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 EMPLOYEE NUMBER.
1. Budgeting By
EMPLOYEE NUMBER:
If you
don't have a listing of the employees/positions in your TAMS ORGANIZATION,
go to Screen 010 - NAME SEARCH screen. To go to Screen 010 from anywhere
in BDS, move your cursor to the SCREEN => field:
- Type 010 and press ENTER/RETURN.
You will
see Screen 010 (See Fig. D-1, pg. 4-1). This screen allows you
to search for an employee, group or vacant position within the BDS
database.
To get a listing of the positions in your TAMS
Organization number:
-
Press TAB. (Your cursor positions on the SELECT ORG field.)
-
Type your five(5) digit TAMS ORGANIZATION number and press ENTER/RETURN.
Your screen will display a listing of the
positions in your TAMS Organization number. The information is displayed in
EMPLOYEE NUMBER order (the employee's social security number, in most cases)
and includes the EMPLOYEE NAME. Use your computer's PRINT SCREEN function to
make a copy of the position's list. To begin budgeting your department's
salaries:
-
Use your TAB/ARROW key to move the cursor to the desired
position's line.
-
Press F10 to carry the selected position to Screen 300.
You will see Screen 300 - EMPLOYEE
INFORMATION screen (See Fig. H-1, pg. 8-1).
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 is displayed on your 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 account
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. Under
this category, the FRS and PAF %'s, and where appropriate the PER HOUR field,
automatically calculates if you use the PROPOSED BUDGET AMOUNT and/or the
SALARY CHANGE % 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 Screen 400 (EMPLOYEE SALARY UPDATE)
information found on pages 9-3 through 9-10, in the SCREEN FAMILIARIZATION
section of this manual.