Frequently Asked Questions
   Budgets & Analysis

Please call your Management Center:

Management Center	Contact Office	Phone
Central Administration	University Budget Office	684-5804
Provost Management Center	Academic Budget Office	684-3501
School of Medicine	SOM Finance	681-8225
User Administration Questions	Administrative Systems	668-0800

That is a running total for a particular fund, including position and non-position dollars. As you add dollars, it will change. To see another fund total, go to the area of a different fund (cost center or WBS element) and click on a radio button. Also, remember that you'll need to hit the "Calc Fringes" button to see fringes included with positions in that total.

You can be locked for several reasons:

a) you didn't type either "work.duke.edu" or "*.duke.edu" in your popup settings to allow websites from OIT (see page 6 in the manual for the IE steps or page 109 for the Mozilla steps);

b) you have multiple popup blockers due to having a yahoo or Google toolbar (you will have to disable those popup blockers);

c) you are working in the same Org Unit as someone else or someone is using a higher Org Unit which includes the one you're trying to use or

d) you have created a maximum number of sessions by not exiting properly.

Read the message and then wait 30 minutes to try again. If you are locked by another person working in the Org Unit, call that person.

Scroll to the bottom of the screen, enter the total number of rows in the white box and hit Enter. Remember, you will lose the column headings on subsequent pages.

Commitment Item is another name for G/L Account – a six digit number that designates the type of revenue or expense.

Fund can mean a Cost Center or WBS Element in BPS.

Call your Management Center with those requests.

Contact your SAP User Administrator. They will need to request this additional Org Unit via the SAP Account Request (using the HR/Payroll section of your account).

It will need to be changed in the Position section of iForms.

The position master data in the BPS system were held as of November 30 to allow for consistency in budgeting. Run a position report in iForms or contact your HR manager or Management Center to verify that the Org Unit's position list is correct in SAP.

Yes, you can add a new position in the budget and it will create a dummy number. To add a position in SAP, use iForms (Position section).

The printing of borders on the BPS reports is controlled by the browser settings. In IE, choose Tools > Internet Options > Advanced and make sure the checkbox is selected next to Print Background Colors and Images in the Printing section. In Firefox, choose File > Page Setup, and be sure the checkbox is selected next to Print Background in the Options section.

Not all reports will print correctly in portrait form. For such reports, you will need to change the print settings to landscape once the print preview of the report is displayed. Choose File > Page Setup and you can select either Portrait or Landscape as necessary.

Yes, but you first need to run the report for a single org unit. Once the data in the report is there, you can then select the filter icon next to the org unit in the header of the report and this will provide the ability to multi-select any of the org units in the hierarchy to which you have authorization.

No, but you can download to Excel and adjust the columns.

In some cases, yes. You will need to right click on the column heading that you want the description for and choose Properties. Under display, choose Key and Text to give you the number and name, Key for just the number and Text for just the name.

Current fringe benefit rates can be found on the Financial Services Reports & Documents page.

The Salary Setting Transaction in SAP is used to set individual salaries for Faculty, Exempt (Monthly) Staff, and Non-Exempt (Biweekly) employees.

SAP Salary Setting provides direct setting of employee rates for July 1 salary increases and should reduce the volume of Staff Change (PCN) forms. In addition to being fully integrated with the SAP HR-Payroll system, it offers an array of reporting and data entry capabilities. Security with the Salary Setting Transaction is identical to that of the Accounting View of Payroll report in SAP.

Please call your Management Center:

Management Center	Contact Office	Phone
Central Administration	University Budget Office	684-5804
Provost Management Center	Academic Budget Office	684-3501
School of Medicine	SOM Finance	681-8225
User Administration Questions	Administrative Systems	668-0800

Salaries are approved based upon approval levels. There are up to four levels of approval permitted in Salary Setting. Levels 3 and 4 are reserved.

• Level 4 Ready for loading to Payroll for July 1 (University Budget Office)
• Level 3 Management Center review (Provost, Central Administration, Medical School)
• Level 2 Level below Management Center
• Level 1 Initial level for entry

Refer to Salary Setting and Approvals for more information.

Current fringe benefit rates can be found on the Financial Services Reports & Documents page.

Please call your Management Center:

Management Center	Contact Office	Phone
Central Administration	University Budget Office	684-5804
Provost Management Center	Academic Budget Office	684-3501
School of Medicine	SOM Finance	681-8225
User Administration Questions	Administrative Systems	668-0800

Current fringe benefit rates can be found on the Financial Services Reports & Documents page.

Spread codes define how the budget is distributed across the months. After budget development, the University Budget Office assigns the spread that was designated to a particular fund/G/L Account combination based upon the previous year spread. (For example, the initial spreads for the FY09 budget will be the same as those for FY08.) New fund/G/L Account combination will receive the default 12 month spread (AAA). Spread codes can be changed in the budget modification file beginning in August.

Refer to Budget Modification Instructions for a complete list of the available spreading options.