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Step 1: Viewing your Payroll  Budget

1. Once you've selected the Payroll Transaction Entry Screen that you want to view, you will see a Selection Criteria screen. This screen will default some values, including your cost centre. However, you can use this screen to filter your results in the Transaction Entry Screen. For Payroll transactions, you can filter by Account, Work Order, Employment Group, Position, or Pay step. By applying a filter, the number of results in the transaction screen will be narrowed.
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2. Once you are satisfied with your filters, click Load.
3. You will now see a list of transactions by wage account (5000, 5299, and 5003), work order, and position in your Transaction entry screen. 
4. Your screen will look like the the below image when it loads.  Items to note:
   • You can sort the columns by clicking on the header. I would suggest sorting by account, Position, or Work Order.  
   • Each position will load a base wage amount (account 5000) AND a benefit load (account 5299). The benefit load is a flat rate by union - 26% for PPWC and Exempt, 28% for BCGEU and 31% for SCFA.
   • The amount columns include:
     • The Base Budget - Please don't make changes to this amount. This comes from the settings in the system and represents our starting, draft amount. Changes can be made in other columns to affect the calculated value in "$$ after FTE Change"
     • Total Position FTE - this represents the FTE for the position, not necessarily what is budgeted in a work order or cost centre. 
     • FTE per WO - this represents the FTE budgeted for the specific work order listed in the second column, Work Order.
     • FTE Change - this is a field that you can use to edit any expected changes to a position FTE during the year. Note that any changes made in this column will not actually impact the HR personnel file, only your budget. To make a change to the employee's contract, you will have to submit the necessary contract. 
     • New FTE - this is the calculation of the FTE per WO and the FTE Change columns.  Note* - if the position is a partial year position, the calculation will not add properly across the row. See tip below on making changes to partial year positions. 
     • $$ after FTE Change - This is your new calculated budget for wages or benefits for the position. 
   • The account column will include:
     • Account 5000 - Wages
     • Account 5003 - Stipends
     • Account 5299 - Benefits.  

Step 2: Editing Your Payroll Budget

Wages have been loaded with bargained and expected annual lifts, so there is no need to enter a 2% wage increase unless you think a position will be re-evaluated.

• Once your Payroll budget is loaded, your screen should look like the screen shot below.  You can use the FTE Change column to increase or decrease an FTE. The forecasted budget for that position will change accordingly. 
  1. **REMINDER** - if you modify the FTE in a wage account (5000 row), you also need to modify the FTE for the benefits (5299 row). 
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• If you make any changes to the values in the Transactions screen, please also include a note in the notes column. 
• You can click Save as much as you want as you work. Don't forget to press Save when you are completed making changes.  
• As a final step, it is important to check your total budgeted FTEs. The best way to do that is to go back to Selection criteria, and filter to account 5000. Your results will now show the total FTE (in thousands) in the New FTE column. 
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  • Here is a screen shot of the New FTE total for position 100855. 200% FTE is 2.0 FTE. However, if I filter to only account 5000, my FTE would correctly show at 100%. 
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