Option 1. Using the Data Import From Budgets Process

To use option one, use the Import Data From Budgets component (RUN_BUD008).

Page Name

Definition Name

Usage

Budgets Import Page

RUNCTL_BUD008

Run the Data Import from Budgets (BUD008) process, which downloads fiscal year budget information from PeopleSoft Budgets to PeopleSoft HCM.

ChartField Detail Page

HMCF_HRZNTL_CFLD

Use to select individual ChartField values or search for an existing combination code.

Use the Data Import From Budgets process (BUD008.SQR) to download initial fiscal year budget information from PeopleSoft Budgets to PeopleSoft HCM. This process is designed to be run once per fiscal year for a given level at the end of the budget preparation cycle.

The system converts appointment and position budget information into a department budget in PeopleSoft HCM for departments using the Commitment Accounting business process (departments using Commitment Accounting must select the Use Comm. Acctg./Budgeting check box on the Departments - Comm. Acctg. and EG page). However, you aren't limited to creating budgets at an appointment or position level. Based on the budget level you specify on the Data Import From Budgets page (RUNCTL_BUD008), the system combines appointment and position data and creates a budget at appointment, position, position pool, or department levels.

Note: This process will not create budgets at the job code level.

The Data Import From Budgets process populates the Department Budget Table using information found in three other tables in PeopleSoft Budgets: Position Data (BD_POSITION_TBL), Job Data (BD_JOB_TBL), and Distribution Data (BD_DISTR_TBL).

Because tax information isn't stored on the Budgets Position table (BD_POSITION_TBL) only the Dept Budget Earnings page (DEPT_BUDGET_ERN) and Dept Budget Deductions page (DEPT_BUDGET_DED) contain (in addition to combination code information) limits by funding source. The Dept Budget Taxes page (DEPT_BUDGET_TAX or DEPT_BUDGET_CTX) is populated with combination code information only.

If a previous budget exists for the same fiscal year and department, the Data Import From Budgets process overwrites it during processing unless the budget funding source has been used in actuals distribution or encumbrance processing. The system notifies you if you enter a fiscal year that already has a budget. The system doesn't overwrite fiscal year budgets created directly in the Department Budget Table.

If a department budget also contains payroll actuals data or encumbrance data that has been posted to General Ledger, then the Data Import From Budget process stops and a message is written to the Structured Query Report (SQR) log file.

Use the Budgets Import page (RUNCTL_BUD008) to run the Data Import from Budgets (BUD008) process, which downloads fiscal year budget information from PeopleSoft Budgets to PeopleSoft HCM.

Navigation:

Set Up HCM > Product Related > Commitment Accounting > Process Budgets > Import Data From Budgets > Budgets Import

This example illustrates the fields and controls on the Budgets Import page.

Budgets Import page

Field or Control

Description

Fiscal Year

Enter the fiscal year for the budget information you want to import. The year you enter is the fiscal year of the budget you are creating with this process.

Start Date

Enter the date that starts the fiscal year budget you are creating with this process.

Budget Level

Based on the Budget Level you specify, the system combines appointment and position data and creates a budget at appointment, position, position pool, or department levels.

  • Appointment: Creates a budget at the appointment (or job data) level, as well as an overall department budget. If data is provided for a blank or invalid employee ID, the process won't create an appointment budget but instead adds the budget dollars to the department level budget.

  • Department: Creates a budget at the department level only. The system automatically creates a department level budget regardless of the budget level you choose (that is, appointment, department, job code, position, and position pool). By selecting Department, you are asking the system to create only an overall department level budget.

  • Jobcode: Isn't supported by Data Import from Budgets process. If you select this option, the system displays an explanatory error message.

  • Position: Creates a budget at the position level (including unoccupied positions), as well as an overall department budget. If data is provided for a blank or invalid position number, the process won't create a position budget but instead adds the budget dollars to the department level budget.

  • Posn Pool (position pool): Creates a budget at the position pool level, as well as an overall department budget. If data is provided for a blank or invalid position pool ID, the process won't create a position pool budget but instead adds the budget dollars to the department level budget.

Note: Although a budget level determined by job code exists within the Department Budget table in PeopleSoft HCM, the Data Import from Budgets process won't combine appointment or position data into a single job code budget.

Department Offset Group

Enter the default department offset group. If previous budget data exists for a department, the system obtains the department offset group from that budget. However, if a previous department offset group can't be selected, the system uses this default value.

Combination Code

Select the combination code to be used as the default if there are blank or invalid earnings combination codes in the input budget data.

Select the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.

See Editing ChartField Combinations in HCM Transactions.

Copy Previous Dedn Budget (copy previous deduction budget)

Select Copy Previous Dedn Budget (copy previous deduction budget) to copy previous deduction information for each department budget processed and for each budget created at the appointment, position, or position pool levels. Select Default New Dedn No Benefits or Default New Dedn With Benefits to assign 100 percent of the deduction budget to the Account Code (Deductions), described next.

Combination Code (Deductions)

Select the combination code (deductions) to be used as the default if there are blank or invalid deductions combination codes in the input budget data.

Select the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.

Copy Previous Tax Budget

Select Copy Previous Tax Budget to copy previous tax budget information for each department budget processed and for each budget created at the appointment, position, or position pool levels. Select Default New Tax Budget to assign 100 percent of the tax budget to the Account Code (Tax), described next.

Combination Code (Tax)

Select the combination code (tax) to be used as the default if there are blank or invalid tax combination codes in the input budget data.

Select the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.

Exclusion Fringe Group

Select a group of fringe expenses that should not be funded by the earnings combination code. If you leave this blank, all fringe expenses are funded by the earnings combination code unless a tax or deduction override combination code is specified for a particular fringe expense.

Redirect Combination Code

If you have specified a fringe group, you can select a combination code to fund the fringe expenses included in the selected group.

Select the Edit ChartFields link to search for an existing combination code or select a unique combination of ChartFields on the ChartField Detail page.

Account Overrides

Field or Control

Description

Use Acct Defined for Earnings, Use Acct Defined for Dedns, and Use Acct Defined for Tax

Select to enable account mapping for earnings, deductions, or taxes. The Actuals Distribution will use the account mapping you set up on the account mapping tables to map earnings, deductions or taxes to a different account than the one associated with the specified combination codes.

Run

Select to run this request.