Defining Fiscal Year Budgets

This chapter provides an overview of fiscal year budgets in PeopleSoft Enterprise Human Resources and discusses how to:

• Enter a default funding end date.

• Use the Data Import From Budgets process.

• Use the Build Current FY Budget process.

• Use the Copy Prior Fiscal Year Budget process.

• Assign suspense accounts in batch.

• Use the Department Budget Table component.

• Report on funding.

• Report on department budgets.

Understanding Fiscal Year Budgets in PeopleSoft Enterprise Human Resources

This section provides overviews of:

• Fiscal year budgeting.

• Budget creation options.

• Funding end dates and multiyear encumbrances.

Fiscal Year Budgeting

With PeopleSoft Enterprise Human Resources, you can define fiscal year budgets for earnings and for employer-paid deductions and taxes.

Budget-Related Processes

The system uses the budget information that you set up when it processes encumbrances and when it distributes payroll actuals:

• The Batch Encumbrance Calculation process (ENC_CALC) calculates encumbrances and the Encumbrance GL Interface (PAYGL03) process sends that encumbrance data to the PeopleSoft Enterprise General Ledger / Commitment Control for budget validation.

• Real-time budget checking calculates encumbrance data and send to PeopleSoft Enterprise Commitment Control for immediate validation.

• The Actuals Distribution process distributes payroll actuals (earnings, taxes, and benefits) across the funding sources you set up on the Department Budget components (DEPT_BUDGET or DEPT_BUDGET_CN).

Budget Creation

Create or establish budgets by leveraging data between PeopleSoft Enterprise HRMS and PeopleSoft Enterprise General Ledger or PeopleSoft Enterprise Budgets. Alternatively, use one of the template processes delivered with your system to populate the budget tables with data already in PeopleSoft Enterprise HRMS.

Budget Levels

With PeopleSoft Enterprise HRMS, establish budgets at the following levels (budget levels aren't mutually exclusive):

• Department

• Position pool

• Positions

• Appointment

• Job code

Depending on how you manage encumbrances and distributions for your organization, you can specify whether to steer your budgets using Position Management. If you use Position Management, you'll tie budgets to positions, to groups of positions (called Position Pool), or to appointments. If you're not using Position Management, you'll set up budgets to work at the job code level or at the appointment level.

Once you've established budgeting levels, link earnings, deductions, and tax budget items to multiple funding sources. Also specify the sequence in which the system uses the funds.

Note. Define budgets for only those departments, positions, position pools, job codes, and appointments that you've already defined as part of your general setup options for PeopleSoft Enterprise Human Resources.

See Also

Running the Batch Encumbrance Calculation Process (ENC_CALC)

Running the Actuals Distribution Process

Budget Creation Options

There are four methods for creating fiscal year budgets. Which option you choose depends on the budget needs of your organization.

Option 1: Using the Data Import From Budgets Process

Use the Data Import From Budgets process (BUD008.SQR) if you have set up a fiscal year budget in PeopleSoft Enterprise Budgets and want to use it as a basis for your commitment accounting fiscal year budget. Modify each individual department budget in the Department Budget Table after you have downloaded it, if necessary.

See Option 1. Using the Data Import From Budgets Process.

Option 2: Using the Build Current FY Budget Process

Use the Build Current FY Budget (build current fiscal year budget) process to build your current fiscal year budget. PeopleSoft delivers this process as a template that you use to establish budget information in your human resources system.

Because this is a template, you might have to modify it to meet the requirements of your organization. After you build your current fiscal year budget, modify each individual department budget in the Department Budget Table, if necessary.

See Option 2: Using the Build Current FY Budget Process.

Option 3: Using the Copy Prior Fiscal Year Budget Process

Use the Copy Prior FY Budget (copy prior fiscal year budget) process to generate a new annual budget using last year's budget information. PeopleSoft delivers this process as a template that you use to establish budget information in your human resources system.

Because this is a template, you might have to modify it to meet the requirements of your organization. After you copy the prior current fiscal year budget, modify each individual department budget in the Department Budget Table, if necessary.

See Option 3: Using the Copy Prior Fiscal Year Budget Process.

Option 4: Using the Department Budget Table Component

Use the Department Budget Table component to manually create annual department budgets.

See Option 4: Using the Department Budget Table Component.

Funding End Dates and Multiyear Encumbrances

In PeopleSoft Human Resources, you set up budgets for fiscal years. However, you generate encumbrances through the funding end dates that you specify. You can specify funding end dates at all budget levels.

Funding End Date Processing

Using a funding end date that is not tied to the fiscal year enables you to create encumbrances and pre-encumbrances for the entire length of a funding source, even when that time frame stops before the end of the fiscal year or extends into subsequent fiscal years.

When creating multiyear encumbrances, the system generates separate accounting line entries for each fiscal year. If you are not using commitment control, the accounting posting date that you enter when you run the Encumbrance GL Interface process is used as the budget date for both current and future fiscal year entries. If you are using commitment control, the begin date of next pay period is used as the budget date for current fiscal year entries, and the fiscal year begin date is used as the budget date for subsequent fiscal years entries.

If you do not specify a funding end date for a particular funding source, the system creates encumbrances only through the end of the current fiscal year. The funding source does not specifically expire at the end of the year, and it will continue to be available for subsequent fiscal years when you build the budget using the Copy Prior Fiscal Year Budget Process.

Note. To create encumbrances for future fiscal years, you must specify a funding end date that is beyond the current fiscal year.

Encumbrance definitions, where you specify the percent of earnings to encumber for taxes and deductions, also have a funding end date. For the current fiscal year, fringe encumbrances can extend beyond the funding end date of the earnings on which they are based. However, for future fiscal years, fringe encumbrances are not created beyond the funding end date for earnings, even if the encumbrance definition has a later funding end date than the earnings on which the fringe encumbrances are based.

Default Funding End Date

You can optionally set up a default funding end date for the funding source (that is, for a particular combination code). In the Department Budget Table component, you use the Funding End Date Defaults From Funding Source indicator to indicate whether the system should populate funding end dates using the default for the funding source. The default is applied at all department budget funding levels and in encumbrance definitions, though you can override it as needed.

This is how the system applies the default funding end date when you create your budget using an automated process:

• Option 1: Data Import from Budgets: This process looks up the department's Funding End Date Defaults from Funding Source setting from the prior fiscal year. If the check box is selected, then the process uses the default funding end date.

• Option 2: Build Current FY Budget: If you have defined funding end dates for at least one funding source, this process sets the Funding End Date Defaults From Funding Source indicator to yes for all budget levels, then uses the default funding end dates for all funding sources that have them.

• Option 3: Copy Prior Fiscal Year Budget: This process sets funding end dates based on both the default funding end date for the funding source and on the funding end dates in the prior year budget:

  • The process does not copy prior fiscal year rows where the funding end date is earlier than or the same as the last day of the prior fiscal year.

  • In prior fiscal year rows where the funding end date is later than the last day of the prior fiscal year, the process keeps the same funding end dates in the new fiscal year budget.

  • In rows where no funding end date is specified for the prior fiscal year, the process checks the Funding End Date Defaults From Funding Source indicator to determine whether to use the default funding end date for the funding source or create the row with no funding end date.

Entering a Default Funding End Date

This section discusses how to enter a default funding end date.

Page Used to Enter a Default Funding End Date

Entering a Default Funding End Date

Access the Funding Source Information page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Funding Source Information, Funding Source Information).

Funding End Date

Enter the default funding end date for the funding source. Note. The system uses this value only to populate funding end dates in the department budget and encumbrance definitions, where the funding end dates are used during encumbrance calculations. The system never looks directly at this page to determine the date to use in encumbrance calculations.

Option 1. Using the Data Import From Budgets Process

To use option one, use the Import Data From Budgets component (RUN_BUD008).

This section provides an overview of the Data Imports From Budgets process and describes how to run the process.

Understanding the Data Import From Budgets Process

Use the Data Import From Budgets process (BUD008.SQR) to download initial fiscal year budget information from PeopleSoft Enterprise Budgets to PeopleSoft Enterprise HRMS. This process is designed to be run once per fiscal year for a given level at the end of the budget preparation cycle.

The system converts appointment and position budget information into a department budget in PeopleSoft Enterprise HRMS for departments using the Commitment Accounting business process (departments using Commitment Accounting must select the Use Comm. Acctg./Budgeting check box on the Departments - Comm. Acctg. and EG page). However, you aren't limited to creating budgets at an appointment or position level. Based on the budget level you specify on the Data Import From Budgets page (RUNCTL_BUD008), the system combines appointment and position data and creates a budget at appointment, position, position pool, or department levels.

Note. This process will not create budgets at the job code level.

The Data Import From Budgets process populates the Department Budget Table using information found in three other tables in PeopleSoft Enterprise Budgets: Position Data (BD_POSITION_TBL), Job Data (BD_JOB_TBL), and Distribution Data (BD_DISTR_TBL).

Because tax information isn't stored on the Budgets Position table (BD_POSITION_TBL) only the Dept Budget Earnings page (DEPT_BUDGET_ERN) and Dept Budget Deductions page (DEPT_BUDGET_DED) contain (in addition to combination code information) limits by funding source. The Dept Budget Taxes page (DEPT_BUDGET_TAX or DEPT_BUDGET_CTX) is populated with combination code information only.

If a previous budget exists for the same fiscal year and department, the Data Import From Budgets process overwrites it during processing unless the budget funding source has been used in actuals distribution or encumbrance processing. The system notifies you if you enter a fiscal year that already has a budget. The system doesn't overwrite fiscal year budgets created directly in the Department Budget Table.

If a department budget also contains payroll actuals data or encumbrance data that has been posted to General Ledger, then the Data Import From Budget process stops and a message is written to the Structured Query Report (SQR) log file.

Page Used in the Data Import From Budgets Process

Running the Data Import Budgets Process

Access the Budgets Import page (Set Up HRMS, Product Related, Commitment Accounting, Process Budgets, Import Data From Budgets, Budgets Import).

Fiscal Year	Enter the fiscal year for the budget information you want to import. The year you enter is the fiscal year of the budget you are creating with this process.
Start Date	Enter the date that starts the fiscal year budget you are creating with this process.
Budget Level	Based on the Budget Level you specify, the system combines appointment and position data and creates a budget at appointment, position, position pool, or department levels. Appointment: Creates a budget at the appointment (or job data) level, as well as an overall department budget. If data is provided for a blank or invalid employee ID, the process won't create an appointment budget but instead adds the budget dollars to the department level budget. Department: Creates a budget at the department level only. The system automatically creates a department level budget regardless of the budget level you choose (that is, appointment, department, job code, position, and position pool). By selecting Department, you are asking the system to create only an overall department level budget. Jobcode: Isn't supported by Data Import from Budgets process. If you select this option, the system displays an explanatory error message. Position: Creates a budget at the position level (including unoccupied positions), as well as an overall department budget. If data is provided for a blank or invalid position number, the process won't create a position budget but instead adds the budget dollars to the department level budget. Posn Pool (position pool): Creates a budget at the position pool level, as well as an overall department budget. If data is provided for a blank or invalid position pool ID, the process won't create a position pool budget but instead adds the budget dollars to the department level budget. Note. Although a budget level determined by job code exists within the Department Budget table in PeopleSoft Enterprise HRMS, the Data Import from Budgets process won't combine appointment or position data into a single job code budget.
Department Offset Group	Enter the default department offset group. If previous budget data exists for a department, the system obtains the department offset group from that budget. However, if a previous department offset group can't be selected, the system uses this default value.
Combination Code	Select the combination code to be used as the default if there are blank or invalid earnings combination codes in the input budget data. Click the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page. See Editing ChartField Combinations in HRMS Transactions.
Copy Previous Dedn Budget (copy previous deduction budget)	Select Copy Previous Dedn Budget (copy previous deduction budget) to copy previous deduction information for each department budget processed and for each budget created at the appointment, position, or position pool levels. Select Default New Dedn No Benefits or Default New Dedn With Benefits to assign 100 percent of the deduction budget to the Account Code (Deductions), described next.
Combination Code (Deductions)	Select the combination code (deductions) to be used as the default if there are blank or invalid deductions combination codes in the input budget data. Click the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.
Copy Previous Tax Budget	Select Copy Previous Tax Budget to copy previous tax budget information for each department budget processed and for each budget created at the appointment, position, or position pool levels. Select Default New Tax Budget to assign 100 percent of the tax budget to the Account Code (Tax), described next.
Combination Code (Tax)	Select the combination code (tax) to be used as the default if there are blank or invalid tax combination codes in the input budget data. Click the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.
Exclusion Fringe Group	Select a group of fringe expenses that should not be funded by the earnings combination code. If you leave this blank, all fringe expenses are funded by the earnings combination code unless a tax or deduction override combination code is specified for a particular fringe expense.
Redirect Combination Code	If you have specified a fringe group, you can select a combination code to fund the fringe expenses included in the selected group. Click the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.

Account Overrides

Option 2: Using the Build Current FY Budget Process

To use option two, use the Build Current FY Budget component (RUN_BUD005).

This section provides an overview of the Build Current FY Budget process and describes how to run the process.

Understanding the Build Current FY Budget Process

To build your current fiscal year budget, use or modify the Build Current FY Budget (build current fiscal year) process (BUD005.SQR). PeopleSoft delivers this process as a template that you use to establish budget information in your human resources system. Because this is a template, you might have to modify it to meet the requirements of your organization.

By completing this process, you create a department budget for the fiscal year you specify. The process builds budget data for each person who has a job in the department in the fiscal year and then adds budget data for any vacant positions within the department. Specify whether the budget should include amounts for people who are on leave of absence. Also specify the level(s) at which the budget is to be created. The Build Current FY Budget process also generates budget records for full time equivalents (FTEs).

For each department you specify, the Build Current FY Budget process creates a budget with the following levels:

• Position and appointment.

• Department, position, and appointment.

• Department only.

• Department and position.

• Department and position pool.

Note. The Build Current FY Budget process creates only default budgets for employer-paid deductions or taxes (that is, with 100 percent of the funding assigned to the combination codes specified on the Build Current FY Budget page (RUNCTL_BUD005). To set up budget amounts, update the Department Budget Table component and set up encumbrance definitions for employer-paid taxes and deductions on the Encumbrance Definition component (ENCUMB_DEFN).

To calculate budgeted salary amounts for vacant positions, the system looks at the midpoint for the salary grade associated with the job code. The system then multiplies that amount by the number of vacant FTEs. (If a position is partly filled, the part that's filled is specified as appointments and the part that's not is specified as position.)

Review and modify the budget data created with the Build Current FY Budget in the Department Budget component.

Page Used to Run the Build Current FY Budget Process

Running the Build Current FY Budget Process

Access the Build Current FY Budget (build current fiscal year budget) page (Set Up HRMS, Product Related, Commitment Accounting, Process Budgets, Build Current FY Budget).

Build Current FY Budget

Department

For each department, enter a SetID and the following information:

Combination Codes Tab

Fringe Group Tab

Distribution Tab

Option 3: Using the Copy Prior Fiscal Year Budget Process

To use option three, use the Copy Prior FY Budget component (RUN_BUD006).

This section provides an overview of the Copy Prior Fiscal Year Budget process and describes how to run the process.

Understanding the Copy Prior Fiscal Year Budget Process

Generate a new annual budget using last year's budget information with the Copy Prior FY Budget (copy prior fiscal year budget) process (BUD006.SQR). PeopleSoft delivers this process as a template that you use to establish budget information in your human resources system. Because this is a template, you might have to modify it to meet the requirements of your organization.

By running this process, you generate a new budget using last year's budget information. Enter the business unit and/or department budgets that you want to copy. For each department with a budget for the specified prior-year dates, the system copies all budget data (earnings, deductions, taxes, and full time equivalents) from last year to this year, except that rows with funding end dates during the prior fiscal year are not copied. The system duplicates all budget information, except for the new fiscal year end dates that you specified as part of the run control.

Review and modify the budget data created with the Copy Prior Fiscal Year Budget process in the Department Budget Table component.

Page Used to Run the Copy Prior FY Budget Process

Running the Copy Prior FY Budget

Access the Copy Prior FY Budget page (Set Up HRMS, Product Related, Commitment Accounting, Process Budgets, Copy Prior FY Budget).

Fiscal Year	Enter the fiscal year of the budget you are creating.
Start Date and End Date	Enter the fiscal year's beginning date. The system then calculates the End Date by adding 365 days to the Start Date you enter. (If February 29th falls within your budget year, modify the Structured Query Report [SQR] program file to set the Dayinyear variable to 366.)
Bus. Unit for Budget Copy (Blank for All)	If applicable, enter the business unit budget you want to copy. Leave this field blank if you want to copy budgets for all business units.
Budget Dept. ID for Budget Copy (Blank for All)	If applicable, enter the department ID for the budget you want to copy. Leave this field blank if you want to copy budgets for all departments.
Run	Click to run this request.

Assigning Suspense Combination Codes in Batch

To assign suspense accounts, use the Load Suspense Combination Code component (RUN_BUD021) to run the Load Suspense Account Codes (BUD021) process.

This section provides an overview of suspense combination codes assigned to budgets created with one of the first three options and describes how to load suspense combination codes.

Assigning Suspense Combination Codes to Fiscal Year Budgets Created Using Options 1, 2, and 3

Budgets created using options 1, 2, or 3 may not have assigned suspense combination codes. When you run these three processes, the process trace file will list the budgets that do not have an assigned suspense combination code. Since a suspense combination code is required for each department budget, you use the Load Suspense Combination Code process (BUD021) to assign suspense combination codes to those department budgets that require them.

The encumbrances and actuals processes will charge all unfunded amounts to the selected suspense combination code. The suspense combination code enables the encumbrance and actuals processes to continue posting to the specified combination code even when the funding source is exhausted or inactive. Indicate at least one suspense combination code and indicate the effective date of the suspense combination code for each department budget.

The combination code you use here cannot be used anywhere else in the department budget.

Page Used to Assign Suspense Combination Codes

Loading Suspense Combination Codes

Access the Load Suspense Combination Code page (Set Up HRMS, Product Related, Commitment Accounting, Process Budgets, Load Suspense Combination Code).

Suspense ChartFields

Departments

Option 4: Using the Department Budget Table Component

To use option four, use the Department Budget Table CAN component (DEPT_BUDGET_CN) or the Department Budget Table USA component (DEPT_BUDGET).

This section provides overviews of the Department Budget Table components and of each page in the component, lists common elements used on the Department Budget Table pages, and describes how to:

• Set up the department budget.

• Specify default deduction and tax information for departments.

• Establish department budgets for employee earnings.

• Budget for employer-paid deductions.

• Budget for employer-paid taxes.

Understanding the Department Budget Table Component

Use the Department Budget Table components to manually create annual budgets and to modify budgets created by the automated budget-building processes.

Budget the salary expenditures for each department by department, position pool, job code, position number, or appointment, or by any combination of these levels. At each budget level, define a budget cap individually for earnings, deductions, and taxes—or for all expenditures together. This cap ensures that the sum of all lower-level budgets doesn't exceed a higher-level budget cap. It isn't used for checking funds during the processing of encumbrance and actuals. The budget amounts are used for the latter purpose.

Note. To use the encumbrance and distribution processes, establish budget data for every department in your organization for which you select the Use Comm. Acctg/Budgeting check box on the Departments - Comm. Accgt. and EG page.

See Enabling and Controlling Department Information for Specified Customers.

Retroactive Changes to Budgets

After a budget has been used by the encumbrance or actuals distribution processes you can no longer correct it. To make changes to the budget, insert an effective-dated and sequenced row that the system will use to make retroactive changes. The Used by Distribution field on each department budget page indicates if a budget has been used.

Department Budget Table Search Page

Once you select the budgeting level for a department, enter budgeting information using the Department Budget Table component. When you select Department Budget Table CAN or Department Budget Table USA from the menu, the Department Budget Table search page appears. The budget level you specify in the search page enables you to pinpoint the level of detail you want to see in the Department Budget Table component.

Department Budget Table: Find an Existing Value page

In the search page, select the SetID and Department for the department budget you are defining. Enter the department budget Fiscal Year. The information you specify here displays at the top of each of the six pages in the Department Budget Table component.

Select a Budget Level from the following options:

• Appointment: If selected, also select an EmplID. The EmplID can be for a full time employee, part time employee, contractors, and so on. Also select an Empl Record for the selected person.

• Department: Select if you are defining the department budget at the department level.

• Jobcode: If selected, also select a valid Job Code.

• Position Pool: If selected, also select a Position Pool ID.

• Position: If selected, also select a Position Number.

When you've specified the department budget information, click OK.

Understanding the Dept Budget Earnings Page

The system uses the combination code information from the Department Budget Earnings page when processing encumbrances and actuals distribution if there isn't a person-specific combination code override.

For encumbrance calculations, a combination code override can be entered on Job Earnings Distribution page (JOB_DATA_ERNDIST) or Job Data - Payroll page (JOB_DATA2). For actuals distribution process, the combination code override is automatically populated from the Job Earnings Distribution page, the Job Data - Payroll page, and the Additional Pay page (ADDITIONAL_PAY1). Otherwise, the override can manually entered on paysheet pages (PAY_SHEET_ADD_S, PAY_SHEET_LINE_S, PAY_SHEET_LN_S, PAY_OL_SHEET_S1).

When you run the encumbrance process to calculate encumbrance data, the system looks first for a combination code on the Job Earnings Distribution page. If no code is specified there, it next looks for a combination code on the Job Data - Payroll page, and if that code doesn't exist, it looks for combination code information on the Department Budget Earnings page. The system looks first for appointment level funding, then position or job code level funding, the position pool, and finally department level funding. To calculate pre-encumbrance data, the system looks for combination code information on the Department Budget Earnings page. The system looks first for the position, then the position pool and finally department level funding.

The encumbrance process looks first for an entry with the earnings code you've defined as regular for your organization, then at the default funding source (blank earnings code).

Similarly, when you run the Actuals Distribution process (PSPPFUND) to distribute your actuals across funding sources and accounting periods, the system looks first for a combination code specified on the Paysheet record (PAY_EARNINGS), which originates from the Job Earnings Distribution page or the Job Data page, and which you can override on the Paysheet. If there is no code specified there, then it looks at the combination code information on the Department Budget Earnings table.

The system performs fund checking when you run the Actuals Distribution process (PSPPFUND). If there is insufficient budget to distribute all or part of a person's earnings, benefits, or employer-paid taxes, the system generates messages to the Pay Messages component (PAY_MESSAGES) and distributes the unfunded amount to suspense combination code. If the budget is sufficient to cover part of the earnings, benefits, or taxes, then that part is distributed. Note also that funds checking is performed against the information on the Dept Budget pages (and not against the Overall/Detail caps; the latter are used to edit the budget amounts).

During this processing, the system searches active budget levels and stops using a funding source if a funding end date is specified and the processing occurs at a later date. For actuals distribution, the earnings end date is used for comparison with the funding end date.

To create multiple funding sources, insert multiple entries (there is no limit) to specify additional funding source. However, be aware of the following guidelines:

• Enter either a budget amount or a percentage of distribution (Distrib %) in each row.

• If you have some dollar-limited funding sources (budget amount) and others that are unlimited (percentage of distribution), assign lower sequence numbers to the limited entries and higher sequence numbers to the unlimited entries.

• When you use percentages (Distrib %), the sum of percentages for all funding source (combination code) must equal 100.

• When the Default Funding Source Option on the Dept Budget Data page is either Actual or Earnings, you must enter one earnings distribution record with a blank earnings code.

Note. Although you can choose to set up budgeting and funding at the department, position pool, job code, position, or appointment (EmplID) levels, the system stores actuals and encumbrance information at the lowest level, even if you define your budgeting and funding for the entire department. In this way, if you change the levels during your fiscal year, the system calculates the encumbrances and actuals according to your new funding levels.

See Also

Establishing Department Budgets for Employee Earnings

Distributing Job Earnings

Increasing the Workforce

Working with Paysheets

Reviewing and Modifying Payroll Messages

Overview of the Dept Budget Deductions Page

When you run the Actuals Distribution process, the process distributes to the override combination code specified on Job Data - Payroll page. If there is no override, the process distributes actual employer-paid deductions across the funding sources defined on Dept Budget Deduction page.

The system searches active budget levels and stops using a funding source if a funding end date is specified and the processing occurs at a later date. For actuals distribution, the earnings end date is used for comparison against the funding end date.

Unlike the Dept Budget Earnings page, the information specified here isn't used during encumbrance processing. Information specified on the Encumbrance Definition component is used for that purpose.

When the default funding source option is Actual or Earnings the system creates a Dept Budget Deductions record using the earnings combination code as a default combination code.

See Also

Budgeting for Employer-Paid Deductions

Overview of the Dept Budget Taxes Page

When you run the Actuals Distribution process, the process distributes to the override combination code specified on Job Data - Payroll page as the override. If there is no override, the process distributes actual employer-paid taxes across funding sources defined on Dept Budget Taxes page.

The system searches active budget levels and stops using a funding source if a funding end date is specified and the processing occurs at a later date. For actuals distribution, the earnings end date is used for comparing against the funding end date.

The system ignores budget levels that have become inactive. It also stops using a funding source if a funding end date is specified and the processing occurs at a later date. For actuals distribution, the earnings end date is used for comparing against the funding end date.

Unlike the Dept Budget Earnings page, the information specified here isn't used during encumbrance processing; information specified on the Encumbrance Definition component is used for that purpose. Also unlike earnings information, you cannot override funding sources for employer-paid taxes at the job data or paysheet level.

When the default funding source option is Actual or Earnings the system creates a Dept Budget Tax record using the earnings combination code as a default combination code.

The Dept Budget Taxes page is virtually the same on the Department Budget Table CAN and Department Budget Table USA components. There are two small differences:

• The Dept Budget Taxes (U.S.) page has a State field; the Dept Budget Taxes (CAN) page has a Province field.

• The Dept Budget Taxes (U.S.) page has a Locality field; the Dept Budget Taxes (CAN) page doesn't.

Common Elements Used in the Department Budget Table Component

Pages Used in the Budget Table Component

Setting Up the Department Budget

Access the Dept Budget Date (department budget date) page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget Table USA, Dept Budget Date).

The options on the Dept Budget Date page are available only when you create a new department budget or access an existing budget in correction mode.

Budget Cap

Suspense Combination Code

See Also

Understanding Account Mapping

Specifying Default Deduction and Tax Information for Departments

Access the Dept Budget Defaults (department budget defaults) page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget Table USA, Dept Budget Defaults).

Funding Defaults

Account Overrides

Establishing Department Budgets for Employee Earnings

Access the Dept Budget Earnings page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget Table USA, Dept Budget Earnings).

Budget Level Cap and Currency

Enter the budget level cap that you want to place on this budget level. The cap is used to ensure that the sum of all lower-level budgets doesn't exceed this higher-level budget cap. It isn't used for checking funds during the processing of encumbrances and actuals. Also select a currency code.

Earnings Distribution

Use this grid to establish multiple funding sources and (optionally) specify a Funding End Date for each source. Funding sources are defined using a combination code that represents a valid General Ledger ChartField combination.

Establish one entry for each budget level in which the earnings code is blank. This entry is the default funding source and is used as the funding for all earnings where a specific entry for an earnings code hasn't been established.

Budgeting for Employer-Paid Deductions

Access the Dept Budget Deductions (department budget deductions) page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget Table USA, Dept Budget Deductions).

Deduction Budget Cap

If you selected Per Earn/Tax/Ded as the Budget Cap value on the Dept Budget Date page, the system displays the Deduction Budget Cap field. Use this field to define budget caps individually for earnings, deductions, and taxes. Enter the deduction budget cap that you want to place on this budget level. The cap is used to ensure that the sum of all lower-level budgets doesn't exceed this higher-level budget. It isn't used for checking funds during the processing of encumbrances and actuals.

Deduction Distribution

Establish multiple deduction-plan types and (optionally) specify a Funding End Date for each of those plans. Funding sources are defined using a combination code that represents a valid General Ledger ChartField combination.

Establish one entry for each budget level in which the deduction Plan Type, Plan, Ded Cd, and Ded Class are blank. This entry is the default funding source and is used as the funding for all deductions where a specific entry for a deduction type hasn't been established.

Note. If you make an entry in one of these fields (Plan, Deduction Code, or Deduction Class), you must enter all fields.

Budgeting for Employer-Paid Taxes

Access the Dept Budget Taxes (department budget taxes) page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget Table USA, Dept Budget Taxes).

Tax Budget Cap

If you selected Per Earn/Tax/Ded as the Budget Cap value on the Dept Budget Data page, the system displays the Tax Budget Cap field. Use this field to define budget caps individually for earnings, deductions, and taxes. Enter the Tax Budget Cap that you want to place on this budget level. The cap is used to ensure that the sum of all lower-level budgets doesn't exceed this higher-level budget. It isn't used for checking funds during the processing of encumbrances and actuals.

Tax Distribution

Establish multiple state or province taxes and tax classes and (optionally) specify a Funding End Date for each of those classes. Funding sources are defined using a combination code that represents a valid General Ledger ChartField combination.

Establish one entry for each budget level in which the deduction Tax Class, State or Province, and Locality (U.S. only) are blank. This entry is the default funding source and is used as the funding for all tax classes where a specific entry for a Tax Class hasn't been established.

Note. If you enter one of these fields (State/Province, Locality, or Tax Class), you must enter all fields.

Reporting on Funding

This section explains how to generate a summary of your funding information.

Page Used to Run the Funding Summary Report

Running the Funding Summary Report

Access the Funding Summary Report page (Set Up HRMS, Product Related, Commitment Accounting, Reports, Funding Summary USA).

Funding Summary By	Indicate if you want the funding summary to list information by Appointment Level or by Position Level.
Report Option	Indicate if you want the report to summarize funding for Earnings, Deductions, or Tax.
Position Number	If you want the system to report on the funding summary for a single position, enter the position number on which you want to report.
Active Data Only	Select to run the report for active positions only.
Output CSV File	Select to save report output in text or spreadsheet format.

Reporting on Department Budgets

Use the following reports to collect and review information about fiscal year department budgets:

• Reconciliation Report (BUD002).

• Fiscal Year Budget Report (BUD004).

Pages Used to Report on Department Budgets

Running the Fiscal Year Budget Report

Access the Fiscal Year Budget Report page (Payroll for North America, Payroll Distribution, Commitment Accounting USA, Fiscal Year Budget Report).

Report Request Parameter(s)

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