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FPM & QDB/FPM Manual - David Geffen School of Medicine at UCLA

Contents

1. 61 Zi PSNI Dabit hus ru Du bs rstu e tua atin uu asse UU e du E DEDE DE 62 Budeet Labs sene odas tst dead se Mad dumm ean Gel te cu oud pee doa Uu ea ailes 64 Entering Future Projections for Faculty Salaries Crossing Fiscal Years cccccccceeeeeeeeeeeeseeeeeees 64 New Faculty Entering a new or prospective faculty member into FPM eeeeeeeeeeeeesse 65 Plan Faculty Reports By Individual scsssstanccusatun tnaad douse dob cond lasaavenuaneodesonadeusoonssinesooacsnamtonesnenoneaviousd 66 Starr and4Otlier ACA CMI seseris iinne A NEE sae quis es iuo pesi su ieu esv E opes N AA 71 Search Tor amd TMG VIC Wall a 2c200032 95282 0 05 91850082609 90490000201 To 00090 E 71 PISCE DUT OMS quesos usta odis ie so eg Vade qaut eene sabe Cut in ed xa pev en ieu sent v a nee Dude M in eot qu pee eot deu ventus bU inte aas ede s pet end deu vea bt 22 GOpt orns atthie Bobtomir ot he SC Ceti meii TERIS DEN eaae oh ic9 IO TEOHMA NU tbc a 73 No Refresh and Employee Comments Field sss eene 73 Usace ofthe No Refresh cheek boxin FPM sore o t ter te 0E Ete E ea rr tei ie eR Cete dup 74 NOUT Y ERE NT UU LT 75 Salars Increases T abeere e E E E EEE 76 Bome ir Brel 8 TUR 76 IPRS IG T Dictate ce ree ete TUR 77 Adin New EMployec Serrone tei atia Mute Weds iban eden tet n dato a 78 Staff Reports Reports by Individual ssseeeseeeese
2. Version 1 0 32 The reports selected above are available through QDB FPM that integrate data from the QDB warehouse with the information in FPM Note that when a report that can include FPM is selected from the Custom Reports Main Menu screen in QDB FPM there is an option box that says Include FPM Funding that appears The option is not visible for reports that do not include FPM funding For Summary of Funds Report see explanation on page 11 For Summary by Sub Report see explanation on page 16 For Non Salary Expenses Report see explanation on page 22 For Expense by Month Report see explanation on page 24 For Sales and Service Summary see explanation below For Salary by Month see explanation below For Reconciliation see explanation on page 21 Other Reports Salary by Month Reports Various Options From the Custom Reports Main Menu select the Salary by Month Option QDB FPH Med Sch Version Date October 31 2005 ODB FPM ATST aN mm Mam ESRA General Ledger Custom Heports Ib Payroll Expense Distribution Most Recent 200510 Most Recent 200510 Summary of Funds Salary by Month Summary By Sub Reconciliation Non Salary Expense Projection by Month all fund types FALI Sum Expense by Month Employee Sum Summary By Sub Object Ledger Yr Mo Sales amp Service Summary Earned r Mo Brown UPAY Detail Closed Detail Open Other UPAY s PAR Detail All Customized 1
3. mE E l E SALES amp SERVICE FUND STATUS REPORT DEPARTHENT DLAMS OL TICE SCHOOL 0 NMEDICHIE EXIGGET FEFICO 07 04 9 TO O6 HURE FUND FHDOJECT G2 X X0 REPORT PERRO OF EF TO 124r 9 SH MED DEAS OFF PML RACE 5 54 s n Du Dnm NE A pu IC qur ILI VERG ARII SiR CDP fl KI MISI Cal Pl EETHSE T PGT GN UST Catt TOTALS EIE EHE Turm ETI Bs EA x TANS AL IHIN DAMES ALS Rs Ed EZ Ta INEA XI Meunrendiern 05 Firw b Ea zumb amp Memo Lic A BUG 1 Print Year E und Malinis 11 254 00 E E Ff Bc GB 2 Tata come EXPENDITLRE S KW DBalnbes Academic _ 9L Supplies amp Enpense s2jEquipmem A 285 344 00 I I 7 Tatal spend 25S i a EEL nnne zeaz asses pe aj I H riri b bi Sales A ctm E2xXXX 1 Sheer f Sheet heeri f Version 1 0 39 Optional Features Dean s Office Macros DO Macros There is a useful tool for what if scenarios called DO Macros available from the Custom Reports Main Menu screen GDB FPM Les al pips Coie Papini Papal apenas Divan Haat Macan 20518 Moa Recent 200510 mong n E E g EE Pe tigge ses 5 ng cE ET E q Pees hs a ES Y 2 ckgE ormar a a aC eo o o o o o p BL NM Jo S mr T TE IT When you have run a Salary by Month report The Non Salary Expense Projection by Month Report or the Expense by Month Report you may want to test various future salary or expense
4. A B C E E F E H SUMMARY BY SUB INCEPTION TO DATE NIH Succinylcholine Study AccountiFund SSRSERA AA ZIUDU project Budget Tear z Oott TO 091 006 130105 12 03 PM Fund Mame FOP MH NSxz2808 ZAMBONI 8 06 52 55 Project End Date 1312 008 Text depends on P L Internal Pl Mame from FPR Chart of Accounts Recharge IL FA25 Fund Mgr JONES MARY From FPM Chart of Accounts Overhead Hate J 54 50 whether ITD or YTD report is selected 1 0 2 3 Q J S85 amp DJ Froiected GeneralLedger Current Expenditures Balance 1 2 3 4 5 6 Sub Approp Expenses Approp EST ed me Academic 339 625 00 264 545 00 Encumbr amp Future Memo Lien To 8106 12 367 00 Salaries Stalf Career alarres General Assistance 362 544 57 230 455 00 Emplogee Benefits 140 225 43 72 161 00 Supplies amp Expense 64 540 00 54 284 00 v r ti 3 443 54 3 344 57 3233243 403 35 184 54 THEE os unstocaes sose orm oo Recharge BENE ee NN S eaoeee sezzzoool orrazan oa rern sess erusssoo KC __ 39 309 24 COMMENTS Meed to submit repart to agency 131 2006 3 607 94 P _ i eh m m e 2 Version 1 0 17 Recent updates to the Summary by Sub Report Based on feedback from users the information provided in the heading for the Summary by Sub report has been extensively revised to provide more useful data Among the changes e Internal Fun
5. Under the auspices of the Compensation Plan departments operate in developed group or individual professional endeavors practices of Practice Plan medicine The Professor or Professorial series is used for appointees who are members of the faculty of an academic or professional college school or program of the University and who have instructional research and University and public service responsibilities The Professor series is limited to the titles Professor Associate Professor and Assistant Professor A permanently budgeted position must be allocated before an appointment is made in this Professor Series Professorial Series series hu A level of appointment within a title series e g Hank Assistant or Associate The portion of General Funds 19900 that may be made available during a year from permanently budgeted roster positions that oalary Savings are temporarily vacant or unused otrict Full Time a plan established in 1966 for faculty who do not have patient care responsibilities Also referred to as Preclinical Strict Full Time Plan Not open to new faculty oee Basic Science Plan Used in the Basic Science Plan to denote an established level of factors to base salaries that all individuals with the same rank and step are to receive The standard levels are determined annually by the Provost Dean NO LONGER otandard Delta Factor or Standard Y USED Any fund source not part of the campus permanent
6. has the user name who did the last update Information at the bottom of the screen Caution At the bottom of the screen are the same option buttons that appear on all the tabs Report by Individual CD buttons EDB Upload History and the Status box with the Submit button These buttons pertain to the CURRENT fiscal year and NOT to the upcoming budget year For an explanation of these option buttons please see page 53 In Budget Send to Budget Delete Last Update 0 2005 2 03 10 AM dil Reports by Indiv o b Fu EDB Upload History PENDING Submit Option buttons for the Budget Year At the bottom left hand side of the screen will appea Budget if information on that plan faculty member has already been sent to the All Funds Budget Program This will allow users to track Version 1 0 105 previous versions It will also say Last Updated with a date to tell the user when the Budget information was last updated The Delete button on the right deletes the information from the Budget Tab of FPM It does not affect appointments and distributions of FPM At the same time it deletes all of the data for that faculty from All Funds Budget Program including appointments and distributions At the bottom middle of the screen is a box that says Send to Budget Once all data entries reviews corrections changes are made for the individual faculty member s appointment and funding information have been ma
7. Search By Dept Account Fund Fund Manager Internal PI 1520 Anesthesiology Ir 58733 1925 Biostatistics All 1 60 BRI Richg Ib 1568 CARE Expired 1790 CLINICAL RESEAR Y Search Clear To Excel Batch Ae EC Fund Fund End Project End Dept Balance Reha ID i 6 30 2005 6 30 2005 1400 DOSM 2500000 Expired ces Pl Fund Title Internal Fund Title WEISBART RICHARD J WILKERSDN LUANN ACR 05061819 WEISBART 06 05 ACR Fellowship Grant Fund Grouping Fund Manager Comments C amp G Private Luz Orozco T wil nat renew En Account CC Fund Balance Richa ID Internal Pl Name Fund Mar Expired Internal Fund Title gt MAE 25 000 00 WILKERSON LUANN Luz Orozco No _ ACR Fellowship Gr All account cc funds of a department with a balance other than zero will be in this database The total balance of all subs excluding 9H will be displayed This data is refreshed every night Note balances include encumbrances but not memo liens Search The top section of the screen is the Search area If you wish to limit the search to your department accounts only be sure to select your department code as criteria before clicking on Search On the other hand if you wish to see all accounts linked to a fund even if they are not your department accounts click on Clear then enter the fund number then click Search The bottom of the screen is the grid where search result
8. Version 1 0 Funding change notification for staff or other academic employee Message Plain Text Eile Edit wiew Insert Format Tools Actions Help Ge Reply T4 Reply to Al QVE Forward Ea Y cs x t y A 3 e You replied on 4 4 2005 10 39 AM Click here to Find all related messages From Automatic Notification System deansddbiermednet ucla edu 5 5 diga dator Cc Subject Funding change notification Far staff or other academic employee Neda Mawab has made changes to salary funding for BRUIN JOELLE Remarks from Meda Mawab Per PI instructions I changed funding sources effective next month If you have any questions or concerns please contact Neda Mawab Please do not reply to this email Thank you Financial Projection Module Administration 19 Salary Increases Tab To build in future salary increases in your projections click on the Salary Increases tab click on Add enter begin date increase rate and a comment if needed Then click on Save All related QDB FPM reports including summary of funds summary by sub and salary by month will reflect this projected salary increase Caution When you update the Distributions tab with the new salary rate be sure and delete the increase from the Salary Increases tab Otherwise the increase is being double counted HE Staff amp Other Academic Salary Projections 1 2 inl x Mame BRUIN JOELLE Increases Benefit R
9. Nursing and Public Health comprise the Health Health Sciences Sciences Version 1 0 117 m o Renee e Housestaff Medical Resident Income Limitation Plan An arrangement under MCP whereby the private practice earnings of the individual is limited by an assessed amount ILP turned over to the university For appointees with an M D or D O it is the first year medical residency or internship of one year of hospital based experience in the practice of medicine through supervised study Interns and training as a physician Ladder rank faculty are faculty holding tenured titles or non tenured titles in a series in which tenure may be conferred These series are Professorial series Clinical Professor of Dentistry 50 time or more series and Ladder Rank Faculty Supervisor of Physical Education The site at which an individual performs his or her teaching research and clinical duties for the University For example CHS Harbor Olive View The primary location would be the site at which an individual spends the greatest Location amount of time Medical School Clinical Compensation Plan The Regents plan for medical school faculty who do have patient care responsibilities or the clinical professional equivalent now combined with AHSCP and called Health Sciences MCP Compensation Plan For appointees with an M D or D O it is the second year or beyond of supervised training towards a particular specialty or sub spe
10. Sales amp Service Detail Closed s Tom i E F 5 Detail Open 456878 AB 185 7 i i Detail All s Payroll Expense Distribution Example The following template specifies three reports to run Salary by Month to include FPM and match fund end date FAU sum and Ledger Yr Mo You need to specify a Department Code or an Organizational Unit If you specify any Organizational Unit other than the Department place an in the department cell Default staffing group is All If you change it to select just faculty or just house staff etc please note that this distinction does NOT work for future FPM data Date Source default is paid You also have the option of choosing Earned Loading and running the batches work exactly as described above for general ledger reports Version 1 0 44 Ezp Distribution Reports Components of FAU to report on Organizational Unit Match Date Source Staffing Group Fund i End Fiscal Report Name Account CC Fund Run FPM__ Report Name _ Account CC Fund Project Sub Object Code DOS Dept Div Div Org Date Year Paid Earned Faculty staff Staff AI Object i i Date Year Paid Earned Faculty staff Staff All Salary by Month AB 12345 Reconciliation FAU Sum Employee Sum Ledger Yr Mo Earned YriMo Brown UPAY Other UPAYs Customized 1 Version 1 0 45 IV Using FPM Section Summary In this section we review the menu options available in FPM an
11. Detail All PAR Customized 1 OOOOOOOQOO EF Include FPM Funding A sample of a Summary by Sub Report that includes FPM data and is based on the most recent closed ledger month is shown below This report is very powerful as it combines data from the QDB with that from FPM to give you a projected balance for the contract grant or other fund Note that the data in columns 1 5 is from QDB and includes ledger data as well as pending appropriations expenses encumbrances and memo liens Column 6 is the information that has been fed or entered into FPM To see the detail of expenses making up the amounts in column 6 please see Step 6 which follows The heading for column 6 will be either Future to the end date of the budget period as shown below or Future to 6 30 06 depending on whether ITD or YTD reporting is selected CAUTION Care should be taken when running this report towards the end of the month and at the beginning of the new month when payroll ledgers close Payroll ledgers close earlier than the general ledgers and there Is an interim period when the payroll data is in transition before it is included in the open table that can affect the results of this report Transition Period for Payroll Ledgers Prior to the current fix FPM assumed that once the payroll ledgers closed the current month payroll data moved immediately to the open table and was thus included in column 4 Expenses of the Summary by Sub report Therefore column 6
12. Earned For payroll reports you are asked to enter a Date Source which can be either Ledger Year Month paid or Pay Period Ending earned The following is an example of this for the alary by month reports x MOST RECENT CLOSED PPP NOVEMBER 2005 Enter a date range on which to repart Choose Allin orderto get all available DOB data for your selected FAL EITHER From Movember z005 7 Ta Movember 2005 All Actual Match Future Sum by Sub Fund End Date Match Future Sum by Sub Fiscal Year Date Source Ledger Y ear Month paid C Pay Period Ending earned Cancel lt Back Hest gt Finish These two terms frequently cause confusion so the following explanation is provided If you select Ledger Year Month paid you get all payroll transactions based on the ledger month that they appeared without regard to the month to which the payment applies In particular when you have retroactive salary corrections for this date source selection the payments are reported based on the ledger NOT on the month to which payment applies Selecting Ledger Year Month is most useful for ledger reconciliation but may lead to misleading or confusing information if used to show Pls a clear picture of salary payments If you select Pay Period Ending earned you get all payroll transactions based on the month to which the payment applies regardless of what ledger month the payment hit If there
13. End Salary Monthly Source Account LE d Fund l Project MIH IIH CAP C Comments PII 75 000 6250 SNS Dl a320 hia e1027 0 a 200606 34380 2 865 MIH 01 222222 1B 28423 12 rj 200606 6 000 500 CPL 04 111111 14 62165 nui 200511 2 000 1 000 PCG O1 444444 14 79054 12 ra 200606 10 000 1 667 DP 03 n 200607 200706 50 000 4157 DP 03 vi Reports by Indi EDB Upload History 4 e of 4 d m Find PENDING Submit Information has to be entered for each distribution line of faculty funding The fields and data entry for this screen and the other plan faculty information is detailed starting on page 46 Academic personnel and fund managers need to coordinate information in order to ensure that the current funding information is entered Fund managers should consult the budget for guidelines on the percentage allowed for each plan faculty All plan faculty being paid from a particular contract and grant should be entered into FPM See page 46 for a complete guide to entering plan faculty salaries into FPM Staff and Other Academic Salaries As for plan faculty fund managers should work with staff personnel and academic personnel who handle Other Academic EBD entries and with the PI to identify all those who should be funded from a particular grant There is detailed information on entering the information into FPM starting on page 70 Version 1 0 29 Here is a basic guide Select Staff and Other Academic from the In
14. Finish You will get the first report shown below If you have included projected retroactive salary adjustments you will get another report automatically which is the second report shown below For a complete explanation of all variations of Salary by Month reports please refer to page 33 Version 1 0 19 Salary by Month Report Regular Salary The sample below is the report with the Current Grant Year option Note that Salary information is at the top of the page with Benefit information below it A special border highlights future information x SampleReports _Apr06_EH zl m X X M H Payroll Salary by Month All All 29XXX Paid From October 2005 to September 2006 date 427 2006 Salary Reported on Led YM Current Grant Year d aaa EE Sub Employee Name Employee ID 200512 200601 200602 200603 200604 200605 200606 200607 200608 200609 Total aen mm 7 02 nv BARRY a 8792 5667 S667 5667 5667 5667 5667 5667 5 667 ud age 002 um Pie PP m am mam aon aon ner S in 13 Benefits Reported on Led YM Current Grant Year Actual Future Total 14 Da Hame MANN ID 200512 200601 200602 200603 200604 200605 200606 200607 200608 200609 m D B us neues BARRY me 1 54 1 380 1379 1360 1360 1 560 1360 1 360 1 360 rr 413 ane 160 a EE i 18 CONNORS THOMAS 222255555 1 876 3375 5 251 B c EN ee eee ee 21 Salary by Month Report With Retroactive Salary Adjustments
15. Future was not including the most recent closed payroll month However during the transition period for a few days the data does NOT go to the open table Therefore the reports were potentially missing one month s payroll depending on when the report was run For example April 2006 payroll ledgers closed on April 28 On this date and for a few days afterwards the payroll data for April was not in the Open table Now for the Summary by Sub report once the payroll ledgers close FPM checks the Open Table for the current month s data in this case April If April s data is not in the Open Table FPM pretends that the April payroll ledgers have not closed and includes April in column 6 A warning message as shown below appears on the status screen when this situation is in effect Version 1 0 16 UDB FPM Med Sch ersion Date April 28 27006 X GDE FPM AD ioc Rar iibi DE Status Most Recent Closed Ledger Month 211 x Current Fiscal Year End Process Most Recent Closed PPP li m Payroll is closed but the expense has not hit the open table yet FPM payroll data adjusts for this by setting most recent payroll month to the previous month Cancel Back Finist If FPM finds April in the open table at the end of the transition period the warning message disappears and the April payroll is included in column 4 until the General Ledgers close when the data is then included in column 2
16. Payroll Reports by Salary by Month To remove a Field from your report select it from the Report Fields and then press the REMOVE button To change the order of the items in your report select an item from the Report Fields then use the Up or Down buttons to move the item accordingly in the box To add an itemfrom Payroll Expense Distribution Fields to your report Click it Payroll Expense Distribution Report Fields Account CC DOS Earned YM Empl ID mployee BER Salary by Month Employee Name Gross Earnings Fund Total Benefits Sub emp UID Gross Earnings Sub emp fund Led YM Sub fund em Object l Project Proj sub cc emp Sub Emp cc proj sub Title Code If Report Emp proj sub Total Benefits Fields are Sub emp cc proj changed future data will be excluded Subtotal Grouping levels Warning message whenever future data is included d zj FE BM Included e PAR Wrteup 3 ADH Cancel lt Back Next Finish You can also customize the report as before by adding or removing fields and or adjusting the order of the fields However if you create a custom report you cannot include future data i e you must enter a date range in the drop down boxes that ends with the most recently closed ledger The following are examples of the output from the above examples Option 2 Report iviw BE ee ERES FEN ERES se EET N Payroll Salary by Month All JX 57XXX Paid From July 2004to January 2005 Proposed
17. Retro Z Stipend CPL FAU s 19900 FAU s Salary Savings Benefit Rate By Agreement Other BeginDate EndDate Source Account BD Fund Project Percent Permanent Line 07 01 2005 06 30 2006 cer o1 gt 111111 jac 62135 1 0000 Iv Delete Add 7 di Begin Date a EndDate Source a B E Project raes Permanent Line d By mM SS m es gt anuscu L Yes Elif ay i ITT 9 8 zn 4f Reports by Indi EDB Upload History lr B Find PENDING Submit The CPL FAUS screen allows the user to enter the default compensation plan FAUS for the Department This FAU serves an important function All funding sources and amounts are entered into FPM for each faculty member FPM then automatically creates the Monthly Distribution Summary Ricky s worksheets and distributes the funding into the various components of the faculty member s salary If there is insufficient funding to cover the TNS for a faculty member the shortfall is automatically calculated and the amount is supplied from the funding source designated in the Default CPL s FAU screen If you don t wish to fund the shortfall from the CPL fund you can use this information as a flag that indicates the shortfall to you and you can subsequently enter another source on the Funding tab Version 1 0 56 If there is a set amount of compensation plan funding that is committed to the plan faculty member and you do not wish this amount to fluctuate based on the contrac
18. amp Expense Chart of Accounts C amp G Data Overall Reports Utiites Fiscal rear 2004 05 Relationship between FPM and the Dean s Office All Funds Budget Program The funding information for all Plan Faculty for the upcoming budget year is entered in the All Funds Budget Program via FPM The information is imported into the budget program from FPM Version 1 0 101 Other than plan faculty information all other income and expense information required as part of the budget process is entered in the All Funds Budget Program Entering Appointment and Funding Information as Part of the Budget Process For plan faculty all information on appointments and funding must be entered into the budget via the FPM module Please see section on Using FPM starting on page 46 for full information on entering appointment and funding data Funding Tab Financial Projection Module Main Menu Eilish Hathaway B E nl x Income amp Expense Chart of Accounts C amp G Data Overall Reports Lltilibes Fiscal Year 2005 06 HE Plan Faculty Employee ID OOO000001 Name BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Retro Eu Stipend Budget Partial Month Begin LM EndLYM eg 200506 Comments 200507 200606 12 months NE SS Direct Pay Account Fund Fund End Project AIH Code Est Dist 5 222222 UM 25423 Cap a 4 2005 jiz 171 300 1 71 03 to present 0 2000 Monthly Source Salary of Salay Salary Fay Componen
19. amp Expense Chart of Accounts C amp G Data Overall Reports Ukilites Fiscal Year 2004 05 Plan Faculty Pri amp Other Academic Income amp Mon Salary Expense To search for individuals use the Smart Search feature where if you type the first few letters of their last name in the Employee Name box the list goes to the person you want then highlight the individual and click on Select ee Fo Find Stalf amp Other Academic Employee ERST X D ept Dr LU 1572 M Gendtics AN Search by FAN Select employed from list or enter frage characters of employee id oNname below to limit the list Employee ID k mployee Hame List All TEmpeseeid INamk O O O Select dd Version 1 0 71 To search for individuals by FAU check the Search by FAU box enter your criteria click on Search highlight your individual and click on Select Er ind Staff amp Other Acaderiic Employee Bee ot D rmon WAT2 M Genetics Search by FAN wf Select employee from lis oRenter any part of FAL and click Search Account Fund Project ll ia Search List All TEmpeseeld Mame OOOO SOS After you have selected an individual or add a new person see below to add new employees you are taken to the main Staff and Other Academic Salary Projections screen This screen has four primary tabs Distributions Salary Increases Benefit Rate and
20. button The QDB Dist Import allows you to import the current distribution information that is in QDB EDB for that employee You might use this if you want to get the EDB information immediately rather than wait for the nightly refresh see below If you click the Notify button you have the option of sending email notifications of the changes made in FPM to other FPM users You get a dialogue box that asks you to select the user s to send email notification to you can also enter a list of email addresses that may or may not be FPM users in a CC field and you can add additional email text to a text box to include in the email notification There is also an option to cancel the notification dialogue box or send the email No Refresh and Employee Comments Field An important enhancement to FPM which facilitates the exchange of employee information between EDB and FPM was recently implemented and it operates as follows 1 Every morning at 7 a m the program downloads all funding data for Staff and Other Academic The program deletes and reinserts all funding data for all employees on a daily basis Version 1 0 73 2 The program adds to FPM any new employees who are in this download but not in FPM 3 The download deletes from FPM any employee who has been terminated and whose distribution end dates have passed For employees on leave the leave may be either with or without pay If the employee is on leave without pay they will be deleted
21. sub object code and optionally a six digit project code The FAU serves as a unique identifier for funding and accounting purposes In this section we will focus on a listing of all funds for a particular Pl Here are the steps to create this report Step 1 Create a Batch Sheet for the first Pl to convert To get started click on Chart of Accounts on the Main Menu in FPM Financial Projection Module Main Menu Eilish Hathaway HEIR Income amp Expense MEEI m e CG Data Overall Reports Utilites Fiscal rear 2005 06 Version 1 0 11 You will see the following screen This is the search screen that allows you to enter the criteria for selecting the contracts and grants for which you wish to create a batch file In this example we will search for all contracts and grants for the PI whose name is PAXXXXXX Select the name from the drop down list for the Internal PI field By typing the first few letters of the Pls last name and clicking the down arrow at the right hand side a smart search is done and the Pls name will appear in the name field Your Department Code N me shauld be highlighted Financial Projection Module Main Menu Eilish Hathaway Chart of Accounts Em J Income amp Expense Chart of Accounts CAG Data Overall Reports Utilites Fiscal ear 2005 4 M afia Internal Fl PARR iearch By Dept Account CE Fund Fund Manager cw All 1535 Emergency Med E Richa ID E FPRM F Preventive Med Expi
22. 0 1999 0 1999 0 1999 0 1999 0 1999 0 1999 Grand Total 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0 9999 0 9999 0 9999 0 9999 0 9999 0 9999 1 0000 Version 1 0 67 Ricky s Worksheets School of Medicine Name ZAMBONI ZAVIER 123456789 Step 1721 200 000 7 1 2005 Covered Base Addl Base Up to 3 117 800 Addl Base 3 Other Delta TNS Base Funding Acct Dist Account CC Fund 4413XX 1A 19900 Addl Base to 3 Funding Acct Dist Account CC Fund 441311 1A 62XXX Addl Base gt 3 Funding Acct Dist Account CC Fund 441311 1A 62XXX 441315 ZZ 68888 Other Delta Funding Acct Dist Account CC Fund 441315 ZZ 29483 441315 ZZ 29484 441315 ZZ 41618 441315 ZZ 68888 Version 1 0 Monthly Distribution Summary Proposed Date Offscale N 1400AA 6 30 2006 Annual Monthly 78 500 6 541 67 23 600 1 966 66 15 700 1 308 34 82 200 6 850 00 200 000 16 666 67 441312 1A 19900 Annual NIH ADJ 96 78 500 0 0 0 3650 441311 1A 62135 Annual NIH ADJ 23 600 0 0 0 1097 441311 1A 62135 Annual NIH ADJ 900 14 800 441311 1A 62135 Annual NIH ADJ 35 000 12 25 000 12 12 000 10 200 82 200 1 0000 1 18 2006 Dept 1400 DOSM Series REG Rank Prof Plan MCP Scale 5 Time 1 00 Discl Amt 0 Ann Rate 200 000 State FTE Y NPI FTE N O S Cov d Comp 0 6 541 67 RATE Monthly 17 922 03 6 541 54 TRT 6 541 54 1 966 66 RATE Monthly 17 922 03 1 966 05 TX
23. 01 4010XX 1A 62XXX Addl Base gt 3 Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX Other Delta Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX Version 1 0 190 000 Annual Budget Worksheet Proposed Offscale N 1520MD 6 30 2007 Annual 53 900 16 200 37 700 82 200 Monthly 4 491 67 1 350 00 3 141 66 6 850 00 15 833 33 Annual NIH ADJ 38 700 15 200 Annual NIH ADJ 16 200 0 Annual NIH ADJ 37 700 0 37 700 Annual NIH ADJ 82 200 0 82 200 0 0000 0 0000 Date 1 20 2006 Dept 1520 Department Name Series Rank Plan Scale Time Discl Amt Ann Rate State FTE NPI FTE O S Cov d Comp CLIN COMP Asst Prof MCP 8 1 00 0 190 000 N N 0 Monthly Monthly Monthly Monthly 109 Overall Report Overall Reports is one o Fey Financial Projection Module Main Menu Eilish athaway Income amp Expense Chart of Accounts C amp G Data Overall Reports Ubilibes Fiscal Year 2005 06 e choices on the main menu bar available from any tab in FPM These reports are departmem based and give summary information for all faculty in the department iBl xi IBix Employee ID 00000000T PH Financial Projection Module Main Menu Eilish Hathaway Income amp Expense Chart of Accounts C amp G Data Overall Reports Hi Plan Faculty Employee ID OO0000001 Mame BRUIN Funding App
24. 1 029 700 Expanding the data to show detail There is a special feature in this report that allows you to view the detail of past QDB expenses down to the sub object level If you double click on a particular sub for example sub 3 the report changes to show past detail by sub object as shown below Many Pls find this report very useful Double clicking again returns the original report E SampleReports Apr G6 EH E ini A B C D E F G P Q EXPENSE BY MONTH REPORT ALL ALL 29XXX FROM DECEMBER 2005 TO NOVEMBER 2006 Date 4 26 2006 Reported on Current Grant Year Exp EML Open Cost v Sub Object Title 200512 200601 200602 200603 Items 200604 200605 1200670 200677 Direct 00 Academic 61 734 73 250 76547 77 626 19 161 73 096 73 096 58315 56 315 02 Staff 78613 90180 84 069 81530 77848 78222 73870 72288 4 5 6 03 Supplies _ ADVERTISING RECRUITMENT PROCUREMENT 1 547 8 Ej BOOKS amp MAPS FOR DEPT USE CLOTHING amp LINIFORMS COMP SOFTWARE LICENSE RENTAL FEES COMPUTER SOFTWARE ACQUISITION 5000 COMPUTING SUPPLIES OR HARDWARE 200 DEMURRAGE FOOD amp BEVERAGE BUSINESS CONFER amp MTGS FREIGHT AND SHIPPING OUTGOING GASES COMPRESSED GUEST LECTURERS 11 000 LAB SHOP INSTRUMENTS AND SUPPLIES LEASE RENTAL COPYING EQUIPMENT I4 4 gt PI EXP BY MONTH All All 29xxx Sheet Sheet2 Sheet3 Version 1 0 26 What if Scenarios for Expense by Month Reports You can
25. 1999 0 1999 0 1999 0 1999 0 1999 000000 CC 19900 0 2612 0 2612 0 2612 0 2254 0 2254 0 2612 0 3126 0 3126 0 3126 0 3126 0 3126 0 3126 0 2809 Direct Pay 0 0000 Monthly Total 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0 9999 0 9999 0 9999 0 9999 0 9999 0 9999 1 0000 Monthly Mission Percentage FUNDING IN PERCENTAGES BY MONTHS amp MISSION PROPOSED BRUIN JOE 1 18 2006 3 03 55 PM Annual TNS 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 Mission FAU 200507 200508 200509 200510 200511 200512 200601 200602 200603 200604 200605 200606 Average Education 000000 CC 19900 0 2612 0 2612 0 2612 0 2254 0 2254 0 2612 0 3126 0 3126 0 3126 0 3126 0 3126 0 3126 0 2809 Education Total 0 2612 0 2612 0 2612 0 2254 0 2254 0 2612 0 3126 0 3126 0 3126 0 3126 0 3126 0 3126 0 2809 Clinical 111111 AC 62XXX 0 1177 0 1177 0 1177 0 0498 0 0498 0 1177 0 0626 0 0626 0 0626 0 0626 0 0626 0 0626 0 0788 111111 1A 62XXY 0 0200 0 0200 0 0200 0 0173 0 0173 0 0200 0 0235 0 0235 0 0235 0 0235 0 0235 0 0235 0 0213 444444 1A 79054 0 403 0 4013 0 4013 0 5077 0 5077 0 4013 0 4013 0 4013 0 4013 0 4013 0 4013 0 4013 0 4190 Clinical Total 0 5390 0 5390 0 5390 0 5748 0 5748 0 5390 0 4874 0 4874 0 4874 0 4874 0 4874 0 4874 0 5192 Externally Funded Rt 222222 1B 29423 0 1998 0 1998 0 1998 0 1998 0 1998 0 1998 0 1999 0 1999 0 1999 0 1999 0 1999 0 1999 0 1999 Externally Funded Research Total 0 1998 0 1998 0 1998 0 1998 0 1998 0 1998 0 1999
26. 250 441311 ZZ 41618 GFT 01 07 01 2004 06 30 2005 15 000 2 550 17 550 Total 190 000 32 300 222 300 FY 0506 Account CC Fund Project Source Pay Period Comments Salary 17 00 Total 441311 1A 62XXX CPL_01 07 01 2005 06 30 2006 24 500 4 165 28 665 4413XX 1A 19900 STATE_01 07 01 2005 06 30 2006 78 500 13 345 91 845 441315 ZZ 29483 NIH 01 07 01 2005 06 30 2006 35 000 5 950 40 950 441315 ZZ 29484 NIH 01 07 01 2005 06 30 2006 25 000 4 250 29 250 441315 ZZ 41618 GFT 01 07 01 2005 06 30 2006 12 000 2 040 14 040 441315 ZZ 68888 DEAN XX 07 01 2005 06 30 2006 25 000 4 250 29 250 Total 200 000 34 000 234 000 Version 1 0 70 Staff and Other Academic The Staff and Other Academic component of FPM allows users to project salary and benefit information for staff and other academic To see a list of title codes that are included in the other academic section please see page 112 in the Appendix There is a dynamic exchange of information between FPM and EDB QDB which facilitates updates to the two systems Every morning FPM downloads all the distribution information in EDB QDB for Staff and Other Academic More information on this exchange follows on page 73 The following is a review of the features of the Staff and Other Academic component Search for an Individual To access Staff amp Other Academic click on Income amp Expenses then on Staff amp Other Academic Financial Projection Module Main Menu Neda Navab Irae
27. 431201 gt NEUE 1400 43120 3 Recharges testing recharg 2000 000 No Recharges d d 2000 000 es Subcontracts SL 150000 00 es Of Subcontracts Fast 25k of Su 150000 00 Yes og Account Fund Fund End Project End Fraject 431 201 E1 Ig 12731 2025 ur Retro Ad Category Description Amount Manthly Subcontracts Amount of subcontract gt 25K f 50 000 Lump Sum Assess FiA Delete Add Dept Account CL Fund l Project d sub Category Description Amounte Lump SL 4400 431201 61027 03 Consultants testing consult 2000 0000 Yes 4400 431201 51027 05 SpaceRental testing rent 2000 0000 No Version 1 0 84 Action Buttons The action buttons change according to the steps you take When you first bring up the screen the action button is Add When you click on this the action buttons become Cancel and Save If you click on an item in the data grid in order to edit the information the action buttons are Delete or Add If you edit the existing entry as soon as you make any change to a field the action buttons switch to Save As Cancel and Save Save As is very useful if you have multiple entries for a grant as this repeats all the information in the line and you can change on those fields that are different If you make edits to a line and then click Save the existing line is overwritten Save As creates a new line and preserves the original expense Report
28. 8 208127515 Employee 6 ASA WHISO OTP 9 208127515 Employee 7 ASR WHISOX REG 208127517 Employee 8 ARGUS WHISOX REG 208127518 Employee 8 AXKRAX Mel WHISOUX REG 208127518 Employee 10 AXXXXX Nib VWHISOX REG 13 208127520 Employee 11 452288 DT WHISOUX REG 208127521 Employee 12 A3XRAX OT WHISOX OTS 15 17 M 4 amp Payroll Recon All 1 Sheet Sheet3 Draw Le Autoshapes N a 1C P3 4 s 8 El a ag A CAPS NUM Future Data Non Salary Detail Expenses It is important to note that unlike salary information where data is already in FPM for non salary expenses it is up to you to enter future projections Please see page 82 for detailed information on how to enter future non salary projection of expenses in FPM Once you have entered your non salary projection of expenses proceed to Step 7 below Step 7 Return to QDB FPM and choose Non Salary Expense Projection by Month from the Custom Report Main Menu screen to see and compare the details of the non salary expenses projected in your current reports to what is in FPM The program will automatically include FPM data for this report and is specifically designed to give the user information on projected i e future data It does not provide information on past expenses Click Next Version 1 0 22 QDB FPH Med Sch Version Date October 31 2005 x AMSAT amans Maim MANT ESRA General Ledger Custom Reports SEES Payroll Expense Distribution Mos
29. A term used to describe what part of the salary negotiation for an individual is to remain the same when the health science scale rates change for range adjustments and or merits and promotions For example X4 Y Firm A full time academic appointment is defined as an appointment at 100 percent time regardless of the appointment s duration As an exception for the Professor of Clinical X series and the Professor in Residence series a faculty member may be considered full time if the Chancellor certifies that the individual s sole Full Time Appointment professional commitment is to the University This budget term is used to describe a unit equal to a full time 100 percent position for Full time Equivalent FTE one year Health Sciences Compensation Plan The Regents Plan for medical school faculty who do not have patient care and other health sciences schools of Dentistry Nursing Pharmacy with faculty who do or do not have patient care responsibilities Also includes Medical Clinical The account or fund created by UCOP to capture contributions and to allow accumulations to grow in order to partially offset the increased liabilities to the UCRP retirement due to increase of covered compensation under the 1993 1994 Health Science Compensation Plan An allocation factor equal to UCRP s normal cost will be multiplied against all covered compensation Health Science Reserve Fund above Scale 3 At UCLA Schools of Dentistry Medicine
30. Covered No S T BBS 280 HS SL ADL BSE TO 3 T SUS MCP BYA Suspense Covered No S T HSS 275 HS SL ADDL BASE 3 T SUS MCP BYA Suspense Covered No S T DRS 249 HS SL DELTA RET T SUS BSCP BYA Suspense Covered No S T NNS 282 HS SL DELTA SEV N SUS BYA Suspense Not Covered Yes N NRS 122 HS SL DELTA N SUS BYA Suspense Not Covered No N DTS 126 HS SL DELTA SFT T SUS SFT BYA Suspense Covered No S T NON ROSTER FACULTY RECORD PURPOSE ONLY BRX 283 HS RP BASE 11MO T RATE Not For Pay Covered No S T BBX 284 HS RP ADDL BASE TO 3 T MCP BYA Not For Pay Covered No S T HSX 285 HS RP ADDL BASE gt 3 T MCP BYA Not For Pay Covered No N DRY 286 HS RP DELTA RET T BSCP BYA Not For Pay Covered No NNY 287 HS RP DELTA SEV N BYA Not For Pay Not Covered Yes NRY 288 HS RP DELTA N BYA Not For Pay Not Covered No TEMPORARY FUNDING ALL FACULTY FOR PAYMENT TRT 138 HS TEMP BASE 11MO T RATE Regular Pay Covered No S T TXT 289 HS TEMP ADDL BASE TO 3 T MCP RATE Regular Pay Covered No S T HSD 273 HS TEMP ADDL BASE gt 3 T MCP RATE Regular Pay Covered No S TYT 250 HS TEMP DELTA RET T BSCP RATE Regular Pay Covered No S T TNN 290 HS TEMP DELTA SEV N RATE Regular Pay Not Covered Yes E TRN 144 HS TEMP DELTA N RATE Regular Pay Not Covered No E TDT 147 HS TEMP DELTA SFT T SFT RATE Regular Pay Covered No S T TBR 291 HS TEMP BASE RT N RATE Regular Pay Not Covered No N TBB 292 HS TEMP BASE BYA N BYA Regular Pay Not Covered No N TBN 146 HS TEMP DELTA BYA N BYA Regular Pay Not Covered NO N ZNN 2
31. Fund emp Object Down gt Sub Proj sub cc emp Title Cade Sort Emp cc proj sub Total Benefits Emp proj sub Sub emp cc proj IF Report Fields are changed Retroactive adjustments and the Salary by Month Report If there are retroactive adjustments pending for a faculty or staff person included in the Salary by Month Report you will get a column called Retro to the left of the Actual Total column with the total retroactive salary adjustments In addition you will get another sheet that gives detail of the retroactive adjustment Please see page 20 for a sample that includes retroactive adjustments Version 1 0 37 Sales and Service Report A Sales and Service fund allows Departments to create a source of revenue by providing products or services to other campus entities and under certain circumstances to organizations outside the University The accounting for Sales and Service activities is different from other types of funding sources These differences arise from the need to account for various revenue types primarily internal recharges and deposits to a revenue account There is a report available in QDB FPM that specifically addresses these needs From the Custom Reports Main Menu screen select Sales amp Service Summary QDB FPM Med Sch Version Date November 18 2005 l x QUB FPM amata amis Mam d ES General Ledger Custom Reports IDE Payroll Expense Distribution Most Recent 200511 Mo
32. Fund managers and academic personnel staff benefit from many of the features in FPM such as guidance in the selection of benefit rates used for projections validation of accounts funds and cost centers calculation of salary savings and the split on X Additional X and Y components of faculty salaries Getting Started Hardware and Software Requirements While Financial Projection Module FPM is a stand alone application that resides on your desktop or local C drive you will use it in conjunction with the QDB FPM Excel Add in For this Version 1 0 6 reason your computer should be a 486 IBM Compatible PC with Microsoft Windows 2000 or later and Microsoft Excel 2000 or later If you experience difficulties using either FPM or QDB FPM with your computer please consult your department computer resource person to ensure that your system has adequate resources and that your software applications Windows and Excel are up to date What s Needed to Get Up and Running With FPM and QDB FPM The process of getting FPM installed on your computer and ensuring that it works correctly with QDB FPM has both access and installation requirements The first step is to ensure that the user has access to the campus QDB system Your Departmental Security Administrator DSA can submit an on line System Access Request SAR to AIS Once the SAR is processed you will be contacted by AIS security to attend a security briefing Rights will be assigned to yo
33. Funding date 3 1 2005 a Salary Reported on Led YM Note No future funding requested in this report 200407 200408 Total M Employee Name Fund 200409 200410 mom em nm BOGART HUMPHREY 57 XXX 2 296 2 256 2 256 2 256 a BACALL LAUREN 57XXX 4733 4733 9 487 tow 00 Total 6 990 6 990 7 210 2 256 ROGERS GINGER 57XXX 3 265 4225 4225 aee m 01 Total 3 265 4 225 4 225 DUBOIS BLANCHE 57XXX 1 731 Ep 15 loz Total 186 1 545 16 rotat saiary rat pri pem pun pn prn inm aa 7 Note When Sub is the first field both salary and benefits appear on the same page Otherwise they are on separate pages Employee Name Total 200409 200410 Benefits BOGART HUMPHREY i ik I Benefits Reported on Led YM e 200407 200408 ROGERS GINGER 57XXX 19 Li 2R AISKISTANIFY lazxxx sna an 5801 a j4 4 gt Option 2 Report lt ES iun oisi usi lt NA a n al rai ft E A oo M Version 1 0 36 Option 4 Report imme A16 X en a E E s Ei i ema or e SISSE R S T 1 Payroll Salary by Month All JX 57XXX Paid From July 2004 to June 2005 Proposed Funding date 3 1 2005 i Salary Reported on Led YM Actual Future Total 200409 200410 200504 200506 Total Total Salary 2 256 2 256 2 256 2 256 gt 200407 200408 Sub Employee Name 00 BOGART HUMPHREY BACALL LAUREN 4733 4 733 9 467 ree R
34. OEN 186 ONE ELEVENTH PAYMENT WOS 037 WITHOUT SALARY REG 018 REGULAR PAY Version 1 0 Rate Rate Rate Rate Rate Rate Rate Rate Rate Rate Rate Rate Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay Regular Pay No Pay Regular Pay Terminal Pay Stipend Pay Covered Covered Covered Covered Not Covered Not Coverd Covered Covered Covered Covered Not Covered Not Covered Covered Not Covered Not Covered Severance Pay Not Covered Severance Pay Not Covered Regular Pay No Pay Regular Pay Not Covered Not Covered Covered No No No No Yes No No No No Yes Yes No No No S T S T S T S T S T S T S T S T Z S T Zz Z Z zm 129 Title Codes for Faculty TITLE CODES FOR SCHOOL OF MEDICINE COMPENSATION PLANS FOR 1 12TH amp 1 11TH PAYMENTS REG ASST PROF REG ASSOC PROF REG PROFESSOR RECALL ___ plan scale ACT ASST PROFESSOR ACT ASSOC PROFESSOR ACT PROFESSOR ASST PROF IN RSDN ASSOC PROF IN RSDN PROF IN RSDN ADJUNCT INSTRUCTOR ADJ ASST PROFESSOR ADJ ASSOC PROFESSOR ADJ PROFESSOR CLINICAL COMP INSTR CLIN COMP ASST PROF CLIN COMP ASSOC PROF CLIN COMP PROFESSOR ASST PROF OF CLIN X ASSOC PROF OF CLIN X PROF OF CLIN X VST ASST PROFESSOR VST ASSOC PROFESSOR VST PROFESSOR DSN MCPTITLE 01 21 05 FLAD Faculty L
35. OOOOOOOOO OOOOOOOOOQ Click here to include future funding Report ppp for amp Organizational Employee FRR Include FPM Funding Select Organizational report e Writeups DG Macros Monthly Batch Goto ADHOC Cancel lt Back Next gt Enter your department code and FAU on the next two screens Then click Next to go to the Date for Salary By Month screen The options available on this screen are very important You can enter a customized date range by selecting both a From and a To Month from drop down lists In the example below the date range June 2004 to May 2005 has been entered so this report would include both past and future data Also note the option of selecting Ledger Year Month paid or Pay Period Ending earned as your date source For more information on selecting the date source please see the section in the Appendix starting on page 113 Version 1 0 33 Date for Salary by Month E X MOST RECENT CLOSED PPP APRIL 2006 Enter a date range on which to report Choose All in order to get all available QDB data for your selected FAU Type over the Year entry to change it if the year value is notin the list EITHER From April 2006 select here To April 2006 I iAll Actual ia Match Future Sum by Sub Fund End Date ere Match Future Sum by Sub Fiscal Year Current Grant Year Current Fiscal Year Select either paid or earned date source Date S
36. Other Dean s Office Geffen Fund e OTHER UCLA SOURCES For budgeting purposes we have designated the following two Sources ICR 01 Opportunity Funds Department Use this source code to designate a new source code for Departmental Opportunity Funds for fund number 09549 If the Opportunity Funds are from the Dean s Office however use source code DEAN XX as that source code generates the menu for extra information required for Dean s Office Funding Requests SNS 01 Other 6XXXX These are funds assigned in the fund blocking 60000 69999 but are not the Professional Fee plan funds Generally these are other revenue generating activities of a department If these sources are supporting a material part of a Plan member s salary due to her providing ongoing services to their operations then the department should not directly charge the 6XXXX source The salary should instead be charged to the professional fee fund see CPL 01 to CPL 07 above and the revenue generating activity should be recharged for the salary cost e DIRECT PAY These are amounts paid directly to the individual and are included as part of the total negotiated salary For budgeting purposes we have designated the following nine Sources DP 01 Direct Pay Vet Admin Wadsworth DP 02 Direct Pay Vet Admin Sepulveda DP 03 Direct Pay Vet Admin Brentwood Use these source codes for direct salary payments to the individual from the Veterans Administration Hospital Wadsworth Sepul
37. Report by Fund To see the amounts and percentages for a fund owned by your department go back to FPM close the Reports pop up box and click on C amp G Data on the menu bar Tay Financial Projection Module ain Menu Rita Moreno C amp G Data aZ Expenses C amp G Daa Reports Ltites Fiscal Tear 2009 05 l x A blank C amp G screen appears Fund Number Project Title Dept Code Agency Agency Award Number Enter the fund number and at the bottom of the screen you will see the information entered by the Dean s Office so far You can also sort in this mode by clicking on S or File column headings or any of the other To export to excel just click on the button located in the middle of the screen You can access this data by fund but only for the funds that your department owns Report by Department Division If you would like to see ALL the C amp G data for the departments divisions you have access to click on the reports button on the menu bar and select C amp G Data This will send your department information to Excel Version 1 0 95 Main Menu Rita oremi _ Bepenses CM Dots Reporte Lh bs Fiscal Year SWA IS ET ay anl anga goal na peaa Morthty Salary r Faculty Pal Changes during the award As the award progresses you may receive official notifications approving changes for percent of effort and salary Accepted forms of changes to salary and
38. Repott de iawas aca ved La cedo ra ed E eer e Musis ed buda 1 SUMMA iy SUD neeeeseey mn emery pnoneree re Petree cnet no ee oa een nee ee cs ney uscito ttr Origen eee neg ert ate rere re ae 16 Detail of Future Data Payroll Salary by Month Reports cccccccssssesseeseeeeeeeeeeeeeeeeeeeeeeeeneeseees 18 Salary by Monti Report Rebular SIli yia a e coven ors erseasiny beste rsd rt vi dasc E 20 Salary by Month Report With Retroactive Salary Adjustments cccccccccccccceeeessseseeeeeeeeeeeeeeeeeeaaas 20 Payroll Reconciliation Re POR 4 decedente cni etas E dust i M E LL RM LId IE 21 Future Data Non Salary Detail Expenses cin Ga ei aie oe Glo en led emia ae A 22 Expense By Monti RC Ol oe ha rears saline cea ike aalila buda tei mL iun q uM udi M Ld EDD eS e 24 New Contract OF Grant eee 27 Addition to Department Chart of Accounts seseseeeesssssssssseseeseeeeeeeeee nn nn rh nn nnn nnne nennen sss nnn ann n nnn 24 Assignment of Fund Manager and entering Fund Nickname Main PI and Internal PI 27 Updating Changing Information in Chart of Accounts ccccccceccccccceeeseesseeseeeeeeeeeeeeeeeeeeeeeaaaaaeeenees 28 Generating Summary of Funds Report for New Contracts and Grants essere 28 Summary by Sub Report Validating FAU information and appropriations uueeeeeeesssssse 28 Plan Faculty Salate So osten edad etude E addi taped Cni
39. Retro Following is information on each of these Tabs Distributions HE Staff amp Other Academic Salary Projections Employee ID Mame BRUIN JOELLE Distributions Salary Increases Benefit Rate Retro Begin Date End Date Title Code DOS Type Comments 21 f2004 5 6 2005 eg 6 30 05 f 234 REG Account LC Fund Fund End Project End Project Sub a fece Bee pex um m Dist Rate Code Monthly Rate Hourly Rate Monthly Salary 0 4000 3 000 00 0 00 1 200 00 Save ds Cancel Save zee t Hara Date End Date Briss n CE Al Fund iE Sub Comments oe ically B Dist z ODE Import Hotit Version 1 0 12 To edit a distribution click on the distribution in the grid it will appear in the middle of the screen and you can edit the white boxes To indicate indefinite end date enter 12 31 9999 in the End Date box The calculation for salaries is dependant on the following fields DOS Type i e formula for REG is not the same as OTP overtime premium Dist Rate Code choices are A for annual H for hourly and B for By Agreement For annual employees enter the monthly rate For hourly employees enter hourly rate For By Agreement employees the Dist 96 is not used to calculate the salary Only the amount you input in monthly rate will be used to calculate salary To save keystrokes when entering multiple distributions use an existing distribution as a template M
40. Then click To Excel This transfers all the fields from the Chart of Accounts including the current balances to a worksheet in Excel Since the balance information is very dynamic we discourage departments from maintaining their own chart of accounts outside of FPM Adding new funds to the Chart of Accounts When EFM establishes a new FAU by entering it into the QDB fund table you will be able to assign an internal Pl an internal name nickname and a fund manager Once updated this info is now in FPM Chart of Accounts As mentioned you should generate a new Departmental Chart of Accounts whenever updates changes are made within your Department C amp G Data Faculty Effort on Contract amp Grant Awards Purpose Capture a snapshot of what is communicated to the agency based on approved budgets or budget justification and progress reports for modular grants For the actual payments to faculty fund managers will continue to have the same allowable rebudgeting capabilities that they do now The rebudgeting done by a department is internal therefore the C amp G data should not be modified according to the rebudgeting C amp G data in FPM will just be used as a reference Benefits Serves as a tool to improve effort reporting Important source of reference to be reviewed for PAR certification Excellent resource of information for completing Other Support for grant applications Eliminates the need for department A to call departme
41. all system fed and user entered future projections for faculty and staff salaries and both QDB Data Warehouse Contains all ledger information financial transactions and payroll data going back to recurring monthly expenses and one time only lump sum payments Data flow Data flow approximately 1995 The Add in tool in Excel QDB FPM extracts the data from both of these databases and as requested presents the information to users through a set of comprehensive reports These reports facilitate monthly reporting on contracts and grants and other funding sources to Pls and administrators and allow accurate and up to date financial forecasting and balance projections QDB Main Menu Reports that combine QDB and FPM Data For Monthly Reports to Pls those that have filled circles next to them QDB FPM Med Sch Version Date November 18 2005 DB FPM ATS ARNARS Maim Mam General Ledger Custom Reports Ree Payroll Expense Distribution Most Recent 200511 Most Recent 200511 fo Summary of Funds Salary by Month Summary By Sub Reconciliation 4 Non Salary Expense Projection by Month all fund types FAU Sum Expense by Month Employee Sum Q Summary By Sub Object Ledger Yr Mo Sales amp Service Summary Eamed Yr Mo Detail Closed Brown UPAY Detail Open Other UPAYs Q Detail All PAR Customized 1 CE isr par a Qro 2 a i n FEN Include FPM Funding einst
42. b spins add reda un Gne t tue uten cua 20 Stat aid Other Academic Salabies aseo os ente id ie peti Pes os tete ov od bu RH NR bo du cuv ute ed tod nue URS 20 Other Expense Projee HONS i onore eb eru Dade b a aub undb eed cd tan Del tut i bs tcx Da ad bu nei O REUS 30 Recurrins Monthly S xDellSeS oso eti ep deco ellc tronco t edid ten Pull uS eaten ms tego as nte utat audud ae 3l ie bie Lump sum EXPENSE Sca trot tape eo dalle pats copus ose dro tuba du bs Cutuxde ota tac Leld Eden 3l Mcome Tor Contracts and Grants dices tudo dod ona on codi ted ad tcn Pili ut rS eat cxt mu dax bd ata dius an uda 3l Ill FPM WORKING IN CONJUNCTION WITH QDB FPM 32 venne m 32 Two Databases How do they co exist Lee e eeeee eere eee eee eeu e ere e torre ettet eee eee ee oon eee e e pe Pee eee eee eee eee e eee eee eoo Un 32 Version 1 0 2 RARIUS EET T 32 Reports that combine ODB and FPM Data ii siepe eona E prr ERU pete Ee Em om OI ord NU ed iod dui St epu ee 32 Lor Monthly Repons IO PIS 2259 besitos Eesie oe ME dou tuE r4 C091 EXovrshe tate e c basura oedotesc sion tn eto diud EN TRI Ld 32 PUTS Tels OOS Me Nem NR d xu 33 Salary by Month Reports Various Options 2 1 1 n caverta Rn Eo ec ee E oa bob cV cadena dot u iU pev ap EE LY ebds 33 Ses and SENICE REPO eus ete octo esso E ete euer Race tede tated delete Leia cet 38 Op onal PC Ati GS eee DR acces t 40 Dean s Offi
43. be established and followed Managers should ensure that updates are made and should review the Chart of Accounts on a regular basis Fields that can be edited 1 2 Version 1 0 Internal PI will be populated in advance by the Dean s Office based on Acct CC Titles in QDB which provide PI names Subsequently department will maintain this data Internal Fund Title helps display on reports fund names that the PI recognizes for his her grant buzz name Official fund title will also remain in the database Comments these comments regarding the overall FAU show up in the Summary of Funds report of QDB FPM Expired certain FAUs just need fund manager follow up for close out and don t necessarily need to be reported to the Pls every month The Expired check box helps us distinguish these and exclude them from reports to Pls and yet be able to monitor them until they zero out Once they zero out they don t show up in Chart of Accounts any more By default we get the list excluding Expired ones To get the Expired ones 90 check the Expired box in the Search By area To get all FAUs click on the All box in the Search by section 5 Fund Manager will be populated in advance by the Dean s Office based on information obtained from the department Subsequently the department will maintain this data by double checking entries made by Dean s office and assigning new FAU s as described
44. button with a set of binoculars on it and the text Find When you click on the Find button you are taken to the search screen that allows you to find a faculty member by name or by FAU Status Box At the bottom right hand of the screen is a status box on the faculty funding which provides a method of communication between the Department fund managers and academic personnel staff When funding is first entered for a faculty member there is a box that says PENDING with a Submit button This box also appears if changes are subsequently made to approved funding Once the entries are completed for a faculty member the person doing the entries clicks on the submit button An email notification automatically goes to the academic personnel staff and there is also an option to send a notifying email to others When the academic personnel staff reviews the entries they initially see a Revert button If this is pressed the changes are reversed and the funding for the faculty reverts to the last approved entries More typically the academic personnel staff once receiving notification of the funding changes run the Monthly Distribution Summary sheet Ricky s worksheets for the new funding Once these worksheets are created there are now two buttons Approved and Revert Note Only users who are designated as academic personnel in FPM can see these two buttons If the worksheets are satisfactory the academic personnel staff should cl
45. by clicking on Overall Reports on the menu bar To demonstrate an example of usefulness of overall reports below is a sample of what the Monthly Salary report looks like for Staff amp Other Academic for the upcoming fiscal year E sre ERR REESE RR TRE RESTER EUR DR CSS RR RE SITES ECT SEES ERI TR ERES Fake Proj Hame Fund Group Account CC Fund ect 200407 200408 200409 200410 200411 200412 200501 200502 200503 200504 200505 200506 Total AX Endowments 442K Ri 35REX 2495 2495 2496 2495 2 4380 2495 14 388 HEN BA REEX TAG MIH 4420008 DP 30007 3 221 3221 3221 3221 3 221 3 221 3 221 3 221 3 221 3 221 3 221 3 221 38 552 ncm BELXXNR TAG MIH 4420046 GH 30005 4838392 4 882 4 882 4 882 4 832 4997 4 332 4992 4 332 4 332 4 332 54 506 10 BERXXXX TAG MIH 440088 GS 30011 Bas FA TY T17 FA PY TT PY Tif 64168 BLREXX T amp G MIH 440008 FB 30006 3221 3221 3 2231 3221 3 221 3 221 19 325 With a simple pivot table on the above report you can create the following report which can be customized to combine certain fund groups or cost centers etc as dictated by various reporting needs You can also create the pivot table by cost center or other components of the FAU Full Accounting Unit Hab g L 20 Indirect CAG C amp G Comp Cost Sales amp Grand Federal C amp G HIH Private Plan Endow Gifts Recove Ser
46. comment field unless the individual is marked as no refresh To allow users to associate comments with an employee a new Comments field is being added Since this new comment field is tied to the person and not to the distribution line the refresh feature will not affect it There will be one comment field per employee but the field will be large enough to allow multiple lines These comments will be visible whenever the record for Version 1 0 14 an employee is viewed However if a fund manager wishes to retain the distribution line comments the employee should be flagged No Refresh which will preserve the comment lines but all future updates to FPM for that employee will have to be done manually Notify When you are done making necessary changes to the distribution lines if you intend for these changes to be entered in EDB click on Notify at the bottom right hand corner of the screen The following screen will show up Select users who need to receive an e mail type any additional message in the Additional email text box and push Send Email lox Select the user s to send email notification Eo Names of users in your department CC separate multiple emails with semi colon jamithtimednret ucla edu Additional email tert Per PI instructions I changed funding sources effective next month Send Email Cancel te The recipient s will receive an e mail that looks like this
47. department named Christopher Collins then Ted Jones is the Main PI and Christopher Collins is the Internal PI for your Department s funding To enter the data go to the Chart of Accounts tab in FPM and select your Dept from the drop down list Also select None Assigned from the drop down list for the fund manager field This Will give a listing of all FAUs in the Department that are not assigned to fund managers The new fund should be in this list Version 1 0 21 Financial Projection Module Main Menu Eilish Hathaway Chart of Accounts BL Income Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal ear 2005 06 Search By Dept Account LL Fund Fund Manager Internal Pl None Assigned Hcha ID 1535 Emergency Med FPRM F Preventive Med Clear SERES EE All Expired In the data grid that appears select the FAU for which you wish to make entries Financial Projection Module Main Menu Eilish Hathaway Chart of Accounts HER BL Income Expense Chart of Accounts CAG Data Overall Reports Utilites Fiscal rear 2005 06 X Search By Dept Account LL Fund Fund Manager Internal Pl f dNeeAseed Pf a 1535 Emergency Med dd Expited FPRM F Preventive Med Search Clear To Excel Batch Account LL Fund Fund End Froject End Dept Balance Hchg ID 431203 EN 3 34731 1 12 31 2025 1 1400 DOSM 113 91 Expired Inter
48. determine the time frame for future projections Under certain circumstances such as when renewal funding has been assured but the fund table has not been updated the Dean s office can OVERRIDE the date in FPM Note This override only affects FPM this change will not effect information that EFM or the Financial Table has This override permits the user to enter data and obtain reports for future projections on contracts and grants Since this override action is only intended as a temporary implementation while the fund table is being updated through the usual channels in EFM it will only be in place for 60 days The override will allow you to make a 12 month projection after the current end date For example if your award ends on 11 30 04 we will extend the date in FPM until 11 30 05 The extension will be in place for 60 days after you make your request It is the responsibility of the department to ensure that EFM updates the fund table or to make corrections to the FPM projections if funding is not renewed This request is only valid for the overrides in the Financial Projection Module In order for the Dean s office to make the change in FPM please provide the following information in an email request Hequestor Award Title PI FAU for contract or grant Version 1 0 99 Current Expiration Date Brief Explanation Back up documentation New project end date being requested Sample Requestor Mary Jones mjones mednet ucl
49. drop down list and then click on Search In either case highlight one FAU in the data grid that has the name of the Version 1 0 91 old fund manager Data for that FAU flows into the field in the middle of the screen including the fund manager field Click on the Replace button above the fund manager field You get the following dialogue box Financial Projection Module Main Menu Eilish Hathaway Hepalce Fund Manager BL Income amp Expense Chart of Accounts CAG Data Overall Reports Utilites Fiscal rear 2005 06 Replace the current Fund Manager s listed accounts with a new Fund Manager Current FM Luz rozco Replace with Replace Cancel The dialogue box is asking if you wish to replace the current Fund Manager s listed accounts with a new Fund Manager Select the new replacement fund manager from the drop down box where it says Replace With This will ONLY replace the name of the old fund manager with the new fund manager For example if another fund manager did some FAUs for that PI these would not be changed This would be the best way to do it if all the FAUs for a fund manager needed to be replaced Also see page 90 for more information on updating the Chart of Accounts Updating the Fund Manager can be done in a variety of ways For example you can get a listing of all FAUs for your Department then select one FAU from the data grid that appears that has the current i e old
50. from FPM when the download is done An employee on leave with pay will not be deleted 4 The handling of benefit rates retroactive salary adjustments and salary increases in FPM will not be affected 5 There are circumstances for which you will NOT want to refresh i e override FPM with QDB information for an employee For this reason we have created a No Refresh check box A department will have the ability to check or uncheck this box for each employee at any time The No Refresh box will belong to an employee If the employee has a joint appointment in two departments either department will be able to mark or unmark the No refresh box but it will affect all funding for that employee Usage of the No Refresh check box in FPM Under most circumstances you will want FPM to reflect the data that is in EDB QDB However there may be situations that warrant setting the flag for an employee to No Refresh in which case FPM data will intentionally NOT match what is in QDB Two examples Fund Manager Makes Changes Fund Manager meets with the PI who has a number of changes for his research staff that he wants to implement in the next month The Fund Manager makes the changes in FPM and through use of the email notification system lets the staff personnel office know of the change There might be a time lag before the staff personnel can make the necessary changes in EDB internal approval process for example The fund manager MUST check
51. from the Geriatric Research Fund 19910 This fund may be used only for base salaries of non Regular Rank state supported faculty e FEDERAL CONTRACTS AND GRANTS These are sources provided to the University through contracts and grants with federal agencies that the Accounting Office assigns in the fund block 21000 33999 Only include funded renewals or continuation grants Do not include any grant up for competitive renewal unless you have received funding notification For our budgeting purposes we have designated two Sources as follows Version 1 0 122 NIH 01 Federal C amp G NIH SAMHSA AHRQ Use this source code for awards made by the National Institutes of Health NIH the Substance Abuse and Mental Health Services Administration SAMHSA or the Agency for Healthcare Research and Quality AHRQ From awards made by these agencies from appropriation funds as of January 1 2005 the salary limitation NIHCAP annual rate was increased to 180 100 See the Dean s Office Academic Personnel website for a complete history or the government website http grants nih gov grants policy salcap summary htm FCG 01 Fed C amp G Other Agencies Use this source code for awards made by federal agencies other than NIH SAMHSA or AHRQ e PRIVATE CONTRACTS GRANTS GIFTS AND ENDOWMENTS These are sources provided to the University from private or non governmental agencies The Accounting Office assigns private contracts grants and gifts to fund block
52. funding changes and this box is checked it can cause FPM to create two funding lines with the same FAU Ideally these lines should be consolidated into one line in order to reduce clerical and EDB errors The two ways to avoid this Version 1 0 60 problem are to 1 uncheck the box or 2 you can solve the problem by changing the account number for the multiple lines with the same FAU The worksheet formula sees this as a new account so it will not try to match the earlier worksheet and will consolidate the lines The changed record needs to be Approved Once approved with the consolidated line but the wrong account you need to go back and correct the account on the consolidated line Financial Projection Module Main Menu Eilish Hathaway Income amp Expense Chart of Accounts C amp GData Overall Reports Utilites Fiscal Year 2004 05 EB Plan Faculty Employee ID 123455783 Name ZAMBONI ZAVIER Department 1400 DOSM Funding Appointment Defaults Retro zi Stipend CPL FAL s 19900 FAU s Salary Savings Benefit Rate By Agreement Other v Match Approved Worksheets For an explanation of the option buttons at the bottom of the screen not shown in above illustration please see page 53 Retro Tab The Retro tab is used to enter retroactive salary corrections for faculty For information on entering retroactive adjustments for staff and non plan faculty please see page 77 The data entry screen is very similar to
53. funds to Principal Investigators and Administrators by means of a comprehensive report system What is QDB FPM QDB FPM available under the Tools menu in Excel extracts the data from FPM and the campus QDB databases and as requested presents the information to users through a set of comprehensive reports Please go to section Ill starting on page 32 for more information Benefits of FPM There are many benefits to using FPM Among these are v FPM holds multiple years data for contract and grants which accommodates the time span required for accurate reporting v When used with QDB FPM it greatly facilitates generating accurate forecasts in monthly reports for Pls or department administrators v Since the data for Plan Faculty is kept from year to year and is maintained year round at budget time the data becomes part of the Comp Plan Budget Program Y Built in customized roles access rights security measures and the approval process ensure the confidentiality of data v Compliance with various University and Federal regulations is improved by pulling in NIH cap flags from the Info Ed system individual percentage effort information is captured and improved projections and forecasting reduces the need for retroactive salary and expense corrections v Chances of error are reduced through the daily refresh of information between FPM and the Academic Database maintained by the Dean s Office for Plan Faculty and QDB EBD for staff v
54. list Use the code STP for a stipend and ZDN for a Z payment Monthly Rate Enter the amount to be paid for the stipend or Z payment If it s a quarterly payment enter the begin and end dates for the month it will hit and enter the total amount for the quarterly payment Version 1 0 63 The usual Add Delete Save Save As and Cancel buttons appear as you edit the fields For an explanation of the option buttons at the bottom of the screen please see page 53 Budget Tab During the budget process which typically runs from mid January to mid June an additional tab called Budget appears on the Plan Faculty screen to the right of the Z Stipend tab Full details on this tab and the information that is entered for the budget process is covered in the Section V starting on page 101 Only those users who enter budget information will need to be familiar with this tab information Financial Projection Module Main Menu Eilish Hathaway Bl x Income amp Expense Chart of Accounts C amp GData Overall Reports Utilites Fiscal Year 2005 06 Bi x Employee ID 00000000T Mame BAUIN JOE Department 1400 DOSM 369 Begin Date oo End Date Do mmddyy Of Scale Base EN Department gl State FTE AddBasec 3 TheCtoe gt sSe gt F NAFTE AddBase 3 Au sede Update Salat Delay mex TNS Affiliated FTE Add Begin Date EndDate Dept APU Scale Title Step
55. listed Each report includes the fields in the menu PLUS the three fields Led YM or Earned YM if that option was selected earlier Gross Earnings and Total Benefits The following are two examples of standard reports from the list In each example the fields enclosed in a circle are those included in every standard report In example 1 the fields enclosed in a box correspond to the menu choice Sub emp fund In the second example the fields enclosed in a box correspond to the menu choice Cc fund sub emp Example 1 Option 2 Payroll Reports by Salary by Month To remove a field From your report select it From the Report Fields and then press the REMOVE button To change the order of the items in your report select an item from the Report Fields then use the Up or Down buttons to move the item accordingly in the box To add an itemfrom Payroll Expense Distribution Fields to your report Click it Payroll Expense Distribution Report Fields Report Account Sub Employee Name Fund Earned YM Remove T 1 Ted YM Employee ID Gross Earnings Salary by Month Employee Name Remove Al il Total Benefits Fund Sub emp UID ET ro agens emp Fund Gross Earnings Led M 2 Sub Fund emp Object Cc Fund sub emp Proj sub cc emp Emp cc proj sub Title Code Emp proj sub Total Benefits Sub emp cc proj Subtotal Grouping levels o e PAR Wrteup Cancel lt Back Finish Version 1 0 35 Example 2 Option 4
56. or special appropriations in fund blockings 18000 18887 18889 18999 and 20400 20939 Funds awarded by the University wide Task Force on Aids funds 20520 20522 may not be used for Regular Rank state supported faculty Also they may not be used for compensation above Scale 0 for any faculty e PROFESSIONAL FEES These are funds pursuant to the terms of the respective Compensation Plans These funds are assigned in the fund blocking 60000 69999 For budgeting purposes we have identified breakdown categories as follows CPL 01 Prof Fees Dept Use this coding to designate the department s professional fees that are derived from current operations See other codes for current funds provided by the Dean Offices and recharges to the UCLA Medical Center and the Neuropsychiatric Hospital See CPL 02 for special circumstances including use of compensation plan funds pending receipt of contracts and grants CPL 02 Prof Fees Academic Enrichment Use this coding to designate the department s professional fees that have been designated for academic improvement for the division or individual or if the department is temporarily using compensation plan funds pending approved contracts and grants A pop up box will appear for selection of type of use such as pending contracts and grants start up retention or use of individual reserves Use of this code will create a report detailing the identified categories CPL 03 Prof Fees Salary Savings Fund
57. s 4 2005 Hi 71900 17103 to present Monthly Estimated S Ounce Salary of Salary Salary Dist E Pay Component irn o1 34 380 1 1873 2 865 00 0 2000 automatic Delete Add Capped line EN Begn End Salam Monthly Source Account CC Fund Project NIH CAP Comments a 200507 200606 75 000 E250 5NS 01 431201 14 61027 Y 200507 200606 2855 NIH Ul 222222 1B 129423 12 p 200507 200606 6 000 500 SNS 1 111111 14 68135 T 200510 200511 2 000 1 000 PCG 01 444444 14 79054 12 200801 200606 10 000 1 667 DP 03 0 200607 200706 50 000 4 167 DP 03 0 Monthly salary This is a calculated amount that gives you the total salary entered in the Salary field divided by the number of months that funding applies to The number of months is calculated by using the Begin LYM and End LYM dates Estimated Dist This is an estimate of the percentage that will be in the distribution line which takes into account the NIH cap In the above example since this is a capped line i e the funding source is the NIH the percent calculated is equal to the total salary amount Salary divided by Version 1 0 52 the applicable NIH cap in this case 171 900 The other distribution lines will have to be adjusted appropriately because the TNS is greater than the NIH cap 183 000 vs 171 900 Please see the Appendix on page 127 for listing of current and past NIH cap rates The Pay Component is usually se
58. s funds e LOCAL GOVERNMENT These are contracts and grants awarded by local government agencies and the State including special State appropriations and assigned by the Accounting Office in fund blockings 18000 18887 18889 18999 20400 20999 77001 77149 For funds provided for General funding purposes from the State see STATE 01 to STATE 08 For our budgeting purposes we have designated the Sources as follows LCG 01 Local Gov t L A Co Agmt Harbor Use this source code to designate that portion of the Operating Agreement with Los Angeles County for teaching and professional services at Harbor UCLA Medical Center Version 1 0 123 For direct pay to the faculty member by Los Angeles County refer to Source DP_04 Direct Pay Los Angeles County Harbor LCG_02 Local Gov t L A Co Agmt Olive View Use this source code to designate that portion of the Operating Agreement with Los Angeles County for teaching and professional services at UCLA Olive View Medical Center For direct pay to the faculty member by Los Angeles County refer to Source DP_05 Direct Pay Los Angeles County Olive View LCG 03 Local Gov t Other Use this source code to designate awards from local government agencies in fund blocking 20940 20999 and 77001 77149 excluding those funds designated for the L A County agreements for Harbor and Olive View for any open year SCG_01 State Agreements Use this source code to designate the specific contracts and grants
59. salary cap is in place for the NIH funding see below The cap changes based on the time period for the funding Source You can enter the funding source e g NIH funds Compensation Plan Dean s support etc from a drop down list This list matches the funding sources used for the budget process Please see the Appendix section on Faculty Source Codes starting on page 121 for a complete listing of selections and descriptions Version 1 0 51 Faculty Salaries and NIH caps What you need to know Funding for faculty is much more complicated than that for staff For staff it is a matter of knowing the monthly salary and the dollar amounts from each funding source and the distribution lines are relatively easy to figure out vis a vis the distribution percentages from each source For Faculty the equivalent of the annual salary is called the TNS the Total Negotiated Salary This is the Salary that is negotiated between the faculty member and his department that is subsequently approved by the Dean s Office When a faculty member has federal funds as one of his funding sources the regulations that attach to federal funding must be followed Salary Rates for faculty are Capped at certain levels for different years the cap has gradually increased over the past 15 years These Caps usually called the NIH Cap may be lower than the faculty member s TNS What this means in practical terms is that the distribution lines for funding from NIH sourc
60. the No Refresh box in FPM so that the information is not changed during the daily refresh process If the No Refresh box is not checked all the work and entries done by the fund manager will be erased and the information would need to be re entered TBN Employee A PI has told a fund manager that they will be hiring an SRA II in four months You want FPM to show this employee so that you can project the impact of his salary on the grant You would enter the employee as TBN in FPM with the appropriate distribution start and end dates You would then check the No Refresh box so that the TBN employee is not deleted during the daily download Note once employee is hired and entered in EDB if you have No Refresh checked you will need to either delete the TBN employee in FRM OR uncheck the No Refresh flag otherwise there will be two entries for the same employee There will be other circumstances unique to departments that mandate the use of the No Refresh box Any situation such as a work study student or a person whose appointment is 4996 variable where the user wants FPM to have different information than is in EDB requires the use of the flag Search features You can search all individuals who are flagged as No Refresh This will facilitate changing the status of these employees if needed Comment field Currently in FPM there is a comment field associated with each distribution The daily download from QDB will clear this
61. the Funding tab screen Financial Projection Module Main Menu Eilish Hathaway Plan Faculty mL Income amp Expense Chart of Accounts C amp G Data Overall Reports Utiles Fiscal Year 2005 06 Employee ID 000000001 Name BRUIN JOE Department 1400 DOSM Begin Date End Date Comments 7 2004 7 31 2004 eg 6 30 05 Same as the first one Account EE Fund Fund End Project End Project 431 268 E b 78391 5 31 2004 5 31 2005 Dist Monthly Rate Monthly Salar Monthly Benefit 0 2000 5 321 00 1 064 20 200 00 Delete Add Dept Begin Date End Date Account CC Fund Project Sub Comments Monthly Dist Monthly Ben Updated By Update Date 1400 07 01 2004 07 31 2004 431268 1c 7839 00 Sameast 1 064 20 Elif Fanuscu 10 20 2004 3 06 PM 1400 07 01 2004 07 31 2004 431268 1C 78391 00 Sameast 1 000 00 0 2000 150 00 ElifFanuscu 10 20 2004 3 06 PM 07 01 2004 07 31 2004 123456 1C 78391 00 Sameast 1 000 00 0 2000 150 00 Elif Fanuscu 11 8 2004 12 59 PM wig Reports by Indiv EDB Upload History IKI ZE g Find PENDING Submit The following are the fields on the Retro tab screen Begin Date Using the syntax MM DD YY 07 01 05 enter the starting month for the retro line Note this syntax is different that than the funding screen Version 1 0 61 End Date Using the syntax MM DD YY 09 01 05 enter the ending month for the retro line Note this syntax is different that than the fundi
62. the begin and end dates To indicate indefinite end date enter 999912 in the End LYM box If the expenses are subject to F amp A charges check the box that says Assess F amp A When everything is completed click on Save Version 1 0 82 Once you have entered the beginning and end dates for a recurring expense there is no need to go back to the screen to adjust the months as the budget period progresses For example if you had a recurring expense and you gave the time period as January to August 2006 when the January ledger closes you don t need to go back and change it to be February to August 06 the program knows not to project expenses for a month that has closed Recurring Expenses in QDB FPM Reports If you have entered projections for recurring monthly expenses typically you will want to get the Expense by Month report which can include both past QDB and future FPM data depending on the time period specified You will be asked to specify a particular time period for the report QDB FPM reports automatically adjust for the number of months to include in the projections if you select one of the pre specified options Match Future Sum by Sub Fund End Date or Match Future Sum by Sub Fiscal Year To edit an existing entry click on it in the grid it will appear in the middle of the screen and you can edit the white boxes To save keystrokes when entering multiple expense lines use an existing expense as a template Make
63. the results Running the macro creates an editable version of the data After you run an Expense by Month Projection Report you will get a pivot table with the results As for the other reports running the macro creates an editable version of the data Note You cannot alter past QDB data in the report generated by the macro as it is protected Monthly Batch Reports in QDB FPM The Monthly Batch module which now includes future projections FPM data allows users to run several reports in succession for the same FAU for one month at atime This feature is especially useful for monthly reconciliation of accounts and for generating monthly report packets for Pl s Without the monthly batch it is necessary to use the custom reports to run reports one at atime For example to run a Detail Closed report you need to go to the FAU screen LYM Date screen Type of Transaction screen and Subtotal screen To run another report you need to go through these screens again With Monthly Batch you can run several reports for the same FAU without going through the custom report screen for each report You can use a Monthly Batch template to create several batch sheets one for each FAU You can also select some reports to include FPM projections User Form From QDB FPM click on Monthly Batch on the bottom of the Custom Reports Main Menu screen An empty user form will pop up BET Tu P Na General Ledger Reports Create Batch Payroll Expense Di
64. these fields apply to each line of funding As mentioned earlier you can use the Save As Feature to facilitate data entry and copy information from one line to another Sorting You can sort on any of the columns in the data grid by clicking on it s heading For example you can sort by fund number by clicking on the heading for the fund number column Partial month Check this box if the funding period includes a partial month e g if someone started on July 15 rather than July 1 Begin LYM Using the syntax YYYYMM 200507 July 2005 enter the starting month for the funding line End LYM Using the syntax YYYYMM 200507 July 2005 enter the ending month for the funding line NOTE During the budget process you enter future year funding data for plan faculty During this time you enter the upcoming budget year under the current fiscal year tab Please see page 64 for more information Comments Use this field to enter a comment for the funding line Direct Pay Check this box if the faculty member receives pay from an outside agency such as the VA or the County Account CC Fund Use these fields to enter the Account CC and Fund for the funding source to be charged for the salary Project You can use this field to enter a project code if desired NIH Code This field appears next to the Project field when an NIH funding line is highlighted The code for the NIH funding is selected from a drop down list This code shows what
65. to 3096 of the base Title Code Equivalent to the use of Staff Title Codes refers to the series rank and grade for a faculty member You can make the appropriate selection from the drop down list Step You can select the correct Step from the drop down list NPI FTE This box is checked if a faculty member has an FTE through NPI Addl Base gt 3 This amount is determined by the scale for the faculty member See above for more information This amount equals the additional base that is used to calculate retirement salary For someone on Scale 5 the Additional Base gt 3 would be 20 of the base For example if the TNS is 200 000 the base is 70 000 the Additional Base 3 is 21 000 and the Additional Base gt 3 is 14 000 APU An Academic Programmatic Unit APU is defined as a group of faculty with similar clinical and or teaching and research responsibilities All plan members in an APU are on the same scale Recommendations are made annually by the Chair to the Dean as part of the budget annual negotiation process The APU is a six digit code made up of the 4 digit department accounting hierarchy code and the two digit alpha or numeric code determined by the department For example for a member of the Medical Compensation Plan in the Department of Medicine the code is 1565AA the 1565 is the Department code and the AA is the oalary scale of 5 Scale See above for more information the salary scale for the faculty member i
66. use the DO macro feature in QDB FPM to test out various What if scenarios After you have created an Expense by Month Report select DO Macros from the Custom Reports Main Menu screen Select the macro for your report The macro creates an editable report from your pivot table Please see page 40 for more information on using the DO Macro feature The Expense by Month Report can include both past and future data If you run the DO Macro with this report the past data in the editable version is protected and cannot be changed New Contract or Grant Addition to Department Chart of Accounts When EFM sets up a new fund this information is entered into the Financial Table and a fund number is assigned An account and cost center is initially linked to this fund to create a Full Accounting Unit FAU This FAU uniquely identifies this contract or grant or other funding source Note that additional accounts and cost centers can also be linked to afund This fund FAU information feeds into the FPM Chart of Accounts However it should be noted that FAUs with zero balances would not be displayed in FPM This applies in particular to Clinical Trials which may sometimes have delays between when the FAU is set up in the fund table and when the first funds are appropriated When funds are transferred from another Department an Account and CC will be linked to the original fund and the funds will be appropriated to the newly created FAU This new FAU will
67. x AddXl Add Y T k 0701 2005 06 30 2006 1400 2301BS 3 1739 3 79700 16 200 0 67 100 1 Entering Future Projections for Faculty Salaries Crossing Fiscal Years Academic appointments are typically based on the fiscal year that is they are from July 1 through June 30 and must be renewed every year In EDB because the appointments end on June 30 the distribution funding lines must also end no later than June 30 of the current fiscal year They can of course end earlier than June 30 On the other hand grants and other funding sources can have other funding periods such as January 1 through December 31 and are usually set up for multiple years To solve this anomaly create TWO lines in FPM for the funding one that ends on June 30 and the other that starts on July 1 of the next fiscal year and runs through the end of the current budget period for the grant Look at the following example You are setting up funding for Joe Bruin who is a faculty member Regular Series in the Department of Medicine for the Jul 06 to Jun 07 fiscal year His appointment will be from July 1 2006 to June 30 2007 and his distributions in EDB must end June 30 2007 He receives 19900 funding for his base with his additional base and delta funding coming from contracts grants and clinical revenue One of the grants fund 22222 has a current budget period of January 1 2006 through December 31 2006 and an additional budget year of January 1 2007 De
68. 11 Title 1732 1732 1732 1732 1732 1732 1732 1732 1732 1732 1734 1734 1734 1734 1734 1734 1732 1732 1732 1732 1732 Plan MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP MCP FROW FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM FTEM Budget Status Report This report provides an overall picture of the review process within a department in order to track the status of the budget review process There are entries for the fund manager and academic personnel review options which show if these reviews have been done APU 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD 15XXMD Off Scale Step L L L oL o 0505 C0 C2 OO OO OO OO OO OO OO OO CO CO CO CO OO OO CO OO CO OO OO WO CO Z Z Z Le Z Z Z Z Z L Z LE PE I Sa Scale 696 696 6 904 6 904 6 150 6 150 4 167 4 167 1 333 1333 2 333 2 333 1 333 1 333 2 317 2 317 833 833 417 417 2 333 2 333 7 017 7 017 35 833 35 833 0 0 State NPI Pay FTE FTE Comp N N Addx1 N N AddX2 N N X N N X N N Y N N Addx1 N N AddX2 N N X N N X N N Y N N Addx1 N N AddX2 N N X N N X N N Y N N Y N N Addx1 N N AddX2 N N X N N X N N Y 200612 200701 200702 200703 200704 200705 200706 7 600 7 600 7 600 7 600 7
69. 2006 3 28 40 PM Annual TNS 190 000 200 000 Account CC Fund Project Source Fund Group FY 2004 05 FY 2005 06 441311 1A 62XXX CPL 01 Compensation Plan 15 500 24 500 441311 1A 68888 DEAN XX Sales and Service 21 000 441315 ZZ 68888 DEAN XX Sales and Service 25 000 441315 ZZ 41618 GFT 01 Gifts 12 000 441311 ZZ 41618 GFT 01 Gifts 15 000 441315 ZZ 29483 NIH 01 C amp G NIH 35 000 441315 ZZ 29484 NIH 01 C amp G NIH 25 000 441311 ZZ 29483 NIH 01 C amp G NIH 35 000 441311 ZZ 29484 NIH 01 C amp G NIH 25 000 441312 1A 19900 STATE 01 State Appropriations 78 900 441311 1A 19900 STATE_01 State Appropriations 78 900 190 000 200 000 Version 1 0 Annual Funding with Comments ANNUAL FUNDING PROPOSED ZAMBONI ZAVIER 1 18 2006 3 29 51 PM FY 2004 05 FY 2005 06 78 500 78 500 Addl Base Up to 3 23 600 23 600 Name ZAMBONI ZAVIER Division _DOSM Addi Base gt 3 15 700 15 700 Emp 123456789 APU 1400AA Other Delta 72 200 82 200 Title _1721 PROFESSORMCP_ Step 1 TNS 190 000 200 000 FY 0405 Benefits at Account CC Fund Project Source Pay Period Comments Salary 17 00 Total 4413XX 1A 19900 STATE_01 07 01 2004 06 30 2005 78 500 13 345 91 845 441311 1A 62XXX CPL_01 07 01 2004 06 30 2005 15 500 2 635 18 135 441311 1A 68888 DEAN XX 07 01 2004 06 30 2005 21 000 3 570 24 570 441311 ZZ 29483 NIH 01 07 01 2004 06 30 2005 35 000 5 950 40 950 441311 ZZ 29484 NIH 01 07 01 2004 06 30 2005 25 000 4 250 29
70. 30 2006 Tes System Admin 3 8 2004 3 58 PM OF A01 42006 12 31 8398 Yes System Admin 9 8 2004 3 58 PM wi Reports by Indiv EDB Upload History 4 f2 of 2 ij gt g Find PENDING Bulan A faculty member in the Regular series receives their Base X salary from State funding 19900 This also includes benefits If the faculty member has other sources such as grant funding or gift money available that exceed the amount of their additional base and delta it can be used to pay part of their base salary This then frees up the 19900 funds This is known as salary savings Version 1 0 58 By default the Salary Savings tab under Defaults is checked which means that a faculty member is allowed to generate and use salary savings If for some reason a Department does not wish an individual to generate salary savings then you should uncheck this box When it is unchecked if too much funding is entered an error message appears The report called Monthly Salary available on the Reports By Individual Menu shows salary savings if it occurs Please see a sample of this report on page 66 For an explanation of the option buttons at the bottom of the screen please see page 53 Defaults Benefit Rate Sub Tab Financial Projpection Module Main Menu Eilish Hathaway Plan Faculty mL Income amp Expense Chart of Accounts C amp G Data Overall Reports Lltlitez Fiscal rear 2005 06 Employee ID nnnnannot Na
71. 400 DOSM Search by FAL f Select employee fram list or enter first few characters of employee id or name below to limit the list Employee ID Employee Mame List All O Emoe Nave NE BRUIN ANOTHER 000000001 BRUIN JOE Select S Ounce Source Group Direct Pay Federal C i Local Gov t Other UCLA Private The Source Group list includes broad categories of funding types Dean Direct Pay Federal C amp G etc and gives a less restrictive filter than the Source list It is suggested that you only select from one of the categories i e either Source OR Source funding source Ornsource group you have selected If you use both filters and select a Source that does not match the Source Group you will not get any data Source Source Group Fund Mgr Budget Ok Scad Pers BudgetOk C O Approve _ Apply KS To clear the filter click on the Eras r AND then click the Apply button These filters can be used whenever you are in the Find Faculty screen Version 1 0 49 Plan Faculty Screen Overall Features The following shows the tabs within the Plan Faculty section Financial Projection Module Main Menu Eilish Hathaway i B ni x Income amp Expense Chart of Accounts C amp GData Overall Reports Utilites Fiscal Year 2005 06 51x Employee ID OOU000001 Name BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Retro Z Stipend Partial M
72. 4000 0 4000 0 4000 0 4000 Monthly Total 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 QDB Data FAU 200511 200512 200601 200602 200603 200604 200605 200606 Average 401006 3H 63000 0 0000 427703 63000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 401006 3H 19900 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 Monthly Total 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Variance FAU 200511 200512 200601 200602 200603 200604 200605 200606 Average 401006 3H 63000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 427703 63000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 401006 3H 19900 Monthly Total Salary rate in FPM is not the same as QDB for REG dos code Version 1 0 80 Funding Tab Print Screen FUNDING FOR WALKER VALERI D FISCAL YEAR 2005 06 11 2 2005 10 32 16 AM Begin Lym End Lym Title Pay Begin Pay End Account CC Fund Project Sub Rate Code Dept Dist Monthly Rate Hourly Rate DOS Monthly Salary Comments Updated By Update Date 200501 200506 2708 1 1 2005 6 23 2005 401602 3H 26570 MED OA 1400 1 3267 92 0 REG 3267 92 Manager Ethel 2 23 2005 10 43 200507 200606 2724 7 1 2005 6 30 2006 401006 3H 63000 OA 1520 0 6 3402 0 REG 2041 2 HOSPITAL Manager Ethel 9 2 2005 13 26 200507 200606 2724 7 1 2005 6 30 2006 401006 3H 19900 0A 1520 0 4 3402 0 REG 1360 8 Manager Ethel 9 2 2005 13 25 Version 1 0 81 I
73. 417 2 333 7 017 35 833 Annual Amount 17 980 41 880 43 880 15 980 80 180 16 188 37 696 38 684 15 200 82 194 23 586 54 883 64 256 14 226 20 992 59 976 16 188 37 696 41 088 12 797 52 193 7 600 6 150 4 167 1 333 2 333 1 333 2 317 833 417 2 333 7 017 35 833 TNS 200 000 200 000 200 000 200 000 200 000 190 000 190 000 190 000 190 000 190 000 238 000 238 000 238 000 238 000 238 000 238 000 190 000 190 000 190 000 190 000 190 000 7 600 6 150 4 167 1 333 2 333 1 333 2 317 833 417 2 333 7 017 35 833 NIH Total 2 087 89 113 73 800 50 000 16 000 28 000 16 000 27 800 10 000 5 000 28 000 84 200 430 000 Code Mission 0c 0c 0c OE 0c 0c 0C 0C OE 0C 0C 0C 0c OE 0C 0C 0C 0c 0C OE 0C Fund Mgr OK Acad Pers OK 111 VI Appendix Criteria Specifications Plan Faculty Plan Faculty include those with academic appointments Clinical Instructor Assistant Professor Associate Professor and Professor who are members of a Compensation Plan Plan Faculty are paid from the Sub 00 and must have one of the title codes listed in the Appendix on page 130 Other Academic Other Academic include faculty members with appointments under classifications that are not part of a Compensation Plan These include the Researcher series Visiting Series and other similar categories They can be paid from Sub 00 01 or 02 Version 1 0 112 Date Source Paid vs
74. 500 Lump Sum v Assess Fit rei 54 SOE rate Save As Cancel Save Dept Account CL Fund Project Sub Category Description Amounte Lump Si 1880 441482 AR 29132 06 FeeRemissio Graduate Stud 800 0000 Yes 1850 441482 AR 29132 3 DLAM X DLAM PERDI 800 0000 Mo 1850 44i 482 AR 28132 IN TIEREN gt WERE TAEA Retro credit ad _ 1500 000 Y es Assess F amp A Option For all expenses that require F amp A Overhead to be assessed check the Assess F amp A box For those that don t require F amp A uncheck the box In the examples below the expense is for the first 25K of a subcontract which requires F amp A the second example is the amount of the subcontract greater than 25K which is not subject to F amp A charges Edit Account Fund Fund End Project End Project 431201 E1027 12 31 2025 a Retro Adj Category Description Amount Manthly Subcontracts First 2ok of Subcontract li 50 000 Lump Sum Iv Assess Fid Delete Add Amounte Lump Si 3 Consultants testing consult 2000 0000 es 05 Space Rental testing rent 2000 0000 No 09 Recharges testing recharg 2000 000 No 09 Recharges testing recharg 2000 000 res Subcontracts Amount of sub 150000 00 es Subcontracts First 25K of Su bonn an Dept Account CC Fund Project 43120 43120 431201 431201 val af Sub Category Description 150000 00 Yes 1400 431201 1400
75. 600 7 600 6 150 6 150 6 150 6 150 6 150 6 150 4 167 4 167 4 167 4 167 4 167 4 167 1 333 1 333 1 333 1 8933 1 333 1 333 2 933 2 333 2 333 2 333 2 333 2 333 1 333 1 333 1 333 1 8933 1 333 1 333 2 317 2 317 2 317 2 317 2 317 2 317 833 833 833 833 833 833 417 417 417 417 417 417 2 933 2 333 2 333 2 333 2 333 2 333 7 017 7 017 7 017 7 017 7 017 7 017 35 833 35 833 35 833 35 833 35 833 35 833 0 0 0 0 0 0 Fund Group Fund Account CC Project Compensation Pli62XXX 40XXXX 1A Compensation Pli62XXX 40XXXX 1A Compensation Pk 62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1C Compensation Pk 62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1A Compensation Pk 62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1C Compensation Plk62XXX 40XXXX 1A Compensation Pk 62XXX 40XXXX 1A Compensation Plk62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1C Compensation Pk 62XXX 40XXXX 1A Compensation Pk 62XXX 40XXXX 6J Compensation Pl 6G2XXX 40XXXX 1A Compensation Pl 6G2XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1A Compensation Pl 62XXX 40XXXX 1C Compensation Pk 62XXX 40XXXX 1A The following is a sample of the Budget Status Report Dept Code 15XX 15XX 15XX Version 1 0 Dept Title Department Name Department Name Department Name Employee ID 308123111 308123112 308123113 Name ALLO JOHN BELKOFF MARY GRANGER GEORGE 7 600 6 150 4 167 1 333 2 333 1 333 2 317 833
76. 700 approved 3 3 2004 FY 2003 Awards Executive Level Updated January 12 2006 http grants nih gov grants policy salcap summary htm 180 100 183 500 175 700 180 100 171 900 175 700 October 1 2002 through December 31 2002 166 700 January 1 2003 through December 31 2003 171 900 FY 2002 Awards Executive Level October 1 2001 through December 31 2001 161 200 January 1 2002 through December 31 2002 166 700 FY 2001 Awards Executive Level October 1 2000 through December 31 2000 157 000 January 1 2001 through December 31 2001 161 200 January 1 2002 through December 31 2002 166 700 FY 2000 Awards Executive Level Il October 1 1999 through December 31 1999 136 700 January 1 2000 through December 31 2000 141 300 January 1 2001 through December 31 2001 145 100 FY 1999 Awards Executive Level Ill October 1 1998 through December 31 1999 125 900 January 1 2000 through December 31 2000 130 200 FY 1992 FY 1998 Awards 125 000 Not Tied to Executive Level October 1 1991 through September 30 1998 125 000 FY 1990 FY 1991 Awards 120 000 Not Tied to Executive Level October 1 1989 through September 30 1991 120 000 Version 1 0 127 DOS Codes for Faculty RATE ACTIVE RETIRE PLAN BYA SUSPENSE MENT SEV PAY NSETC DOS SEQ CODE NO DESCRIPTION PERMANENT FUNDING ROSTER FACULTY RECORD PURPOSE ONLY BRS 106 HS SL BASE 11MO T SUS RATE Suspense
77. 7647 3373 3 373 3 373 3 373 0 151 02 Total 13 888 13 888 13 888 13 888 10 515 10 515 10 695 14 549 14 549 4 025 4466 4 317 Total Salary 17 742 17 742 17 742 17 742 14 369 14 369 14 549 prn pem 13 124 4 317 gem 1 T 13 us ue m M 4 M NPay Period Ending earned Ledger Month paid Sheetl Sheet2 Sheet3 14 Version 1 0 114 Fund Ranges Fund Range Table Fund Range 00300 01999 02200 03999 00001 00299 04100 09799 18000 18199 18200 18999 HE L EN NM 19900 19999 GenealFunds gt Z J O 20000 20289 __ Students Tuition and Fees Regular session 20290 20399 __ Students Tuition and Fees Summer session amp UNEX 20400 20939 20940 20999 21000 33999 34100 39799 i 39800 576999 Ld 57000 59999 Ld 60000 62999 LJ 63000 63999 Lt 64000 65999 Fy 66000 69999 L E 67400 67999 68000 69999 70000 74999 SalesandSemvice Auxiliary Enterprises 75000 75999 Reserves 0 4 76000 76999 Reserves Renewals and Replacements Inception Funds ooo O Version 1 0 115 Faculty Plan Glossary An academic appointment for 12 continuous calendar months a fiscal year in which the individual renders service less accrued 11 month or Fiscal Year appointment vacation Abbreviation for the Association of American Medical College and organization comprised of medical scho
78. 93 HS DELTA Z SEV N MCP BYA Incentive Pay Not Covered Yes N Version 1 0 128 ZDN 190 HS DELTA Z N MCP ALL FACULTY SALARY DISCLOSURE CODES SRT SBN SRN SYN SDN 128 132 129 294 134 HS SAL DISCL BASE RT T HS SAL DISCL BASE BYA N HS SAL DISCL DELTA RT N HS SAL DISCL DLT SEV BYA N HS SAL DISC DELTA BYA N BYA RATE BYA RATE BYA BYA Incentive Pay Outside Salary Outside Salary Outside Salary Outside Salary Outside Salar Not Covered Covered Not Covered Not Covered Not Covered Not Covered No No Yes Yes Yes No LEAVE CODES SABBATICAL LEAVES FULL PAY IN RESIDENCE amp LEAVES WITH PAY Use Temporary Funding DOS Codes TRT etc SABBATICAL LEAVES PARTIAL PAYMENT LTT LXT LXX LYT LYN LTN 156 295 296 253 297 160 HS SB LV PT BASE 11MO T HS SB LV PT ADL BSE TO 3T MCP HS SB LV PT ADDL BASE gt 3T MCP HS SB LV PT DELTA RET T HS SB LV PT DELTA SEV N HS SB LV PT DELTA N BSCP SABBATICAL LEAVES SUPPLEMENTAL PAYMENT SLS 047 SABBATICAL LV SUPPLEMENT SXS 298 HS SBLV SUP ADL BSE 3 T MCP SXX 299 HS SBLV SUP ADL BSE gt 3 T MCP SYS 256 HS SBLV SUP DELTA RET T BSCP SSD 300 HS SB LV SUP DELTA SEV N SLN 044 HS SBLV SUP DELTA N OTHER LEAVES LNP 038 LEAVE WITHOUT PAY VLT 073 VACATION LEAVE TRANSFER TVP 072 TERMINAL VACATION PAY MISCELLANEOUS CODES HVN 184 HARBOR OV VA N SVM 244 SEVERANCE HLTH SCI COMP SVX 276 SEVERANCE HS
79. Columns amp SubTJotals for Detail Closed Arrange the fields in the bos fram top to bottom in the order you want your report sorted Select a field in the box and click the Up or Down Button to mowe the Field accordingly in the box Sub Ledger Year Month Move in Selected Field CU Fund Trans Ref aL Sub Object Title Source Code TE Trans ID GL Trans Doc Date Trans Eff Date Description How many levels of subtotals do you need 1 bad Finish Now that you have entered your FAU selected which reports to run and adjusted your subtotal Run Reports fields you can press the button All reports that are marked with a Y under the Run column will now process in succession QDB FPM program checks your entries and informs you of any invalid entries Rules are the same as the custom reports For example if you do not enter a fund number or a department code for payroll you will be prompted and the Version 1 0 43 monthly batch will not run While your reports are running all other buttons are disabled except the cancel button When you are on the User Form and your reports are running you can stop the process by Cancel pressing the button It will take affect after the current report is finished If you are not running any report and press the cancel button you will be taken to Excel You can go Custom Reports back to custom reports by pressing the button Date Criteria When you go to the Mon
80. EDS I HES EE v iMatch Future Sum by Sub Fund End Date PME Ln uu c Match Future Sum by Sub Fiscal Year Current Grant Year Current Fiscal Year Date Source Ledger Year Month paid Pay Period Ending eamed FF Pe Included Cancel lt Back Next gt Finish Version 1 0 34 Vacation Credits and their impact on reports When an employee takes vacation time an amount equivalent to the salary and benefits are credited to sub 6 In qdb when you do a payroll report you get a breakdown by Gross Earnings Total Benefits and Total Pay and vacation credits are broken up into salary and benefits on the reports but the entire credit goes to sub 6 This creates problems reconciling with ledgers So all variations of Salary By Month Reports of QDB FPM solve this problem by extracting any earnings credits and adding them to the benefits The totals then match to the ledgers This is a slide from the financial forum where this was explained Salary by Month Sub 6 Issue RESOLVED FC i Salary try Morih Boagrs ted on Earned YM Eun EmqucyesName t BRAN JE Total fhaiary 15 Total Benefitu 18 7 Click Next to go to the next screen which is the new Payroll Reports by Salary By Month screen A listing of different variations of Salary By Month standard reports is provided in a box at the right hand side To assist you in selecting the report you wish the fields that vary on each report are
81. Financial Projection Module FPM amp QDB FPM User s Manual David Geffen School of Medicine Dean s Office Spring 2006 Version 1 0 Table of Contents INTRODUCTION c M 6 Sectio Summary ASE voccususeseeuacessceusdsusseuneavecensusdssdundassceusssessonneavoceususdsesuntavseeass 6 WY AL TS tdi d teme RN MN RUPTURE 6 Whatis ODB F PM orainsear vo Dee eqe vo ee EN Ev ede poU ode U s duda E ebd Vv EVE RUE EE 6 Benelits ob EEM S diui t eiae ers ie Up eid oae edu techs cused Roda EN Ue FANE MEE EI inea UA Si eio tees Ea Med ee Tiu eaae 6 Get ng Started eei eom vore ie eteeso oe ve cies eme e Vased es rave Vengo cone emu V EE ERE SURE E PUE a 6 Hard wate and Sonwa I equite Ment 255540 atit bdos tetas tod udu dut add tumba ptos audiui Ida ol Rss PEU adl 6 What s Needed to Get Up and Running With FPM and QDB FPM essen 7 Running the FPM and QDB FPM Programs and Logging In eeeeeessssssssseeeeeeeeeeee 8 Who To Contact in the Dean s Office if You Have Problems or Questions cccccccessseceeeeeceeeeeeeees 9 Other Available Resources Dean s Office Web Site eeeeesssssssssssssssesseseeee nennen nennen eene nennen 9 ll MONTHLY REPORTING ON CONTRACTS AND GRANTS TO PIS 11 wise vili rin PE 11 Getting Started Running Monthly PI Reports using QDB FPM e e eee eee eee eee eee ee eee eee eeoue 11 Creaune a Sutamary or Funds
82. However lump sum expenses have to be manually deleted or adjusted within FPM during the reconciliation process when the expense has actually hit the ledger FPM does NOT automatically update these expenses f for some reason only part of a retroactive correction hit the ledgers FPM should be updated to only show the amount that is still outstanding Again if the projection is for a retroactive correction the Retro Adj box needs to be checked Otherwise if the fund end date is past reports will not pick up these retro entries Even if there is a retroactive correction within the budget period the box should be checked This will ensure that the information is correctly reported in the reports that are requested Lump Sum Expenses in QDB FPM Reports If you have entered projections for lump sum expenses typically you will want to get the Expense by Month report which can include both past QDB and future FPM data depending on the time period specified Lump sum expenses appear in the month after the most recently closed ledger and as noted above stay in FPM until they are deleted during the reconciliation process Version 1 0 83 Income amp Non Salary Expense Search e Account Fund Project Sub paz Search ex To Excel Edit Account CC Fund Fund End Fraject End Project 441482 AR 28132 8 31 2006 8 31 2007 MICE os Iv Retro Adj a Description Amount Monthly DLA Retro credit adj pending approval 1
83. ID 781274 3X 04312 12 31 2025 1400 DOSM 4 594 54 Expired PI Internal Pl Fund Title Internal Fund Title v BEHRSTOCK A MEDICAL SCHOL BEHRSTOCK A MEDICAL SCHOL Fund Grouping Fund Manager _Rextace Comments F Rate Endowments Eilish Hathawa X 0 Cancel Save Account CC Fund Balance Rcha ID Internal Pl Name Fund Mar Expired Internal Fund Title gt EJEZNMESMUEERET NN R77 No BEHRSTOCK A MEDIO 1535 Emergency Med There is a Replace button on the Chart of Accounts screen that facilitates the updating of Fund Managers and if you wish to replace more than one FAU for one fund manager there is a more convenient method that doing each individually For example if there is a new fund manager assigned to a PI because of a change in workload it would be useful to update all the FAUs for that particular PI with the new Fund Manager s name Note if the new fund manager is also new to your Department or to using FPM remember that the person has to be set up in FPM by the Dean s Office for security reasons Please see page 7 for more information Click on the Clear button to start a fresh search Using the search features click on your Department code and then select a PI from the drop down list Click the search button and all the FAUs belonging to that PI will appear in the data grid Or you can narrow the search by also including the old fund manager s name in the search by selecting it from the
84. Mike Hassanvand x4 0772 mhassanvand mednet ucla edu Financial Rita Moreno x4 0272 rmoreno mednet ucla edu Neda Navab x4 0770 nnavab mednet ucla edu Questions about QDB Connectivity and Access AIS Helpdesk x 6 6951 NOTE Please be aware that AIS is responsible for QDB program only to the extent that they maintain the server on which the QDB data resides If you have questions about either FPM or QDB FPM please contact Rita at the number listed above Other Available Resources Dean s Office Web Site On the Dean s Office Website www deans medsch ucla edu you can select the Writeups button to access to supplementary information that has been about various topics in QDB FPM and FPM All of these writeups have recently been updated and converted to pdf format for easier accessibility You will need Adobe reader to open them Please see your departmental support person if you don t have Adobe Please note that these writeups are also available via Version 1 0 9 the Writeups button left most button on the bottom of the screen on the Custom Reports Main Menu screen in QDB FPM The FPM and QDB FPM Manual is also available in pdf format from he Writeups page E Applications Microsoft Internet Explorer zi xl Tools Help Search 5 Favorites Welcome to the David Geffen School of Medicine at UCLA Dean s Office home page In an effort to provide an increased level of service we have provided this resou
85. OE BRUIN JOE ZAMBONI Z ZAMBONI Z ZAMBONI Z ZAMBONI Z ZAMBONI Z ZAMBONI Z ZAMBONI Z ZAMBONI Z Total Employee ID Fund Group Account 000000001 C amp G NIH 000000001 Compensatio 000000001 State Appropi 441374 MC 111111 AC 0 CC 000000001 x Undefined Direct Pay 123456789 C amp G NIH 123456789 C amp G NIH 123456789 C amp G NIH 123456789 Compensatioi 123456789 Gifts 123456789 Gifts 123456789 Sales and Se 123456789 State Appropt 441315 ZZ 441315 ZZ 441315 ZZ 441311 1A 441315 ZZ 441315 ZZ 441315 ZZ 441312 1A 29171 62135 19900 29483 29484 29485 62135 41618 44444 68888 19900 CC Fund Project 200607 200608 200609 200610 200611 696 6 904 6 150 4 167 1 333 2 333 1 333 2 317 833 417 2 333 7 017 35 833 Total Salary Savings Faculty FAU Budget Year Proposed Report FACULTY FAU REPORT PROPOSED FISCAL YEAR 2006 07 Dept 15XX 1 12 2006 11 03 32 AM Name ALLO JOHN ALLO JOHN ALLO JOHN ALLO JOHN ALLO JOHN BROWN MARY BROWN MARY BROWN MARY BROWN MARY BROWN MARY CHASE BEVER CHASE BEVER CHASE BEVER CHASE BEVER CHASE BEVER CHASE BEVER CONNER MICH CONNER MICH CONNER MICH CONNER MICH CONNER MICH Employee ID 060211111 060211111 060211111 060211111 060211111 503250000 503250000 503250000 503250000 503250000 900488888 900488888 900488888 900488888 900488888 900488888 202711111 202711111 202711111 202711111 2027111
86. OGERS GINGER 3265 4225 4225 jee DRESSER EEE EE DUBOIS BLANCHE 1 731 m JB Total 7 871 5 444 7 025 2 525 3 534 4 494 iu 15 v M4 M N ption 4 Report Salary lt gt Salary by Month Report with groupings by Project Code Options on the Salary by Month listing provide tw amp reports that may be especially useful for departments and areas that focus on or use project codes to manage their funds If you select the report Proj sub fund emp you get the fields Project code Sub Fund Employee Name LED YM Gross Earnings and Total Benefits The report Proj sub cc emp gives Project code Sub cost center employee name Led YM Gross Earnings and Total Benefits Both of these reports also have the option of selecting pay period ending as the pay source Payroll Reports by Salary by Month X To remove a Field From your report select it From the Report Fields and then press the REMOVE button To change the order of the items in your report select an item From the Report Fields then use the Up or Down buttons to move the item accordingly in the box To add an itemfrom Payroll Expense Distribution Fields to your report Click it Payroll Expense Distribution Report Frelds Report Account Project CC Sub DOS Fund Earned YM Remove gt Employee Mame Employee ID Led vM Salary by Month Remove ll gt Employee Name Gross Earnings Fund Total Benefits Sub emp UID Gross Earnings Up gt Sub emp Fund Led vM Sub
87. Or you can enter TBN in the Name field without an ID When you know the Name and ID you can update this information in FPM Caution FPM allows multiple TBNs so the Department needs to ensure that the correct info is entered for each new employee once hired HE Staff amp Other Academic Salary Projections Employee ID Name Distributions 1 Salary Increases BenefitRate Reto Begin Date End Date Title Code DOS Type Comments e g 6 30 05 Account CC Fund Fund End Project End Project Sub Mr Dit Rate Code Monthly Rate Hourly Rate Monthly Salary aw 000 000 ono Cancel Seve Dept Begin Date EndDate Account CC Fund Project Sub Comments DOS Monthly Dist zl 3 rs di Reports by Indiv QDE Import Notify Version 1 0 78 Staff Reports Reports by Individual For employees who have various distribution lines with differing starting and ending dates it is difficult to review the overall funding picture by viewing the distribution lines Reports by Individual whose button is at the bottom of the screen facilitate this process When you click on the button you get a listing of five reports From the list select a report specify time period and click on To Excel Make sure Excel is running You will see in Excel that the distribution information is more meaningfully displayed with months as columns and FAUs listed on the left hand side Note The main p
88. Proposed and Approved do not apply to the budget year Version 1 0 106 Note Some reports allow the user to select budget year for the report as shown below alix Select one of the following reports Monthly Salary P Monthly Salary amp Benefit Monthly Percentage Monthly Mission Percentage Ricky s Worksheets Hicky s Worksheets Budget ear Annual Worksheets Budget ear L3 Data Funding T ab Print Screen 2z Y ear Annual Salary Proposed 7 Approved Begin LM End Lr 200507 200606 To Excel Close The values default to the current budget year but the Begin LYM and End LYM can be changed to match the upcoming budget year The reports that allow you to change the Begin LYM and End LYM values are Monthly Salary Monthly Salary amp Benefit Monthly Percentage Monthly Mission Percentage Sample Reports Following are samples of the two reports that appear during the budget process these are Ricky s Worksheets Budget Year and Annual Worksheets Budget Year Version 1 0 107 School of Medicine SMITH MICHAEL 666888999 Step 1732 190 000 7 1 2006 Covered Base Comp Addl Base Up to 3 107 800 Addl Base gt 3 Other Delta TNS Name Emp Base Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX CPL 01 4010XX 1A 62XXX Addl Base to 3 Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX Addl Base
89. Reports 5 Load Create Batch Summary of Funds Options PI version Indude CSER Include project Inci 9H Incl Curr Bal Iv FE PE Included Cancel Back Next gt Finish Sort Order If you use a batch file to create a Summary of Funds report program sorts the batch file in the order fund number cost center and then account Then when the Summary of Funds is created it follows the same order as the batch file If you do not use a batch file to create a Summary of Funds by directly inputting FAU data into the QDB FPM screen the order is cost center account and then fund Summary of Funds Options At the bottom of the FAU for Summary of Funds screen there are a number of options that you can select that will alter the appearance and data contained in the Summary of Funds report You can select these options either before or after loading the batch file You can also select these options when you enter FAU information directly into the FAU screen The options available are PI Version Include CSER Include Project code Include 9H data and Include Current Balance In the example shown under Step 5 the only option selected is as below Include Current Balance Version 1 0 14 FAU for Summary of Funds E x Chart Of Accts Batch Summary of Funds Report Account Cr Fund Title PI Name 44158 we ex FOP PHS HL468Q09 i ZAMBONI SAVIER 441545 Ad ooo FDP MIH DEOYS226 ZAMBONI sAVIEF 441585 Ad POE FDP MIH D
90. STATE 05 STATE 06 STATE 07 STATE 08 NIH 01 FCG 01 PCG 01 CTR 01 GFT 01 END 01 LCG 01 LCG 02 LCG 03 oCG 01 CPL 01 CPL 02 CPL 03 CPL 04 CPL 05 CPL 06 CPL 07 DEAN XX DEAN 01 DEAN 02 DEAN 03 DEAN 04 DEAN 05 DEAN 06 ICR 01 oNS 01 DP 01 DP 02 DP 03 DP 04 DP 05 DP 06 DP 07 DP 08 DP 09 Description State Funds 199XX Dept FTE State Funds 199XX Dept Temp State Funds 199XX NPI FTE State Funds 199XX NPI Temp State Funds 199XX Letters amp Sciences Tem State Funds 19900 Other Schools e g Publ Hlth State Funds 19900 Chancellor State Funds 19910 Geriatric Research Fed C amp G NIH SAMHSA Fed C amp G Other Agenices Private Contracts amp Grants Clinical Trials Private Gifts Endowments Local Gov t L A Co Agmt Harbor Local Gov t L A Co Agmt Ol Vw Local Gov t Other otate Agmt Prof Fees Dept Prof Fees Academic Enrichment Prof Fees Salary Savings Fund Source Exchange Prof Fees Med Ctr Rechg Medical Directorships 3901 Prof Fees Med Ctr Trsfs Gen amp Other Supp 3907 119850 Prof Fees CPN SCN 3906 Prof Fees NPH Admin amp Pat Care 3901 Dean s Office Support Unassigned Dean s Office Support Student Fees Dean s Office EDR 20226 State Funds 199XX Deans Office Fund Source Exchange otate Funds 199XX Dean s Office Salary Savings Support Other Dean s Office Provost Other Dean s Office Geffen Fund new 06 07 Indirect Cost Recovery Opportunity amp Overhead Ot
91. Source Exchange Optionally use this coding to designate the department s professional fees that will be received in exchange for other sources Example faculty in the Department of Psychiatry receive 19900 funds for service on committees that are exchanged with professional fees from the Dean s Office Use of this source code will create a revenue entry Inter fund Recharge Transfer as well as expense CPL 04 Prof Fees Med Ctr Rchg Medical Directorships 3901 Use this coding to designate professional fees generated by recharging the UCLA Medical Center for faculty services provided for administrative functions and patient care services such as Primary Care and Emergency Use of this source code will create a revenue entry Medical Center Recharges Transfers as well as expense Version 1 0 124 CPL_05 Prof Fees Med Ctr Support Use this coding to designate support for faculty salaries from the UCLA Medical Center Use of this source will create a revenue entry Medical Center Recharges Transfers as well as expense CPL_06 Prof Fees Community Physician Specialty Care Network Use this coding to designate professional fees generated by recharging the UCLA Community Physician Network or Specialty Care Network for faculty services provided for administrative functions and patient care services Use of this source code will create a revenue entry CPN SCN Recharges as well as expense It is expected that this may be phasing out as the CPN has its o
92. T 1 966 05 1 308 34 73 48 HSD 1 234 83 HSD RATE 17 922 03 17 922 03 1 308 31 6 850 00 RATE Monthly 14 325 00 2 916 57 TRN 14 325 00 2 082 86 TRN 17 922 03 1 001 84 TRN 17 922 03 849 50 TRN 6 850 77 16 666 67 68 C amp G Data C amp G DATA FOR BRUIN JOE 1 18 2006 3 24 48 PM Fund Dept Code DeptTitle Project Title Agency Agency Awai Begin Date End Date Role Source Doc Effort Amount Cost Sharing Comments NIH NATION CHROMOSO AL MAL INSTITUTE REPRESSIO OF N OF YEAST GENERAL Agency BIOLOGICA HETOROCH MEDICAL 5 R01 Approved 300XX 1445 L CHEM ROMATIN SCIENCES GM042421 7 1 2004 6 30 2005 PI Letters 30 0 No Funding Tab Print Screen FUNDING LINES FOR ZAMBONI ZAVIER FISCAL YEAR 2005 06 12 15 2005 11 38 59 AM begin lym end lym begin date end_date account cc fund project direct pay total salary salary NIH code comments 200507 200606 7 1 2005 6 30 2006 441315 ZZ 29483 N 35000 0 175 12 200507 200606 7 1 2005 6 30 2006 441315 ZZ 29484 N 25000 0 125 12 200507 200606 7 1 2005 6 30 2006 441315 ZZ 68888 N 25000 0 125 0 200507 200606 7 1 2005 6 30 2006 441315 ZZ 41618 N 12000 0 06 0 200607 200706 7 1 2006 6 30 2007 441315 ZZ 29483 N 32000 0 1488 12 200607 200706 7 1 2006 6 30 2007 441315 ZZ 29484 N 28000 0 1302 12 200607 200706 7 1 2006 6 80 2007 441315 ZZ 68888 N 28000 0 1302 0 200607 200706 7 1 2006 6 30 2007 441315 ZZ 41618 N 15000 0 0698 0 2 Year Annual Salary Annual Salary PROPOSED ZAMBONI ZAVIER 1 18
93. The following is a sample report that includes retroactive corrections The report is similar to the one above without retroactive adjustments except that there is an additional column to the left of the Actual Total column called Retro which has the total amount of the retroactive adjustment for each employee 93 d A2 m Salary Reported on Led YM Current Grant Year A B C D E E G H J K 0 p R S Ak IP Payroll Salary by Month 44XXXX XX 29XXX Paid From January 2006 to December 2006 date 427 2006 2 sata Reported on Led YM Current Grant Year a a a a a a Employee Hame Employee ID 200601 200602 200603 200604 200605 200606 200607 200608 Total EE Ez sume JOSEPH asas 3001 3001 3 001 e NEUE NU cael cae wall lal leet ated ela P omnem eT eT eT eT eI ah m n a 13 Benefits Reported on Led YM Current Grant Year LL LLLLLLLLLLE EE 14 Employee Hame Employee ID 200601 200602 200603 200604 200605 200606 200607 200608 Total a E Ve wu ROBERTA T 1176 1 243 mm 01 p 3 052 aw 018 av 355 Bude ee aee LoT n a a 5 5 s aL n i an Version 1 0 20 In addition for those FAUs that have retroactive adjustments there is an additional report with the retroactive detail as below Note When you click Finish to create the report you land on the sheet with the retroactive detail on it To see the regular salary click on the tab next to the tab you re on to the rig
94. Total Salary Benefit Total Total Salary Benefit Total Salary Benefit Total Total Salary Total Benefit 401006 3H 63000 347 2 888 2 041 347 2 388 2 388 2 041 347 2 388 2 041 347 2 388 1 361 401006 3H 19900 O 1 361 1 361 0 1 361 1 361 0 1 361 1 361 0 1 361 Monthly Total 347 3 749 3 402 347 3 749 3 749 3 402 347 3 749 3 402 347 3 749 Note Some months are hidden in order to fit report on page Monthly Percentage FUNDING IN PERCENTAGES BY MONTHS BRUIN MARY 11 2 2005 10 31 37 AM FAU 200511 200512 200601 200602 200603 200604 200605 200606 Average 401006 3H 63000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 401006 3H 19900 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 0 4000 Monthly Total 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 QDB Comparison Percentage The QDB Comparison Percentage report compares distributions for an individual that exist in FPM to distributions in EDB Once you look at this report if you determine that the EDB distributions should replace the FPM distributions click on the QDB Import button at the bottom right hand corner of the screen QDB Comparison BRUIN MARY 11 2 2005 10 31 50 AM FPM Data FAU 200511 200512 200601 200602 200603 200604 200605 200606 Average 401006 3H 63000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 0 6000 427703 63000 0 0000 401006 3H 19900 0 4000 0 4000 0 4000 0 4000 0 4000 0
95. Update Date gt M 07 01 2004 06 01 2005 431201 1C 52200 02 2 18 2005 1 10 PM d Reports by Indiv EDB Upload History 4 IP of 2 gt g Find PENDING Submit The following are the fields on the Z Stipends tab screen Begin Date Using the syntax MM DD YY 07 01 05 enter the starting month for the retro line Note this syntax is different than the funding screen End Date Using the syntax MM DD YY 09 01 05 enter the ending month for the retro line Note this syntax is different than the funding screen Z payments are generally one time only payments but they can also be made on a monthly or quarterly basis You should enter one line for each payment with the start and end date to reflect the ledger month the payment will hit The DOS code for Z payments is ZDN this code should not be used for any other type of payment For a complete listing of DOS codes for plan faculty Comments Use this field to enter a comment for the Z Stipend line Account CC Fund Use these fields to enter the Account CC and Fund for the funding source to be charged for the Z payment or stipend Fund End Non editable field Current budget year end date Project End Non editable field Project end date Project You can use this field to enter a project code if desired Sub You can select either sub 00 or sub 02 from the drop down list Z payments are typically paid from sub 02 DOS Type Enter the DOS type from the drop down
96. a edu Award Title The UCLA Center for Nuclear Imaging Pl Dr Xavier Zamboni FAU 448911 ZZ 38516 Curent Expiration Date 12 31 2005 Brief Explanation Have received a 1 year no cost time extension Please update FPM to show new end date of 12 31 2006 Please send the email request to Rita Moreno in the Dean s Office rmoreno mednet ucla edu You will receive an email notification of the date extension A notification email will be sent to you the day before the expiration of the extension in FPM The following are some instances where you might want to change the project end date 1 You know that a grant is being extended e g a no cost time extension but the information has not been updated in the fund table You want to extend the project end date to reflect this new funding period 2 For some types of funding such as State Tobacco funds the fund table picks the longest project end date which may be well beyond the end date for the specific award you are managing In this case the end date would be shortened 3 For clinical trials the project end date is not as set as for other awards and can usually be extended to allow post study payments Fiscal Year From the Main Menu the right most menu item allows you to select the available Fiscal Year for data entry or review Please note that this feature ONLY applies to plan faculty and is not relevant to staff or expense projections Plan Faculty have their appointments on an annual
97. above This is the field that will probably need to be updated most often Some instances where you may want to update the fund manager field are New FAU to be assigned to a fund manager Fund manager leaves the Department and so all FAUs managed by that Fund Manager need to be updated within the Chart of Accounts Pl gets reassigned from one Fund Manager to another one so all FAUs for that PI need to be reassigned Reassigning Fund Manager to new or existing FAUs It is simple to assign or reassign a fund manager in Chart of Accounts Use the search feature see page 89 to bring the individual FAU or group of FAUs into the Data Grid To assign or replace the fund manager for a single FAU Highlight the FAU in the data grid The information flows into the fields in the middle of the screen The fields in white can be edited The fund managers field will be blank if there is no one assigned to it or will have the current old fund manager s name From the drop down list to the right of the fund manager s name select the new fund manager When you select a new name two buttons now appear on the screen Cancel and Save Cancel stops the change and Save keeps the change Financial Projection Module Main Menu Eilish Hathaway Chart of Accounts Search By Dept Account BE Fund Fund Manager Internal PI 1925 D Biostatistics A v v BRI E All Expired Account HE Fund Fund End ProjectEnd Dept Balance Rchg
98. adder FI EM Faculty Temporary Version 1 0 1717 1719 P P 1718 1720 1722 1724 1725 1726 1757 1759 1 P 1 pu 1758 1760 1762 1764 1765 1766 1777 1779 1 pu 1 pu 1778 1780 1782 1784 1785 1786 pruna E por 130 TITLE CODES FOR SCHOOL OF MEDICINE COMPENSATION PLANS FOR 1 12 amp 1 11 PAYMENTS BSCP i B PRECLINICAL jAbbrev REG ASST PROF REG ASSOC PROF REG PROFESSOR RECALL ____ plan scale RECALL VERIP ACT ASST PROFESSOR ACT ASSOC PROFESSOR ACT PROFESSOR ASST PROF IN RSDN ASSOC PROF IN RSDN PROF IN RSDN ADJUNCT INSTRUCTOR ADJ ASST PROFESSOR ADJ ASSOC PROFESSOR ADJ PROFESSOR CLINICAL COMP INSTR CLIN COMP ASST PROF CLIN COMP ASSOC PROF CLIN COMP PROFESSOR ASST PROF OF CLIN X ASSOC PROF OF CLIN X PROF OF CLIN X VST ASST PROFESSOR VST ASSOC PROFESSOR VST PROFESSOR DSN BSTITLE 01 19 05 FLAD Faculty Ladder FTEM Faculty Temporary Version 1 0 131
99. ake modifications to it and click on Save As This way you create a new distribution If you click on Save you replace the original distribution Note At first when you click on a distribution you see the buttons Add and Delete As soon as you make a change to a field you get the following buttons Save Cancel and Save As Options at the Bottom of the Screen gt M Find Reports by Indiv V NoRefresh GDB Dist Import Notify At the bottom of the screen there are a number of useful options Here is a brief explanation of them The button Reports by Indiv takes you to the menu for Salary Reports for Staff and Other Academic by Individual Next to this is a button called No Refresh please see next section for information on this feature At the bottom left hand corner are what are commonly called CD buttons They are used for navigating the records of the database From left to right they take you to the first record go back one record go forward one record and go to the last record There is also a window indicating the record you are currently on and the total number of records Next to this is a button with a set of binoculars on it and the text Find When you click on the Find button you are taken to the search screen that allows you to find a staff or other academic member by name or by FAU There are two other buttons that are available These are the QDB Dist Import button and the Notify
100. and signifies that even though UCLA is paying less than 50 time reporting is required because the funding source is a grant or other similar source that requires time keeping An example would be a faculty member in the Department of Medicine at UCLA whose appointment is at the VA but is partially funded by a UCLA grant Note The By Agreement check box and the VA Rated checkbox CANNOT both be selected You must select one or the other If you try to check both boxes you will get an error message The Option buttons work as for other editable screens For an explanation of the option buttons at the bottom of the screen please see page 53 Defaults Other Sub Tab Currently the only option under the Defaults Other subtab is an option box called Match Approved Worksheets This box by default is checked In order to understand this option you need to be familiar with how the Monthly Distribution Summary Ricky s worksheets are derived from the funding data that is entered into FPM MDS worksheets have formulas that put the entered funding into the correct salary compartments base additional base 2 3 etc and also by default uses a specific order for the funding This order puts 19900 in the base and then uses the funds in increasing fund number This option box comes into play when there are funding changes When this box is checked FPM attempts to keep the funding in the same order as on the original worksheets Sometimes when there are
101. are retroactive corrections for a particular pay month selecting Pay Period Ending gives a better view of seeing the net effect of any and all corrections and salary payments for a particular month The following Little Test may be helpful in clarifying the difference Let s say someone gets paid as follows In January gets paid for January salary line 1 In February gets paid for February salary line 2 And also for January retro line 3 If you choose January to January and Date source Ledger Year Month paid you will get line s Answer 1 only payment on January ledger If you choose January to January and Date Source Pay Period Ending earned you will get line s Answer 1 and 3 there were payments for January on both January and February ledgers Version 1 0 113 If you choose February to February and Date source Ledger Year Month paid you will get line s Answer 2 and 3 there are two salary payments on the February ledger If you choose February to February and Date source Pay Period Ending earned you will get line s Answer 2 only one payment on February ledger applied to February other one was for January You can get very different results for payroll reports depending on the Date Source selected In the following examples the same information was requested same FAU same Date Range etc but in the first example the Date Source is Ledger Year Month paid and the second is Pay Period Ending earn
102. ary steps will need to be taken to prevent future variances To get the Reconciliation Report go to the Custom Reports Main Menu screen in QDB FPM and select Reconciliation The program will automatically include FPM data for this report QDB FPM Med Sch Version Date October 31 2005 x Ansa Rann Main Mann General Ledger Custom Reports Payroll Experse Distribution Most Recent 200510 PPPA Most D cent 200510 Q Summary of Funds Q Salary by Month Gee Q Summary By Sub fO Reconciliation Q Non Salary Expense Projection by Month all fund types O FAU Sum Q Expense by Month Q Employee Sum Q Summary By Sub Object Ledger Yr Mo Q Sales amp Service Summary Eamed Yr Mo Detail Closed Q Brown UPAY Detail Open Other UPAYs Q Detail All Q PAR Q Customized 1 FPEN Include FPM Funding Version 1 0 21 Exclusions from the Reconciliation Report This report excludes the following DOS codes VAC TVP SKL CMP CTA and CTO IAP is included but will always show up as zero On the following screen you should enter your Department Code On the same screen it indicates that the Staffing Group is All This cannot be changed Click Next The next screen is the FAU for Reconciliation screen Enter the FAU you are reporting on or click Get Last FAU to retrieve the most recent FAU Click Next The next screen is the Date for Reconciliation screen On it shows the Date Range for the repor
103. at you have created your batch sheet keep it open return to QDB FPM under tools click on Monthly Batch and your completed user form will load into the program At this point you m Run Report may run your reports by simply clicking on the SURE button You will get all the reports that you marked with a Y and indicated the FAU There will be one sheet for each report If you wish to rearrange the order of the columns and how they are subtotaled return to the user form by going to QDB FPM under tools click on monthly batch then click on Load Batch Your current open sheet will probably be one of the previously downloaded worksheets The program will bring up a list of all sheets in your file and will ask you to select a batch sheet Select the sheet that contains your monthly batch and click Ok Version 1 0 42 e Select a Batch Sheet Sheet Sheets Sheeks Your previous batch sheet will load onto the user form Click on the report you wish to modify on a Set the user form and click on the Subtotal On the subtotal screen you can reorder the fields and press the finish button to set and save the order of your monthly batch report Next month when you load this template it will have the sort preferences that you input Pressing the cancel button on the subtotal screen will reset your report to default Press the back button on the subtotal screen if you do not wish to make any changes Order of
104. ata Overall Reports Ltilites Fiscal Year 2005 06 Find Plan Faculty Find Plan Faculty Screen Dept D rision 1400 DOSM EN Search by FAU Select employee fram list or enter first Few characters of employee id or name below ta limit the list Employee ID Employee Mame List All Embed am BRUIN ANOTHER cocoon BRUIN JOE You can also check Search by FAU If you check this you can enter an FAU see screen below This will give you a list of all the plan faculty who are being paid from the entered FAU To search for individuals by FAU check the Search by FAU box enter your criteria click on Search highlight your individual and click on Select Version 1 0 47 Financial Projection Module Main Menu Eilish Hathaway Income amp Expense ChartofAccounts C amp G Data Overall Reports Utiltes Fiscal Year 2005 06 g Find Plan Faculty Dept Division 1400 DOSM EN Search by FAU wv Select employee from list or enter any part of FAU and click Search Account CC Fund Project fff Search List At Employeeld Name BRUIN ANOTHER 000000001 BRUIN JOE After you have selected an individual faculty member you will be taken to the Plan Faculty Screen Filtering the Search for Plan Faculty There is an option in FPM that allows you to filter the list of plan faculty by funding source For example this would be useful if you wanted to see a list of all faculty in y
105. ate Retro Employee ILA Distributions Begin D ate ra 3 1 2006 0 0300 eg 0 02 For 2X increase Comments Delete Add I Begin Date Increase Comments Updated Bu Update Date 08 01 2004 0 8000 Test Increase 2 Ibvle 10 28 2004 4 53 PM 08 15 2004 1 2000 Test Increase 4 pmeft 11 2 2004 12 20 PM k 03 01 2005 0 03200 mdnn 4 4 2005 11 12 AM Benefit Rate Tab Initially benefit rate for everyone is set at 17 If you would like to change that click on the Benefit Rate tab To help you decide what rate to use for projections 3 different actual rates are displayed for that person and you can choose one by entering it in the white box and clicking on Save Note initially you don t see the Save button It will appear as soon as you start making a change to the white box HE Staff amp Other Academic Salary Projections Employee ID ame BRUIN JOELLE Distributions Salary Increases O S pfit Rate Retro 0Oj gt Latest 12 Month Average Benefit Aate Including Jaee 0 0000 Last Updated 3 37 2005 1 42 46 PM Latest 12 Month Average Benefit Hate Excluding Wesel 0 0000 Last Month s Actual Benefit Rate Excluding Vacation 0 0000 Benefit Rate to be used to calculate future monthly E 1700 cave Cancel Version 1 0 76 Retro Tab To enter retroactive changes click on the Retro tab Click on Add fill in all the boxes and click n Save For the FAU that n
106. basis that must be renewed and re entered on an annual basis based on the fiscal year of July June For this reason there is a feature in FPM that allows you to select a particular fiscal year Once you have selected the Fiscal Year that year appears in the menu bar For example in screen below the fiscal year 2005 2006 has been selected Financial Projection Module Main Menu Eilish Hathaway E B x Income amp Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 For information on selecting the correct fiscal year for the budgeting process please see the information on the budget tab starting on page 101 Version 1 0 100 V FPM Budget Tab Section Summary In this section are discussed the data entry and options available in FPM during the budget season for the purpose of budgeting Plan Faculty Note that these options are only available during the budget process typically from mid January to mid June Selecting the Correct Fiscal Year in FPM From the Main Menu the right most menu item allows you to select the available Fiscal Year for data entry or review Please note that this feature ONLY applies to plan faculty and is not relevant to staff or expense projections You enter plan faculty data for upcoming years by selecting the CURRENT fiscal year from the drop down menu For example to enter information for fiscal year July 06 June 07 you would select fiscal year 2005 2006 Until the budge
107. by Month Reports Step 6 Go back to QDB FPM and choose Salary by Month payroll report check Report ppp Organizational and make sure the box Include FPM Funding is checked UDEB FPM Med Sch Version Date April 26 7006 B X OQUB FPM ANS PANTS Mam iam ES General Ledger Custom Reports EPE Payroll E xpepse fistribution Most Recent 200603 HosA ecent 200603 Salary by Month Summary of Funds Reconciliation FAU Sum Employee Sum Ledger rr Mo Eamed rMo Brown UFA Other UFAS PAR Customized 1 Summary By Sub Maon Salary Expense Projection by Month all fund types Expense by Month Summary By Sub Object Sales amp Service Summary Detail Closed Detail Open Detail All oo0000000 O000000000 FRM v Include FPM Funding eh writeups D macros Monthy Batch GotoADHOC Cancel Finish Version 1 0 18 On the screens that follow indicate your Department Code and then the FAU for which you need the detailed salary information You will then be on the Date for Salary by Month screen as seen below Date for Salary by Month Screen On this screen see below are various options for selecting the date range for your report Here is a summary of these options 1 Select the date range from the drop down lists 2 All Actual option gives all available QDB past actual data for your selected FAU 3 Match Future Sum by Sub Fund End Date gives all future data until the end of the
108. ce Macros DO Macr0S s ccsrcctssscrmsasttacsiarsoumaatesianiaredeasatelannidascedeaaiacteedniaiets onarnamamasians 40 Monthly Batch Reports in QDB FPM 5 522 35 919138 S aL nos Ee Fro RR ERR S REIR Codi SIME P E NT He tbR EE PUTEM dard 4 eade LI UM 4 NMGnthly Batch Template 22359m2293 945 90 2982922 399299 E Da eed bos E REPU ND IM sands 42 Runnin REPOS onde teo d ro ost dite cian oa Eu eiue e duni pdt reda eum cus uu ages 42 Date TCT Acca esteem edd epit de ada tutte a tag or a ele nda atn unde ed 44 IV USING FPM steerer cnet aan taan lout band oat aec coco TAa aaa a ana a Asa aa iioc ctos aa Ria aa 46 SECON SUMMAT Voras 46 ROL aL C290 di un ueste RR oe A eo eee eee 46 Income and TUX DCMS Cscescensvacsscencctsssexcacsccsenevucsessecesouns A E E E 46 Ig uui 46 PAHO CUO mer Q 46 Search by Individual or by PAUL eai toi Ho ete emite Tete te td desea sears favet tides Duvet pad detso res ERU U 47 Filterins the Search for Plan Faculty a ie eroe necu eoe edo torpe aet Avr IO dba Eoo eo ve va dut don 48 Plan Faculty Screens Overall Features c oed etre re anc eeu edo ater star Casu tuv cbe eda b X enacts 50 Fundin 555 c Fe Padi 50 ADpporntment L3b 99 9 pn Eod earnest te Omm caussis dcn Ouse a u cc eats 54 Perault BP pee epee se ee een re sere 56 RO BaD X
109. cember 31 2007 FPM would have the following funding lines for his 19900 and grant 22222 funding Fund 19900 Start Date July 1 2006 end date June 30 2007 Fund 22222 Start Date January 1 2007 June 30 2007 Fund 22222 Start Date July 1 2007 December 31 2007 Version 1 0 64 It doesn t matter whether you use YTD or ITD reporting within EDB the distributions have to end on June 30 so its necessary to create two lines for funding sources that span fiscal years If a Plan faculty is in the Approved Mode for his current funding if you enter C amp G funding information for upcoming fiscal years it does NOT change the status of the current funding i e it doesn t put the faculty funding into Pending mode New Faculty Entering a new or prospective faculty member into FPM When a new faculty member is recruited and they accept an offer of appointment at UCLA the home department submits a dossier or a letter for visiting appointments Once this dossier and the appointment is approved by the Dean the Dean s Office academic personnel group enters the relevant information into the Academic Data Base ADB The information that is ADB feeds into FPM This feed happens automatically on a nightly basis When the new faculty member is entered into EDB by the Department and then gets assigned an employee ID the Dean s Office academic personnel person goes back and adds this information to ADB which in turn is fed into FPM Complete informati
110. center Fund Enter FAU fund Project Enter an optional project code Percent Enter percent time as a decimal 1 0000 equals 10096 Permanent Line Check this box to select this funding source for the faculty member s permanent funding line see above As for other screens the option buttons are available Delete Add etc once a line is added or selected for editing For an explanation of the option buttons at the bottom of the screen please see page 53 Default 19900 FAU s Sub Tab Financial Projection Module Main Menu Eilish Hathaway Plan Faculty mL Income amp Expense ChartofAccounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 Employee ID 000000001 Name BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Reto Z Stipend CPLFAU s 19900 FAU s Salary Savings Benefit Rate By Agreement Other Begin Date End Date Source Account cc Fund Project Percent Permanent Line 07 01 2005 06 30 2006 sTATE 01 000000 jec 19900 1 0000 iv df Reports by Indiv EDB Upload History 22 b g Find PENDING Submit Version 1 0 57 The 19900 FAUs screen allows the user to enter the default 19900 State Funds for the Department These FAUs are then automatically used for the Base X funding lines on the Monthly Distribution Summary worksheets and in EDB for those faculty in the Regular series As noted above there is an option box called Permanent Line If thi
111. checked in FPM for an employee However funding information can also be entered manually into FPM It is important that every employee who should be paid from a funding source is included in the FPM projection The fields and data entry for this screen and the other Staff and Other Academic information is detailed starting on page 70 Staff and Academic personnel and fund managers need to coordinate information in order to ensure that the current funding information is entered Fund managers should consult the budget for guidelines on the percentage allowed for each person All staff and other academic being paid from a particular contract and grant should be entered into FPM in order to project the correct ending balance Caution Academic and staff salaries typically constitute the largest expense on a contract or grant It is very important that the projections for salaries are correct and that errors are identified promptly and fixed Other Expense Projections All expenses that are anticipated to be paid from a contract or grant need to be projected in FPM There are two major categories of expense other than salaries These are recurring monthly expenses and one time lump sum expenses Information on these is below Version 1 0 30 Recurring Monthly Expenses Recurring monthly expense are those that can be anticipated to occur on a regular and routine basis for the course of a grant Examples of these are DLAM charges if animals are used in
112. cialty of medicine They are eligible for licensure to practice medicine in California and are completing supervised study and training in an ACGME approved specialty or sub specialty training program Medical Residents A term used to describe the capping or limiting of salary rates by the federal agencies of National Institutes of Health NIH and Alcohol Drug Abuse and Mental Health Administration ADAMHA Effective with FY99 the limit is restricted to the Executive Level III of the NIHCAP Federal Executive Pay Scale The salary for an appointee at a certain rank and step is designated off scale if the salary is higher then the published salary at the designated rank and step for the relevant title Off Scale series APM 620 Pre clinical Clinical Compensation Plan an arrangement under MCP for non physicians i e non M D s with patient care or PCCP professional equivalent responsibilities An abbreviation for Primary Care Network UCLA s expansion of location sites in the PCN CPN community that provides general medical care Version 1 0 118 As of 2004 the network became known as the Community Physician Network CPN The doctors have Staff Physician paid appointments Sources as identified on the University s on going permanent budget The most common source is State General Funds fund code of 19900 Others are Sales amp Services Funds such as Compensation Plan funds coded Permanent Funding 6XXXX
113. come and Expense drop down menu on the FPM main menu screen Use the find feature to select an existing staff or other academic or click on Add on the Find screen to enter a new staff or other academic You will get the following entry screen Financial Projection Module Main Menu Eilish Hathaway Staff amp Other Academic Salary Projections TBR mL Income amp Expense Chartof Accounts C amp G Data Overall Reports Ubilites Fiscal Year 2005 06 X Employee ID mem M ame BRUIN JOELLE Distributions Salary Increases Benefit Rate Retro Begin Date End Date Title Code DOS Type Comments 37 2005 8 31 M2006 eg 6 30 05 1234 REG Account LL Fund Fund End Project End Project Sub 431 268 w Door MICE oz Dist Hate Code Monthly Rate Hourly Rate Monthly Salary 0 4000 lA 3 000 00 0 00 1 200 00 Delete Add Dept Begin Date End Date Account CC Fund Project Sub Comments DOS Monthly Dist Title U 1400 9 1 2005 12 8 31 2006 1 431268 WW MICE 02 REG 1 20000 04000 1234 Ei 400 9 1 2005 12 8 31 2006 1 431268 XX 21K RATS 02 REG 1 800 00 0 6000 Ei Comments 4 7 of 307 m Find Reports by Indiv If HoRefresh IDB Dist Import Motify Information in FPM is Refreshed daily from EDB QDB so that new employees or funding changes for staff that have previously been entered in EDB are automatically updated in FPM unless the No Refresh button has been
114. culty who do not have patient care BSCP responsibilities An abbreviation for the Center for Health Sciences at UCLA Also called Comp Plan Salary plan s for compensating academic appointees to meet competitve requirements of the discipline Academic appointees must meet certain eligibility requirements for membership and Compensation Plan abide by the terms of the plan Another term for Additional Compensation It is the amount above the applicable Health Delta Sciences Scale Also referred to as Y or Z Delta Factor or Factor to X Total of all salary components above the 11 Version 1 0 116 month salary Scale 0 divided by Scale 0 or 11 month rate The amount negotiated above the Health Sciences Salary Scale that is paid out on a Delta Y monthly basis effective 7 1 00 The amount that is supplemental compensation in the form of an incentive or bonus payment and may be paid at varying times during the year such as quarterly Not to be implemented Delta Z 7 1 00 for BSCP until further discussion An abbreviation for Employee Benefits The term FAU stands for Full or Financial Accounting Unit and consists of the location code six digit account number five digit fund number two digit cost center and optionally a six digit project code The FAU serves as a unique identifier for funding and accounting purposes FAU A graduate student or scholar doing advanced Fellow study in a field
115. current contract or grant year 4 Match Future Sum by Sub Fiscal Year gives all future data until the end of the current fiscal year 5 Current Grant Year defaults to the beginning and ending months of the current contract or grant period and so can include both past and future data There will be separate columns for past and future data Note the future data will be highlighted by a dark border on the report 6 Current Fiscal Year defaults to July of the current fiscal year as the starting month and June of the current fiscal year as the ending month Similar to 5 the report can include both past and future data with separate subtotal columns for past and future To deselect any of the check box options just click on the selected check box and it will get deselected and the date options at the top will be reactivated Date for Salary by Month x MOST RECENT CLOSED PPP MARCH 2006 Enter a date range on which to report Choose All in order to get all available QDE data for your selected FAL Type over the rear entry to change it tthe year value is notin the list EITHER From March 2006 select here To March 2006 All Actual OR Match Future Sum by Sub Fund End Date here Match Future Sum by Sub Fiscal Year Current rant Year Current Fiscal Year Date Source Ledger Y ear Month paid Pay Period Ending earned FERE Included Cancel Finish On the next screen click on
116. d Mame OOOOO0001 BRUIN JOE Select Add Click on the L amp amp Pest button located at the BOTTOM left hand corner of your screen The Plan Faculty Reports menu appears JE Plan Faculty Reports O x Select one of the following reports Monthly Salary Monthly Salary amp Benefit Monthly Percentage Monthly Mission Percentage Ricky s Worksheets CG Data Funding Proposed Approved To Excel Close Version 1 0 94 Select C amp G Data and press the To Excel button located on the report screen The Excel report shows all the funding for the PI you selected As you can see on this example we see the Cancer Center funding for a departmental faculty member even though Department A only entered the 2 and 3 lines C amp G DATA FOR BRUIH JOE 3 20 2004 10 56 04 AM Agency Dept Award Begin Cost Comment Fund Code Dept Title Project Title Agency Hum Date End Date Role Source Doc Effort Amount Sharing z Role on Project listed az JONSSON PITT TORS 5 Pad Associate ZIAN 2112 CAM CTR CORE GRANT CANCER INSTITUTE CADRE REX 1242003 11 50 2004 Other Approved B 4 5 041 Mo Director PITT TORS MOUSE INSTITUTE OF 5 Rz Salary JOXAN KEES Dept 4 STUDY MENTAL HESLTH MEXXE B242001 6 50 2004 PI Budget Justi 20 Ma Unknown PITT TORS INSTITUTE OF NEUROLOGICAL DISORDERS amp 2 Salary 3UREX KEES Dept A SIGMALIMG STROKE RIZMEMMM BAf4003 F431 2005 PI Approved BI 40 Ma Unknown
117. d it is valuable to check that the funding is in FPM Chart of Accounts Once that is verified it is useful to run the Summary by Sub Report in QDB FPM and verify by checking with the final budget for the contract or grant and the Award Synopsis that the appropriations are correct Version 1 0 28 Plan Faculty Salaries Typically the academic personnel enter the plan faculty funding information for the upcoming fiscal year during the budget process However fund managers may be asked to update FPM with funding changes and to make corrections Here is a basic guide Select Plan Faculty from the Income and Expense drop down menu on the FPM main menu screen Use the find feature to select an existing faculty member or click on Add on the Find screen to enter a new faculty member You will get the following entry screen Financial Projection Module Main Menu Eilish Hathaway Flan Faculty TBR aO Income amp Expense Chartof Accounts C amp G Data Overall Reports Utilites Fiscal rear 2005 06 Zu 5m X Employee ID OOO000001 Mame BRUIN JOE Department 1400 DOSH Funding Appointment Defaults Retra Z Stipend Partial Month Begin LM EndLYM eg 200506 Comments 200507 200606 12 months Direct Pay Account Fund Fund End Project 431201 TE E1027 Cap 12 31 2025 Monthly Estimated Source Salary 2 of Salary Salary Dist x Pay Component eus Ol 75 00 0 4096 6 50 00 Automatic Delete Add E Begin
118. d ITD 03 06 ITD 03 06 Exp Bal Exp Adj Balance Comment 4413XX XZ 290XX 823 149 821 527 1 523 1 523 4413XX XZ 298XX 150 000 0 3 360 19 404 127 236 127 235 E 4413XX XZ 299XX 440 000 472 501 407 4 421 i 90 882 4413XX XZ 335XX 823 386 829 255 3 950 1 819 4413XX XZ 530XX 73 246 75 254 4 005 21 742 YP27 7813XX XZ 530XX 54 8689 45 200 2 788 j 102 857 Privat 4413XX XZ 582XX 69 460 79 122 j 15 522 Privat 6213KX XZ 573XX 0 7 576 Privat 6213KX XZ 576XX 0 f j 56 818 2 324 372 2 322 859 64 394 5 795 26 729 40 669 Version 1 0 15 Summary By Sub Another report that allows you to include both QDB data actual past from General Ledgers and FPM data future is the Summary By Sub Report in QDB FPM From the Custom Reports Main Menu select Summary By Sub and check the Include FPM Funding box This is an excellent report for getting a snapshot of the financial status of a contract or grant GQDB FPH Med Sch Version Date October 31 2005 QUB FPM ameta amis Mam d ES General Ledger Custom Heports ID Payroll Expense Distribution Most Recent 200510 Most Recent 200510 Summary of Funds Salary by Month Summary By Sub Reconciliation Non Salary Expense Projection by Month all fund types FALI Sum Expense by Month Employee Sum Summary By Sub Object Ledger Yr Mo Sales amp Service Summary Earned Y r Mo Detail Closed Brown UPAY Detail Open Other UPAY s
119. d Title Nickname for study is extracted from Chart of Accounts and included in first line of heading Fund Number of FAU is bolded Internal PI name is extracted from Chart of Accounts Project End Date has been added Recharge ID added The heading for Column 6 has been revised to show either the budget end date if ITD reporting is used or 6 30 of current fiscal year if YTD is selected e This report extracts the comment entered in the Chart of Accounts module in FPM and adds it to bottom of Summary by Sub report The comment is also included in the Summary of Funds report Note The program is designed to provide the most up to date report based on the most recent closed ledgers data in the open table and future data coming from FPM If you are several months behind in your reporting we strongly recommend that you don t try to recreate old months reports because it is impossible to programmatically recreate complete old reports and it takes too long to do it manually and besides there isn t much value in doing that Instead focus on the most current report For all the months past and recent be sure to review all detail payroll and non payroll expenses on the ledgers to make sure they are all correct If for some reason you still need to run a Summary By Sub report for a month prior to the current closed month you will need to uncheck Include FPM and you will only get data in columns 1 and 2 Detail of Future Data Payroll Salary
120. d the screens for each selection This section could be used as an overall review of the functions available within FPM Starting FPM For information on installing FPM or getting set up in the FPM security system please see the section Getting Started on page 6 Either click on the FPM icon on your desktop or select Start Programs Financial Projection Module from the Windows screen You will then be on the Login screen for FPM Enter your ID and Password and then Click on Login Financial Projection Module Login David Geffen School of Medicine at UCLA Financial Projection Module Login Password cet Version 1 02124 6858 Note Your FPM password must be synchronized with your QDB password Please see page 7 Income and Expense The Income and Expense tab in FPM is the left most menu option on the Main Menu screen Under Income and Expense there are three sub menu item options These are Plan Faculty Staff amp Other Academic and Income amp Non Salary Expense Each of these is covered below Plan Faculty Introduction The Plan Faculty Section is the oldest piece of FPM and has important links to the All Funds Budget Program and to the Academic Data Base ADB maintained in the Dean s Office For all years except the Budget Year there is a nightly refresh of all appointment information from the ADB to FPM with an automatic email notification system associated with any changes All distribution info
121. date range from December 2005 to November 2006 and running the report on April 26 2006 gives the following results note columns for June to September are hidden to allow report to fit on page This report includes past and future data Note that there are columns for Actual Total Future Total and the total of all expenses Data for the future is highlighted with a border Ed Microsoft Excel SampleReports_Apr06_EH ET 13 ET la x 6 File Edit Yiew Insert Format Tools Data Window Help Adobe PDF _ 81 xj JD c E S amp elratT mm amp r M B gt vs Ele 58 3 8 Im m x B8 04 Equipment TEES S0 RET DR ERE EE T ET ER ES ERR ee ee ee RE TRE ERR SES RR EXPENSE BY MONTH REPORT ALL ALL 29XXX FROM DECEMBER 2005 TO HOVEMBER 2006 Date 4 26 2006 2 Reported on Current Grant Year Exp EML Open Actual Future Total Cost w Sub Object Title 200512 200601 200602 200603 Items 200604 1200605 200670 Total 1 Total 1 2 EML 00 Academic 61 734 73 250 76547 77 626 19 161 73 086 73 096 58315 56 315 289 159 527 692 816 851 4 8 ose oss oao uxo oro mee Temm Caso mae naam cossa scs Z eomes ams Gea oaeo rer ame sow 6 mam Har al astra nor zm o emo um se e nes o fosserens azs cipes cgo r oaeo irem crees cnn ossos mrapa mese seo ul mem ge O e am az pua ae S on ena 13 Direct Total 182 054 202 443 184 566 204 38 19 561 22341 128 303 179183 155 959 154107 774 002
122. de this button is checked to send the information to the Budget program Users can keep sending information and updates to the budget until the budget is locked Special Reports Available During the Budget Process There are special reports available within FPM during the budget process These are found in two places Reports by Individual and Overall Reports Reports by Individual Reports by Individual are accessed by a button called Reports by Indiv which is available from any of the tab screens for Plan Faculty These S are specific to an individual plan faculty member ti Reports by Indiv GIRI E A Find EDB Upload History FENDING Submit When you click on this button you get the following list of reports There are two reports that are applicable during the budget process Ricky s Worksheets Budget Year and Annual Worksheets Budget Year In addition the two reports 2 Year Annual Salary and Annual Funding with Comments not visible on list below but available provide budget related information FIBI Plan Faculty Reports Ei x Select one of the following reports Monthly Salary P Monthly Salary amp Benefit Monthly Percentage Monthly Mission Percentage Ricky s Worksheets Hicky s Worksheets Budget Year Annual Worksheets Budget ear L3 Data Funding T ab Print Screen 2z r ear Annual Salary Proposed C Approved Please note that the concepts of
123. e of This will help prevent overlooking an FAU For this reason it is especially important that a fund manager be assigned in FPM to any new FAU that is issued Likewise any reassignments of fund managers should be reflected in FPM Especially when printing of F5O100 ledgers gets discontinued Chart of Accounts will provide a complete list of FAUs that need to be reconciled Discover New Links Newly created FAU links with funding show up with blank Fund Manager which triggers the need to assign it to someone It is crucial to check periodically for unassigned FAUs in FPM Note Clinical Trials won t show up when they are newly assigned because they have no funding The fund manager will need to rely on COEUS or a notification from EFM of the new FAU CAUTION if EFM processes a TOF with an effective date in the future the FAU won t show up in FPM until the effective month Create Batch Sheets Each FAU will be assigned to an Internal PI This will facilitate creating batch sheets for running QDB FPM reports by Pl To create a batch sheet simply enter your criteria in the top Search by area and click on Batch Don t Place PAC orders on overdrawn FAUs Your PAC preparers can refer to Chart of Accounts to see if there are enough funds to place orders on a given FAU Updates to Chart of Accounts includes updating fund manager info It should be made clear within the Department as to who is responsible for updating FPM Guidelines should
124. eceeeeeeeeeeeeeeeeseeeeseeeeeees 90 EXDOPL t0 Bxcel ODOD 22 2 0 112523 956 50 999522 50 929 0 892 688005 8 8 064 009 62 800090099480 02 0 0008 00 0000 5 0 0 005260 029 93 Adding new funds to the Chart of ACCOUMUS ccccccccccsssssssssssseeeecccccceecceceeeeaaaeessesseeeeeeeeeeeseeeenaauaneees 93 CRG Dat i EEE E M 93 Faculty Effort on Contract amp Grant Awards cccccccccccccssssssesssssseeeeccccccceeesssaausaaaeeesssseseeeeeeeeeeseeeeaagensses 93 PED OSC Sssousbiitu e E soc semiacce sian souee teaceeae soca nscameecesnguae use S to A inre cud catoneat 93 lucu 93 TOC CS en 93 Report py Cy eec m 93 Repo O Baltic Mr cem 95 Report by Department VISIO duet sartncecacetc ene tjnutncudaa etus antea eM odit tosta esu equis OU TEILE 95 Changes dure Ceca wat o oooterten dote s vatis Bae waeaeneana viol sestuaue da mU eie o MU bed ated DU TEILE 96 Entering C amp G information for a new award ccccceceessssseeeeeeeeececececccccssnceesssssesseseceeccececessoncessssseesess 96 Overall R poE s den ivi re ee vr eo E E TEE WERE UP TEE ET EVO Es EP ATERE 98 GMCS P c 99 Chane e RASS W Old inenen asouenha Deed ua Sa xao GOD dme E laps tot as tac CUu ta bodosotM NE 99 Editing Extending Fund End Dates for Budget and Projec
125. ection EXPENDITURES Revenue Projection Salaries Gen Assi istance SU O2 sn wn 092 79 SEES B0 E xpe nse P roj ect i on 3 Total Ezpenditures 27 4 Adjustments to Unezp Bal 1 11985E 11 i 235 880 A AA oM B ENEE i o EM err e rin 5 IAPAssessment Minus Awards 5 Vacation Assessment Minus Usage gne 040 78 32 040 78 ER 2 3 4 5 Current Year Surplus Deficit 123630029 36 900 20 rA 618 85 und cux 25135234 787 184 07 3T M gt MN 62220 Before Demo 822208 After Demo r 62220 After After 7 62220 After j 62220 Before f Sheet I lt mes Version 1 0 88 Chart of Accounts A Chart of Accounts is a detailed listing of all funding sources for a Department Within FPM there is a Chart of Accounts module that should be used as the primary source of information on funding within a Department All updates changes etc should be made to FPM and whenever a current listing is needed it should be generated from FPM To load Chart of Accounts in FPM click on Chart of Accounts from the menu bar Financial Projection Mgawe Main Menu Neda Mawab Expenses Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 27004 05 You will see the following screen Fey Financial Projection Module Main Menu Expenses C amp GData OverallReports Utilites Fiscal Year 2004_05 HE Chart of Accounts
126. ed In this example there are a number of retroactive adjustments that causes the differences in the reports Payroll by Month Report with Date Source Ledger Year Month paid 1 Payroll Salary by Month All All 21000 Paid From December 2004to November 2005 date 12 8 2005 Salary Reported on Led YM Total NM Employee Hame Employee ID me 200506 200507 200508 200509 pe mmt s E ZAMONI ZAVIER 802121587 27 297 ane 00 Total 27 297 0 E TOAST MELBA 282123255 1 927 1 827 3854 26 878 01 Total 1 927 1 927 3 854 26 979 JONES TOM an 38 450 15380 23 070 a pie ay 6 870 8570 20 010 6 670 33 350 6670 6 am sus us TIGER TONY 554567647 1 054 1 054 3 162 1 054 34150 1 054 21 139 20 388 B ozro nni naw aea 13 616 moss 17530 ansio 149 208 17 ota satary nues rere szare asaro toram ans umso 240288 1Q Payroll by Month Report with Date Source Pay Period Ending earned A BH U D E F G H l J K E M M U EW Payroll Salary by Month All All 29386 Earned From December 2004to November 2005 date 12 8 2005 Salary Reported on Earned YM Total BEN ZAMONI ZAVIER 802121587 9 089 9099 9099 27 297 00 Total 9 099 9 099 9 099 21 297 E TOAST MELBA 282123255 3854 3854 3854 3854 3 854 3854 3 854 26 979 01 Total 3 854 3 854 3 854 3 854 3 854 3 854 3 854 26 979 ne 3845 3845 3845 3 845 3 845 3 845 D o o D Peosstacv peeserrr sem sem so 6670 6670 esmo sem esro sem 0 zs oozes den TIGER TONY 55456
127. ed to the department but currently unfilled on a permanent basis STATE_03 State Funds 199XX NPI FTE Use this source code to designate those 19900 funds that are assigned to the NPI for filled positions For example Psychiatry Neurology and Pediatrics have faculty with NPI FTE STATE_04 State Funds 199XX NPI Temp Use this source code to designate those 19900 funds that are available to the department from salary savings or positions of NPI FTE but are currently unfilled on a permanent basis STATE_05 State Funds 199XX Letters amp Sciences Temp Use this source code to designate those 19900 funds that are to be provided from the College of Letters and Sciences Although the individual may have a permanent FTE in Letters and Sciences for our School s Budget we will designate these funds as temporary STATE 06 State Funds 19900 Other Schools e g Public Health Dentistry Use this source code to designate those 19900 funds that are to be provided from other Schools such as Public Health or Dentistry Although the individual may have a permanent FTE in Public Health or Dentistry or some other School for our School s Budget we will designate these funds as temporary STATE 07 State Funds 19900 Chancellor Use this source code to designate those 19900 funds that are provided from the Chancellor for service to central committees boards etc STATE 08 State Funds 19910 Geriatric Research EDR Use this source code to designate support
128. edit ad 1500 000 t es mj 1850 441482 AR 28132 3 Mal Messen Shipping etc 20 0000 No EDME 280132 o3 DLAM DLAM PER Dil Adding amp Editing Expenses Recurring and Lump Sum There are two types of expenses recurring and lump sum Recurring are those expenses that occur continuously and happen on a monthly or other regular basis Examples of these are laboratory supplies chemical DLAM charges and if appropriate to the funding source telephone charges Lump Sum expenses are ones that you anticipate will be charged only once examples of these would be a piece of equipment that will be purchased or a NPEAR to correct a previous expense Note when a retroactive adjustment is made the Retro Adj box should be checked Otherwise if the fund end date is in the past if you don t check the Retro Adj box the Summary by Sub and other reports will not include these entries Recurring To add a new recurring expense click on Add fill in the FAU information select the correct sub from the drop down list select a category from a drop down list add a description and then enter the estimate of the recurring monthly cost in the amount field Click on Monthly then enter the start and end months that the expenses will occur Note this should normally coincide with the current budget period for the grant but there may be reasons that you would end the expense on a different month Use the syntax of YYYYMM 200512 for
129. eeds to get credited put a negative sign either in the Dist box or the Rate box so that when the multiplication takes place for the calculation it will be a credit to expense Enter the FAU to be debited as well If we don t enter both sides right away we might forget to enter the other side and end up with inaccurate reports Once the retro hits the ledgers you will need to come back to this entry and delete it Any time you run a Salary by Month report using QDB FPM if there is retro information a retro report will be generated automatically In addition a Retro column will be on your Salary by Month report indicating the total retro for each individual To see all retros entered for your department click on Overall Reports on the main menu bar Then choose Retro Salary then either Plan Faculty or Staff amp Other Academic Important Note DO NOT enter changes and corrections for the past in the Distributions tab because QDB FPM reports will not reflect them All changes for the past must be entered under the Retro tab ll Staff amp Other Academic Salary Projections Employee ID M ame BRUIN JOELLE Distributions Salary Increases Benefit Hate Retro Begin Date End Date Comments E 1 2004 T 3172004 eg 6 30705 To conect an error Account Fund Fund End Project End Praject Sub 431268 E oo Q2 Dist Rate Code Manthly Rate Hourly Rate Monthly Salar Mon
130. efore you make any corrections These are Delete which deletes a line and Add which adds a blank line If you edit a field there are now three option boxes Save As which allows you to edit a line and then save it as a new line without deleting the original entry Cancel which allows you to cancel the entire edit operation or Save which saves the edited data and REPLACES the original line of data Version 1 0 50 Funding Screen Editable fields Funding Appointment Defaults Retro Z Stipend Partial Month Begin LYM EndLYM eg 200506 Comments E 200507 200606 12 months Direct Pay Account BE Fund Fund End Project E 431 201 1A g1 027 Cap E 2 31 2025 Monthly Estimated Source Salary of Salay Salary Dist Pay Component sus 01 l 75 000 0 4098 6 250 00 Automatic Delete Add i Begin End Salary Monthly Source Direct Pay Partial Updated By Update Date H 200507 200606 6 250 SNS_01 4312 ar 0 Me NedaNavab 9 14 2005 1 53 PM 200507 200606 2 865 NIH 01 Ricky Lee 2 16 2005 12 09 PM 200507 200606 500 CPL 04 111111 14 52155 Elif Fanuscu 1 11 2005 4 00 PM 200510 200511 1 000 PCG 01 444444 14 79054 Elif Fanuscu 2 16 2005 12 07 PM 200601 200606 1 557 DP 03 Elif Fanuscu 2 8 2005 12 43 PM 200607 200706 4 167 DP 03 Elif Fanuscu 7 15 2005 2 13 PM On the funding screen you can enter information or edit existing information for the following fields Be aware that
131. ember who is Chair of the Department Merit Promotion Check this box if a merit or promotion action pending for the plan faculty member Check the box and enter pending and the date or approved and the date in the Notes section of the screen No Export This box is checked for plan faculty members located at Olive View or Harbor and are partially funded from professional fees from the Department at Westwood Checking this data excludes the information from being exported to ADB for salary analysis purposes PCCP SFT Check this box if the plan faculty member belongs to either of these compensation plans On Z Report By default this box is checked If a plan faculty member is ineligible for the department s Z incentive arrangement then this box should be unchecked If the box is checked Version 1 0 104 the faculty member s name appears on the special Z report that reflects the Department s efforts to meet Schoolwide targets for Z incentives Notes In the middle of the screen is a section for notes Use this box to provide information if any of the following circumstances apply part time appointment fill in Time on appointment screen new appointment effective date separation effective date sabbatical leave dates if funded at less than full salary outside agency description for direct payments for source code DP 07 Direct Pay Other Affiliated Hospitals and DP 09 Direct Pay Other as mentioned earlier information on effecti
132. ere it will say either Pending or Approved This status indicator is primarily for academic personnel within a department Appointment Tab Financial Projection Module Main Menu Eilish Hathaway Plan Faculty ML Income amp Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 Employee ID 000000001 Name BRUIN JOE Department 1400 DOSM Begin Date 07 01 2005 End Date 06 30 2006 mm dd yy Off Scale Base X 79 700 Department i400 D sM v v State FTE Addl Base 3 16200 TileCode 1739ASSOCPBSCP v Step 3 v NPIFTE AddBae 3 0 APU 230085 Scale 3 Update Salay Delta Y 87 100 Time 1 0000 TNS 183 000 Affiliated FTE 0 0000 Delete Add Begin Date End Date Dept APU Scale Title Step X Addx1 Addx2 Y TNS StateFTE NPIFTE ffScale Time Aff FTE Updated By pdate gt 07 01 2005 06 30 2006 1400 230165 3 FEE 79 700 16 200 D Yes 1 0000 0 0000 Elif Fanuscu rp di Reports by Indiv EDB Upload History f2 of 2 gt gt fra Find PENDING Submit When you click on the Appointment tab from the main faculty review screen you are taken to the above screen In the Data Grid is a line that gives appointment information for the faculty member When you click on the line you wish to review the data feeds into fields above it Similar to the Funding screen those that are white are editable There will usually be only one appointment line f
133. es and those from Non NIH sources usually called Uncapped lines will have different monthly salary rates Below a brief description of each field and how it is calculated Please go to http grants nih gov grants guide notice files NOT OD 05 024 html for more information on Salary Caps Salary and 96 of Salary These two fields work in conjunction with each other and with the Begin LYM and end LYM You can either enter an absolute dollar amount in the Salary field or you can enter a percent 5 96 would be entered as 05 In the Salary field you enter the total dollar amount from the particular funding source you are referencing for the time period given in the Begin and End LYM fields This is an absolute amount and reflects the total dollars used for salary from that source for the time period indicated at the top Conversely you can enter a percent in the of salary field and FPM calculates that salary amount based on the TNS without taking the Cap into account Financial Projection Module Main Menu Eilish Hathaway E Ioj x Income amp Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 S Plan Faculty I mx Employee ID ODCDODOLT Mame BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Reto Z Stipend Partial Month Begin rM End LyM eg 200506 Comments 200507 200606 12 months Direct Pay Account EE Fund Fund End Project NIH Code 222222 he 29423 Cap
134. eted For open positions leave the field blank Firm The term Firm refers to how the individual plan faculty member s salary will be handled when and if the Regents approve new salary scales for the budget year The two most common choices are X4 Y firm the default value and Y firm X Y firm means that the TNS for the plan faculty member remains the same even if the X is increased in the new salary scale This is done by reducing the Y equal to the increase in X so overall salary does not change Y firm means that if there is an increase in the salary scale the TNS increases by this amount In other words X increases but Y remains the same firm so the overall salary increases Which of these two options is selected can be based on Department guidelines or how individual faculty members negotiate their salary The other choice is UCLAPAY UCLAPAY means the amount that UCLA is paying the faculty member remains constant usually for faculty that have a disclosure faculty who have salary funding from and outside source such as the VA so even if the amount from the outside source changes the TNS will adjust so that the UCLA portion remains the same At the right hand side of the screen are six check boxes These are Fellow Check this box if the plan faculty member is considered a fellow in the Department This is regardless of the actual title code for the member which can be Clinical Instructor Chair Check this box for the faculty m
135. f Accounts C amp G Data Overall Reports Utilites Fiscal Year 2004_05 Search By Account CC Fund Project Sub g Nu Sg p ee Edit Clear Account CC Fund Fund End Project End Project Sub 281111 fex em Rz fF Reto Ad Category Description Amount C Monthly Appropriation Incom E Expected income 5 5000 00 e i Lump Sum oO fis SESS F amp Dept Account CC Fund Project Sub Category Description Amounte Lump Sum F amp Retro Beg Note For Sales and Service accounts expenses for subs 0 1 2 3 4 5 6 7 and 8 are entered in FPM as you would for other FAUs Sales and Service Summary Report With Revenue Projections lump sum of 5000 into revenue account and 2400 of monthly recharges to sub 09 mmm EE A a eee ee ee eee a mer a Cee 3 DEPARTMENT LIFE SCIENCES BUDGET PERIOD 07 01 04 TO 06 30 05 Fund Manager 4 FUND PROJECT 61111 REPORT PERIOD 07 01 04 TO 03 09 05 Reviewed By E LS COMP PLAN REMAINING MOS 3 68 Report Date 3 10 2005 i A i B C D E F BALANCES INCOME EXPENSE GEN LEDGER POSTGH POSTGIL TOTALS BEFORE FUTURE GRAND lg ITEMS INCIEXP TRANSACTIONS TRANSACTIONS PROJECTIONS INCIEXP TOTALS 10 Feb 5 icumb amp M D E 52 111 00 1 834 929 00 nm c O DPIPSTTDDPM SB 0 0 PE Recharge Proj
136. fication Modular Only C Progress Report Save As Cancel Save Version 1 0 96 Enter all faculty on the grant including those who are in other departments by selecting the name of the employee from the drop down menu Select the appropriate source document from the drop down list For Role you can select from the drop down menu PI Co Pl Investigator Project Director Other Key Personnel or Other Investigator Project director Other Kep Personnel Other Enter the budget begin date and end date for the current year only Enter the percent effort and salary amount If salary is cost shared you can put a check in that box For modular grants you can use the budget justification for percentage of effort Since Modular grants do not require specific salary detail by the sponsor you may leave the salary box blank and indicate salary unknown in the comments box Hit save once you have completed the information in all the boxes When adding the next employee for the same fund to minimize keystrokes stay on the record from your previous faculty you entered Select the next name make changes to the appropriate boxes and use the SAVE AS key Your original line will be saved and your new line will be added Version 1 0 97 Overall Reports It is very helpful to see departmental overall reports once all income and expense data has been entered or fed into FPM You can see a list of departmental overall reports
137. fore getting started it is important to understand that FPM works in conjunction with QDB FPM and most reports that we will review incorporate data from both databases The following graph further clarifies this concept and is more fully explained starting on page 32 QDB Data Warehouse Contains all FPM Database Contains all system ledger information financial transactions fed and user entered future projections and payroll data going back to for faculty and staff salaries and both approximately 1995 recurring monthly expenses and one time only lump sum payments Data flow Data flow The Add in tool in Excel QDB FPM extracts the data from both of these databases and as requested presents the information to users through a set of comprehensive reports These reports facilitate monthly reporting on contracts and grants and other funding sources to Pls and administrators and allow accurate and up to date financial forecasting and balance projections Getting Started Running Monthly PI Reports using QDB FPM Creating a Summary of Funds Report The Summary of Funds Report is a summarized listing of a group of related funds For example it could be a list of all FAUs in your Department a listing of all funds for a particular PI or even all accounts and cost centers for a particular fund The term FAU stands for Full Accounting Unit and consists of a six digit account number two digit cost center five digit fund number two digit
138. fund manager Click on the Replace button and you get the following dialogue box Financial Projection Module Main Menu Edish Hathaway Hepalce Fund Manager BL Income amp Expense Chart of Accounts CAG Data Overall Reports Utilites Fiscal rear 2005 06 Replace the current Fund Manager s listed accounts with a new Fund Manager Current FM Luz Llrazca Replace with Replace Cancel Select the new replacement fund manager from the drop down box This will ONLY replace the name of the old fund manager with the new fund manager The other entries will not be affected This would be the best way to do it if all the FAUs for a fund manager needed to be replaced Or if the FAUs for a particular Pl needed to be replaced for example a new fund manager is reassigned to a particular Pl if you select the Internal PI name as part of the search criteria and then select a line item from the data grid that has the old fund manager and then select the replacement Fund Manager from the dialogue box as shown above only the FAUs for that PI will be replaced Version 1 0 92 Other valuable fields non editable that are on the Chart of Accounts main screen are Recharge ID Fund end date Project end date F amp A Rate Export to Excel Option Select Chart of Accounts module of FPM from the main FPM screen Click on Clear to start a new search Select your Department Code from Drop Down list and click on Search
139. gt 3 Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX Other Delta Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX Account CC Fund 4010XX 1A 62XXX Version 1 0 Offscale N 1520MD 6 30 2007 Annual 53 900 16 200 37 700 82 200 190 000 Annual 38 700 15 200 Annual 16 200 Annual 37 700 37 700 Annual 82 200 82 200 Project Monthly Distribution Summary Proposed Date Monthly 4 491 67 1 350 00 3 141 66 0 0 NIH ADJ 0 0 NIH ADJ 0 0 0 4326 0 9998 Begin Date 7 1 2006 1 20 2006 Dept 1520 Department Name Series CLIN COMP 7 Rank Asst Prof Plan MCP Scale 8 Time 1 00 Discl Amt 0 Ann Rate 190 000 State FTE N NPI FTE N O S Cov d Comp 0 4 491 67 RATE Monthly 15 833 33 3 223 67 TRT 15 833 33 1 266 67 TRT 4490 84 1 350 00 1 349 00 TXT RATE 15 833 33 1 349 00 3 141 66 3 141 33 HSD RATE 15 833 33 3 141 33 6 850 00 RATE Monthly 15 833 33 6 849 50 TRN 6 849 50 15 830 17 End Date 7 31 2006 Monthly DOS 20000 ZDN 20000 108 School of Medicine SMITH MICHAEL 666888999 Step 1732 190 000 7 1 2006 Covered Base Comp Addl Base Up to 3 107 800 Addl Base 3 Other Delta TNS Name Emp Base Funding Acct Source Account CC Fund CPL 01 4010XX 1A 62XXX CPL 01 4010XX 1A 62XXX Addl Base to 3 Funding Acct Source Account CC Fund CPL
140. h Version 1 0 23 Below is a sample of the report you will get Note that for each sub you will see the description and the projected expense on a per month basis One time only lump sum expenses appear in the first month of the report A2 m z Reported on Match Future Sum by Sub Fund End Date A B l C Bi SS a a a Rc eae J K L M N Oo B a ll 1 NON SALARY PROJECTION BY MONTH AII AlI 2XXXX 12 5 2005 2 jRepor e d on Match Future Sum by Sub Fund End Date Sub 200511 200512 200601 200602 200603 200604 200605 200606 200607 200608 Grand Total Computing cms ae 38 38 38 38 38 38 38 38 38 38 10840 Wilshire Space Rental lease N 4 500 4 500 Telephone Broaddata 200 200 200 200 200 200 200 200 200 zd aod 8 hu f 100 100 100 100 100 100 100 100 100 HA 10 05 Travel JG 8D DO 20 000 20 000 7 et 15 15 You can use the Non Salary Projection by Month Report to compare what s in FPM with what is projected on your current reports Any variances should be corrected What if Scenarios for Non Salary Projection by Month Reports You can use the DO macro feature in QDB FPM to test out various What if scenarios After you have created a Non Salary Projection by Month Report select DO Macros from the Custom Reports Main screen Select the macro for your report The macro creates an editable report from your pivot table Please see page 40 for more information on using the DO Macro feature Expense by Mont
141. h Report Another useful report to include with your monthly packet to Pls is the Expense by Month Report This report differs from the Non Salary Expense by Month report in three important features 1 both past and future data can be included in this report and 2 ALL subs are included and 3 For past actual data detail amounts down to the sub object level are given From the Custom Reports Main Menu screen select Expense by Month If you wish past AND future data check the Include FPM Funding box goes nna mie th Yersian Debt Mevomber 18 21805 Papell F penan Disliibratann blat eeni ZEIT Gr Espkeyes tus Q Suma Fy Bub Dye Gr Lady Vie C sales bh Gana pumak DC Eanad rita Dys Diae CQ Won Deisi pen O Otel e cal j o FAR Cy Cubic FPE flecked Fade Version 1 0 24 On the screen that follows indicate the FAU for which you would a report See below Note that you have the option of including 9H information in the report default is to exclude 9H data Click Next FAU for Expense by Month X Enter the components of an FAU to repart on To enter multiple values separate the values with commas To specify all possible values use an Account EMG ae Pe RU 2494 Find Accounts Project ui CR Di bject OFT NS tek Last Dept Co ES Batch Processing i Collate Reports 5 Create Batch Expense by Month Options Include 3H Iv EFE FU Incl
142. her 6XXXX Sales amp Services amp Other Direct Pay Vet Admin Wadsworth West LA Direct Pay Vet Admin Sepulveda Direct Pay Vet Admin Brentwood Direct Pay L A Co Harbor Direct Pay L A Co OI Vw Direct Pay L A Co MLK Direct Pay Other Affil Hosp E Direct Pay HHMI Direct Pay Other e STATE FUNDS 199XX See also Dean s Sources Version 1 0 121 These are sources provided to the University by the State of California that the Accounting Office assigns in the fund block 19900 19999 General Funds 19900 are the most common source in this category They may be used to fund an individual s base salary equal to the Fiscal Year 11 Month Regular Salary Scale 0 only subject to Academic Personnel policy limitations regarding the title series Geriatric Research Funds 19910 may be used only for base salaries of non Regular Rank state supported faculty Funds in block 19900 19999 may not be used for Plan members compensation above Scale 0 For temporary 19900 funds provided by the Dean s Office refer to the section below under Dean s Office Sources For our budgeting purposes we have designated six Sources as follows STATE 01 State Funds 199XX Dept FTE Use this source code to designate those 19900 funds that are assigned to the department for filled positions STATE_02 State Funds 199XX Dept Temp Use this source code to designate those 19900 funds that are available to the department from salary savings or positions allocat
143. ht Tip You can run a report for the entire department that shows all pending retroactive payments by going to the FPM program and selecting Retro Salary from the Overall Reports menu After you select Retro Salary you can either select Plan Faculty or Staff and Other Academic or run both as needed A2 Salary Reported on Led YM Current Grant Year A B C D E F G H J K 1 Payroll Salary by Month 44XXXX XX 29417 Paid From January 2006 to December 2006 date 427 2006 FA Salaty Reported on Led YM Current Grant Year 3 Retro 4 10 11 Benefits Reported on Led YM Current Grant Year Total 12 Employee Hame Employee id 200510 200511 200512 200601 200602 200603 15 TALBOT ROBERTA 987987987 1 134 1 134 1 185 1 185 1 186 1 192 7 018 15 Total Benefits 1 134 1 134 mee ERES 1 192 7 018 17 Payroll Reconciliation Report As part of the process of running your monthly PI reports using FPM and QDB FPM you will want to verify that the amount you projected in FPM matches what actually got paid The Payroll Reconciliation Report compares the most recent closed month s salary i e pay from the Payroll Expense Distribution information with the salary that had been entered in FPM for that particular month and provides a variance column Positive or negative variances are flags indicating that either the projection in FPM or the actual payment were erroneous Depending on the situation necess
144. ick on the Approved button Then the funding information can be input directly into EDB or academic personnel can press the EDB Upload History button to upload the information from FPM to EDB If you have submitted a change and subsequently need to make more changes simply start making the changes to the existing entry The status of the individual noted at the bottom of the screen will automatically change back to pending Once additional changes are complete push submit again Note Who gets email notifications If a Fund Manager makes changes and submits all Academic Personnel get an email If an Academic Personnel person makes changes and submits the other Academic Personnel for that department if applicable get an email If the person submitting a change is the only Academic Version 1 0 53 Personnel person for that department nobody else gets an automatic email Also the program keeps track of anybody who makes changes to the faculty When the action gets approved or reverted by the Academic Personnel all individuals who did something along the way on that faculty s record gets notified In addition all other Academic Personnel would get cc d on the message wie Reports by Indiv EDB Upload History 4 pis ct 25 Ld p Find PENDING Submit Note that if there have been changes to a funding line there is a red asterisk next to the line There is a status indicator section in the lower right H
145. ing 39800 59999 and 78000 79999 For endowments or funds functioning as endowments the Accounting Office assigns them to fund blocking 04100 09799 while the endowment income is assigned to 34100 39799 See also the Dean s Office sources for Other Dean Provost for Opportunity funds For our budgeting purposes we have designated four Sources as follows PCG 01 Private Contracts amp Grants Use this source code to designate those awards that are processed through the Office of Sponsored Research formerly Office of Contract and Grant Administration CTR 01 Clinical Trials Use this source code to designate those funds for clinical trials You may have previously coded these with Private Contracts amp Grants UCLA s Office of Contract and Grants Administration issued the following definition of a clinical trial A clinical trial is a study designed to assess in humans the safety efficacy benefits adverse reactions and or other outcomes of drugs devices diagnostics treatments procedures medical evaluations monitoring or preventive measures GFT 01 Private Gifts Use this source code to designate those awards that are processed through the Public Affairs and Development Office END 01 Endowments Use this source code to designate sources in blocking 04100 09799 and 34100 39799 except Opportunity Fund number 09549 from Department or Dean s funding See Source code ICR_01for Opportunity Funds Department and DEAN XX for Dean s Provost
146. ing Expense Data QDB FPM Med Sch Version Date November 18 2005 ATS aanmmis Mam Mam ESAE General Ledger Custom Reports Ree Payroll Expense Distribution Most Recent 200511 Most Hecent 200511 Salary by Month Reconciliation FAU Sum Employee Sum Ledger Yr Mo Earned Yr Mo Brown UPAY Other UIPAY s PAR Customized 1 C Summary of Funds Summary By Sub Non Salary Expense Projection by Month all fund types Expense by Month Summary By Sub Object Sales amp Service Summary Detail Closed Detail Open Detail All ooooooooeeQ RM doin ae vad 9 Deganizational Ee On the screen above are shown the reports in QDB FPM that combine past data from QDB and future data from FPM Two reports are of particular interest to show detail of non salary expense projections and information These are the report entitled Non Salary Expense Projection by Month which provides details of Non Salary Expenses that are entered in FPM and Expense by Month report which provides summary information on all subs Please see page 22 for more information on Non Salary Detail Expense Reports and see page 24 for more information on the Expense by Month Report Version 1 0 85 Income FPM allows you to enter income projections both into revenue accounts and as recharges To enter a projection for income click on Income amp Expenses then on Income amp Non Salary Expense _ a puru Fi
147. ipated to occur only once or very irregularly An example of a lump sum expense is new piece of equipment that may be needed or is anticipated being needed in the future Lump sum expenses are entered very similarly to recurring ones except that you check Lump Sum instead of Monthly Please see starting on page 82 for additional information CAUTION When you are preparing monthly reports that provide information from both QDB and FPM such as the Summary by Sub report see page 16 recurring expenses are automatically updated in FPM So for example if the most recent closed ledger was September and the grant ended the following May FPM would only include the recurring expenses from October through May However lump sum expenses have to be manually deleted from FPM during the reconciliation process when the expense has actually hit the ledger FPM does NOT automatically update these expenses f for some reason only part of a retroactive and or lump sum correction hit the ledgers FPM should be updated to only show the amount that is still outstanding Income for Contracts and Grants Please see information starting on page 86 for details of entering anticipated revenue Version 1 0 31 Ill FPM Working In Conjunction With QDB FPM Section Summary This section describes how FPM works in conjunction with QDB FPM and reviews the reports that incorporate data from both databases Two Databases How do they co exist FPM Database Contains
148. k Acad Pers Budget Ok In Budget Send to Budget Delete Last Updated 10 7 2005 2 03 10 AM wi Reports by Indiv Version 1 0 103 At the top of the screen information on the faculty member is provided based on the name selected Across the top of the screen is the employee ID number then name of the faculty member and the Department code and name Here is an explanation of the fields for data entry AAMC Specialty This field allows the user to select the appropriate Association of American Medical College AAMC specialty for the plan faculty member from a drop down list specific to the plan faculty member s department There is number following the abbreviation for the specialty which refers to the table number for the AAMC data The program uses the number 27 for M D Public and Private Schools all pay for MCP faculty and 34 to indicate the table with data for Ph D or Other Doctoral Public and Private Schools with all pay components for PCCP or BSCP faculty Location Select the primary location for the plan faculty member from a drop down list For example if the primary location is Center for the Health Sciences select CHS If an individual is at more than one location select the primary location preferably based on the location with the greatest percentage of time Sex Select the sex of the faculty member from the drop down list Pre existing faculty should have this information compl
149. kDO65n029 ZAMBONI sAVIER 441 5 AE oe FOP MIH NIGID 1RO ZAMBONI XAVIER 441544 Ad E30 YRS DNS WILL ROG ZAMBONI XAVIER FBOl3X Ad E30 VRS DNSPWILL ROG ZAMBONI XAVIER 441 5 AE DAZAN LILITAH DHHS 274051 ZAMBONI XAVIER plans Ad D SAR MORVASTIS CICL6 ZAMBONI SAVIER 621544 Ad DZBAA ORTHOBIO 200608 ZAMBONI SAVIER Get Last FALI Al i Batch Processing i Collate Reports 5 Create Batch Summary of Funds Options Plversion Include CSER Include project Incl 9H M Incl Curr Bal Iv FE PE Included Cancel Back Next gt Finish Step 5 On the next screen click on Finish and your Summary of Funds will appear similar to what is shown below Each line on the report represents the Total Direct Cost line from the Summary by Sub Report for an individual FAU this is line 25 on the Summary by Sub report Note this report includes the Current Balance as this is the option selected above but the Current Balance option is not yet available for the Summary By Sub report Ed Microsoft Excel SampleReports Apr 6 EH 5 x Eile Edit View Insert Format Tools Data Window Help Adobe PDF l x Oe E Gel BAS e6 B 5 lg D ara 12 B z u s S 58 3 G 9 A 7 meme L T Approp 1 2 3 A B E Db E H J K mess EM N o P Q R S T Pl ZAMBONI XAVIER March 2006 Summary of Funds m Fund Manager SUSAN SMITH Date 426 2006 Fund Title Grouping Account CC Fund En
150. ly budgeted funds or permanent budgeted funds used on a current year basis Extramural fund sources such as Federal Temporary Funding Contracts amp Grants are temporary Tenure is the status of an Associate Professor and Professor and positions of equivalent rank which are continuous until ended voluntarily by retirement or resignation or involuntarily by demotion or dismissal An appointment with tenure may be terminated by The Regents only for good cause after the opportunity for a hearing before the properly constituted Tenure advisory committee of the Academic Senate Version 1 0 119 a oaa Academic titles which confer tenure or which Tenure Track permit promotion to tenure Name of the academic position and the 4 digit numeric designation for payroll and reporting Title amp Title Code requirements Total Negotiated Salary In most cases this is the total of all X s and Y s paid out during the year on a monthly basis TNS Total Compensation Additional Compensation Academic titles which carry a rank designation l e Assistant Associate for which promotion from one rank to a higher rank is possible are designated as a title series For example Title Series Professor in Residence series Version 1 0 120 Faculty Fund Source Codes Grouping State Funds Federal C amp G Private Local Gov t Prof Fees Dean Other UCLA Direct Pay New Code STATE 01 STATE 02 STATE 03 STATE 04
151. me BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Retro E Stipend Latest 12 Month Average Benefit Aate Including v acatian 0 0000 Last Updated 10 13 2005 12 01 45 PM Latest 12 Month Average Benefit Rate Excluding Wacationt 0 0000 Last Month s Actual Benefit Hate Excluding Vacation 0 0000 Benefit Hate ta be used to calculate Future monthly see 0 0830 Latest 12 Month Average Stipend Benefit Aate 0 0000 Last Month s Actual Stipend Benefit Hate 0 0000 Stipend Benefit Rate to be used to calculate future monthly costs 0 0400 gi Reports by Indiv EDB Upload History 4 Doo LZ im Find PENDING Submit The Benefit Rate subtab allows you to set the benefit rate for both salary and stipend to be used for future projections for a faculty member You can set the rate at whatever you wish However the system provides three calculated rates as guidelines The three rates are Latest 12 Month Average Benefit Rate Including Vacation Latest 12 Month Average Benefit Rate Excluding Vacation Last Month s Actual Benefit Rate Excluding Vacation You can elect to use one of these rates or a different one Enter the rate to use in the white box for salary and optionally for stipend Click on Save Note initially you don t see the Save button It will appear as soon as you start making a change to the white box For an explanation of the option buttons at the bottom of the screen
152. modifications to it and click on Save As This way you create a new expense line If you click on Save you replace the original line Note At first when you click on an expense line you see the buttons Add and Delete As soon as you make a change to a field you get the following buttons Save Cancel and Save As Lump Sum Lump Sum entries are entered very similarly to recurring expenses with the following differences Instead of clicking on Monthly to indicate a recurring expense you click on Lump Sum to indicate a one time only expense When you click on Lump Sum you no longer need to enter the start and end months so these fields disappear The following is an example of a lump sum projection Note when a retroactive adjustment is made the Retro Adj box should be checked Otherwise if the fund end date is in the past if you don t check the Retro Adj box the Summary by Sub and other reports will not include these entries For entries that should not be assessed the F amp A make sure the Assess F amp A box is unchecked CAUTION When you are preparing monthly reports that provide information from both from QDB and FPM such as the Summary by Sub report see pages 16 28 and 33 recurring expenses are automatically updated in FPM So for example if the most recent closed ledger was September and the grant ended the following May FPM would only include the recurring expenses from October through May
153. nal Pl Fund Title Internal Fund Title IE LOT CORDAY CHAIR IN CARDI E LIOT CORDAY CHAIR IN CARDI Fund Grouping Fund Manager Reise Comments FA Hate Endowments ka 0 Account CE Fund Balance Achg ID Internal Pl Mame Fund Mar iust Internal Fund Title 4 44 1 a mum mm TAI See PPS eS se oes The fields that are editable are in white These include the Internal PI the Internal Fund Title the Fund Manager and the Comments fields Select the Internal Pl and the Fund Manager from the drop down lists By default the Internal Fund Title is the same as the Fund Title but you can change this to an internal nickname simply by typing over the default name You can add any comments pertinent to the FAU in the Comments field It is important that all FAUs for a Department be assigned to a fund manager and that regular checks of the None Assigned FAUs be done to identify new funds Updating Changing Information in Chart of Accounts Please see the section that starts on page 89 for full information on the Chart of Accounts Module Generating Summary of Funds Report for New Contracts and Grants Full information on generating the batch sheet and the Summary of Funds report is described from page 11 to page 16 Your new award will be automatically included in the report Summary by Sub Report Validating FAU information and appropriations When you receive notification that new funding has been appropriate
154. nal fee portion of the budget and a corresponding revenue amount Support from Dean s Office Explanations and descriptions will be required DEAN 03 State Funds 199XX Dean s Office Fund Source Exchange The Dean s Office will select this code to designate use of temporary 19900 funds that will be made available to the department in exchange of a transfer from the department of professional fee funds Use of this code will not affect plan faculty expenses to the department s professional fee funds but will generate a negative Interfund Transfer ie Transfer Out DEAN 04 State Funds 199XX Dean s Temp Use this source code to designate those 19900 funds that are to be provided as support from the Dean s Office salary savings on a temporary basis Use of this code will not affect plan faculty expenses or revenues to the department s professional fee funds Explanations and descriptions will be required DEAN 05 Other Dean s Office The Dean s Office will select this code to designate funds requested from the Dean s Office that may be from Dean s grants gifts endowments including Dean s Opportunity Funds 09549 and Dean s Federal Contract amp Grant Overhead fund 69749 amp 69750 and so forth This code will be used for any funding from the Provost Office Use of this code will not affect Version 1 0 125 plan faculty expenses or revenues to the department s professional fee funds Explanations and descriptions will be required DEAN 06
155. nancial Projection Module Main Menu Neda Navab Income amp Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 2004 05 Plan Faculty amp Other Academic Income amp Man Salary Expense Income on Expense Accounts There could be two types of income on expense accounts Appropriations or Recharges For Appropriations indicate your FAU choose sub 8 or other subs choose Appropriation Income form the Category drop down list enter description and amount and specify whether it is a monthly income or lump sum amount Important note the amount should be entered as a negative number If you forget to make it negative you will get a warning message For Recharges indicate your FAU choose sub 9 the Category will default to Appropriation Income Enter description and amount and specify whether it is a monthly recharge or lump sum Important note the amount should be indicated as a negative number If you forget to make it negative you will get a warning message Income on Revenue Accounts This pertains to revenue on Sales amp Service funds which gets recorded on revenue accounts 2XXXXX If you enter an account starting with a 2 the Category will default to Appropriation Income Enter description and amount and specify whether it is a monthly income or lump sum Unlike income on expense accounts for income on revenue accounts the expected entry for the amount field is a
156. ncome and Non Salary Expense Unlike salaries where data is already in FPM for income and non salary expenses it is up to users to enter future projections The following describes how to enter income and non salary expenses both recurring and one time only into FPM Search To access the Non Salary Expenses component of the program on the menu bar click on Income amp Expenses then choose Income amp Non Salary Expenses The top section of the screen is the Search area The bottom of the screen is the grid where search results get displayed The middle section is for editing existing records and adding new ones When you first use FPM and run the search nothing will appear in the grid because there are no previous entries To find entries input by FPM users indicate your search criteria and click on Search HE Income amp Non Salary Expense B x Search i Account Fund Project Sub 25132 Search Clear To Excel Edit Account Fund Fund End Project End Project Sub st 82 3 281 32 e a 2005 Bea A200 foz Retro Adj Category Description Amount Monthly DLAM DLAM PER DIEM gon Lump Sum Begin Lrt End LM v Assess FiA 200410 200608 eg 00506 53 5 rate Delete Add m Dept Account LE Fund Project Sub Category Description Amounte Lun 1850 441482 AR 29132 06 FeeRemissio Graduate Stud 800 0000 es 1850 441482 AR 28132 03 DLAM Retro cr
157. ng screen Comments Use this field to enter a comment for the retro line Account CC Fund Use these fields to enter the Account CC and Fund for the funding source to be charged for the salary Fund End Non editable field Current budget year end date Project End Non editable field Project end date Project You can use this field to enter a project code if desired You can get the following information from QDB Dist This is the percentage from the distribution line Monthly Rate This is the monthly rate from the distribution line Monthly Salary Non editable field This is the calculated from Dist and Monthly Rate Monthly Benefit Please enter the benefit amount for each month into this field You can get this information from QDB If you are correcting multiple months and the benefit amount varies calculate the average monthly amount for the time period and enter this amount into this field It saves time to enter both the credit and debit funding retroactive distributions at the same time In other words enter the charge to the new funding source and the credit to the old funding source together To do this enter the new funding line then click on Add To save keystrokes in entering the credit to the old source select the new line just entered Edit the FAU to be the old funding source and change the sign of the monthly rate and the monthly benefit amounts from positive to negative Click on Save As This
158. nt B to obtain percentage information for a faculty member of dept A receiving funding from dept B Process Dean s Office takes responsibility for completing the initial massive data entry for federally funded contracts amp grants 7096 of the school is already completed Departments are asked to keep it up to date with any changes to the existing awards adding continuations as well as new awards It was decided not to enter staff Please let us know if you see a problem with this Departments can add C amp G data for private grants and clinical trials at their discretion Report by Faculty On the report by faculty member you will see the C amp G data for funds owned by your department In addition if your faculty receives funding from a fund owned by another department you will see that portion as well To run a report by faculty on the Main Menu toolbar Version 1 0 93 Financial Projection Module Main Menu Eilish Hathaway ZBR Income amp Expense Chart of Accounts C amp G Data Overall Reports LItilites Fiscal ear 2005 06 click on Income and Expense and select Plan Faculty and from here type the first few letters of your faculty s last name in the box indicated below and your faculty will show in the screen Pick the faculty you would like to see C amp G data for and press the button The funding screen for the faculty you selected appears Just ignore this screen and List All mployee I
159. nts C amp S Data Overall Reports Ukilites Fiscal Year 2005 06 Employee ID 000000001 Name ERUIN JOE Department 1400 DOSM 369 Funding Appointment Defaults Retro Sy Stipend Budget Begin Date 07 01 2006 End Date 06 30 2007 mmddyy Of Scale Base X 73700 Department a b v State FTE AddlBase lt 3 16200 TitleCode 1721PROFMCP Step s v J NPIFTE AddBase gt 3 0 APU 554A Scale 3 Update Salary Deka 154100 Time 1 0000 TNS 250 000 Affiliated FTE 0 0000 Delete Add EndDate Dept APU Scale Title Step X Add Addx2 Y TNS Sta 06 30 2008 1400 15654A 3 17231 3 79700 1620 0 123 100 225 000 og a0 2007 1400 156544 z 16 200 154 100 CE EE ae oo 1 p Reports by Indiv 57 P Find EDB Upload History PENDING Submit Budget Tab Below is the Budget tas of the FPM program FPy Financial Projection Module Main Menu Eilish Hathaway Income amp Expense Chart of Accounts C amp amp Qata Overall Reports Utilites Fiscal Year 2005 06 ia Plan Faculty Employee ID 000000001 Name BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Retro Z Stipend Budget Year 2006 07 AAMC Specialty Memer27 Gex Male Fellow No Export Chai PCCP SFT Location cus Firm x Y fee Merit Promotion V OnZ Report Notes D O Approved Updated on 10 7 2005 1 36 36 AM Updated by Ei Fanuscu Fund Mgr Budget O
160. ointment Defaults Feto Partial Month Begin Ltl Direct Pay Saure EndLYM g o er Account Mame BRUIN JOE Utilites Submithed Pending 4pproved Monthly Salary CE Data Faculty FALI Faculty FAU Budget Year Budget Status Retro Salary Project Pay Component CC Fund Fund End Dap Monthly Salary of Salary Salary Department 1400 Fiscal Year 2005 06 ent 1400 DOSM Mission ZF r ee a Begin End 200507 200510 2006065 200606 200606 200511 200606 200706 200607 200612 qi Reports by Indiv 2012 gt 9 s Find EDB Upload History PENDING Submit Salary 34 380 6 000 649 000 3 050 10 000 50 000 10 000 20 000 2 965 NIH 0 500 CPL n4 5750 PCG Di 1525 PE Di 1 557 DP 03 4157 DP 03 21 004 DP nl 3333 CPL D R BEREE 111111 444444 444444 29423 62165 73054 73054 Add Monthly Source Missia Account Cc Fund Froject NIH CAP Comment 4 ea DOSM loj gt BAE 369 Three reports are applicable to the budget process these are Monthly Salary Budget Year see sample below Faculty FAU Budget Year see sample below Budget Status see sample below Version 1 0 364 110 Sample Reports Monthly Salary Budget Year FUNDING BY MONTHS PROPOSED FISCAL YEAR 2006 07 Dept 1400 5 3 2006 12 41 06 PM Name BRUIN JOE BRUIN JOE BRUIN J
161. ols in the U S and Canada This refers to a full time salary rate for an academic appointee which exceeds the maximum salary designated for the title series Above Scale in the published salary scales The grouping of faculty based on similar duties and tasks for purposes of determining the health science salary scale The six digit Academic Programmatic Unit code APU numeric aloha designation of the unit Compensation that may be received beyond the base salary An amount may be negotiated and paid out on a monthly basis See Delta Y Additional Compensation and Delta Z The portion of salary above the Scale 0 or 11 month Scale that is covered compensation for retirement purposes It is part of the Base Additional Retirement Increment or Additional Salary sometimes referred to as Additional X X for MCP also OCCO and BSCP 7 1 00 See Academic Programmatic Unit above The portion on one of the Health Sciences Salary Scales 0 9 for MCP or 0 3 for BSCP or just scale 0 or the 11 month salary rate for other plans The base salary is covered Base Salary or Base X compensation for retirement purposes A percentage determined on an actuarial basis by UC Benefit Office of the cost of the increased liability to UCRP due to increased Covered Compensation of the Health Sciences Benefit Allocation Factor ocales Basic Science Compensation Plan The term used at UCLA SOM for that portion of new Health Sciences Comp Plan 7 1 00 dealing with fa
162. on including funding is then added to FPM by the Department as it becomes known Alternatively users in a Department can add a TBN faculty member with or without a name into FPM similarly to how new staff members can be added Information including title code dos code and funding can be entered into FPM and Ricky s Work Sheet can be generated if needed If a prospective faculty member is put into FPM with a name by the Department care should be taken that duplicate entries are not created due to the synchronization between ADB and FPM Version 1 0 65 Plan Faculty Reports By Individual Plan Faculty Reports Seles Select ane of the following reports Monthly Salary Monthly Salary amp Benefit Monthly Percentage Monthly Mission Percentage Ricky s Worksheets L3 Data Funding T ab Print Screen 2 year Annual Salar Annual Funding with Comments Proposed t Approved Proposed designates that this is the proposed funding entered into FPM by fund managers Approved means that the funding has been approved by the department academic personnel The concepts of Proposed and Approved do not apply to the Budget Year Saving Faculty Reports Please note that whenever you run a Plan Faculty Report by Individual the report uses the current information in FPM So for example you could not run all the different versions of Ricky s worksheets that have occurred throughout the fiscal year You can only run the latest appro
163. onth Begin LM EndL YM eg 200506 Comments 200507 200606 12 months Direct Pay Account Fund Fund End Project GEI TE E1027 Cap 12 31 2025 Monthly Estimated Source Salary of Salary Salary Dist E Pay Component ss o1 75 000 0 4098 6250 00 Automatic Delete Add RI Begin End Salary Monthly Source Account LL Fund Project MIH CAP Comments 200507 200606 75 000 6 250 SNS_01 431201 14 61027 n 200507 200606 34 380 2 965 NIH_O1 222222 1B 29423 12 200507 200606 6 000 500 SNS 01 111111 14 69135 T 200510 200511 2 000 1 000 PCG O1 444444 14 79054 12 200801 200606 10 000 1 667 DP 3 0 200607 200706 50 000 4157 DP 03 dil Reports by Indiv 4 E of 4 b m Find PENDING Submit At the top are the Employee ID Employee Name Department Code and Department Name Just below this are 5 tabs which will be described below These tabs are Funding Appointment Defaults Retro and Z Stipend Selecting each tab takes you to a different screen Funding The funding tab is the default screen after you select the faculty member to review The middle of the screen is called the Data Grid For this screen the data grid provides a summary line for each FAU from which the faculty member is paid If a line is highlighted the data from that pay line feeds into editable boxes above it You can edit the fields as needed for any information that has changed You get two option boxes b
164. or a faculty member but in certain cases such as a joint appointment there will be two or more For information on new Faculty Appointments please see page 65 While the Appointment Tab is more useful to Academic Personnel staff here is an explanation of the fields Begin Date This is the start date of the current appointment typically this will be July 1 of the current fiscal year End Date This is the end date of the current appointment typically this will be June 30 of the current fiscal year Off Scale If a faculty member is paid using a non typical scale this box is checked Version 1 0 54 Special Note Scale and Additional Base how do they relate and what do they mean A faculty member s TNS is composed of different components which add up to the total amount of salary These components are called the Base X Additional Base up to 30 80 Additional Base greater than 3 and the Delta Y which is the salary amount needed to total to the TNS For example if a faculty member s TNS is 200 000 the base is 70 000 the 30 Additional Base is 21 000 70K x 3 This faculty member is on Scale 5 so the Additional Base gt 3 is 14 000 20 of the base The Delta Y is the remaining amount to reach the TNS in this case 200 00 70 000 21 000 14 000 95 000 In order to determine the Additional Base that is greater than 3 30 it is necessary to know the scale that the faculty member is paid from Scales There are 10
165. our department receiving 19900 funds Inthe lower section of the Find Plan Faculty screen there are two drop down lists called Source and Source Group It is from these drop down lists that you select the filter you wish Financial Projection Module Main Menu Eilish Hathaway Find Plan Faculty Bl x cag Data Overall Reports Utilites Fiscal Year 2005 06 8 x Select employee from list ar enter first few characters of employee id or name below ta limit the list B Income amp Expense Chart of Accounts Dept Diison 1400 DOSM Search by FAU D Employee ID Employee Hame List All TEwe Nave rg BRUIN ANOTHER 000000001 BRUIN JOE Source Source Group TATE O1 l99XX Dept FTE STAT E z l99xxz Dept Temp ural Mar STATE 3 l959xx HPI FTE STATE oO4 l99x NPI Temp Acad Fe STATE 05 l99xxX L amp 83 STATE 06 l939 0 ther School STATE OF l39 00 Chancellor STATE 0S 13910 Geriatric iE Version 1 0 48 The Source list is a listing of Faculty Fund Source Codes which are very specific For a complete listing and explanation of Faculty Fund Source Codes please see the Appendix section starting on page 121 Select from this list for a narrower search Financial Projection Module Main Menu Eilish Hathaway Find Plan Faculty XJ B Income amp Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 a 2 x Dept D mision 1
166. ource Ledger Year Month paid Pay Period Ending eamed FE PM Included Next gt Finish Cancel lt Back If you wish to match your salary report to the Summary by Sub projections you can select one of the other two options depending on whether your report is based on budget period or fiscal year To get the projection from the month after the most recently closed ppp through the fund end date select Match Future Sum by Sub Fund End Date you will not get any past salary information To get the projection from the month after the most recently closed ppp through the end of the current fiscal year select Match Future Sum by Sub Fiscal Year you will not get any past salary information In addition there are two new options Current Grant Year and Current Fiscal Year which set the date ranges as the current contract period or the current fiscal year Note that if any of the five check boxes are selected the customized date fields are no longer available To deselect any of the check box options just click on the selected check box and it will get deselected and the date options at the top will be reactivated x MOST RECENT CLOSED PPP APRIL 2006 Enter a date range on which to report Choose All in order to get all available QDB data for your selected FAU Type over the Year entry to change it ifthe year value is not in the list EITHER From April select here TG April 2006
167. percent effort are Agency Approval Letters and Progress Report To make changes click on the C amp G data on the menu bar and enter the fund number The data for that fund will appear at the bottom of the screen Select the record that needs to be changed enter the changes in the top half of the screen and hit save Entering C amp G information for a new award If you have C amp G data on your screen please close the window with the data in order to start a new fund Click on the C amp G Data on the menu bar and a blank form will pop up Enter the fund number and click on ADD Financial Projection Module Main Menu Rita Moreno Expenses C amp G Data Reports Ukilites Fiscal Year 27004 05 Fund Number Project Title Dept Code Agency Agency Award Humber Project title department code agency name and award number will automatically get pulled from R Net data and appear for the fund you selected The rest of the information will need to be entered in the following screen Empkwee Source Doc Fiole fo BegnDae Elfort ooo CotShaing Salary Amount D EndDate 7 Comments Doo Save As Cancel Sare The accepted source documents to input new information from the drop down menu are Agency Approved Letters Approved Budget Budget Justification page for modular grants only and Progress Report Source Doc Agency Approved Letters 3 Approved Budget Budget Justi
168. please see page 53 For information on adjusting Benefit Rates for Staff and Non Plan Faculty please go to page 76 Version 1 0 59 Defaults By Agreement Sub Tab This subtab provides information on salary paid by UCLA that is less than 50 of their salary and their appointment is usually elsewhere such as the VA Financial Projection Module Main Menu Eilish Hathaway m xj Income amp Expense Chart of Accounts Cesa Data Overall Reports Lltilibes Fiscal Year 2005 06 ETT Faculty Employee ID 123455783 Name ZAMBONI ZAVIER Department 1400 DOSM Funding Appointment Defaults Retro Ta Stipend CPL FAU s 19900 FAU s Salary Savings Benefit Rate By Agreement Other Begin Date End Date By Agreement WA Rated ovo 2005 06 30 2006 v Delete Add ae Begin Date End Date By Agreement YA Rated Updated By Update Date ra OF 01 2005 06 30 2006 Tes Ma Eilish Hathawa 12 22 2005 10 42 A I OF 012006 1273179999 Ma Ma Eilh Hathawa 11 28 2005 11 36 A The fields available are Begin Date Start Date of their appointment End Date End Date of their appointment By Agreement This is a Yes No check box If it is checked it means that the salary paid by UCLA is By Agreement at a set amount and this is less than 50 of their base X Addl X pay so that UCLA is not paying benefits on this salary VA Rated This is a Yes No check box It works in conjunction with the By Agreement check box
169. positive number If you enter a negative amount you will get a warning message Sales and Service Revenue Entries FPM has now been updated to allow entry of the two types of revenue that apply to Sales and Service FAUs recharges and deposits to the revenue 26XXXX account For recharges you can now select sub 09 from the drop down list This will automatically enter Recharges into the Category box As for other subs you can have either Monthly or Lump Sum expenses he expense entered in the Amount field should be negative to be consistent with ledger entries If you enter a positive number you will get a caution warning see below In the following example we are entering expected recharges of 1200 for two months 2400 Version 1 0 86 Financial Projection Module Main Menu Eilish Hathaway Non Salary Expenses Mil Expenses Chart of Accounts C amp GData Overall Reports Utilites Fiscal Year 2004 05 Search By Account CC Fund Project Sub na piu E Clear Usual entry for recharges should be a For sub 09 Recharges is the mu EN negative EE i category by default AUG Account CC Fund Fund End Project End Project Sub 401111 gx 61111 12731 2025 os Retrgzad Category Description Amount Monthly Recharges xpected hospital recharges 1200 00 Lump Sum Begin LYM End LYM Assess FLA 200503 200504 eg 200506 Cancel Save Dept Account CC Fund Project Sub Category Description Amo
170. rce to distribute applications and disseminate information to the various departments within the School of Medicine This site offers mformation on applications and services supported by the Dean s Office along with the ability to download certam application files QDB FPM Med Sch Version Date April 26 7006 X RPP Payroll Expense Distribution Most Recent 200503 Salary by Month Reconciliation FAL Sum Employee 5um Ledger r r Ma E amed rr Ma Host Recent 200603 ESA General Ledger Custom Reports Summary of Fundz Summary By Sub Mon 5alary Expense Projection by Month all Fund types Expense by Month Summary By Sub Object Sales amp Service Summary O00000000 Detail Closed Brown UPAY Detail Open Other LUPA s Detail All PAR O000000000 Customized 1 Report ppp for Organizational Employee FRY lM include FFM Funding Go to 40HOC Cancel Finish Monthly Batch Version 1 0 10 Il Monthly Reporting on Contracts and Grants to Pls Section Summary In this section a guide to converting existing reports to FPM and QDB FPM is provided A review of the basics for generating monthly summary and detail reports for Pls is also given For updating projection data please see Section IV starting on page 46 Once reports for Pls are created in QDB FPM users should compare these reports to existing ones if available and identify discrepancies Be
171. red 1550 Family Med v Search Clear To Excel Batch Sccount CC Fund Fund End Project End Dept Balance Hchg ID Expired F Internal Fl Fund Title Internal Fund Ti bad und Grouping Fund Manager Becta Comments Make sure Excel is open with ank worksheet After the PI name is selected from the drop down list click the Searc utton You will then see a listing of the FAUs for that PI in the Data Grid Click the Batch button to send the information to Excel You will see a worksheet similar to the one shown below F4 Microsoft Excel sample reports for feb 05 ff E File Edt View Insert Format r Data Window Help inegala y Add Ins T GLPPP AD HOC REPORTING TEE 22 XX PHARMA FARMAN DX S0GK4 FDP MIHIMIGMEKKKE PARKIN DX 305xX FOP NIH GM RXKKX PARRA DX 305x X MH DOD SSXUA PARRA DX 3354 FDP MH GAS PARA DX 35544 FIELXXXX PARRA DX 30644 THEURAXA PARRA Step 2 In Excel from the Main Menu click on Tools then select QDB GLPPP FPM ADHOC REPORTING This is the QDB FPM Add In You will be presented with the Login screen and then the Status screen After clicking Next on the Status Screen you are taken to the Custom Reports Main Menu screen see below Version 1 0 12 Step 3 Choose Summary of Funds and make sure the Include FPM Funding box is checked Then Click Next QDB FPH Mei Sch Version Date October 31 2005 1 Salary by Month Reconciliation FAU Sum Employee S
172. rior ledger month only on the current ledger month If FPM is not selected you can select a prior ledger month However if you do columns B and C will be blank and of course column E will be blank because you did not request FPM data Click Finish when done x MOST RECENT CLOSED LEDGER MONTH NOVEMBER 2005 Enter a date on which to report Type over the Year entry to change it if the year value is notin the list As of November 2005 FE Fl Included Cancel dert gt i Finish You get the Sales and Service Fund Status Report This report provides a comprehensive overview of the fund by giving information on the carry forward balance the revenue received and similar to the other Summary by Sub report provides information on current expenses and future projections when FPM data is included Entering expenses is done the same way as for other funds Information on entering income data into FPM for Sales and Service funds starts on page 86 As you will note there is no Appropriations column This is because for Sales and Service funds the focus is on the Financials column of the Fund Run Summary Unlike other fund types the appropriations column does not reflect the funds that are available for expenditure it is the budget which might or might not be up to date ale x Bie Ed amp Yew nsert Format Tools Deta Window Rip Adobe PDF c du T XA o w r3 Ww e a u B ZU EESE xu n A EEA C35 T m
173. rmation for plan faculty is entered through FPM which in turn is dynamically connected with EDB In addition all information on plan faculty for the annual budget is entered and finalized in FPM and then that information is uploaded to the All Funds Budget Program Once approved it gets fed to the ADB Version 1 0 46 When you select the Plan Faculty Option from the Income and Expense tab you are taken to the Find Plan Faculty Screen as shown below Financial Projection Module Main Menu Eilish Hathaway EARE ChartofAccounts C amp G Data Overall Reports Utiltes Fiscal Year 2005 06 Select Plan Lm Staff amp Other Academic F acu Ity Income amp Non Salary Expense Search by Individual or by FAU From the Find Plan Faculty screen your first step is to locate the faculty member you wish to review and or modify You can search either by name or by FAU You can also filter the list by funding source for more information on filtering please see the next section starting on page 48 First from the drop down list select your department To search within all the departments you have access to you can clear this list by clicking on the eraser button To search for individuals by name type the first few letters of their last name in the Employee Name box highlight the individual and click on Select Financial Projection Module Main Menu Eilish Hathaway zie Income amp Expense Chart of Accounts C amp G D
174. ropriate Version 1 0 66 Monthly Salary amp Benefits FUNDING BY MONTHS PROPOSED BRUIN JOE 1 18 2006 2 58 02 PM Average Benefit Rate 20 00 Annual TNS 225 000 225 000 225 000 225 000 FAU 200507 200508 200605 200606 Salary Benefit Total Salary Benefit Total Salary Benefit Total Salary Benefit Total Total Salary 444444 1A 79054 72 050 111111 1A 62XXX 6 000 111111 AC 62XXY 22 870 222222 1B 29423 34 380 000000 CC 19900 79 700 Direct Pay 10 000 Monthly Total 18 750 2 422 21 172 18 750 2 422 21 172 18 750 2 422 21 172 18 750 2 422 21 172 225 000 Note Some months have been hidden in order to show totals Total Benefit 14 410 1 200 4 574 6 876 2 000 29 060 Monthly Percentage FUNDING IN PERCENTAGES BY MONTHS PROPOSED BRUIN JOE 1 18 2006 3 00 49 PM Annual TNS 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 225 000 Total 86 460 7 200 27 444 41 256 79 700 12 000 254 060 FAU 200507 200508 200509 200510 200511 200512 200601 200602 200603 200604 200605 200606 Average 444444 1A 79054 0 4013 0 4013 0 4013 0 5077 0 5077 0 4013 0 4013 0 4013 0 4013 0 4013 0 4013 0 4013 0 4190 111111 1A 62X6K 0 0200 0 0200 0 0200 0 0173 0 0173 0 0200 0 0235 0 0235 0 0235 0 0235 0 0235 0 0235 0 0213 111111 AC 62X35 0 1177 0 1177 0 1177 0 0498 0 0498 0 1177 0 0626 0 0626 0 0626 0 0626 0 0626 0 0626 0 0788 222222 1B 29423 0 1998 0 1998 0 1998 0 1998 0 1998 0 1998 0 1999 0 1999 0
175. s box is checked the FAU is used to pay the base 19900 pay for plan faculty members with an FTE see above As for other screens highlighting a line in the Data Grid feeds the information into field boxes The following fields are on this screen Begin Date Begin Date of Appointment End Date End Date of Appointment Source Select the 19900 fund source from the drop down list Account Enter FAU account CC Enter FAU Cost center Fund Enter 19900 type fund Project Enter an optional project code Percent Enter percent time as a decimal 1 0000 equals 100 Permanent Line Check this box to select this funding source for the faculty member s permanent funding line As for other screens the option buttons are available Delete Add etc once a line is added or selected for editing For an explanation of the option buttons at the bottom of the screen please see page 53 Defaults Salary Savings Sub Tab Financial Projection Module Main Menu Eilish Hathaway Plan Faculty mL Income amp Expense Chart of Accounts C amp G Data Overall Reports LItilites Fiscal rear 2005 06 Employee ID Jooooooon M ame BRUIN JOE Department 1400 DOSHI Funding Appointment Defaults Retro zy Stipend CPLFAU s 19900 FAU s Salary Savings Benefit Rate By Agreement Other Begin Date End Date Salary Savings 07 01 2005 06 30 2006 Iv EE Begin Date End Date Salary Savings Updated By Update Date OF 012005 06
176. s entered in this box Version 1 0 55 Delta Y The Delta Y is back calculated from the TNS It s equal to the TNS minus all the bases Base X Addl Base lt 3 and Addl Base gt 3 In the example above Delta Y 200 000 70 000 21 000 14 000 which is 95 000 Time Percentage time for the appointment in decimal form Full time 100 is 1 0000 TNS The TNS is the Total Negotiated Salary for the Faculty member It s equal to all the Bases plus the Delta Y Affiliated FTE Indicates that the FTE is through a UCLA Affiliate When you first highlight the Appointment information for a faculty member there will be two buttons at the right hand side just above the Data Grid These buttons are Delete and Add When you make a change to any editable field you cannot change the data in the other fields these buttons switch to Save As Cancel and Save For an explanation of the option buttons at the bottom of the screen please see page 53 Defaults Tab Under the Defaults Tab there are six sub tabs These are CPL FAU s 19900 FAUS Salary Savings Benefit Rate By Agreement and Other Following is a brief explanation of each Defaults CPL FAU s Sub Tab Financial Projection Module Main Menu Eilish Hathaway Plan Faculty mL Income amp Expense ChartofAccounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 Employee ID 000000001 Name BRUIN JOE Department 1400 DOSM Funding Appointment Defaults
177. s show up To edit a row that shows up in the grid click on it It will appear in the middle section and the white boxes will be editable You can look up FAUs of other departments but can only edit FAUs owned by department codes to which you are given FPM access You can also use other criteria for searching a selecting a particular FAU or group of FAUS e g all those for a particular Pl Search criteria that can be selected or entered are Department Version 1 0 89 Account CC and Fund Fund Manager Internal PI To perform a search either enter the data to search for e g fund number or select the criteria from drop down boxes e g fund manager In the drop down box for fund manager these is a none assigned choice that allows you to see all FAUs that do not have a fund manager assigned to them within your department Once the criteria is entered click on the Search button to run the search To clear the criteria in order to do a new search click on Clear There is also a Smart Search feature that allows users to enter only the first few letters of the name either in the fund manager or the PI fields to bring up listing Useful Features Identify Fund Manager Each FAU will be assigned to a fund manager or other department staff Any question that comes up about an FAU you can identify who is in charge of it No FAUs Fall Through the Cracks Fund Managers will have access to a complete list of FAUs they are in charg
178. scales 0 9 with each increment up to scale 5 representing 10 of the Base For the increments for scale 6 9 and other information on scales please visit the Dean s Office Academic Personnel website at http www deans medsch ucla edu academic These scales are used to determine the salary used for retirement calculations For example someone on scale 3 has 30 of his Base added to the Base to determine retirement If someone is on scale 5 then 50 of his Base is added to the Base for retirement calculations The system needs to know how much is 3096 of the Base and also what is the additional amount that gets added to the base in the case of scale five its 20 50 for scale 5 30 The scale that a faculty member is on is determined by the Academic Programmatic Unit APU Please see definition of an APU in the Glossary starting on page 116 In most instances fund managers do not need to be aware of this breakdown but the information on the fields is provided below Base X Component of the TNS that is from the standard campus scale based on the step Assistant Professor Associate Professor and Professor and the Step 1 2 3 etc Department Home Department of the Faculty Member State FTE If a faculty member is from the Regular academic series they receive state funding 19900 equivalent to the base amount If the faculty member is receiving this type of funding this box is checked Addl Base 3 Component of the TNS that is equal
179. scecessceevaaticeaads tedesccsvedessesteeneescides cisvtlessasveceutsatecescivesstavees 113 F nd IRAN OCS C 115 Faculty Plan Glossary 35 e eerte ooo eee aieo eee ane ae 116 Faculty Fund Source ic 121 Salary Cap Summary FY 1990 FY 2006 scccscsssssssssssssssssssssssssssssssccccssscssssscsccsscccccscscccssssssess 127 DOS Codes for Faculty e 128 Title Codes Tor Faculty i400 sascha ieee eae a eae ee aca 130 Version 1 0 5 I Introduction Section Summary This section describes the history and development of the Financial Projection Module from now on referred to as FPM and also gives you an overview of the process of getting FPM and QDB FPM installed on your system and what is needed resource and access wise to allow you to fully utilize the program Contact information for problem solving is also included What is FPM FPM is a stand alone application which by capturing information in a central database serves as an essential tool for projecting future expenses for Plan Faculty Staff and Other Academic Non Salary expenses and Income on all contracts grants and other funding sources managed by your department It works in conjunction with an Excel Addin module called QDB GLPPP FPM ADHOC REPORTING referred to as QDB FPM to provide accurate projected balances on contracts grants and other
180. scenarios for the contract or grant funding To do this click on the DO Macros button at the bottom of the Custom Reports Main Menu page You get the following screen Deans Office Macros E X Activesheet EXP BY IVIDNTH All ATI 29x XX Select a Macro Temporary Changes to Non Salary Expense Projection by Month Temporary Changes to Expense by Month Exit Select a sheet Run Macra This screen gives you the option of selecting the sheet in the workbook with the Projection report on it running the macro or exiting What the macro does is to convert the pivot table created in any of the Salary by Month Reports into an editable format This allows the user to test the impact on the bottom line of adjusting future costs in various ways It is important to know that changing the amounts in this fashion only affects the Excel sheet you are working with It does not affect the main FPM database Once you have various scenarios and know how things should really be projected you must then go back to FPM to make any adjustments required in order to incorporate those changes in your projections Version 1 0 40 Similarly you have the capability to do what if scenarios for the Non Salary Expense Projection by Month Report or the Expenses by Month Report by selecting DO Macros and then selecting the appropriate macro After you run a Non Salary Expense Projection by Month Report see page 22 you will get a pivot table with
181. seseeseeseeeeeee nne nnn nennen nennen nennen nns 79 DPS CYS Ai eal ss ques demone cda tra cose tetuer test ough s eat Ca ave E N ats 79 Monthly Salary amp BeHePIES eo Du dott deo tede e e dialetto desti la o dun ed itte 80 Monthy Percentage eese tot toda deste acai ate e sen dtd inedit r deti a dato 80 ODD Comparison PEro e Juin mire iei aida uu Sae ud Cede Anis uv itt En Eu Cid DR carats 80 Fundine Tab Priit ScEee i eoo bo orbem a a a a ce ftdt cotes evil ua fud 8l come and Notissalaty EXpeSe ou odo dot ee nta yted a ee ostentum domui eed rta du desde um fud 82 S CALC M RECTE 82 Adding amp Editing Expenses Recurring and Lump Sum ssseeeessssssssssssseeeeeeeee ee nnn 82 Version 1 0 3 Repornins Expense Dicen ou bombo a E Dotes tee ius utet ad aL fe 85 COM 5 cnc o dace ata oh owed ser fuse eos b Lost Se tora ie cohen Los tei orit S obtentu E oho ENTRE 86 Income on Expense ie COUTILS 2 i 6st ron bestere nen ub dU capu rdta tesi ion wenia eluted U ouo cesa S 86 Income om REVENUC ACCOUN S 321605210365 2o a anon ub doa talenti osi Mea enkes E AS 86 Sales amd Sevice Revenue ETICS uoo tin venta Celio iue E a xte rel edit ue Eque 86 Chart or ACCOUHES nom nri ie O eds dem Etre ione see DOOR d e eR ese PUE dus 89 MISERE E OL 89 USC IWC DUI OS ia0Scu 025035225252 E 405 205 Seacesihadeeemcataneel An esed U au I tesRla ni DES meee sina 90 Updates to Chart of Accounts includes updating fund manager 1nfO cccc
182. st Recent 200511 Summary of Funds Salary by Month Summary By Sub Reconciliation Non Salary Expense Projection by Month all fund types FAU Sum Expense by Month Employee Sum Summary By Sub Object Ledger Yr Mo Sales amp Service Summary Earned Yr Mo Detail Closed Brown LIPAY Detail Open Other UPAY s Detail All PAR Customized 1 OOOOOOOOO FEE Include FPM Funding Note that you have the option of including FPM data for these funds This is important because selecting or deselecting FPM data will impact the date range choice From the main menu you are taken to the FAU for Sales and Service Summary Enter the fund number The report is designed to provide an overall summary of a sales and service fund so the fund number is the only number entered FAU for Sales amp Service Summary x Enter the components of an FAU to report on To enter multiple values separate the values with commas To specify all possible values use an 8 Fund eA Find Accounts Project mY Get Last FAL Batch Processing a Collate Reports 5 Load Create Batch Sales amp Service Summary Options Include CSER Iv EFE FU Included Cancel lt Back Next gt Finish Version 1 0 38 Click Next to continue and enter the date range on which to report If FPM has been selected as above your fields in the Date screen will be grayed you will NOT be able to report on a p
183. stribution Reports Payroll date to report on 1 Load Batch a Set Sorti Subtotal Batch sheet FEE Included Qe writeup Custom Reports Cancel Run Reports Version 1 0 41 6 Create Batch Just bypass this by pressing the Ses button A blank Monthly Batch template in Excel will appear Monthly Batch Template LITT al ordiri Forge fs pp LIESS IECIT TCI Tage a r amet os Be IL T Malek F onal End icis ad Fm Dum You On this sheet you will see a grid for the General Ledger and Payroll reports Fill the entries that you need for your reports with the FAU The first column of the template is labeled Run you need to place a Y in this column for each report that you intend to run You specify these entries as you would on the custom reports an means that the entry is optional A highlighted aqua cell means that the entry does not apply to the report Some cells contain an X which specify certain characteristics of the report to be run For example if you place an X in the Earned column for the FAU sum payroll report you will retrieve data by the earned date The second column of the template is labeled include FPM To include FPM information in the report place a Y in this column If you choose to run Non Salary Projection by Month Salary by Month or Expense by month to include FPM be sure to select either Match Fund End Date or Match Fiscal Year Running Reports Now th
184. structions for installing each of the applications Click on FPM Financial Projection Module for instructions for FPM installation To install QDB FPM click on All Dean s Office QDB Applications then in the grid click on doaddins exe next to QDB GLPPP FPM ADHOC Automatic Updates Please note that with these versions of QDB FPM and FPM you no longer need to install updates this happens automatically when you start each application and there is a newer version available Version 1 0 r4 Running the FPM and QDB FPM Programs and Logging In Once the FPM Program is installed on your computer you can either click on the FPM icon on your desktop if its there or click the start button in the lower left hand corner of your Windows screen then click Programs then Financial Projection Module You will now be on the Financial Projection Module Login screen see below Your login ID is the same as your QDB password a 5 digit code such as maxx0 Initially the FPM security system sets your password to be the same as your logon ID in this case maxx0 Once you have FPM installed please telephone Rita Moreno x40272 as you must now synchronize your FPM password with your QDB FPM password in order to retrieve data from the FPM system It is highly recommended that you contact Rita to assist you Caution Your FPM password must be synchronized with and match your QDB FPM password otherwise you will not be able to retrieve da
185. t Hecent 200510 Most Recent 200510 Salary by Month Reconciliation FAU Sum Employee Sum Ledger Yr Mo Earned Yr Mo Brown UPAY Other UPAY s PAR Customized 1 Summary of Funds Summary By Sub Non Salary Expense Projection by Month all fund types Expense by Month Summary By Sub Object Sales amp Service Summary Detail Closed Detail Open Detail All OOOOOOOOO oO o oO o ie oO o oO o o Report ppp for Q Organizational Employee On the following screen enter the FAU for your report Entering the time period for the report On the Date for Non Salary Expense Projection by Month you have various options from which to choose The report start date defaults to the month after the most recent closed ledger month You then select the end month for the report all in the future You can select a particular month from the To field or you can select either Match Future Sum by Sub Fund End Date this would be the best option for a contract or gra t or Match Future Sum by Sub Fiscal Year if you want the projection to end on June 307 6f the current fiscal year After selecting the date source click on Finish Date for Non Salary Expense Projection by Month all fund types MOST RECENT CLOSED LEDGER MONTH NOYEMBER 2005 EITHER From December select here To E December OR r Match Future Sum by Sub Fiscal Year here FE Pe Included Cancel Back ext gt Finis
186. t Mission irm o1 34380 01879 2865 00 Automatic IR Delete Add Begin l End Salary Monthly Source Missio Account LL Fund Project MIH CAP Comment 4 200507 34380 2 855 MIH O01 A 29425 12 200507 200606 6 000 500 CFL 04 C 111111 1A 62165 n 200507 200606 69 000 5750 PCG 01 C 444444 14 79054 12 200510 200511 3 050 1525 PCG_O1 C 444444 14 79054 12 200801 200606 10 000 1 667 DP 03 200607 200706 50 000 4157 DP 03 200607 200607 10000 21004DP Wl 200607 200612 0 000 Shale EPL H8 E k 4 ei Reports by Indy feor gt i a Find EDE Upload History FENDING Submit FPM has automatically initiated appointments for 2006 2007 for plan faculty based on information on the 05 06 appointments If there are changes to the appointment for 06 07 users can edit the appointment fields as shown below The fields in white are editable and those that are beige are not Specifically the begin and end dates the Department Title Code Step APU Scale Time can be changed In addition the boxes for Off Scale State FTE and NPI FTE can be checked or unchecked as needed Caution Please note that special requirements and approvals are needed to change the scale do not change this information unless the approval process has been completed Version 1 0 102 Appointment Tab Frm Financial Projection Module Main Menu Eilish Hathaway Income amp Expense Chart of Accou
187. t Periods cccccssseeeceeeeeeeeeeeeeeeeeeeeseeeees 99 Fiscal cmm 100 VoFPM BUDGET TAB 2 52 re ete cee mane ane mane neuen Aarne ioe mane nore rene ne nore 101 Secon SMM Ary 52000520588 C 101 Selecting the Correct Fiscal Year in FPM vciiscsscssscdencaaasstavnsaciasestensdsnssddonsasenstavaavadsavsdivedscanddesecebeceesseass 101 Relationship between FPM and the Dean s Office All Funds Budget Program 101 Entering Appointment and Funding Information as Part of the Budget Process 102 MC Ry asses seca eset sae vacuo uc coe u sue e pesto ec levia oe cedet ta Ve end cales taa eden ve E pesci ARR UNO V NER EPIS 103 Special Reports Available During the Budget Process ccce eee e eee eee eee ee e eee ee ettet e eese eee eeue 106 Reports by Indi 108 es i a n ted test ce tnb etsi Saha ee ay Ne c Ge LEON LEE 106 bample RODOPTSas edad esed eta a De esae aucta tes d siet cs m tu iq bs ttc epo n 107 Overall Reports ihi oce iei ee ee eee 110 Sample REPOT o 22212565 08211552 00090249 a MIS COINS AR a Lo ds Md ipt ubt ose asStudetut dcs dole ooa deat ota 0d 111 LABEL induci D p Get 112 Criteria SpeciNCA ONS eee ct 112 Pow ae ulty bao caca Exi O E E N 112 Version 1 0 4 Bea ay Ge VEE 16 ol 8 O 5t a Ines ae A a esu iN NUN Eo LAE La cele pO e Le DOSE nmr mR eer Ee La ener 112 Date Source Paid vs Harned 5i sa
188. t and grant funding you should enter the committed compensation plan amount on the funding tab Likewise if you wish to ensure the 1596 teaching cost center component enter it on the Funding tab The formula in FPM first looks at the funding lines then adds 19900 FTE information to it After this if there is a shortfall in the TNS the amount is provided by the compensation plan as designated on the Default tab The amount gets split among the cost centers based on the cost centers and percentages designated in the Defaults tab Permanent Line Option Box Every faculty member has a funding source designated to pay the salary if for some reason the temporary funding lines are not in effect fall off Both the Default CPL FAUs and 19900 FAUs screen have an option box called Permanent Line that can be checked This designates the funding source for the permanent lines lf the plan faculty member has an FTE with 19900 funding this funding source is used for the base see below and the Default CPL FAU is used for the remainder of the funding For non 19900 paid faculty the CPL FAU pays all the permanent or record purpose lines As for other screens highlighting a line in the Data Grid feeds the information into field boxes The following fields are on this screen Begin Date Begin Date of Appointment End Date End Date of Appointment Source Select comp plan source from the drop down list Account Enter FAU account CC Enter FAU Cost
189. t is approved for an upcoming year the current fiscal year provides that year s data PLUS any data that is entered as part of the spring budget process and even further into the future Once the budget for the upcoming year is approved which typically happens in June there will be a menu selection item for the newly approved fiscal year Plan Faculty have their funding for their appointments on an annual basis that must be renewed and re entered on an annual basis based on the fiscal year of July June Therefore if you need to project several years into the future for the purpose of Contract amp Grant reporting enter the data in increments of fiscal years Please note that for entering staff into the future you dont have the fiscal year limitation and you can enter one line to indicate several fiscal years into the future if you wish to When you select a fiscal year that year appears in the main menu bar as seen below 2005 2006 For example if we are in February 2006 select 2005 2006 if you need to make changes to the FY 05 06 data or if you want to budget for FY 06 07 Financial Projection Module Main Menu Eilish Hathaway HEIR Income amp Expense Chart of Accounts C amp G Data Overall Reports Utiites Fiscal rear 2005 06 2004 2005 If it is still February 2006 and you want to view data or make retro changes to data from FY 04 05 select 2004 2005 Financial Projection Module Main Menu Eilish Hathaway DER Income
190. t to Automatic from the Drop down list This allows FPM to automatically determine which component is paid from each funding source following certain set rules However it is also possible to force an amount to go specifically into either Base X 11 month or Delta Y You do this by selecting which option from the drop down list which then specifically allocates the funding to either the X or Y salary component For questions related to Faculty salaries and the NIH Cap please contact Ricky Lee in the Dean s office x 48197 or rqglee mednet ucla edu Options at the bottom of the menu screen vi Reports by Indiv EDB UploadHistory Doo ooo j Find PENDING Submit At the bottom of the screen are a number of useful options Here is a brief explanation of them The button Reports by Indiv takes you to the menu for Salary Reports for Faculty by Individual Please see page 66 for information and samples of the nine reports that are available Next to this is a button called EDB Upload History This button uploads appointments and distributions to EDB At the bottom left hand corner are what are commonly called CD buttons They are used for navigating the records of the database From left to right they take you to the first record go back one record go forward one record and go to the last record There is also a window indicating the record you are currently on and the total number of records Next to this is a
191. t which is set as the most recently closed ledger month It is grayed indicating that it cannot be changed It is provided to let you know which month it s reporting on On this screen you also you select the Date Source as either Ledger Year Month paid or Pay Period Ending earned It is recommended that Pay Period Ending earned be selected for this report For a full explanation of the difference between these two date sources please see the section in the appendix starting on page 113 Click Next On the next screen is the listing of fields included in the report again this is for your information as the list cannot be edited Click Finish and you will get the following report E Microsoft Excel Bookl version 1 Recovered DEF rl File Edit wiew Insert Format Tools Data Window Help Adobe PDF Type a question for help F F X Mier eee eee ee eee EE a NC oe C EUN amp Reconciliation Report Payroll Deptz18Xx AI Proposed Funding Reported an Led YM Since September 2005 A Date 10 26 2005 Reconciliation Report Payroll Dept 18XX All Proposed Funding Reported on Led YM Since September 2005 Date 10 264 Projected Employee Actual Salary Excl 2 JID Employee Name Account CC Project DOS Sala Retros Variance 208127510 Employee 1 FIRRA WHISO REG T O37 208127511 Employee 2 ASRS WHISO REG 4113 208127512 Employee 3 ASA WHISOR OTS B 208127513 Employee 4 FIRRA WHISOX REG 208127514 Employee 5 ARR WHISOX REG
192. ta or the data will not be correct Also note that if you change your password in QDB in the future the password for FPM must also be changed See page 99 for information on changing your password in FPM Financial Projection Module Login m David Geffen School of Medicine at UCLA Financial Projection Module Login maxed omes Version 1 0 2122 42905 To log in to QDB FPM go to Excel and under the Tools menu select the QDB GLPPP FPM ADHOC REPORTING Add in You will see the following screen QD6 FPM Med Sch Yersion Date April 28 2006 Xj ES ae ah T Kk T t A A 5 3 a E 4 ve f HB E T i F te E ast Ter TIIK DEANS OFFICE DAVID GEFFEN SCHOOL OF MEDICINE AIS SERVER ID moo Iv Cancel OK Version 1 0 Once you log in to QDB FPM you are taken to the Status Screen This screen provides important information on the status of QDB FPM and the ledgers If you see a warning message on this screen referring to the transition period for the payroll ledgers please see page 16 for more information QDE FPM Med Sch Version Date April 26 7006 X GDE FPM AU ioc Aeros rhs QDB Status Most Recent Closed Ledger Month noone J ry 1l Ih LI E LI L L Current Fiscal Year End Process Most Recent Closed PPP Cancel Finish Who To Contact in the Dean s Office if You Have Problems or Questions Questions about the program Technical
193. the studies or Chemicals needed to run the experiments There is detailed in formation on entering these expenses starting on page 82 Here is a brief synopsis To access the Non Salary Expenses component of the program on the menu bar click on Income amp Expenses and then choose Income amp Non Salary Expenses The top section of the screen is the Search area The bottom of the screen is the grid where search results get displayed The middle section is for editing existing records and adding new ones To find previous entries indicate your search criteria and click on Search Financial Projection Module Mam Menu Eilish Hathaway Income amp Non Salarmy Expense SEE go Income amp Expense Chartof Accounts C amp G Data Overall Reports LU bilites Fiscal Year 005 06 x Search Hy Account CC Fund Project Sub mM lene Search Clear To Excel Edit Account CO Fund Fund End Project End Project Sub Category Description Amount fF Month Begin LM End Lrt Fi if Assess eg 200506 Add Fund Dept Account CC Project Sub Category Description Amounte Lump Sum FiA Reto Begin Complete the information in each field for each expense Click on Monthly to indicate a recurring expense Complete information on the data entry and what is required for each field is on page 82 One time Lump Sum Expenses Lump sum expenses are those that are antic
194. then appear in the Department Chart of Accounts when the data feed from the financial table is done on a daily basis Assignment of Fund Manager and entering Fund Nickname Main PI and Internal PI Once a new FAU is fed to the FPM database from the Financial Table and appears in the Department Chart of Accounts the following information should be entered assigned for that new FAU an Internal Fund Name Nickname Internal Pl and Fund Manager Each department should establish individual guidelines on how the Department Chart of Accounts will be maintained and updated Typically the Department Manager is responsible for the accuracy of the data in the Chart of Accounts If the Manager of a Department assigns this responsibility to someone else it is important that regular reviews of the information take place Here is what should be entered for each new FAU Fund Manager The name of the fund manager who will be managing the FAU and generating reports for the PI Internal Fund Title The nickname that is used for the grant e g Mice Project Atrovent Study etc The best source for this information is the PI Internal Pl The internal PI is the Pl in your department that is overseeing the funds in a particular FAU or group of FAUs This may or may not be the Main PI for the project For example if a program project grant is submitted by a Pl named Professor Ted Jones and then Professor Jones has funds transferred for salary for a Pl in your
195. thly Batch user form you will see the most recent dates for the General Ledger reports and the Payroll Expense Distribution Reports LYM date to report on 700410 Payroll date to report on 700411 You can change these dates if you need to run reports for a prior month If you specify a prior month Detail Open and Detail All reports will not run because QDB FPM cannot recreate an open table for the past month General Ledger Example In this example by placing a Y in the run column Detail Closed and Detail Open reports are marked to run Summary by Sub will NOT run even though an FAU is indicated It needs a Y in the Run column in order to run Select type by placing an x either in ITD or YTD cell One of these entries is required Cells with an are optional By default fund cells are blank and required However if a report has dept entry you can specify a department code and enter an for the fund Non Salary Projection by Month has also been selected to run and the FPM data is selected to match by fund end date General Ledger Reports Components of FAU to report on Types of Transactions Tape Match ncum Include und Include Appr Memo Re End Fiscal Run FPM Report Name Account CC Fund Project Sub Object Source Dept o Ezp Lien appro ITD TD Date Year Summary Hy Sub 12345 Hon 5alarq F 3 Proiection bu 45678 AB q2345 O Ezpense by Month Summary By Sub 7 Ohient
196. thly Benefit 0 1000 3 000 00 3 000 00 300 00 125 00 Save As Cancel Save mg Dept Begin Date End Date Account LL Hi ural M Project Sub Comments Monthly Dist 3 Mon 1400 7 1 2004 12 8 31 2004 1 43 268 noe 02 Tocorect 300 00 0 1000 0 E gt taco F72004 12 8731 2004 1 TERS D2 Tocorect 200 00 0 1000 ORES gt A nd ig Reports by Indi ADE Import Nitty Version 1 0 T Adding New Employees On the Find Staff amp Other Academic Employee screen click on the Add button to add a new employee This takes you to the Staff amp Other Academic Salary Projections screen Bas Staff amp Other Academic Employee Dept Dreson DERG RET E Search by Fau D Select employee fram list or enter first few characters of employee id or name below to limit the list Employee ID Employee Mame List All TEmhweed Name Select Add If the employee already has an assigned Employee ID enter it and click on the QDB Import button This will download the employee s distribution directly from QDB If the employee does not have an ID number yet you can enter a projected employee in one of two ways Either enter a temporary employee ID and fill in the distribution information When the employee has been assigned an ID pull up his her information and replace the temporary ID with the real one and click on QDB Import if the distributions need to be refreshed
197. u and a password for the QDB will be established This ensures that once FPM and QDB FPM are installed you will be able to retrieve data from QDB Note EDB Inquiry controls Security for access to PPQDB i e if you were not given access to EDB Inquiry by your DSA the PPP portion of the QDB FPM Excel Addin program will not be available to you Besides getting access to QDB you also need to get set up within the FPM security system managed by the Dean s Office To do this you should send an email to Rita Moreno rmoreno mednet ucla edu requesting access to FPM and providing the following information in the body of the email 1 Your department code This is a four digit number e g 1400 2 Your QDB OASIS logon code This is a 5 digit code for example maxx0 that you get when requesting access to the campus QDB see above 3 Your telephone extension so that Rita can contact you once you are set up in the FPM security system Note You must copy your supervisor on the email to Rita so that the Dean s Office is aware that you have your supervisor s approval to use FPM Installation of QDB FPM and FPM on your computer You can go to the Dean s Office Website for instructions on installing FPM and QDB FPM or you can request assistance from your department Computer Resource Consultant CSC The url for the Applications section of the Dean s Office web site is http www deans medsch ucla edu Deans dn load htm From here there are links to the in
198. uded Cancel Back Mex gt Finish Similar to the payroll report that includes FPM data you will then be taken to the Date for Expense by Month screen shown below Date for Expense by Month f x MOST RECENT CLOSED LEDGER MONTH MARCH 2006 Enter a date range on which to report Type over the Year entry to change itif the year value is notin the list EITHER amp From March 2006 select nere F To March 2006 Match Future Sum by Sub Fund End Date xia i Match Future Sum by Sub Fiscal Year Current Fiscal ear EFE EMEN Included Cancel lt Back Next gt Fintsh On this screen indicate the time period that you wish to report on keeping in mind that this report allows you to include both past and future data You can enter a specific time period by using the From and To drop down lists or you can select one of the other options Select an option by Version 1 0 25 clicking on the appropriate box You can change the choice by unclicking the box Clicking one of the option boxes will disable the date boxes at the top and will automatically choose 1 the month after the most recently closed ledger to the end of the grant year 2 the month after the most recently closed ledger to the end of the current fiscal year 3 the current grant budget period or 4 the current fiscal year June to July Click Finish on the next screen Selecting the option Current Grant Period gives the
199. um Ledger Yr Mo Earned Yr Mo Brown UPAY Other LIPAY s PAR Customized 1 Summary of Funds Summary By Sub Non Salary Expense Projection by Month all fund types Expense by Month Summary By Sub Object Sales amp Service Summary Detail Closed Detail Open Detail All o o o o o o o o OOOOOOOOOO zc Next gt Finish You are taken to the FAU for Summary by Sub screen Note FAU stands for Full Accounting Unit and is composed of the location the account cost center fund and project code for a funding source The location for all FAUs at UCLA is 4 so this value is assumed and not entered FAU For Summary of Funds Ubject Pe pee Convert FALI Ea upper case oe wee Version 1 0 13 Step 4 From this screen click on Load and your FAUs from the batch sheet will get loaded into the program as shown below FAU for Summary of Funds xX Chart Of Accts Batch Summary of Funds Report Account as Fund Fund Title PI Name 441555 Anz eU FDP PHS HL46809 Z ZAMBONI XAVIER 441585 nz eO FDP MIH Dkn 73226 ZAMBONI XAVIER 441555 nz eO FDP MIH Dkne5 029 ZAMBONI amp AVIER d4l3xx nz JIDA FDP MIH NIAID 1RO ZAMBONI XAVIER 441505 nz SSO VRS DNS WwILL ROG ZAMBONI XAVIER TOLGAN nz EU A VRS DNS WwILL ROG ZAMBONI XAVIER 621555 nz BF aes MORVASTISCICLO ZAMBONI XAVIER 621585 nz BEBE ORTHOBIO 200608 ZAMBONI XAVIER 441555 nz rufa Pu ie LILITAH DHHS 24051 ZAMBONI XAVIER Collate
200. unte Lump Sum F amp amp Retro Beg Financial Projection Module Main Menu Eilish Hathaway Non Salary Expenses ag Expenses Chart of Accounts C amp GData Overall Reports Utilites Fiscal Year 2004_05 Search By Account CC Fund Project gc B8 gg Edit Account CC Fund Fund End Project End Project S ub 401 150 ex gi 111 fi 2 31 2025 09 v Retro Adj Category Description Amount Monthly Recharges l xpected recharges 1200 00 C Lump Sum Begin LYM End LYM Aaen ESA eg 200506 Cancel d Dept Account CC Fund Project Sub Category Description Amounte Lump Sum F amp Retro Beg A Usual entry For a recharge is negative Are you sure you want to continue with your positive amount You now also have the ability to enter projections for deposits to the revenue account linked to the Sales and Service fund If you enter an account starting with a 2 FPM will select and put Appropriations Income into the category field As for recharges you can enter either Monthly or Lump Sum amounts The expected entry for the amount field is a positive number so you will get a caution if you enter a negative number The following example is a projection of a lump sum deposit of 5000 Version 1 0 87 Entering an account starting with a 2 puts Appropriations Income in the Category box Financial Projection Module Main Menu Eilish Hathaway Non Salary Expenses Mil Expenses Chart o
201. urpose of FPM is to project future expenses Therefore when you run these reports it would be optimal to specify a time period going forward in time rather than past historical data The most accurate historical information is in the payroll data so if you wish to view past data or if you wish to look at reports that combine past and future data you should use QDB FPM to generate reports by month by individual combining past actual data from the EDB database and future project employee data from FPM The following is the screen that allows you to select which report you wish Note you specify the type and the time period Then click To Excel EVEN ES Select one of the following reports Monthly Salary amp Benefit Monthly Percentage HDB Comparison Percentage Funding T ab Print Screen Begin Lr End Lr 200503 200606 To Excel Close The following are samples of each of the five currently available reports Monthly Salary FUNDING BY MONTHS BRUIN MARY 11 2 2005 10 31 10 AM FAU 200511 200512 200601 200602 200603 200604 200605 200606 Total 401006 3H 63000 2 041 2 041 2 041 2 041 2 041 2 041 2 041 2 041 16 330 401006 3H 19900 1 361 1 361 1 361 1 361 1 361 1 361 1 361 1 361 10 886 Monthly Total 3 402 3402 3402 3402 3402 3 402 3 402 3 402 27 216 Version 1 0 79 Monthly Salary amp Benefits FUNDING BY MONTHS BRUIN MARY 11 2 2005 10 31 24 AM FAU 200511 200512 200605 200606 Salary Benefit
202. v State Total 14 888 14 888 38 652 38 652 54 aja 54 aa 5 418 5 418 18 325 18 325 13 484 13 484 1 806 1 806 15 040 13 845 28 88b 1 491 10 437 11 828 25 679 25 679 22 814 22 814 41 255 41 255 2 458 2 458 873 1873 15 884 15 884 19 002 19 002 35 670 13 530 49 200 32 210 32 210 1 295 1 285 35 208 35 208 6704 Bod 12 340 22 28 34 640 1222 1 222 3775 3 575 2 8845 2 BB5 26 760 26 760 26 950 26 950 53 900 3 796 41 755 45 552 M 4 e Mif amp PayrolRecon 62XwX 1 4 9 Batch 10 EXP BY MONTH 44XXXX amp 12 sal pivot 14 sum by sub For 9H Draw ke j AutoShapes w HOB AR gt A 5 p al r I fou Version 1 0 98 Utilities Change Password From the Utilities menu select Change Password You will get the following screen Enter the old password the new password and then retype the new password Click OK when done WCAUTION You should only change your password in the initial set up of FPM so that your FPM and QDB FPM passwords are synchronized If you change it at a later time you must also change your QDB FPM password Financial Projection Module Main Menu Eilish Hathaway Income amp Expense Chart of Accounts C amp G Data Overall Reports LItilites Fiscal rear 2005 06 ChangePassword EJER Change Password for maehh Old Password Mew Password Hetupe Mew Password Cancel Editing Extending Fund End Dates for Budget and Project Periods FPM uses the Fund End Date to
203. ve dates for pending and approved actions Below the notes section are some boxes that assist in tracking the status of the budget process There are two check boxes to monitor the review by the fund manager and the academic personnel staff respectively These are Fund Mgr Budget Ok and Acad Pers Budget Ok Note that the Acad Pers Budget OK check box will not be active will be greyed if the user has not been set up in FPM as an academic personnel staff member Please call or send an email to Rita Moreno in the Dean s office if you have questions about setting up a staff member for academic personnel review functions Fund Managers should check the Fund Mgr Budget Ok box when the funding for an individual plan faculty member has been reviewed and is appropriate Academic Personnel should check the Acad Pers Budget Ok box to designate that a review of the appointment and funding information for the individual plan faculty member has been done and is correct In addition to the review boxes for fund managers and academic personnel there is a check box called DO Approved This box is checked if the Dean s office has reviewed and approved the budget information for the individual plan faculty Below the Notes section at the right hand of the screen are two boxes that provide information on the last update for faculty member The box Updated on has the date and time of the last update The box Updated by
204. ved and proposed versions For documentation you should keep departmental copies of prior worksheets You can also save electronic versions but note that you cannot work with the formulas in the Excel version of Ricky s worksheet and you should always make future changes in FPM rather than in existing worksheets Monthly Salary FUNDING BY MONTHS PROPOSED ZAMBONI ZAVIER 1 19 2006 8 25 05 AM Annual TNS 200 000 200 000 200 000 200 000 200 000 200 000 200 000 200 000 200 000 200 000 200 000 200 000 FAU 200507 200508 200509 200510 200511 200512 200601 200602 200603 200604 200605 200606 Total 441315 ZZ 68888 DEAN_X 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 25 000 441311 1A 62XXX CPL_01 2 042 2 042 2 042 2 042 2 042 2 042 2 042 2 042 2 042 2 042 2 042 2 042 24 500 441315 ZZ 41618 GFT_01 1 000 1 000 1 000 1 000 1 000 1 000 1 000 1 000 1 000 1 000 1 000 1 000 12 000 441315 ZZ 29484 NIH_01 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 2 083 25 000 441315 ZZ 29483 NIH_01 2 917 2 917 2 917 2 917 2 917 2 917 2 917 2 917 2 917 2 917 2 917 2 917 35 000 441315 ZZ 19900 STATE_0 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 78 500 Monthly Total 16 667 16 667 16 667 16 667 16 667 16 667 16 667 16 667 16 667 16 667 16 667 16 667 200 000 Salary Savings 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 6 542 78 500 Note that this report shows salary savings where app
205. veda and Brentwood respectively DP 04 Direct Pay Los Angeles County Harbor DP 05 Direct Pay Los Angeles County Ol Vw DP 06 Direct Pay Los Angeles County MLK Use these source codes for direct salary payments to the individual from the Los Angeles County locations of Harbor Olive View and Martin Luther King respectively See also LCG 01 and LCG_02 for faculty salaries charged to the UCLA L A County Operating Agreement fund DP 07 Direct Pay Oth Affil Hosp Use this source code for direct salary payments to the individual from other affiliated hospitals such as Cedars Sinai Medical Center Annotate source description in the notes area for the individual DP 08 Direct Pay HHMI Use this source code for direct salary payments to individuals who are Howard Hughes Medical Investigators HHMI DP 09 Direct Pay Other Use this source code for direct payments by any other agency such as Rand Annotate source description in the notes area for the individual Version 1 0 126 Salary Cap Summary FY 1990 FY 2006 FY 2006 Awards Executive Level October 1 2005 through December 31 2005 January 1 2006 through December 31 2006 FY 2005 Awards Executive Level October 1 2004 through December 31 2004 January 1 2005 through December 31 2005 FY 2004 Awards Executive Level October 1 2003 through December 31 2003 January 1 2004 through December 31 2004 174 500 used for calculation from 1 1 04 3 2 04 175
206. way you create the new credit distribution If you click on Save you replace the original distribution Note At first when you click on a distribution you see the buttons Add and Delete As soon as you make a change to a field you get the following buttons Save Cancel and Save As For questions related to Faculty salaries please contact Ricky Lee in the Dean s office x 48197 or rglee mednet ucla edu For an explanation of the option buttons at the bottom of the screen please see page 53 Z Stipends Tab The Z Stipend Tab is used to enter Z payments or Stipends to faculty These payments are salary type funds that are in addition to regular salary Z Payments are typically incentive or bonus payments to a faculty member Stipends are payments for administrative services not covered by salary such as Chair stipends Version 1 0 62 Financial Projection Module Main Menu Eilish Hathaway Plan Faculty DOR mL Income amp Expense Chart of Accounts C amp G Data Overall Reports Utilites Fiscal Year 2005 06 m x Employee ID 000000001 Name BRUIN JOE Department 1400 DOSM Funding Appointment Defaults Retro 2 Stipend Begin Date End Date Comments 7 2004 67 2005 e g 6 30 05 test Account CC Fund Fund End Project End Project Sub 431 201 1C 62200 12731 2025 o2 DOS Type Monthly Rate elete STP Begin Date End Date Account CC Fund Project Sub Comments Updated By
207. wn fund number and faculty now have staff physician titles Also the SCNs are transitioning back to departments CPL_07 Prof Fees NPH Admin amp Pat Care Use this coding to designate professional fees generated by recharging the Neuropsychiatric Hospital for faculty services provided for administrative functions and patient care services Use of this source code will create a revenue entry Medical Directorships as well as expense DEAN S OFFICE SOURCES DEAN XX Dean s Office Support Unassigned Departments will only be able to use this coding to designate Dean s Office Sources Use of this code will generate expenses to the department s professional fees and a corresponding revenue amount Support from Dean s Office to department s professional fees The Dean s Office will be assigning one of the other Dean s Office codes as funding becomes approved Explanations and descriptions will be required DEAN 01 Dean s Office Support The Dean s Office will select this code if the source is to be one of the Dean s Office compensation plan professional fee sources Use of this code will generate expenses to professional fees and a corresponding revenue transfer Support from Dean s Office in to professional fees Explanations and descriptions will be required DEAN 02 Student Fees Dean s Office 20226 Use this source code to designate support from the Dean s Office from fund 20226 Student Fees Use of this code will generate expenses to the professio

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