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 adding NEW POSITIONS.
3. Budgeting By Adding
NEW POSITIONS:
To begin
you will need the new employee's EMPLOYEE NUMBER (social security number, in
most cases) and/or how many VACANT/GROUP positions you wish to add/create. Now
move your cursor to the SCREEN => field:
- Type 300 and press ENTER/RETURN.
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.
You can directly
enter a new employee/position (position) into the BDS database. There are
two(2) ways of entering position's into BDS:
A.
The employee currently exists on the PPS database.
B.
Enter a position identification number directly in BDS.
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.
For a detailed
explanation of the above employee/position BDS updates, refer to the Screen 300
(EMPLOYEE INFORMATION) information found on pages 8-2 through 8-9, in the
SCREEN FAMILIARIZATION section of this manual.
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
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 object code.
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 the Screen 400
(EMPLOYEE SALARY UPDATE) information found on pages 9-3 through 9-10, in the
SCREEN FAMILIARIZATION section of this manual.