig. H-1, pg. 8-1).
BDS will carry the selected position from Screen 200 to Screen 300. Screen 300
is used to review a position's current PAF information in the BDS and/or PPS
(Payroll/Personnel System) database. However, only the BDS database can
be updated on this screen.
Note: You won't be able to budget the
position's salary until you've reviewed Screen 300's information, changed the
"X" in the APPROVAL: field to "Y", received a POSITION
CONTROL number from the Budget Office and press F9 to update the position's
record in the BDS database. If your intent is to not budget the person
for this FY, you must change the "X" in the APPROVAL field to
"N" and press F9 to update the record.
Once you've reviewed the position
information and made any necessary changes, move your cursor to the APPROVAL:
field:
-
Type the letter y (yes) over the letter X in the APPROVAL: field.
- If
you do not plan to budget this employee/position, type the letter n (no)
over the letter X in the APPROVAL: field.
- Press
F9 to update the BDS database.
This indicates to the BDS SECURITY TABLES
that you've completed your review of Screen 300's position information. Now:
-
Press F11 (GO TO 400) to move to Screen 400.
You will see Screen 400 - EMPLOYEE SALARY
UPDATE screen (See Fig. I-1, pg. 9-1).
One(1) position record at a time will be displayed on this screen. The
position's entire account distribution will be displayed, if this is your TAMS
Organization. Otherwise, only the accounts you are authorized to update/view
will be displayed on the screen. The updateable information will appear
highlighted on the screen. There may be up to eight(8) account/natural accounts
records for each position on one(1) page. If the account distribution is on
two(2) pages, you may view the second page by pressing F8 (DOWN).
Pressing F7 (UP) will return you to the previous page of the salary
information record. For each position salary record, the CURRENT YEAR SALARY
and NEXT YEAR SALARY information is displayed.
The CURRENT YEAR salary information consists
of the ORIG (ORIGINAL) budgeted salary, CUR ANN (CURRENT ANNUAL) salary and the
PAF% (PAYROLL ACTION FORM PERCENT) distribution to your selected account. The
ORIG salary is the approved budgeted salary for the current fiscal year. The
CUR ANN salary is the current payroll salary. You cannot directly update
the CUR ANN salary information in BDS. The Payroll database
updates the CUR ANN salary information every time Payroll downloads into BDS.
Also, the CUR ANN salary may differ from ORIG salary only if changes were
approved and made during the current fiscal year. The PAF% is the
distribution of total salary to the specific account and natural account.
The NEXT YEAR salary information shows
future budgeted salary. The PROPOSED salary is the budgeted salary for the
new fiscal year. FRINGE automatically calculates based on salary amount, the
applicable federal and state laws and the position's years of employment. The
FRS and PAF %'s automatically calculates by using several of the different
salary budgeting methods.
There are four(4) different methods used to
budget NEXT YEAR salary on this screen. You may use one or a combination of
methods depending on the type and amount of information you have available. A
position's future salary may be entered:
1.) As a total PROPOSED BUDGET AMOUNT,
2.) As a Percent Increase/Decrease in SALARY
CHANGE,
3.) As a hourly rate PER HOUR and/or
For a detailed explanation of the above
salary budgeting methods, refer to the Screen 400 (EMPLOYEE SALARY UPDATE)
information found on pages 9-3 through 9-10, in the SCREEN FAMILIARIZATION
section of this manual.