Preparing Position Budgets

This chapter provides an overview of position budgeting and discusses how to:

• Use the Position Overview page.

• Add and copy positions.

• Modify and distribute position costs.

• Fill positions.

• Terminate employee jobs and positions.

• Delete employee positions.

• Apply compensation adjustments and analyze position costs.

• View position budgeting default data.

Understanding Position Budgeting

This section lists prerequisites, common elements that are used in this chapter, and discusses the dimensions used in position budgeting and their relationships to line item activities.

In PeopleSoft Planning and Budgeting, position budgeting refers to the activity of budgeting for personnel costs by position. Use position budgeting to develop personnel line item budget activities for salaries, earnings, benefits, and employer-paid taxes.

To perform position budgeting in Planning and Budgeting, you can use actual position and employee job data that you import from your human resource system. When you import positions into Planning and Budgeting, define the planning center for positions using the Map HR Departments to Planning Centers - HR Departments page. The system uses this information to assign ownership of positions by human resource department to a planning center. This is a one-time process performed by business unit.

Note. After the system assigns an existing position to a planning center, the human resource department data becomes informational-only.

If your organization shares the cost of a position across more than one planning center, split the funding of the position by distributing the costs across multiple planning centers. If you belong to a planning center that is contributing to the cost of a shared position but you are not the owner, you can view your share of the costs within your personnel line items. The planning center in which you create a new position is the owner of the new position. Only the owner of the position can see the full complement and details of the position costs either through the position budgeting activity or online inquiry. Once the planning center owner of the position copies or submits their budget to the master version, run the model recalculation process. The contributing planning center sees its share of the expense in the personnel line item budgets.

Note. For security purposes, only the owning planning center of the position can see position-related details. If the contributor of position costs does not own the position but needs to see the details of position expense, they must also be granted access to the owning planning center's position activity.

When you add new positions within your planning center, your planning center owns added positions by default. You can transfer position ownership after you stage a position activity in the planning model.

Position budgets include filled and unfilled positions unless the preparer selects to exclude a specific position from budget calculation using the Position Data page. If excluded, the system does not include the position's costs and distributions in the position budget amounts for position budgeting or within your related personnel line item activity.

Budget amounts in position budgeting represent annual figures; so adjustments must also be made using an annual amount. Your personnel line item activity reflect the results of applying the amounts across time spans defined for your proposed budget.

In Planning and Budgeting, you work with slices of your position budgets one at a time based on your planning center definition. This increases the efficiency of the system and enables other budget users to access other data slices of the position activity and scenario at the same time. To work with position budgets, use the Edit link for a selected planning center version on My Planning Workspace for a defined position activity and scenario. After accessing the Position Overview page, select the type of position budgeting activity to perform. After you finish budgeting positions, unlock the activity. The parent line item activity will reflect position budgeting amounts. It may be necessary to perform a model recalculation.

See Also

Integrating with Other Applications

Building the Planning Model

Prerequisites

Before you begin working with position budgeting, the coordinator must complete the following tasks:

1. Load data into PeopleSoft Enterprise Performance Management using the delivered maps for the extract, transform, and load (ETL) process.

   The system uses the jobs and maps to migrate position-related data from your PeopleSoft Human Resource Management System or other data source.

2. Set up position budgeting defaults at the coordinator level.

   Set up defaults for existing positions and employee jobs from your human resource system and for new positions added in position budgeting.

   This information includes defaults like position number, position budgeting accounts, position data, and job codes.

3. Set up and run stage for an activity and scenario in the planning model that will include your position data at the coordinator level.

   The stage will format and load employee job and position data for use in Planning and Budgeting. The position-related information in the tables is static because you import it at one point in time. You can change the data online after you begin working with the position activity.

   Examples of the types of position and human resource information that you import into the tables are:

   • Existing filled and unfilled positions including position and employee numbers, incumbents, compensation, and cost distributions.

     When an employee job has no position number, one will be created and assigned during data staging if the Create New Positions option is selected on the Data Source page for the position activity scenario.

   • Job codes and defaults that you can use for different types of positions.

   • Union code information.

   • Salary plans (including grades and steps) that you can use to project base salaries and merit increases.

   • Benefit plans and codes that you can use to project employer costs for benefit and retirement costs.

   • Earning codes that you can use to calculate special earnings paid to employees in addition to base salary.

   • Employer paid taxes that you can use to calculate employer liability such as the Federal Insurance Contributions Act, Medicare, and Social Security.

4. (Optional) Update the existing employee data that was staged from PeopleSoft Human Resource Management System before releasing the activity scenario at the coordinator level.

5. Release the activity scenario for the planning model from the Scenario Manager page so that end users can access their budgets.

To begin working with position budgeting at the preparer level, perform the following tasks:

1. At the preparer level, have a working version of the position activity for a planning center to which you have access.

   The system generates the first working version for the preparer level (lowest level of preparation) when the coordinator stages the activity scenario. You can also create one by copying the base version or another version.

2. Select Edit for a working version of the planning center for the position budgeting activity.

   After you complete your position budgeting modifications, consider unlocking the version. You must release all locked versions when the system performs the recalculation for the planning model at the budget coordinator level.

   Note. If you do not release all the versions, the system can automatically unlock the versions during the model recalculation process. Recalculation generates distribution rows that do not exist in line item for personnel-related expense.
   
   Recalculation calculates all position budgeting amounts per period. This is useful when you change the spread ratios for a spread ID that is already in use on several positions. After you change the ratios and recalculate, the system updates all of the positions with the new calculated results.

Common Elements Used in this Chapter

Dimensions Used in Position Budgeting and their Relationship to Line Item Activities

Planning and Budgeting supports integration with PeopleSoft Human Resources Management System and third-party human resource applications. The dimensions that you work with in position budgeting are:

1. Selected for use in Planning and Budgeting.

2. Available in both the financial and human resource applications with which you are integrating.

3. Defined and included as dimensions by activity in the planning model definition.

4. Related to line item activities.

Dimensions Configured for Planning and Budgeting

Use the Dimension Configuration page in Planning and Budgeting (under Maintain System Options) to select the dimensions that you want to use in the application. Select dimensions that are independent of the data sources with which you are integrating. In this way, you can select a dimension that is not supported by a selected integration source and use it in the planning model.

See Configuring Dimensions for Planning and Budgeting.

See Activating Inactive Dimensions.

Dimensions Available by Integration Source

You should consider both integration sources for human resource data as well as for financial data when determining the available dimensions that you want to use for position budgeting. You may only want to use dimensions that are supported in both the financial data integration source and human resource data integration sources in position budgeting. You defined these integration sources using the Budgeting Installation Options page under Maintain System Options.

Refer to the table of dimensions by integration point in the "Setting up the System Options" chapter to determine which dimensions you want to use in conjunction with position budgeting activities based on your integration sources, and the requirements around exporting data back to that source system.

See Identifying Data Integration Sources.

Dimensions Defined and Included as Dimensions in the Planning Model

Define the dimensions that you want to include in the planning model by activity using the Activity Group page. By activity, select from the dimensions that are available based on the selected active dimensions defined on the Dimension Configuration page. When you define your dimensions used during position budgeting, it will be up to you to synchronize only those dimensions that are supported in both the financial and human resource data integration sources. You should only use the subset of dimensions that are available in both applications with position budgeting, especially when exporting data back to the source systems.

Dimension Relationship to Line Item Activity

Before working on your position budgeting activity, the coordinator defines each activity's relationship to other activities, namely line item types. When a data or workflow relationship exists between a position and line item activity, the position is considered the child and the line item is the parent activity. Both of these activities can be defined using the same dimensions or slightly different combinations of dimensions for each activity.

For data relationships, expense data from personnel costs in your position activity will be aggregated and inserted into the parent line item based on its defined dimension and member rules. If you have extra dimensions in your position activity that are not defined in your parent line item, the data associated with that specific dimension will be aggregated away, and expense data will be inserted and associated with dimensions and members that do exist in the line item activity. When using the same dimension between activities, member values you use in your position activity must be the same as the parent line item, or a lower value on the tree when used. Your position activity is required to contain the account dimension, and dimension considered the planning center for the parent line item activity.

The use of workflow relationship will drive which version of the position activity is inserted into the line item activity when there is a data relationship:

• Workflow not enabled

  All the data inserted into the parent line item activity is sourced from the master version. You must either submit or copy your position activity data into the master version before the current personnel expenses can be brought into the line item activity.

• Workflow enabled

  All the data inserted into the parent line item activity is sourced across each corresponding version. For example, all data located in version 1 of the position activity is inserted into the version 1 of the parent activity. You cannot submit a position activity by itself, or copy it to a new version, when workflow is enabled. The submit and copy actions occur at the parent line item activity level when workflow is enabled between the activities. Therefore, submitting the version 1 for line item activity also submits version 1 of the position activity, or when copying from version 1 to version 2 for the line item activity the version 2 is also created for the position activity.

See Also

Understanding Planning and Budgeting Activities

Using the Position Overview Page

This section lists the pages used to access the Position Overview page and discusses how to work with position budgeting activities.

Pages Used to Access the Position Overview Page

Working with Position Budgeting Activities

Access the Position Overview page (click the Edit link on the My Planning Workspace page for an available position activity and scenario).

Action Menu

Search and Filter Options

Positions and Employees

The grid displays the amounts related to the scenario you are working with. When the scenario contains more periods than will fit into the grid, a filter between fiscal years is available. If all periods in the scenario fit within the grid, the fiscal year field is hidden from the page. For example, for a three-year annual budget, the grid displays all three years in the grid because they all fit.

Total Budget Impact

Adding and Copying Positions

This section provides an overview of calculations for position budgeting and discusses how to:

• Add positions.

• Copy positions.

Understanding Calculations for Position Budgeting

The Position Data page captures the most essential data that the system uses to develop position budget activities in Planning and Budgeting. The system uses some of the data for calculation purposes and some of it only for informational purposes. This table lists some of the data by primary budget calculations or information:

Note. You can use the total FTE and headcount values in line item activity for method calculation when using the AMTFTE and AMTHC method types. Headcount is not used as part of the calculation for position-related costs within the position activity.

See Preparing Line Item Activities.

Each position record can contain basic information from your human resource system and default information that is defined in Planning and Budgeting by the coordinator. An existing position that you import from your human resource system contains information that is extracted by the application stage process from data that is associated with that position in human resources. A new position that you add in position budgeting contains defaults from one of the following:

• If you add the position by copying it from an existing position, the system uses the information that is associated with the position that you copy as a default for the new position.

• If you add the position directly and do not copy it from an existing position, the system uses the defaults that the coordinator defined as part of position budgeting setup.

Pages Used to Add and Copy Positions

Adding Positions

Access the Position Data page (from the Position dropdown list box in the Action Menu on the Position Overview page, click Add and then click Go).

Position Number	Displays DEFAULT when you add a position until you save the position record, at which time the system-generated number for the new position appears.
Exclude from Budget Calc (exclude from budget calculations)	Select to have the system withhold this position when calculating budget amounts, FTE, and headcount used for a parent line item activity. The position attributes and cost information of an excluded position remain in the database for your reference.
Effective Date	Enter the desired effective date. All position data is effective-dated and the system picks up costs that are associated with the position in the personnel line item activity in the periods that they occur.
Status	Displays Active because only active positions are permitted in position budgeting. Note. Since you cannot change the status to Inactive for a position, select the Exclude from Budget Calc option to eliminate the expense from line items, or use the Delete action form the Position dropdown when available.
Reason	Enter the desired reason that you can export to your human resource system. The reason code is not used for calculating budget amounts.
Job Code	Enter the desired job code. The available options depend on the job code defaults that are defined at the coordinator level. The value that you select affects the distributions and compensation values of the position. You can view and override these details, when allowed, by clicking the Salary Distribution, Earnings/Allowance Defaults, Benefits Defaults, and Tax Default .links.
HR Department (human resources department)	Displays the name of the human resources department that is associated with an existing position. When you imported an existing position into Planning and Budgeting, the system used the human resources department to determine the planning center that owns the position. If you export position data from Planning and Budgeting, the system exports the original human resources department value that your human resource system can use.
Currency	Displays the job code's default currency code for the new position when selecting a job code. After you add a position during position budgeting, you cannot change the currency code that is associated with the job code. Note. If the default currency for the job code is a currency not allowed as an entry currency, it will be converted to the business unit base entry currency.
Spread ID	Select the spread ID to apply to the distribution by budget period in the proposed position budget and personnel expenses in line item activity. Select Spread Evenly or select a custom spread ID that is defined by the coordinator when override is allowed. When you use a custom spread ID, the system still recognizes a position's effective date within a period and uses that effective date in the calculation. Any one-time-pay (OTP) earning components do not use the spread ID. Note. You will see the effect of the spread ID by budget period in your scenario on Position Overview page, line item activity, and position budgeting inquiry; however, you might first need to unlock and select Edit again for any related activities that receive data from your position budget activity. It might also be necessary to run the model recalculation process if you need to create distribution rows in a related line item activity.
Salary Plan, Grade, and Step	Enter the desired salary plan, grade, and step. You can modify the salary defaults that are defined for the job code if the coordinator selected the Amount Override Allowed field using the Salary Group page.
Salary Distribution	Click to access the Position Data - Salary Distribution page and override the default dimension distributions and salary costs of a position. See Viewing and Modifying Salary Distributions. Note. When you add a position, the default salary costs use the job code's survey salary if an amount is not defined as part of the salary group default.
Earnings/Allowance Defaults	Click to access the Position Data - Earnings/Allowance page and override the default dimension distributions and earnings costs of a position. See Entering Earnings. See Viewing and Modifying Distributions for Earnings and Allowance Costs.
Benefits Defaults	Click to access the Position Data - Benefit Plan page and override the default dimension distributions and benefits costs of a position. See Entering Benefits Data. See Viewing and Modifying Distributions for Benefit Costs.
Tax Default	Click to access the Position Data - Tax Rate page and override the default dimension distributions and tax costs of a position. See Entering Employer-Paid Taxes. See Viewing and Modifying Distributions for Employer-Paid Tax Costs.

Note. The compensation and distribution defaults are associated with the job code definition and defaults assigned by the coordinator.

Copying Positions

Access the Position Copy page (from the Position dropdown list box in the Action Menu on the Position Overview page, click Copy and then click Go).

Copy a position to create one or many new positions with the same attributes. The defaults that are associated with the new positions come from the position that you select to copy from. The system assigns a default employee to a new position. After the copy process is complete, you can override the defaults and fill the position as appropriate.

Note. The position copy feature does not copy the existing employee (or incumbent) from the copied position into the new position. The new position is unfilled.

Modifying and Distributing Position Costs

This section provides an overview of how the system distributes position costs and discusses how to:

• View and modify salary distributions.

• Enter earnings.

• View and modify distributions for earnings and allowance costs.

• Enter benefits data.

• View and modify distributions for benefit costs.

• Enter employer-paid taxes.

• View and modify distributions for employer-paid tax costs.

Understanding How the System Distributes Position Costs

You can distribute position costs across multiple planning centers. For example, if your planning center is defined as Department, you can distribute position costs across multiple planning centers when one or more departments share the cost of a position. In the case of a shared position, you assign one planning center as the owner of the position. The planning center owner of the position must enter the distributions for other planning centers. Users of the other planning centers see the distributions in their personnel line item activity after the planning center owner copies or submits their master version and the system recalculates the planning model.

Distributions are a percentage of the position cost to be distributed. Dimensions and members that are available for use on the distribution pages are dependent on those defined for positions in the Activity Group and related account default setup.

Use the Position Data - Salary Distribution, Earnings/Allowance Distribution, Benefits Distribution, and Tax Distribution pages to view and modify distributions for a position or for an employee assigned to a position. If you are working with distributions for a position, the system uses the distribution definition for each whole and partial FTE that is assigned to the position. The total FTE for a position appears on the Position Data page. If you are defining distributions for an employee that is assigned to the position, the system uses the distribution definition for the FTE that is associated with the employee ID, employee record number, and position. The FTE for the employee appears on the Position Data - Employee Job Detail page. The Position Data - Salary Distribution page also displays the FTE for a position or employee.

Note. If you add a position but the coordinator has not defined a distribution profile for the job code default, then the salary, earnings, benefits, and tax distributions at the position level default to use 100 percent for the planning center dimension. You must enter any other dimension distributions for the position using the distribution pages.

If the coordinator sets up the system to use the default dimension values in a distribution profile, the system populates the dimension values on the Position Data - Salary Distribution, Earnings/Allowance Distribution, Benefits Distribution, and Tax Distribution pages after you save a new position.

There is no online validation for dimension combination in the position activity during save. If you select Enforce Budgets on the parent line item activity, the system validates dimension combinations when inserted into that activity. If the system finds an invalid dimension combination in line item, the system displays an error message. You will need to make the correction to the dimension combination in the position activity, the source of the combination in error.

Warning! If you distribute compensation costs for a position across different line item ledgers, you will need to enter the data into each of the scenarios separately with its prorated share of the position costs. One position activity is associated with only one parent line item activity that is tied to a single ledger ID for the scenario. For this reason, there is no system constraint on the distribution pages that force 100 percent distribution of the position costs. You can enter distribution percentages for the position that do not total 100 percent on the distribution pages. Therefore, ensure that the distribution percentages that you enter across multiple scenarios add up to 100 percent. Within a planning model, the system does validate that the entered distribution percentage does not exceed 100 percent.

Pages Used to Modify and Distribute Position Costs

Viewing and Modifying Salary Distributions

Access the Position Data - Salary Distribution page (click the Salary Distribution link on the Position Data page).

Salary

Budget Impact

Effective Dated Distributions

Use this section to view and modify salary distributions over time. If changes occur during the budgeting cycle, click the Add icon to insert additional effective-dated rows and enter the new values. Click View All button to view all of the distributions on a single page, or use the arrows to scroll through them individually. Each row contains distributions amounts for the period of time defined by the start date and end date for that row. Rows are arranged in descending order from top to bottom. The End Date field does not appear for the most current row, or if there is only one effective dated row. You can add future-dated rows but if the start date is beyond the last day of the budget year then no values are calculated since there is no budget impact, otherwise the amounts are calculated for the time period defined by that row. Each effective-dated distribution row includes the following fields:

Action Buttons

Entering Earnings

Access the Position Data - Earnings/Allowance page (click the Earnings/Allowance Defaults link on the Position Data page).

% Salary (percentage of salary) and Fixed Amount	Enter the earnings amount as a percentage of salary or as a fixed amount, but not both. You can only modify these fields if the coordinator selected Amount Override Allowed for the earnings code on the Earnings Group page.
Earnings Amount	Displays the earnings or allowance cost based on the percentage or fixed amount definition that you enter.
Earning Code	Select an earnings code for the position if the coordinator selected the Amount Override Allowed for the earnings code or allowance on the Earnings Group page. If you are modifying earnings for a position, the earnings code displays the defaults for the position. If you are defining earnings for an employee who is assigned to the position, the earnings code displays for the employee ID, employee record number, and position. Note. You cannot make changes to earning codes that are identified as used for overtime calculations or hours/shift calculations by hours/shifts earning codes using this page; instead you must use the Position Data - Overtime Earnings Calculation page. See Adjusting Overtime/Shift Pay Position Data.
Add Gross	Displays as either selected or cleared based on the earnings code definition, which you can view using the Earnings Code page. This field is not modifiable. For position data calculations based on gross pay, the system determines the gross pay amount by summing the base salary and all earnings defined as Add Gross. Allowances are those earnings that are not defined as part of gross pay.
One-Time pay	If the one-time payment uses an earning code that is marked as Add Gross, the amount is added to gross pay amount for percent calculations using gross pay. The system includes the one-time payment amount for that period but does not annualize the amount. One-time payments are associated with the effective date. If you are assigning an employee to a new position that contains a one-time payment and the employee is entitled to the one-time payment, both the employee's effective date and the new position effective date must be the same so that the system can capture and create the one-time payment for the employee. If you have one-time payments that are defined for an existing employee who fills a position, the system does not carry forward one-time payments when inserting a different effective-dated row. The system captures one-time payments when effective dates are equal but the sequence number is different.
Account	Enter the expense account used for earning costs if the coordinator selected Allow Account Override for the earnings code on the Earnings Group page.
Distribution	Click to access the Position Data - Earnings/Allowance Distribution page and view and modify dimension distributions for the earnings and allowance costs that are associated with a position or an employee who is assigned to a position. See Viewing and Modifying Distributions for Earnings and Allowance Costs.
Gross Salary	Displays the value that the system uses to calculate earnings that are defined as a percentage of salary.
Earnings (Added to Gross)	Displays the sum of all earnings that are included with gross salary the system uses to calculate benefits and taxes that are defined as a percentage of gross pay.
Allowance	Displays a value representing all earning totals that are not added to gross pay.
Total Earnings	Displays the calculated sum of all earnings and allowance costs associated with the position or an employee assigned to the position.
One Time Pay	Displays the sum of those earnings that are selected as one-time payments for the current effective date.

Viewing and Modifying Distributions for Earnings and Allowance Costs

Access the Position Data - Earnings/Allowance Distribution page (click Distribution on the Position Data - Earnings/Allowance page).

Account, Earning Code, and Earnings Amount	Displays default values from the Position Data - Earnings/Allowance page. The earnings amount is the earning cost that is associated with a particular earning code.
Earnings Applied and Amount Remaining	Displays a running total of the earnings applied and amount remaining. Compare the earnings amount (the total earnings for the earning code) with the earnings applied (the distributed amount). The amount remaining is the difference between the earnings amount and earnings applied. It is the amount of earning costs that remains to be distributed to dimensions.
Apply Salary Distribution	Click to use the same dimension values that you used for the salary distribution. If the option is disabled, it indicates you are already applying the salary distributions. You will need to go to the Position Data - Salary Distribution page to clear the Apply Salary Distributions check box if you want to apply a different dimension distribution.
Percent	Enter a percentage to indicate the portion of the earnings amount that you want to charge to the associated dimension distribution. Enter the percentage as a whole number. For example, enter 30 for 30 percent. Note. If the Percent field is disabled, it may mean that the Apply Salary Distributions check box is selected on the Position Data - Salary Distribution page.
Amount	Displays the amount of the earning cost as determined by the percentage that you enter. For example, if the earnings amount is 20,000 USD and you want to charge 100 percent to one dimension distribution, the default amount is 20,000 USD. To split the earning cost between two dimension distributions, enter 50 for one and 50 for the other. The default amount for each line is 10,000 USD. For each distribution line, select values for the dimensions that represent the budget to which you are distributing the earning amounts. You may distribute these earning amounts and other related position costs across multiple planning centers.
Total Earnings	Displays the sum of the calculated earnings amount for all earnings that are assigned to the position or an employee assigned to the position.
Total Earnings Applied	Displays the sum of all earnings distributed for the position or an employee assigned to the position.
Amount Remaining	Displays the difference between the total earnings and total earnings applied. It is the earning amount for all earning codes that remain to be distributed to dimensions.

Entering Benefits Data

Access the Position Data - Benefit Plan page (click the Benefits Defaults link on the Position Data page).

% Salary (percent of salary) and Fixed Amount	Enter the benefits amount as a percentage of the gross pay amount or as a fixed amount, but not both. You can only modify these fields if the coordinator selected Amount Override Allowed for the plan type on the Benefit Group page.
Benefits Amount	Displays the benefits cost amount based on the percentage or fixed amount definition that you enter.
Plan Type	Select a benefits plan type if the coordinator selected Amount Override Allowed for the plan type on the Benefit Group page. If you are modifying benefits for a position, the plan type displays the benefit defaults for the position. If you are defining benefits for an employee who is assigned to a position, the plan type displays the benefit defaults for the employee ID, employee record number, and position.
Account	Enter the expense account used for the benefit if the coordinator selected Account Override Allowed for the Plan Type on the Benefit Group page.
Distribution	Click to access the Position Data - Benefits Distribution page and view and modify dimension distributions for the benefits costs that are associated with a position or an employee who is assigned to a position. See Viewing and Modifying Distributions for Benefit Costs.
Gross Pay	Displays the amount that determines the benefits amount if the plan type is defined as a percentage of salary. It is the sum of the base salary and earnings that are defined as Add to Gross pay.
Total Benefits	Displays the calculated sum of all benefit costs associated with the position or an employee assigned to the position.

Viewing and Modifying Distributions for Benefit Costs

Access the Position Data - Benefits Distribution page (click Distribution on the Position Data - Benefit Plan page).

Account, Plan Type, and Benefits Amount	Displays default values from the Position Data - Benefit Plan page. The benefits amount is the benefit cost that is associated with a particular benefit plan type.
Benefits Applied and Amount Remaining	Displays a running total of the benefits applied and amount remaining. Compare the benefits amount (the total benefit for the plan type) with the benefits applied (the amount that has been distributed). The amount remaining is the difference between the benefits amount and benefits applied. It is the amount of benefit costs that remains to be distributed to dimensions.
Percent	Enter a percentage to indicate the portion of the benefit amount that you want to charge to the associated dimension distribution. Enter the percentage as a whole number. For example, enter 30 for 30 percent. Note. If the percent field is disabled, it may mean you have the Apply Salary Distributions check box selected on the Position Data - Salary Distribution page.
Amount	Displays the amount of the benefit cost as determined by the percentage that you enter. For example, if the benefit amount is 20,000 USD and you want to charge 100 percent to one dimension distribution, the default amount is 20,000 USD. To split the benefit cost between two dimension distributions, enter 50 for one and 50 for the other. The default amount for each line is 10,000 USD. For each distribution line, select values for the dimensions that represent the budget to which you are distributing the benefit amounts. You may distribute these benefit amounts and other related position costs across multiple planning centers.
Apply Salary Distribution	Click to use the same dimension values that you used for the salary distribution. If the option is disabled, it indicates you are already applying the salary distributions. You will need to go to the Position Data - Salary Distribution page to clear the Apply Salary Distributions option if you want to apply a different dimension distribution.
Total Benefits	Displays the sum of the calculated benefit amount for all benefits assigned to the position or an employee assigned to the position.
Total Benefits Applied	Displays the sum of all benefits distributed for the position or an employee assigned to the position.
Amount Remaining	Displays the difference between the total benefits and total benefits that have been applied. It is the benefits amount for all plan types that remains to be distributed to dimensions.

Entering Employer-Paid Taxes

Access the Position Data - Tax Rate page (click the Tax Default link on the Position Data page).

% Salary (percent of salary) and Fixed Amount	Enter the employer-paid tax amount as a percentage of the gross pay amount or a fixed amount, but not both. You can only modify these fields if the coordinator selected Amount Override Allowed for the tax class on the Employer Tax Group page.
Maximum Gross	Enter the maximum gross pay amount against which employer-paid taxes are applied. This amount can be defined at the coordinator level using the Employer Tax Group page.
Tax Amount	Displays the system-derived amount for employer-paid taxes. The system determines the tax amount based on the percentage of gross pay or fixed amount definition that you enter, without exceeding the maximum gross amount defined.
Tax Class	Select the employer-paid tax defaults if the coordinator selected Amount Override Allowed for the tax class on the Employer Tax Group page. If you are modifying tax for a position, the tax class displays the defaults for the position. If you are defining tax for an employee who is assigned to a position, the tax class displays defaults for the employee ID, employee record number, and position.
Account	Enter the expense account used for the tax costs if the coordinator selected Account Override Allowed for the Tax Class on the Employer Tax Group page.
Distribution	Click to access the Position Data - Tax Distribution page and view and modify dimension distributions for the employer-paid tax costs that are associated with a position or an employee who is assigned to a position. See Viewing and Modifying Distributions for Employer-Paid Tax Costs.
Gross Pay	Displays the amount that determines the tax amount if the tax class is defined as a percentage of salary. It is the sum of the base salary and earnings that are defined as add to gross pay.
Total Tax	Displays the calculated sum of all tax costs associated with the position or an employee assigned to the position.

Viewing and Modifying Distributions for Employer-Paid Tax Costs

Access the Position Data - Tax Distribution page (click the Distribution button on the Position Data - Tax Rate page).

Account, Tax Class, and Tax Amount	Displays the default values from the Position Data - Tax Rate page. The tax amount is the tax cost that is associated with the particular tax class.
Tax Applied and Amount Remaining	Displays a running total of the taxes applied and amount remaining. Compare the tax amount with the tax applied. The amount remaining is the difference between the tax amount and the tax applied. It is the amount of the tax costs that remains to be distributed to dimensions.
Apply Salary Distribution	Click to use the same dimension values that you use for the salary distribution. If the option is disabled, it indicates you are already applying the salary distributions. You will need to go to the Position Data - Salary Distribution page to clear the Apply Salary Distributions option if you want to apply a different dimension distribution.
Percentage	Enter a percentage to indicate the portion of the tax amount that you want to charge to the associated dimension distribution. Enter the percentage as a whole number. For example, enter 30 for 30 percent. Note. If the Percent field is disabled, it may mean that Apply Salary Distributions check box is selected on the Position Data - Salary Distribution page.
Amount	Displays the amount of the tax cost as determined by the percentage that you entered. For each distribution line, select values for the dimensions that represent the budget to which you are distributing the taxes. You may distribute these tax amounts and other related position costs across multiple planning centers.
Total Tax	Displays the sum of the calculated tax amount for all taxes that are assigned to the position or an employee assigned to the position.
Total Tax Applied	Displays the sum of all taxes that are distributed for the position or an employee assigned to the position.
Amount Remaining	Displays the difference between the total tax and the total tax applied. This value is the tax amount for all tax classes that remains to be distributed to dimensions.

Filling Positions

This section discusses how to:

• Select an employee.

• Assign an employee to a position.

• Update employee job details.

Pages Used to Fill Positions

Selecting an Employee

Access the Position Data - Fill Position page (from the Position dropdown list box in the Action menu on the Position Overview page, select Fill, and then click Go).

Employee ID

Enter the employee ID to assign to a position. The Employee Job grid will display any current position data and employee record numbers associated with that employee. If the system cannot locate any positions or employee record numbers associated with the selected employee ID, the list is empty. Note. When employee job data exists for the employee, you may access that information in step 2. Click the Position Data number link to access the Position Data page that the employee is assigned. Click the Empl Rec# link to access the Position Data - Employee Job History page.

Add New/Concurrent Job

Click the link to access the Position Data - Employee Job History page and assign an effective date and position number to the employee to automatically generate their new employee record number.

Assigning an Employee to a Position

Access the Position Data - Employee Job History page (click the Empl Rec# link on the Position Data - Fill Position page).

The information in the Job History grid is associated with the selected employee ID and employee record number.

General

Details

Updating Employee Job Details

Access the Position Data - Employee Job Detail page (click the Job Detail link on the Position Data - Employee Job History page).

Action/Reason	Select the reason for the modification. All codes are for informational purposes, except the terminate action, which will discontinue using the job record and pick up the position default instead.
Job Code	Enter the job code associated with the existing employee. The default comes from the job code located on the Position Data - Employee Job History page. When a position is not filled, the job code default for a position is initially defined on the Position Data page. The system updates the compensation and distribution defaults based on the job code defaults if you change the job code for an existing employee.
Standard Hours	Displays the hours calculated based on the employee history from human resources.
FTE (full-time equivalent)	Displays the FTE calculated based on employee history from human resources. If the coordinator does not select Salary Override Allowed for the job code defaults and you modify the FTE, the system automatically updates the salary amount for the employee, based on the salary plan, grade, and step defaults. Click Apply FTE to update the salary based on your FTE change.
Sal Plan (salary plan), Grade, and Step	Displays the salary data defaults from the Position Data page and is associated with the job code. If the Amount Override Allowed option is selected for the salary group on the Salary Group page, you can modify the salary plan.

Note. The currency code associated with the salary and related compensation expenses for the position cannot be changed during the edit position budgeting process.

You can also access additional pages for salary, earnings, allowances, benefits, and job history using the links at the top of the page.

Terminating Employee Jobs and Positions

This section provides an overview of job and position terminations in the position budgeting activity and discusses how to terminate jobs and positions.

Understanding Job and Position Terminations in the Position Budgeting Activity

Suppose that you are budgeting for 2006 and have a few positions that would no longer exist in May 2006 (due to office closures, for example). You would need to budget for these positions for only four months of the 2006 budget year.

To terminate these positions, you could:

• Use the budget factor on the Position Data default page.

  Use this option depending on how you want to spread the expense. For example, if you are creating an annual budget, you can enter a budget factor of .3333 to represent one third of the year. The result is that only this amount of expense gets into the line item activity and is distributed across all budget periods defined in the scenario.

• Manually terminate the current employee from the position on a defined end date on the Position Data - Employee Job History page.

  If the position is filled, use the Action/Reason of Terminate on the Position Data - Employee Job History page to terminate the employee on the defined effective date. You may need to add a new effective date on the Position Data - Employee Job History page if a different effective date is required than available. Performing no action against the position default will allow expenses to be picked up from the position default beyond the employee termination date and forward.

• Terminate the current employee and/or position on the effective date defined on the Position Data - Terminate Employee and Position page.

  When you have multiple employee and positions to terminate on the same effective date, use this page to perform terminations of employees and/or positions.

Page Used to Terminate Employee Jobs and Positions

Terminating Jobs and Positions

Access the Position Data - Terminate Employee and Position page (from the Position dropdown list box in the Action menu on the Position Overview page, select Terminate, and then click Go).

Effective Date	Enter the date that you want to terminate the employee jobs or positions.
Position, Employee ID, Job Code, or Union Code	Enter the desired search criteria to search for the employee job or position that you want to terminate.
Include Position Default Data	Select to include the position default data associated with the employees in your search. You cannot terminate only a position when an employee is filling the position. You must also terminate the employee to terminate the position. Note. If you no longer want the position default expense to be picked up after the employee is terminated, you will want to also terminate the position default record so the system does not treat it as an unfilled position the remainder of the budget year.
Terminate	Click to terminate all employee jobs or positions that are selected in the Position Details grid. When performing the termination, you will be required to confirm the action before the process is executed.

Note. You can transfer positions between planning centers. Alternatively, you can use this terminate page to remove position-related expense from your planning center, and then the other planning center would need to insert position data by adding a new position.

Deleting Employee Positions

This section provides an overview of deleting employee positions and discusses how to delete positions.

Understanding Deleting Employee Positions

When you delete positions, you are removing any record of a position number that was defined within your planning center. Any employee job records associated with the position are also removed. Unlike the terminate action that is applied on a specific effective date, no date is associated with deletions. No record or audit trail will exist when you use the Position Data - Delete Position page.

Page Used to Delete Employee Positions

Deleting Positions

Access the Position Data - Delete Position page (from the Position dropdown list box in the Action menu on the Position Overview page, select Delete, and then click Go).

Position, Job Code, or Union Code	Enter the desired search criteria to search for the positions that you want to delete.
Delete	Click to delete all positions selected in the Position Details grid. When performing the position deletion, you will be required to confirm the action before the process is executed. Note. You may not be able to delete position numbers from the activity when a corresponding position number exists in PeopleSoft Human Resources Management System. The position would not appear in the grid.

Note. If you delete a position, the system removes from the position activity all effective-dated rows for that position. If you select the Using HR Position Numbersoption on the Position Data Defaults page, you can only delete positions that are not in the POSITION_DATA table. This option prevents you from deleting positions that were imported from human resources. If you do not use position numbers with your human resource data, or for newly added position within the activity, you will be able to delete any of the positions.

Permission for a role to delete positions is granted using the User Roles page.

See Reviewing User Roles.

Transferring Employee Positions

This section provides an overview of transferring employee positions and discusses how to transfer positions.

Understanding Transferring Employee Positions

When you transfer positions, you are transferring the ownership of the position from one budget center to another. A position can be owned by only one budget center regardless of the distributions of all of the position costs. In other words, a position's ownership is independent of its cost distribution(s). Distributions must be updated manually to reflect any necessary changes.

Note. When submitting budgets that have transferred positions, each planning center must submit the same version, or the position data will be incorrect.

Positions can be transferred only if the following conditions are met:

• The position must be active.

• Both the source and target budget centers must be in open status.

• Transfers can take place only within the same budget version; transfers cannot be applied across versions.

• The role that is associated with the current UserID must have the authority to transfer positions.

  Permission to transfer positions is granted using the User Roles page (Planning and Budgeting, System Administration, Administer User Security, User Roles).

  See Reviewing User Roles.

Note. You can transfer filled positions, but all of the corresponding distributions for both position and incumbent must be corrected manually.

Keep the following considerations in mind regarding position transfers:

• A position that has been transferred can only be modified by the original budget center preparer(s) up to the effective date of the transfer.

  As of the effective date of the transfer, only the target budget center preparer(s) may modify the position. Adjustments made prior to a future-date position transfer will not apply to the position beyond the effective date of the transfer. Adjustments that are necessary beyond this date must be done in the target budget center.

• When a position is transferred to a different budget center, the corresponding HR Dept will be changed to the one that is associated or mapped to the target budget center.

• When a position is transferred, all of its associated attributes (earnings, taxes, and so on) and incumbent(s) are transferred.

  Note. Any employees in terminated status as of the transfer date are not transferred.

• After a position has been transferred, it can be transferred back to the original budget center using the same effective date.

• If more than one active employee is associated with a position, each of the employees will be transferred.

• Amounts calculated towards max-gross tax are not carried over from one planning center to another during a transfer, therefore tax amounts could be incorrect.

• All position transfer transactions are logged in PS_BP_POS_XFER_TBL for audit purposes. You can use this table to build a custom report or PS/Query of position transfer activity. A page is not available for viewing position transfer transactions.

• If the effective date of the position transfer is the same as the scenario start date, the position will no longer appear in the originating planning center.

Page Used to Transfer Positions

Transferring Positions

Access the Position Data - Transfer Position page (From the Position dropdown list box in the Action menu on the Position Overview page, select Transfer, and then click Go).

Specifying the Transfer Parameters

Complete the following fields to specify the position transfer parameters.

Click Search to populate the Transfer Position selection grid with the positions that match the search criteria.

Executing the Transfer

Select one or more positions within the Transfer Position selection grid, and then click Transfer. If you did not specify the target planning center and HR department in the search criteria, then you will need to select the values in those fields before you can transfer the positions. When the transfer is successful, a position note with details of the transfer is automatically added to both the source and target planning centers.

Applying Compensation Adjustments and Analyzing Position Costs

This section provides overviews of how to make compensation adjustments and adjustment methodologies and discusses how to:

• Adjust salary, benefit, or earnings position data.

• Adjust overtime/shift pay position data.

• Analyze position costs.

Understanding How to Make Compensation Adjustments

Use the salary, earning, and benefit adjustment pages to modify these amounts. Make these compensation adjustments for the entire planning center or by job code, position, or union code. Apply these changes to the employee, default position data or all within the planning center based on your search criteria. The system withholds from all adjustments activities or positions that are selected to be excluded from budget calculations.

In Planning and Budgeting, adjustments to salary increase or decrease the base salary amount. This is not the case for earnings and benefits. Earnings and benefits adjustments are not applied against a base earnings or benefits amount. If you are using the percentage basis, you change the percentage that is applied to the salary to calculate the earnings and benefits amounts. If you are using the amount basis, you change the fixed amount used as the earnings and benefits amounts. You cannot make mass adjustments to employer paid taxes using this option.

Make cost adjustments to:

• Modify the salary amount for employees and position defaults.

• Modify the overtime/shift pay amount for employees and positions defaults.

• Modify the earnings amount for employees and position defaults.

• Modify the benefits amount for employees and position defaults.

Understanding Adjustment Methodologies

This table presents examples of the different methodologies that Planning and Budgeting uses for making adjustments:

Pages Used to Apply Compensation Adjustments and Analyze Position Costs

Adjusting Salary, Benefit, or Earnings Position Data

Access the Position Data - Salary Adjustment, Benefit Adjustment, or Earning Adjustment pages (on the Position Overview page select values from the Adjust and By dropdown list boxes in the Action menu and the click Go).

The Position Data - Benefit Adjustment, Earning Adjustment, and Salary Adjustment pages use the same process. The terms below are applicable for all these pages; however, adjustment total terms represent the type of adjustments.

The Adjustment Details grid shows the results of the search criteria you entered. Values in the grid will varying depending upon the type of adjustment you are performing. The grid provides information for before, proposed, and projected adjustments for each row.

Note. If you are adjusting earnings, you are required to specify the earnings code. If you are adjusting benefits, you are required to specify the plan type. You cannot adjust one-time payments. Adjustments to employer-paid taxes are not available.

Adjusting Overtime/Shift Pay Position Data

Access the Position Data - Overtime Earnings Calculation page (from the Adjust dropdown list box in the Action menu on the Position Overview page, select Overtime/Shift Pay: then from the By dropdown list box select All, Job, Position, or Union, and then click Go).

Search Criteria

Enter values in these fields to specify the positions you want to make adjustments to. The positions that match these criteria appear in the Adjustment Details grid when you click the Find button.

Adjustment Options

Adjustment Details

Analyzing Position Costs

Access the Position Budgeting Analysis page (click the Position Budgeting Analysis link in the Action menu on the Position Overview page.)

Role Name, Business Unit, Planning Model ID, Activity, Scenario, Planning Center, and Budget Version	Select the desired criteria to run a position budgeting analysis report. When you access the page from the Position Overview page, the criteria are auto-populated based on the planning center, activity scenario and version you are working with.
Labels	Select the type of labels to display in the analysis report. Values are: Code, Code and Description, or Description.
Run	Click to display the results of your selected analysis criteria.

Selection Criteria	Click to access the Position Budgeting Analysis page to modify your criteria for analysis and reporting.
Workspace	Click to access and return to My Planning Workspace.
Preferences	Click to access the Preferences dialog box and hide or display values in specific grid columns, save your layout, or delete your settings.
Job Code, Account, EmplID (employee ID), and Budget Period	Select the desired values to dynamically update the grid with the corresponding information. Note. You can drag the sphere icon to the left of any dropdown list box and label and drop it in the left column or header of the grid to dynamically update the grid's layout.
Salary Amount, Earnings Amount, Allowance, One Time Pay, Benefits Amount, Tax Amount, FTE, and Budget Impact	Displays the corresponding values. Note. You can drag the cube icon to the left of any column label or drop it above the grid among the dropdown list boxes to dynamically update the grid's layout.

Viewing Position Budgeting Default Data

This section discusses how to view position budgeting default data.

Pages Used to View Position Budgeting Default Data

Viewing Position Budgeting Default Data

Access any human resource defaults page (select Action, Earning, Job Code, Tax, or Union from the View HR Defaults dropdown list box in the Action menu on the Position Overview page, and then click Go).

With the exception of the Earnings Code page, all of the human resource defaults pages are view-only and display attributes and default information available to the user in the position budgeting activity.