Budget Preparation FAQs

 

How do I access the Budget Module?

·         If you have been given access to view and prepare budget data for the budget development cycle, the Budget Preparation Module will appear on your PeopleSoft General Ledger menu.

 

 

·         If you should have access but do not see the Budget Preparation Module in your PeopleSoft General Ledger menu, have your College/Division administrator contact the Budget Office. Note:  In order to be given access to the Budget Preparation Module, the user will need a General Ledger userid.  The Request for Financial System Operator ID form, FS001, is located on the Finance Division website: http://www.uh.edu/finance/Forms/Access_Request/FinancialSystem.html

 

 


Budget Preparation FAQs

 

How do I enter or change revenue and expenditure budget information?

·         Go to the Cost Center Summary page and enter the Cost Center.

·         If a row for the budget node exists, enter the new amount in the proposed field.  If not, click on the Add Budget Node button and enter the desired budget node and amount.

 

·         Save.


Budget Preparation FAQs

 

 

How do I find a position?

·         Go to the Position and Funding page.

·         Use the search criteria (i.e. position number, description, and department) and conditions (i.e. begins with, contains etc.).

 

·         Click Search.

·         Click on the desired search result link.


Budget Preparation FAQs

 

How do I add a position?

·         Go to the Position Maintenance page.

·         Enter position criteria information (i.e. position #, description, dept id etc.).

·         Click the Retrieve Positions button.

 

·         Click the Add link in the Action column for the desired position.

·        Click OK and note the status of the position to confirm it was successfully added to the budget preparation module.

 


 

What if the position I want to add does not appear on the Position Maintenance page? 

·         The position has not been created in HRMS.  The Budget Preparation Module position data is consistent with position data in HRMS. Follow the HR business procedure for adding a new position.


Budget Preparation FAQs

 

How do I designate the funding source(s) for a position?

·         Go to the Position and Funding page.

·         Enter the position number and click on the Search button.

·         Go to the Funding Source Distribution section and on the 2007 proposed line, enter the speedtype (or use the lookup icon) for the cost center that will fund the position. Note:  If more than one cost center will fund the position, add a second proposed line using the plus sign located to the right of the cost center. 

·         Adjust the percent distribution accordingly.

·         Save

 


Budget Preparation FAQs

 

How do I assign an employee to a position?

·         Go to the Position and Funding page.

·         In the Position Data from Financials section, change the 2007 Proposed Assignment Type to Filled.

·         Scroll to the bottom of the page and click on the Add Employee to this Position button.

·         Enter the EmplID for the employee or use the lookup button to find the EmplID for the desired employee.  Click OK.

 

·         Save.


Budget Preparation FAQs

 

How do I delete an employee from a position?

·         Go to the Position and Funding page.

·         Scroll down to the Job Information section.

·         Click on the minus sign to the right of the employee’s name. 

 

 

·         Click OK and Yes to confirm that you want to delete the employee from the position.

·         Save.


Budget Preparation FAQs

 

How do I adjust an employee’s compensation rate to reflect an increase?

·         Go to the Job page.

·         Retrieve the employee job information and select the employee from the search results.

 

·         Scroll down to the Priority Data section.  Use the drop-down menu for the priority field to select the type of increase (i.e. merit, Across-the-Board etc.).  Note: If multiple categories apply, add more priority types by using the plus sign to the right of the amount field.

·         Save.


Budget Preparation FAQs

 

 

How do I add a new cost center?

·         Submit a Cost Center Action form (PSGL003) to the Budget Office.  The process is the same during budget cycle as it is during the rest of the fiscal year. The cost center is created real-time.  The Cost Center Action form, PSGL003, is located on the Finance Division website: http://www.uh.edu/finance/pages/Chartfield_Action.htm


Budget Preparation FAQs

 

How do I adjust the Base year budget figures?

·         Submit a budget journal to the Budget Office.  The process is the same during the budget cycle as it is during the rest of the fiscal year.  The posted budget journal is reflected real-time.


Budget Preparation FAQs

 

I am unable to download Budget Preparation Module data to an Excel spreadsheet.  What do I need to do?

·         In your internet browser, select Tools from the menu bar and Internet Options.

 

 

 

·         On the Security tab, click the Internet icon, then the Custom Level button.

·         Scroll down to the Downloads section, Automatic prompting for file downloads and select Enable.


Budget Preparation FAQs

 

How do I enter my fund 5 budget estimate for the proposed year, 2007?

·         Go to the Cost Center Summary page.

·         In the Cost Center criteria, change the Cost Center Type from Actual CC to Group CC.

·         Use the drop-down for the Cost Center Group to select the value for your College/Division.

·         Scroll down to the Budget Node Summary section and enter the amount in the proposed field for the appropriate budget node.

 

·         Save.

 


Budget Preparation FAQs

 

How do I fund a position with a fund 5 source?

·         Go to the Position and Funding page.

·         Enter the position number and click on the Search button.

·         Go to the Funding Source Distribution section and on the 2007 proposed line, change the Cost Center Type from Actual CC to Group CC.

·         Use the Cost Center Group drop-down to select the value for your College/Division.

·         Adjust the percent distribution accordingly.

·         Save.

 


Budget Preparation FAQs

 

How do I reconcile my College/Division revenue and expense budget by fund group?

·         In PeopleSoft General Ledger, run the Budget Summary Report (1063) with the following criteria (be sure to use the department tree range option and your department code):

 

·         Compare the Fund totals on the Budget Summary Report (1063):

 

 

 

 

 

 

·         To the Fund totals on the Search by Revenue and Expense page in the Budget Module: