Budgeting Module

The budgeting module is designed to take you through the phases that help you plan your budget for the next financial year. The software is in a early state at present so it is on limited release to the steering group.

There are 5 phases in the initial Wizard, which can all be accessed later as you work on your model.

• Baseline categories

• Budget codes

• Staff

• Pupil

• Forecast

Baseline Categories

The baseline categories are values that are set at the start of the process which will be used later in the calculations. Some of the items are for reference only so they are greyed out.

Note:  the working hours per week cannot be changed once a post has been added to a member of staff.

The Save button will allow you to save changes and you will return to this area when you come back to budgeting.

Budget Codes

In this section you will enable the Budget Codes to be used for Payroll Monitoring. Make sure all codes are selected and marked for Expenditure

• If you click the tick box to the left of the Budget Code heading then you can select all the codes in the search at once.
• Then click Mark as Expenditure(or Expenditure)

If you add more codes remember to come back to the screen and mark them as Expenditure.

Staff

Staff is where you add the staff and staff posts. This will include salary information, so you may need to get this in advance of entering the information on the page.

• To add a member of staff click Add Staff

• Enter the required fields

• Check each check box is correct

  • Automatic salary increment - for posts on a scale this will increment the salary by a scale point each year at the appropriate time of year

  • Opt out from pension - this will mean that the employer contribution will be 0% if selected

  • Contract NI - if the staff member is contracted Out of NI then uncheck the box, the employer contribution will be adjusted accordingly

To add a post to a member of staff click the Add New Post button

Adding a post

There are 4 steps to adding a post

General

Here you can add the following information

• Contract type - Permanent or Fixed, for a fixed contract adjust the start and end dates accordingly
• Role - choose the post you want to assign to the staff member, if the one you want isn't listed then you can create a new on on the fly by using the Create New functionality in the dropdown menu
• Contract start/end dates - unless you are assigning a fixed post leave these as the start and end of the current planning year or blank if you want this to continue into the following years.
• Payroll number - this is key for payroll monitoring
• Working Hours - you can define the working hours or use the FTE as appropriate for part-time staff, if you change the working hours the FTE will adjust accordingly and vice versa
• Working weeks in a year - if staff are working less than 52 weeks in a year enter the number of working weeks here
• FTE - This is either calculated from the figures put in the working hours or you can enter it and it will calculate the working hours per week

Click Next to continue

Basic Salary

Note: Only use the Pay type Flexible and type in the complete salary including any allowances

• Change the Pay type to Flexible and enter the salary including any allowances for the year.

Allowance

This screen should be ignored

Employer contribution

On this page you will see the calculations for each of the 3 areas - NI, Pension and salary. Allocate the budget codes that you want the amounts to be coded to.

To complete the post click Save. 

If the member of staff has more than one post then you can add more posts after clicking save.

To finish with the member of staff click Update Staff. To return to the list of staff click the staff icon on the left.

Pupil

To move through this screen enable one year group and ignore other items.

Forecast

When you have completed the wizard click Finish. A confirmation box will appear. Click Confirm to continue.

You can now update any part of the forecasting area by clicking on the menu on the left hand side of the screen.