Institutional Budget Process (IBP) Guidelines

Transcription

1 Institutional Budget Process (IBP) Guidelines Prepared by: Darren Marshall, AVP Budget Services and Financial Planning Jillana AhLoe, Budget Director The IBP guidelines provide direction in navigating the electronic budget request submission. It is recommended that you review these guidelines prior to entering data into the form. The instructions are as follows: Login Screen: Use your MySLCC username and password to access the forms My Dashboard Screen: The dashboard is where you begin a new budget request or manage your existing requests. 1

2 The fiscal year always defaults to the upcoming fiscal year. The upcoming year is when new funding may be available for your IBP request(s) being currently submitted. Hovering the cursor over each request title will show the request number and the person who saved or submitted the request. Requests that have been saved as a draft can be edited until submitted as final by clicking the Edit button on the left of the request. Requests that are submitted as final can only be viewed (not edited) by clicking the View button on the left of the request. All draft and submitted requests can be deleted at any time by clicking the Delete button on the right of the request. To create a new request, select one of the two options from the Create New Request section of the dashboard to go to the respective budget request form Operational (basic ongoing requests and/or one-time needs) or Strategic (new projects that support the College s core theme objectives). Guidelines that Apply To Operational and Strategic Request Forms 1. The IBP forms can be saved as a draft for later editing and submission. 2. Please be advised that the IBP forms will automatically log out after 30 minutes of no activity. It is recommended that you complete filling out the form in one sitting, or save your work as a draft to avoid losing your data. 3. If you have been working on or have completed narrative for your IBP request in an external document, data can be copied and pasted into the data fields from word documents, s, or other sources. 4. Each budget request title is limited to 60 characters including spaces. 5. The IBP forms have the autofill function for the Department/School/Program and Person/Title fields to improve data entry consistency. This will allow you to directly type in the first few letters and select your department or name from the drop-down list. 6. Please complete all data fields that are required on the forms. Use the Tab key or your mouse and cursor to navigate through the form. Leave all green highlighted fields blank. These fields will populate automatically if dollars are requested for salaries and/or wages. Also, built into the web-based IBP form is a benefit and current expense calculator for full-time and hourly position requests. The detail behind the calculations can be found in Appendix A to these guidelines. 7. If desired, requests can be printed after being saved as a draft or submitted as final. However, it is optional and not necessary to print because they are accessible through My Dashboard. 8. As you proceed through the IBP electronic process, please respond to the prompts in order to advance to the next page. After responding to the series of prompts, you will reach the IBP request form. 9. Please note that additional information is required on the strategic budget request form. The prompts are as follows: 2

3 First Prompt Full -Time Position: This prompt asks whether you are requesting a full-time position or a change to an existing position. Note: if you are not requesting a new full-time position or a change to an existing position, respond no and it will automatically advance you to the third prompt. Second Prompt Position Created in PARS: If you are requesting a new full-time position or a change to an existing position, it will need to be entered into PARS. If you have not already done so, please work with the HR Compensation Manager to complete this step. When working with HR, please indicate that it is an IBP FY 2019 request. HR will determine the correct salary, grade and title to be applied to staff position requests. For all faculty requests, academic departments will need to work with James Broadbent in HR. If you have not worked with HR regarding this new position or change to an existing position, respond No ; however, you will be unable to proceed to enter data on the IBP form at this time. Third Prompt Software Advisement: Any new software proposals that are forwarded for consideration will require the OIT software questionnaire to be filled out and submitted. 3

4 Operational Request Note: The built-in formula to calculate full-time benefits is for new positions only. Therefore, if you are requesting an upgrade or a change in funding source to an existing full-time position, contact Hoa Nguyen (x 4243) after submitting your IBP request. She will correct the benefit dollar to the actual amount. 4

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6 Strategic Request Please leave the Strategic Request section blank unless you are instructed to check one of the options. This request is specifically for the following strategic initiative categories: missionbased, performance-based, market demand, or Collaborative Work Team (CWT) Due to the size of the Strategic Initiatives IBP request form, it has been spliced into 3 parts for the purpose of readability for these guidelines. Strategic Request Part 1 6

7 Strategic Request Part 2 7

8 Strategic Request Part 3 8

9 Appendix A Calculation Examples on the IBP Form This section is for your information only. The user will input the salary amount for a faculty or staff member on the IBP form. The form automatically calculates the total benefits and other costs. The detail of what comprises that amount is shown in the three examples below. The calculator assigned to each full-time position includes: a full benefits package; a departmental current expense adjustment; technology expense adjustment; and a summer contract for faculty positions. The calculator for hourly requests includes: 10% hourly benefits; a departmental current expense; and a technology expense adjustment. Faculty - Salaried Benefits & Other Cost Calculations 1 Salary Faculty $50, Salary Related Benefits (SRB) = 23.5% * $50,000 11, Summer Contract Pool = (23.5% * $50,000) + (23.5% * $11,750) 14, Health Benefit Package 16, Current Expense 1, Technology Cost Total Benefits & Other Costs 43, Total $93, Staff - Salaried Benefits & Other Cost Calculations 1 Salary - Staff $40, Salary Related Benefits (SRB) = 23.5% * $40,000 9, Summer Contract Pool N/A 4 Health Benefit Package 16, Current Expense 1, Technology Cost Total Benefits & Other Costs $26, Total $66, Hourly Benefits & Other Cost Calculations 1 Total Wages $30, Hourly Related Benefits = 10% 3, * Current Expense = [($30,000/12)/2080] * $1,000 1, * Technology Cost = [($30,000/12)/2080] * $ Total Benefits & Other Costs 4, Total $34, * 12 is 12 months * 2080 is the total working hours per year (40hrs/wk * 52 wks) 9