Stony Brook University Budget Office

Updates and News

2010/2011 Budget Preparation Cycle

PeopleSoft Sign-on Instructions for ALL Users

PeopleSoft version 9.0 is accessible from the web for ALL users.

Note: PeopleSoft has been upgraded to version 9.0 since last year. You may need to delete the old link from your Favorites, replace with the URL below, and save as a Favorite; this only needs to be done the first time you access CBM this year.

The URL to access PeopleSoft version 9.0 is:

http://www.stonybrook.edu/psadmin

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:

https://naples.cc.sunysb.edu/SCORE/solarhelp.nsf/trouble+ticket

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

If you need assistance navigating in PeopleSoft, please spend a few moments looking at either the "View Demo" or "Print Job Aid" links that are provided on the Client Support Training page listed under the heading "Understanding PeopleSoft 8.9 Navigation and Functionality." Here is the link to the Client Support Training page: http://it.cc.stonybrook.edu/get_help/peoplesoft_admin

CBM Features:

New for Model 2011:

There is a new Hospital FTE page for inputting FTE for Overtime (PS_OVT) and Purch Serv – Manpower/Agency (813061) in aggregate by account for Hospital Fund 40 accounts only.
There is a new Jobcode 0953 to input Vacancy Accrual FTE and Salary for Regular Employees. This Jobcode will not generate Location, Shift, Geographic, or Inconvenience Pay.

In order to use the new ‘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 menu, click on Tools. If you are unable to access this item on the menu, contact the UHMC Help Desk at 4-4357 (Hospital, SOM, and HSC users) or Client Support at 2-9800 (West Campus users).
Click on Internet Options.
Click on the Security tab.
Click on Trusted Sites.
Click on the Sites… button.
Under Add this Web site to the zone, type https://psns.cc.stonybrook.edu
Click the Add button.
Click OK twice.

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:

Printing Version 9.0

This Budget Cycle’s Data

The “Proposed” fields in model 2011 will be pre-loaded with the following:

For AF, a payroll snapshot taken 12/4/09.
For RF (including CPMP staff), a payroll snapshot taken 12/4/09 from OASIS. Please carefully review these employee distribution records for accuracy.
For ADP, a payroll snapshot taken 11/25/09.
Last year’s budgeted OTPS, Account OSE, and Revenue figures.

IFR cash balances will be loaded as of 12/31/09 for University Hospital and SOM/HSC IFR accounts for models 2011 and O2012; 7/1/09 IFR cash balances will be loaded for model C2010. For West campus, IFR cash balances as of 3/31/10 will be loaded in CBM for model 2011.

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 fringe percentages were updated for C2010, 2011 and O2012.

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.

Effective Model 2010:

Position Number on the Employee Details page is now an updateable field.
There is a new CPMP UH revenue page for inputting detail data for UH Part A (520021) and UH Part B (522041).

Effective Model 2009:

Employees with Jobcode 1983 are no longer pre-loaded in CBM during the dataload process.
Hospital employees paid from Fund 40 accounts with Jobcodes that are classified as Clinical positions by HR are pre-loaded into CBM with Variable Expense Type during the dataload process.

Effective Model 2008:

Adjunct salaries (Jobcodes 0430 [Inst 10] and 0475 [Lect 10] with FTE < 1) are no longer pre-loaded in CBM during the dataload process. Expenses for these employees should be budgeted in aggregate on the employee pages using Jobcode 1136 – Adj Lect. CBM has been programmed to omit the calculation of UUP location pay when this Jobcode is selected.

Effective Model 2007:

Teaching Assistant and Graduate Assistant salaries are no longer loaded as individual employee records. TA/GA expenses will be budgeted in aggregate by account as Student Assistants are budgeted. What you budget for TA/GA this year will be copied forward to next year’s models.
Account OSE and OTPS notes are copied from last year’s model to the new models.

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.

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