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Prior Payroll System (BPP) Pay-Budget Record
Information from the OUS Financial Administration Standard Operating Manual (FASOM)
Employee Data -- Data Elements Associated with the Pay-Budget Record
The Pay-Budget File
The pay-budget file contains a separate pay-budget record segment for each pay account from which an employee is budgeted to receive pay, from which he or she has received pay, or in which funds are encumbered for his or her anticipated payroll expenses. Each record segment contains the following information:
- budgeted pay
- forecast monthly pay
- actual monthly pay
- payroll encumbrance information
Pay/Budget Data Element List
The following table lists the pay-budget data elements in numerical order. The unnumbered elements--Option Code, Action Code, Control, Projected Amount and Monthly FTE--are not maintained as a part of the pay-budget file data, but are used during the input process to control or modify the input of other data elements.
Number Element Name Format 65 SAIF Deduction Amount N.NN 111 Fiscal Year NN 113 Record Status A 114 Pay Start Date NNNN 115 Pay Stop Date NNNN 116 FTE - Fall Term N.NNN 117 FTE - Winter term N.NN 118 FTE - Sprint Term N.NN 119 FTE - Summer Term N.NN 120 FTE - Original Budget N.NN 121 Original Budget Amount NNNNN 122 Forecast Monthly Pay NNNNN.NN 123 Actual Monthly Pay NNNNN.NN 125 Process Date NNNNNN 176 Project Encumbrance Amount NNNNNN 177 Current Annual FTE N.NNN 178 Current Budget Amount NNNNN 180 Prior Fiscal Year Pay NNNNN.NN 400 Pay Account Number Action Code AA Control NNNNN.NN Monthly FTE N.NNN Option Code NN
Pay/Budget Data Element Descriptions
This element contains the current monthly deduction amount. It is entered automatically for employees with Forecast Monthly Pay (122). If a different amount should be deducted monthly from the employee's pay for SAIF, the correct amount can be entered through terminal program FBU.
This element contains the last two digits of the fiscal year to which the pay-budget record applies.
The element contains a code indicating the status and type of record. It is required for all pay record segments. Code "P" is system-generated for "payroll actual" segments.
A Active pay record. I Inactive, has a past Pay Stop Date. B Budget position only. The record was created to budget for an unfilled "TBA" position. E Encumbrance only. The record was entered to encumber anticipated payroll expenses. Actual pay will be by time card. P Payroll actual only. The record was computer-generated to record actual pay to the employee. No pay was budgeted or forecast for the employee from this account. D Delete. This code is used to delete pay records entered in error. When the code is entered, the complete record is immediately expunged. However, a "delete" transaction is rejected if the pay record has an amount in Original Budget Amount (121) or if the employee has been paid from the account during the current fiscal year.
This element contains the month and day when forecast pay from an account starts. The date entered cannot be in a past month. Forecast pay cannot be entered for months prior to Pay Start Date When two pay segments for a single 24-digit Pay Account Number are needed because of a future FTE change, the two segments cannot be active at the same time. The Pay Stop Date of one must precede the Pay Start Date of the other.
This element contains the month and day when forecast pay from an account stops. If no date is present when an employee is terminated, or if the date is later than the Termination Date (005, TRMD), the Termination Date is used to generate a Pay Stop Date. The date entered cannot be earlier than the last day of the previous month. If the last day for which the employee is to receive pay is other than the last day of the month, one of two things must be done:
- Monthly Forecast Pay (122) must be adjusted to the appropriate amount.
- Pay Stop Date must be entered as the last day of the last full month worked, and the employee must paid by time card for the partial month.
Four different elements fall under this heading:
- FTE - Fall Term (116)
- FTE - Winter Term (117)
- FTE - Spring Term (118)
- FTE - Summer Term (119)
These elements indicate the fraction of full time that an employee works during a given term. They are computer derived for faculty and graduate assistants during the automatic pay calculation process. Term FTE is based on the employee's forecast pay for the first full school month each term (i.e., October, January, April or July). When Forecast Monthly Pay (122) for these months is entered or changed, Term FTE is calculated as follows:
12-month employee: (12 x Forecast Monthly Pay)/Annual Salary Rate
9-month employee: (9 x Forecast Monthly Pay)/Annual Salary Rate
The sum of FTE figures for all accounts from which an employee receives pay cannot exceed 1.000 during any one term. If derived FTE is inaccurate, correct Term FTE may be entered.
This element represents the proportion of full-time effort to be funded during the fiscal year from an account. For each employee or position, the sum of FTE - Original Budget amounts for all accounts from which the employee or position is paid cannot exceed 1.000. This element is required for all budgeted positions and for all employees paid by forecast pay.
This element contains the total fiscal-year amount originally budgeted for an employee from all accounts from which he or she is paid. It may contain a whole-dollar amount only. When initially entered, Original Budget Amount must equal the sum of all Forecast Monthly Pay (122) amounts budgeted for the employee from the accounts. It does not change after the initial budget is "frozen" by the Budget and Fiscal Policies Division. This element is required for all budgeted positions and for all employees paid by forecast pay. Original Budget Amount should not exceed an unclassified employee's annual rate as calculated from Salary Rate (015, SAL) and Salary Rate Qualifier (016, QUAL). Current Annual FTE times annual salary rate should equal Original Budget Amount.
This element enables automatic calculation of Forecast Monthly Pay (122). It specifies how an employee's Current Budget Amount (element 178) or Control amount is distributed among the months of the fiscal year. This element is optional for faculty and graduate assistants; it is not applicable to other employees. When an Option Code is entered, an action code must be entered in the NEXT ACTION field.
Code Pay Distribution July Aug Sept Oct Nov Dec Jan Feb Mar April May June 01 1/12 1/12 1/12 1/12 1/12 1/12 1/12 1/12 1/12 1/12 1/12 1/12 02 1/18 1/9 1/9 1/9 1/9 1/9 1/9 1/9 1/9 1/18 03 1/18 1/9 1/9 1/18 1/9 1/9 1/9 1/9 1/9 1/9 04 1/6 1/6 1/6 1/18 1/18 1/18 1/18 1/18 1/18 1/18 1/18 1/18 05 2/15 2/15 2/15 1/15 1/15 1/15 1/15 1/15 1/15 1/15 1/15 1/15 06 1/10 1/10 1/10 1/10 1/10 1/10 1/10 1/10 1/10 1/10 07 2/19 2/19 2/19 2/19 2/19 2/19 2/19 2/19 2/19 1/19 08 1/6 1/3 1/3 1/6 Pay Start Month = 9 08 Pay Start Month = 1 2/5 2/5 1/5 08 Pay Start Month = 3 1/6 1/3 1/3 1/6 88 The amount entered in Control is entered automatically in Forecast Monthly Pay (122) for each month from Pay Start Date (114) to Pay Stop Date (115). 99 The amount entered in Control is automatically divided equally among the months from Pay Start Date (114) to Pay Stop Date (115) and entered in Forecast Monthly Pay (122).
An Action Code may be entered in the NEXT ACTION field when using terminal programs FBU or ABU to enter pay-budget data. This will cause the computer to perform a number of calculations. An Action Code must be entered to make use of Option Code for automatic calculation of Forecast Monthly Pay (122).
Note: The use of Action Codes as described below applies only to faculty and graduate assistants. An Action Code may also be used to calculate Forecast Monthly Pay for classified employees.
The function of each Action Code is described below:
CP: Entering this Action Code causes Forecast Monthly Pay to be calculated using Control or--if no amount was entered in Control--the product of Monthly FTE and Salary Rate (015, SAL). This amount is divided among the months from Pay Start Date to Pay Stop Date based on the Option Code fractions for those months. Further, if no amount has been entered in Current Budget Amount, that field is calculated by adding past Actual Monthly Pay and future Forecast Monthly Pay for the remainder of the fiscal year.
C: Entering this Action Code causes Forecast Monthly Pay to be calculated using the product of Current Annual FTE and Salary Rate (105, SAL). This amount is divided among the months from Pay Start Date to Pay Stop Date based on the Option Code fractions for those months. When this Action Code is used, Current Budget Amount must be entered manually; it is not calculated automatically.
CD: Entering this Action Code causes Original Budget Amount to be calculated by multiplying Original FTE by Salary Rate (015). Further, the values of FTE-Original Budget and Original Budget Amount are entered into Current Annual FTE and Current Budget Amount fields if those elements are blank.
CF: Entering this Action Code causes FTE-Original Budget to be calculated by dividing Original Budget Amount by Salary Rate (015). Further, the values of FTE-Original Budget and Original Budget Amount are entered into Current Annual FTE and Current Budget Amount fields if those elements are blank.
After calculations applicable to Action Codes CD or CF have been performed, Forecast Monthly Pay is calculated for each pay account by multiplying monthly Option Code fractions by Current Budget Amount. This procedure is used for all months except June; June forecast pay is the Current Budget Amount minus the total forecast amounts for all other months.
The Control field has three uses:
- An amount must be entered in the Control field when an amount is entered in element 122, Forecast Monthly Pay. The Control amount must be the sum of the amounts entered in forecast pay fields on the transaction. For example, if May and June forecast pay amounts are changed from $400 to $450, $900 must be entered in Control. If the change is to delete forecast pay, and there is no other pay change, Control must be blank. An audit message will inform the terminal operator if the forecast pay inputs and Control amounts are not equal.
- When Option Code 88 or 99 is used, the Control amount is used to determine Forecast Monthly Pay from Pay Start Date to Pay Stop Date.
- When Action Code CP is used for faculty or graduate assistants, the Control amount is divided among the months from Pay Start Date to Pay Stop Date based on the Option Code fractions for those months.
This element contains the amount of pay an employee is scheduled to receive from an account each month during a fiscal year. It is optional. When making original annual budget entries, enter anticipated amounts for the full fiscal year. Their total should equal Original Budget Amount (121). Enter subsequent changes to Forecast Monthly Pay only for the months from the time of entry on. For classified employees, the sum o f Forecast Monthly Pay for all active accounts for the current month must not exceed Salary Rate (015, SAL).
Forecast Monthly Pay can be calculated automatically for faculty and graduate assistants and for classified employees:
- Forecast Monthly Pay can be calculated automatically and entered for faculty and graduate assistants as described in the Option Code and Action Code sections. When this is done, Forecast Monthly Pay for all accounts could differ from total Current Budget Amount (178) because of rounding. Terminal operators can change calculated amounts.
- For classified employees, Forecast Monthly Pay is calculated automatically when the Action Code "CP" is entered in NEXT ACTION. In this case, the product of Salary Rate (015, SAL) and Monthly FTE is entered for each month from Pay Start Date (114) to Pay Stop Date (115). This should be done whenever Salary Rate or Monthly FTE is changed. When a change to Salary Rate is entered with a future Effective Date (002, EFF), Forecast Monthly Pay is updated, but the new Salary Rate is placed on the pending file. The old Salary Rate remains on the current file until the effective date, when the new Salary Rate is activated.
When Salary Rate or Monthly FTE changes, Forecast Monthly Pay can be automatically recalculated for classified employees using terminal program FBU:
Enter the Effective Date; Transaction Reason Code (076, TRAN) 311, 312 or 313; Personnel Action Number (052, PA#); Pay Start Date (114), new Monthly FTE, and the Action Code "CP" after NEXT ACTION. Forecast Monthly Pay is updated when the transaction is entered. If Salary Rate is changed without updating Forecast Monthly Pay on the same transaction, Monthly FTE is incorrectly recalculated by dividing the old Forecast Monthly Pay amount by the new Salary Rate. The correct Monthly FTE must be entered, overriding the calculated FTE, to automatically recalculate Forecast Monthly Pay correctly.
This element is computer derived after each payroll. It contains the actual pay disbursed to the employee by month and account, and it includes payroll adjustments. When an employee is paid from one account for two positions in the same month, the total pay is posted to the pay-budget records for the first position number encountered on the employee's record. Only current fiscal year pay is recorded in this element. Non-current pay for a prior fiscal year is recorded in Prior Fiscal Year Pay.
The value of this computer-calculated field equals the sum of actual pay to date for the current fiscal year and Forecast Monthly Pay (122) for the balance of the fiscal year.
This computer-derived element contains the date on which the pay-budget transaction was processed.
The element contains the total project encumbrance amount for the position in whole dollars. It is used to calculate payroll encumbrances for grants and contracts. The encumbrance amount is reduced each month by the actual payroll amount. At the end of the fiscal year, the balance is carried forward to the next fiscal year. This element is optional.
Current Annual FTE is the FTE applicable to an employee and account for the current fiscal year. At the start of a fiscal year, Current Annual FTE and FTE - Original Budget (120) should be equal. During the year, changes are applied to Current Annual FTE, not to FTE - Original Budget.
If the sum of Current Annual FTE for all active accounts exceeds 1.000 when a pay-budget record is updated, the terminal operator is alerted with advisory audit 2108, FTE Greater Than 1.000.
This element is required for all budgeted unclassified positions and all unclassified employees to be paid by forecast pay using 101XX or 106XX account codes. The sum of Current Annual FTE for all accounts is placed in Position FTE (044, PFTE) for unclassified employees each time Current Annual FTE is entered or changed.
This element is optional for classified employees. Position FTE is not automatically updated when Current Annual FTE is changed for classified employees.
This element is computer derived for classified employees, but not for other employees. Monthly FTE is calculated by dividing element Forecast Monthly Pay (122) for the current month by element Salary Rate (015, SAL). This calculation is performed each time a pay-budget record is displayed for a classified employee with terminal program PBD or FBU. Monthly FTE is not stored on the data base.
Monthly FTE can be entered for faculty and graduate assistants and used with Salary Rate and the Action Code "CP" to calculate Forecast Monthly Pay automatically.
This element contains fiscal-year budgeted pay for each account from which an employee has received or is scheduled to receive forecast pay. Initially, Current Budget Amount is the sum of Forecast Monthly Pay (122) amounts for the fiscal year and usually equals Original Budget Amount (121). Thereafter, Current Budget Amount is updated by terminal to reflect budget changes.
This element contains the amount of pay an employee has received for a prior fiscal year during the current fiscal year. It is computer derived.
This element contains the account number from which the employee will be paid. This number is required and must be on the Chart of Accounts. An account code is required and must be in the 10XXX series.