Annual Budget Preparation Checklist

2025 Annual Budget Preparation Checklist

Budget Contact Recipients

If there is anyone you would like added or removed from the Budget Contacts distribution list, please email their names to Cynthia Fetsch. The distribution list is used throughout the Annual Budget process to disperse information.

Budget Module Access

• Sign-In to HRMS to check for Budget Module access
  
  • Use your IDM PeopleSoft sign-on and password. Note that some individuals may have a secondary UserID
  • NavBar>ND HE Applications>Budgeting>HR (Salary and DBT) Budgeting and/or FIN Budgeting
  • Recommended web browsers are Chrome and Mozilla Firefox
• Add or remove users to the Budget Module using the Budget Module Access Request Form
  
  • Return the spreadsheet to Cynthia Fetsch no later than Monday, February 12th.
  • Personnel budget access - check NDU_D_WBB_HR (HRMS Staff Roles - green)
  • Operating budget access - check NDU_D_WBB_Budget (Budget Staff Roles - purple)
  • Indicate the department number(s) on the spreadsheet

Review the "Prepare for Budgets" Report to Verify HR Data

• Run the HE Prepare for Budgets Report in HRMS
  
  • NavBar>ND HE Applications>Budgeting>HR (Salary and DBT) Budgeting>HE Prepare for Budgets Report
  • Budget Unit = 230 (SMHS is 232)
  • Year = 2025
  • This report returns data that is currently in the Budget Module (initial budget upload information, as well as Permanent changes made throughout the current fiscal year, are included)
• Check the Starting Budgeting Salary for each position
  • This is the salary on which the 2025 increases will be calculated
  • If incorrect, please contact Human Resources to update salary
• Check the Budget Status for each position
  
  • Positions listed as "On Probation-Not Budgetable" are not eligible for any increase on July 1
  • If incorrect, please contact Human Resources to verify probation date
• Combo Code
  • Changes for upcoming year will be made within the Budget Module during Annual Budget
• DBT Budget Amount
  • This amount may differ from the Starting Budget Salary amount if there are multiple Combo Codes or a change was made during the year
  • The dollar amount should be manually updated within the Budget Module during Annual Budget
• Distrib %
  • A percentage, instead of a dollar amount, may be listed if a Permanent change was made during the year
  • The percentage will need to be changed to a dollar amount within the Budget Module during Annual Budget

Inactivate Funds That Are No Longer Used

• Before a fund can be inactivated:
  • Verify the fund balance [asset account #'s (1XXXXX) plus liability account #'s (2XXXXX)] are zero by running a Trial Balance in PeopleSoft Finance
  • Inactivate the fund(s) by completing the Fund Number Request Form and emailing to Sharon Loiland

Vacate Position(s) as Needed

• Follow the procedures in Manager Self Service to terminate the current employee
  
  • If applicable, follow the Reduction in Force policy/procedure
  • The change will be entered into HRMS and flow through into the Budget Module
  • Contact Human Resources if you have questions

Inactivate Positions That Will Not be Used in 2025

• Submit a Position Request/Change Form to Human Resources and list the reason for inactivation under "Additional Information"
  • The form will be entered into HRMS and flow through into the Budget Module
  • Contact Human Resources if you have questions

Temporary Salary Adjustments

In previous years, there has been an issue with employees that had a temporary salary adjustment during the current fiscal year and the salary increase calculated in the Budget Module based on the temporary salary amount. To prevent this from happening in FY2025, Human Resources has provided instructions to make corrections.

• Review the FY25 Employees with Temporary Salary Adjustment Instructions document for further details and for an example from a previous year.
• If applicable, submit the appropriate Job Data Change forms for the position(s)
  • Contact Heidi Gerszewski at 777-4988 with questions regarding temporary salary adjustments

Position Changes Occurring as of 7/1/2024 or Before

• Submit a Position Request/Change Form  for any changes to Human Resources
  • The changes need to be entered into HRMS in order for them to show up in the Budget Module/before you can budget for these positions
  • Contact Cynthia Fetsch to discuss any questions you may have

Local Fund Summary

• Run the Local Fund Summary in PeopleSoft Finance to assist with Annual Budget
  
  • Nav Bar>ND HE Applications>GL>HE Local Fund Summary
• Are the funds listed correct? Do any need to be added or deleted?
• Email Cynthia Fetsch with funds that need to be added/deleted

Biennial Budget Summary

• Run the Biennial Budget Summary in PeopleSoft Finance to assist with Annual Budget
  • Nav Bar>ND HE Applications>KK>HE Biennial Budget Summary

Questions?