Budget Prep System TrainingBudget Prep System Training

Sheri AustinSheri Austin University Budget Director University Budget Director

Office of the ProvostOffice of the Provost

ObjectivesObjectives

2008-09 Budget Allocation2008-09 Budget Allocation

2008-09 Budget Preparation Timetable2008-09 Budget Preparation Timetable

Reviewing How to Use the Revamped Reviewing How to Use the Revamped Budget Prep System Budget Prep System

Budget Prep SystemBudget Prep SystemDesigned to load State Appropriation into PeopleSoftDesigned to load State Appropriation into PeopleSoft

Available at: my.ufl.edu > Budgeting > UF Budget PreparationAvailable at: my.ufl.edu > Budgeting > UF Budget Preparation

2008-09 Budget Preparation 2008-09 Budget Preparation TimetableTimetable

DateDate TaskTask

May 1,2008May 1,2008 System is open to University Budget Office to load System is open to University Budget Office to load initial controls.initial controls.

May 9, 2008May 9, 2008 System is open to colleges and centers to distribute System is open to colleges and centers to distribute controls to departments.controls to departments.

June 9 2008June 9 2008 Colleges and centers finish budget preparation.Colleges and centers finish budget preparation.System is closed to colleges and centers.System is closed to colleges and centers.

June 27, 2008June 27, 2008 University Budget Office loads 2008-09 budget University Budget Office loads 2008-09 budget allocation into PeopleSoftallocation into PeopleSoft

Business ProcessBusiness Process

Load controls to VPs, Colleges, and Load controls to VPs, Colleges, and CentersCenters

Distribute budget to departmentsDistribute budget to departments

Manage employee job, position, Manage employee job, position, distribution and benefit information for distribution and benefit information for budget preparation purpose.budget preparation purpose.

Our navigation beginsat “Budgeting”

Budget Control PageBudget Control Page

There are two ways to search

You cansearch by

View Only

As you add/change,it will be reflected here

UF Budget Control - CollegeUF Budget Control - College

New SectionIn BPS

New SectionIn BPS

IFAS controls by Department, Fund, and Program

All Other Areas control by Department and Fund

Suppt/Waiver PageSuppt/Waiver Page

Enter Support Budget of each Department and Fund

Position PagePosition Page

More Search Options on Positions

Identify positions that are part of the 2008-09 Budget Reduction as “Recalled”

Person PagePerson Page

View/ModifyExisting Employee

For existing employee, this information will be viewable only to colleges and centers,

but editable by university budget office

For Job Information and Amounts, this is whereyou will make changes for the employee

Add/Delete JobsRemember to Save Changes

Modify JobsRemember to Save Changes

Add New EmployeeWho is in UF Directory

For a new employee, this information will be editable

Update Benefit

Assign Salary and FTEUpdate Job

Assign Salary and FTE

Remember to Click the Save Button After Entering

the Salary and FTE

Fund the Job by Clicking on the Distribution Button

Distribution PageDistribution Page

Mass DistributionMass Distribution

Distribute Vacant Positions

ReportsReports

Enterprise Reporting > Financial Information > Budget Enterprise Reporting > Financial Information > Budget > Budget Preparation> Budget Preparation

Changes were made to Budgeted Lines Report

Reminder about reviewing Unassigned Report and Undistributed Report

Most Recent Active Job Data Date: April 17, 2008Most Recent Active Job Data Date: April 17, 2008