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Tips and Tricks
Limited “Information for Publication” Narrative Maximum Characters
When pasting text into a narrative editor in
the budget request system from Word or some other word processing
application, remember that the limited “Information for Publication”
sections are limited to 700 characters, including spaces. The system
will prevent you from unknowingly saving text that is in excess of 700
characters. Look for a message near the top of the screen after
clicking save to see if your narrative has been saved successfully or if
it exceeds the maximum.
Switching Selection Items
If you’re having trouble switching to a
program, subprogram, etc. from the drop-down menus at the top of each
screen, check to see that you are not in Edit Mode. Remember that these
drop-down list boxes can only be changed in View Mode.
Navigation
Between Entry Screens and Reports
Reports are the intended mechanisms
available to users for summarizing data from the entry screens. If you
wish to quickly switch between the entry screens (i.e. Base
Appropriation, Issue Details) and the Preparation Reports, you may open
another instance of the application in a different Internet Explorer or
Mozilla Firefox window to run the report without having to close the
entry screen. When in the application, right click on the Preparation
Reports link in the left-margin menu and select “Open in New Window”.
This will open another instance of the application in your browser that
will allow you to run the report while still having the entry screen
available to view data.
“Employee Salary Increase 2009-2011” Enterprise Issue Information
We have heard
from a number of users with questions regarding how to calculate the
assumed 2.5% Employee Salary Increase for 2009-2011 enterprise
issue. The attached template in Microsoft Excel format shows
a step-by-step calculation of the amounts that would need to be
included in the 2.5% assumed salary increase enterprise issue for an
employee. Contact Betty Hladky in the State Budget Division if you
require the template in Corel QuattroPro format.
On this subject,
it has come to our attention that the original instructions we
issued in July incorrectly indicated the assumed 2.5% annual
increase should be calculated using the “FY2009 Permanent Salary
amount” as the base. This terminology implies the “FY09 Cur Appr”
column on the Permanent Salaries Base (and by extension the Base
Appropriation screen) is the correct starting point for the
calculation. The instructions should have instructed agencies to
use the June 30 Estimated Salary column from the Permanent Salaries
Base screen as the base for this calculation. The template we’ve
provided correctly uses the June 30 Estimated Salary column as the
starting point. This will give you the funding amount needed in
each year for salaries assuming the 2.5% increase.
“NAPE/AFSCME Salary Annualization”
Enterprise Issue Sample
We have also had
questions regarding the calculation of the NAPE/AFSCME salary
annualization enterprise issue. As a result, we assume in the
attached Excel template that the employee is covered under the CIR
ruling for NAPE/AFSCME and have included a sample calculation for
that purpose as well. The resulting amounts would be included in
the NAPE/AFSCME salary annualization enterprise issue.
Salary
Enterprise Issue Calculation Template
Statement of FY10
and FY11 Request Amounts in an Issue
It is critical to
remember as you enter amounts in an Issue that the amounts for each
of FY10 and FY11 must be entered in a way as to indicate how much
change in appropriation is needed relative to the FY09 appropriated
base for that particular program/subprogram. It is also important
to remember that Issues not should include duplication of requested
funding with other Issues (i.e. careful not to duplicate requested
funding in the NAPE/AFSCME Salary Annualization and 2009-2011
Employee Salary Increase enterprise issues).
The sum of the
requested Issues in a program/subprogram for each of FY10 and FY11
are added to the FY09 Base Appropriation to produce the total
request for FY10 and FY11. We recommend you print use the Program
and Subprogram Request Reports to see how the Issues get combined
with the FY09 Base Appropriation to come up with the FY10 and FY11
request.
The following
examples are provided for the purpose of illustration and in the
interest of providing assistance to agencies as they prepare
Issues:
· A 2.5% annual salary increase for a rules-covered employee with a
$30,750 June 30, 2009 annual salary would look like this:
FY10 FY11
$769 $1,557
Note how the second year includes
compounding over the first year increase. In the first year the agency
is requesting $769 in increased appropriation relative to the FY09
appropriated base and in the second year the agency is requesting $1,557
in increased appropriation relative to the base year. Amounts should
not be entered in the Issue Details screen as annual increases (in
this example, $769 and $788).
· Another
example…since the Department of Administrative Services Workers
Compensation Assessment is static in each of FY10 and FY11 relative
to the FY09 assessment, the issue would be entered like this:
FY10 FY11
$5,740 $5,740
Note how the second year is the same amount
as the first year. This shows a requested increase in appropriation of
$5,740 in FY10 with no additional increase requested in FY11.
· What
if you have an Issue in which you are requesting appropriation for a
one-time project or purchase? The Issue Detail amounts would be
entered like this:
FY10
FY11
$25,000 $0
This example of a one-time appropriation
shows a request for $25,000 in FY10 relative to the FY09 appropriated
base but that the appropriation is not necessary in FY11.
Finally, if you
have an Issue in which the FY09 appropriated base includes funding
for a project or purchase that does not continue into FY10 and FY11
the amounts would be entered like this:
FY10 FY11
-$50,000 -$50,000
The amount of
$50,000 in the FY09 base appropriation is being eliminated from the
agency’s budget in FY10 and FY11. This is a common scenario for
“annualization” of legislative bills or other instances when the
FY09 appropriation includes funding for equipment or other similar
one-time expenses.
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