Overview

Background

The Department Budget Table is used to budget salary expenses by department, position pool, job code, position number, appointment, or any combination. Set budget caps at each level—for earnings, deductions, taxes, or total expenditures—to ensure lower-level budgets don't exceed higher-level limits. These caps are not used for encumbrance or actuals processing; only budget amounts are used for that purpose.

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.

Department Budget Table Hierarchy

The graphic illustrates the department budget table hierarchy, showing the incumbent falling toward layered hammocks that represent in order:

• Appointment
• Position
• Pool ID
• Department

Review existing setup

• Step 1: Open the Navbar button.

  

• Step 2: Navigate to  Menu > Set Up HCM > Product Related > Commitment Accounting > Budget Information > Department Budget Table USA

   

• Step 3:  Enter Set ID and any other information to narrow the search.

  

• Step 4: Click Search.

  

• Step 5: Click a row to view the details.

  

• Step 6: Review the existing configuration.

  

Configure Department Budgets for a New Fiscal Year

To complete the configuration, make sure that you visit and complete all tabs.

• Open the Navbar button.

  

• Navigate to Menu > Set Up HCM > Product Related > Commitment Accounting > Budget Information > Department Budget Table USA

   

• Click Add a New Value.

  

• On the Add a New Value page:

  1. Enter Set ID
  2. Enter Department
  3. Enter Fiscal Year
  4. Enter Budget Level
  5. Click Add.

  

• Complete the Dept Budget Date tab

  Step 1: On the Dept Budget Date tab,

  1. Enter the Budget Begin Date,
  2. Enter the Budget End Date
  3. Enter the Offset Group.

  

  Step 2: Modify the Budget Cap if applicable.

  

  Step 3: Complete the Effective Date field in the Suspense Combination Code section.

  

  Enter a Combination Code

  Use this procedure to enter combination codes on the Dept Budget Date tab.

  Step 1: Click ChartField Details to enter a Combination Code.

  

  • The ChartField Common Component opens.

  Step 2: Select the combination code:

  1. Use the Lookup to find the Combination Code.
  2. Click Search

  

  Step 3: Select the Combination Code.

  

  Step 4: Click OK.

  

  Step 5: Double check work before moving to the Dept Budget Defaults tab.

• Complete the Dept Budget Defaults tab

  Step 1: Click the Dept Budget Defaults tab.

  

  Step 2: Confirm the values at the top of the page. These values carry over from the Dept Budget Date.

  

  Step 3: Complete the Funding Defaults section.

  

  Step 4: Click Chartfield Details to add combination codes for deductions and taxes. See Enter a Combination Code.

  

  Step 5: Adjust Account Overrides as needed.

  

  Step 6: Review your work before going on to the Dept Budget Earnings tab.

• Complete the Dept Budget Earnings tab

  Step 1: Click the Dept Budget Earnings tab.

  

  Step 2: Complete the Level section.

  

  Step 3: In the Earnings Distribution section, click the Combination Code Description tab.

  

  Step 4: Click Chartfield Details to enter a combination code. See Enter a Combination Code.

  

  Step 5: Confirm the combination code is now visible on the Combination Code tab. The combo code is now on all the Earnings Distribution tabs.

  

  Step 6: Enter the Sequence Number.

  

  Step 7: Review your work before you move on to the Dept Budget Deductions tab.

• Complete the Dept Budget Deductions tab

  Step 1: Click the Dept Budget Deductions tab.

  

  Step 2: Verify all fields are correct.

  • Be sure to check each tab in the Deduction Distribution section.
  • Confirm the Sequence Number.

  

• Complete the Dept Budget Taxes tab

  Step 1: Click the > button to see the Dept Budget Taxes tab.

  

  Step 2: Click the Dept Budget Taxes tab.

  

  Step 3: In the Tax Distribution section, click the Combination Code Description tab to enter combination codes.

  

  Step 4: Click Chartfield Details to enter a combination code. See Enter a Combination Code

  

  Step 5: Click the Combination Code tab.

  

  Step 6: Enter the Sequence Number and Distribution percentage.

  

  Step 7: Review all the tabs in the Tax Distribution section to ensure your work is correct.

  

• Click Save.

  

End of Article