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2017/2018 Budget Preparation Cycle

  PeopleSoft Sign-on Instructions for ALL Users

PeopleSoft version 9.0 is accessible from the web for ALL users. Sign-on information is below:

The URL to access PeopleSoft version 9.0 is:
http://www.stonybrook.edu/hcmprod

To start the application, you should copy this URL, open Internet Explorer, paste it in the Address bar of Internet Explorer, and Click Go.

From the PeopleSoft 9.0 sign-on screen, enter your CBM userid and password in all capitals and click Sign In.

If you have forgotten your PeopleSoft password, you should contact the Computer Accounts office either by calling 2-8011 or by submitting a trouble ticket using this URL:

http://it.cc.stonybrook.edu/solarhelp/

When you contact Computer Accounts, identify your problem as a "PeopleSoft Admin. Password problem."

 CBM Features

IMPORTANT REMINDERS: 

  • When budgeting negative allocation, you MUST include a clarifying note in the OSE or OTPS Notes field. Since we copy notes forward from the prior model, it is important that you update each note to explain the negative entries in this year's model.
  • Negative FTE related to OSE budgeted in State accounts (for employees that will be charged to other funds during the fiscal year) must be input in CBM.  Your Form1 submission will not be accepted if you fail to budget the negative FTE amounts.  [State Fund 10 accounts only]

In order to use the ‘Download to Excel’ feature in PeopleSoft 9.0, you will need to add  https://psns.cc.stonybrook.edu to your trusted sites in Internet Explorer.  (This only needs to be done once.)  To do this:

  • From the Internet Explorer pop-up message, click on Options for this site
  • Click on More settings. The Pop-up Blocker Settings window will appear
  • In the Address of website to allow: box, type  https://psns.cc.stonybrook.edu
  • Click the Add button
  • Click on Close
  • Select the 'Download to Excel' feature again
  • In the Windows Internet Explorer window, click on Open
  • Click the Yes button when asked if you want to open the file

The CBM online user manual can be accessed from any CBM page by clicking on this link: 

If you zero the AF Compensation Rate and/or FTE for a split employee, you will receive a warning.  This feature was added so that users are reminded to send email notification to the VP area coordinators who share their split employees.

The USB Change form is available from CBM.  This form contains FTE, Compensation Rate, Salary Rate, and Job Earnings Distribution accounts and percentages from CBM.  Users can print this form for AF employees and submit it for authorization before sending to HR.

You have the ability to “clone” a complete CBM Employee record (demographic, salary, and OSE data) into a new CBM employee record.  All data from the existing employee, except for Emplid, SSN, Name, and Position, will be copied to the “clone”.  A new ‘C’ Emplid will be automatically generated from CBM.

There are additional GL classes on the Account OSE and OTPS pages to help clarify budget items for Form1.

 Printing Instructions Document

There is a document with CBM printing instructions on our website under Budget Development — Manual to familiarize you with the steps to follow to print your CBM reports:

 This Budget Cycle’s Data

The “Proposed” fields in model 2018 will be pre-loaded with the following:

  • For AF, a payroll snapshot taken 11/29/16.
  • For RF (including CPMP staff), a payroll snapshot taken 11/25/16 from OASIS.  Please carefully review these employee distribution records for accuracy.
  • For ADP, a payroll snapshot taken 12/5/16.
  • For SBF, a payroll snapshot taken 11/25/16.
  • Last year’s budgeted OTPS, Account OSE, and Revenue figures.

IFR cash balances will be loaded as of 12/31/16 for University Hospital and SOM/HSC IFR accounts for models 2018 and O2019. 7/1/16 IFR cash balances will be loaded for model C2017 for all accounts.  For West campus, IFR cash balances as of 12/31/16 will be loaded in CBM for model 2018 and O2019.

SBF cash balances as of 12/31/16 were loaded for University Hospital and SOM/HSC accounts for models 2018 and O2019. 7/1/16 SBF cash balances were loaded for model C2017 for all accounts.  For West campus, SBF cash balances as of 12/31/16 will be loaded in CBM for model 2018 and O2019.

The estimated IFR fringe rates have been loaded in CBM.  IFR fringe rates may change in March/April when we get final figures from the Office of the State Comptroller.  Please check your IFR accounts for negative balances if you are notified that the official IFR rates have been updated in CBM.

RF and SBF fringe percentages were updated for C2017, 2018 and O2019.

The current OASIS projects have been loaded into PeopleSoft.  For IDC and CPMP, these Award-Project-Tasks have been converted to ‘431’ or ‘436’ account numbers.

 Important Notes  
New accounts that are created through the Accounting Office are programmatically added to CBM every Friday and available in CBM on Monday mornings.When budgeting negative allocation, you MUST include a clarifying note in the OSE or OTPS notes field.  If your note is not clear, your budget entry will be rejected!!The budgeted figures in negative and positive interchange accounts must match by object.If you budget  any negative OSE in your State accounts for employees whose salary expenses you plan on charging to other funds during the year (i.e. summer session, IFR accounts, Member Items, etc.), you must decrease your State account FTE accordingly.  To do this, budget an employee record in the State account with negative FTE with zero dollars.  The net budgeted instructional and non-instructional FTE's in every State account should reflect the actual portions of their salaries which will be charged to them in the budgeted fiscal year. As with all negative entries, make sure to include an explanatory note.

 

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