BOB Report
What is the BOB Report?
The BOB report (Bolt-on Budget report) is a high-level summary report which displays position, payroll and budget information which includes year-to-date earnings, encumbrances and budget balance available (BBA)
Each month, UH notifies campus business offices when the BOB report can be run for the month that recently closed
The UHD Budget Office runs the BOB report and checks for accuracy with Finance reports
If the BOB and Finance reports match, the UHD Budget Office notifies departments via email to run the newly available BOB report
Note: Unlike Finance reports such as the 1074 report, the BOB is not a ‘live’ report that captures activity when the report is pulled within the current month. In other words, an accurate and up-to-date BOB won’t be available to run until the university’s financial end-of-month close process is complete. For example, a March BOB report won’t be available to run until approximately 7-10 days into April
How to run the BOB Report
Navigation Path: PeopleSoft HR > Main Menu > UHS HRMS Budget > Reports > BOB Report
On the “Find an Existing Value” tab, click “Search” to select a Run Control ID
To add a new run control, select “Add a New Value” on the top-right. Enter a name for the run control then click “Add”
In the date field, enter the last day of the closed month (Ex: 04/30/2026)
The business unit should always be “HR784”
There are four ways to run the BOB report:
- All – Use “HR784”
- Division –department tree node level 3 (D0809 – ADMIN & FINANCE LVL 3)
- College – department tree node level 4 (D0810 – ADMIN & FINANCE LVL 4)
- Department – Use department ID (D0041 BUDGET OFFICE)
It is recommended to sort the BOB report by department then cost center
You may add a page break after each cost center, though it is not necessary
Leave the “Include Fringe Ben. Encum.” box blank
The BOB report may be produced in PDF or Excel format
Once all sections are selected, click “Run”
A second page will appear. Click “OK” in the bottom-left corner
Then click “Process Monitor” in the top-right corner and wait until the run status shows “Success” and the Distribution Status shows “Posted”
Once the report is successfully posted, click “Details”, then “View Log/Trace” and open the BOB report in PDF or Excel format
Base (Original) Budget
From a position standpoint, the base budget for full-time faculty and staff positions should be equal to:
the current incumbent’s annual salary if the position is filled or
the previous incumbent’s annual salary if the position is currently vacant
A position’s base budget should fully cover the employee’s annual salary (round up when calculating a position’s base budget)
For reconciling purposes, make sure all base budgets are correct
Example 1: John Doe is a Department Business Administrator (01010101) earning $4,133.34 per month or $49,600.08 per year
The base budget for position 01010101 should be $49,601 ($4,133.34 X 12 months)
Example 2: Jane Doe is an Administrative Assistant (01010102) earning $21.78 per hour or $45,476.64 per year
The base budget for position 01010102 should be $45,477 ($21.78 per hour X 2,088 work hours per year)
Base budgets for hourly paid positions are based on 2,088 work hours per year
If an employee is split-funded, in other words, the employee’s salary is expected to pay out of more than one cost center, the position’s base budget in each cost center should closely represent the annual salary expected to pay out of each cost center based on the position’s funding distribution percentage
The variance should not exceed $5.00
The position’s total base budget across all cost centers should fully cover the employee’s annual salary
Current (Revised) Budget
From a position standpoint, full-time faculty and staff revised budgets should represent the employees’ annual salary plus additional one-time compensation for the current fiscal year
A position’s revised budget should fully cover the employee’s expected salary paid (round up when calculating a position’s revised budget)
For full-time and part-time positions, the revised budget should cover salary expenses through the end of the fiscal year
NOTE: Revised budgets tied to vacant positions in fund codes 1041 & 1042 will be lapsed. Budget will be restored via budget journal once the position is filled
Example 1: DBA John Doe (01010101) has an annual salary of $49,601. In addition, John Doe is paid out additional compensation of $100/month from September-February
The revised budget for position 01010101 should be $50,201 ($49,601 + ($100 X 6 months)
Example 2: DBA John Doe (01010101) is terminated effective 01/01/26. Year-to-date payout is $16,533.36
The revised budget should be enough to cover FYTD payout ($33,067). The remaining revised budget ($17,134) will be lapsed to central pool
The variance should not exceed $5.00
The position’s total revised budgets across all cost centers should fully cover the employee’s expected salary earnings for the current fiscal year
Current Month Actual
The Current Month Actual column represents the earnings posted in the cost center during the month of the BOB report
Payroll earnings are separated by expense account
Vacant positions will not have earnings under the Current Month Actual column unless there was a previous incumbent in the position at any point during the month of the BOB report
Reminder: Longevity, Overtime, Hazardous Duty Pay, Shift Differential and ERS Opt Out post to B5006 Salary & Wages Misc. Auto allowance posts to B5009 M&O
Current month actuals for Exempt Faculty & Staff typically match the monthly rate
Current month actuals for Non-Exempt Staff should match hours worked within the month. It is recommended to review alongside the time sheet
The following may alter the current month actual: additional compensation, unpaid leave and/or payroll reallocations processed within that month
If an employee is split-funded, in other words, the employee’s salary is expected to pay out of more than one cost center, the position’s revised budget in each cost center should closely represent the annual salary expected to pay out of each cost center based on the position’s funding distribution percentage
FYTD Actual
The FYTD Actual column represents the ‘fiscal year to date‘ earnings of each employee in the cost center through the month of the BOB report
Payroll earnings are separated by expense account
The following can alter FYTD earnings: additional compensation, unpaid leave and/or payroll reallocations processed during the fiscal year
The FYTD Actual for employees hired in the middle of the fiscal year should equal the earnings amount from their hire date through the month of the BOB report
The FYTD Actual for employees terminated in the middle of the fiscal year should equal the amount of earnings from the beginning of the fiscal year, or their hire date, through the last day worked (day before termination date)
Encumbrance Amount
The Encumbrance Amount column represents the earnings calculated to be paid through the remainder of the fiscal year, or up to the employment end date
The BOB report only posts encumbrances, also referred to as open commitments, for regular salary expense accounts (Ex: 50180 P&A Staff Salaries, Exempt) and NOT payroll such as longevity, overtime or additional compensation.
Vacant positions will not have an encumbrance amount
Note: It is common for encumbrance amounts to be slightly inflated by approximately $200. It is uncommon for the encumbrance for each employee to reflect the exact earnings expected to pay out
For example, with a compensation rate of $5,000/month and three months remaining in the fiscal year, the employee’s encumbrance on the May BOB will likely
hover around $15,200 instead of $15,000
Exempt staff encumbrance calculation
Daily rate = Salary X 12 / 365
Encumbrance amount = daily rate X # of days left in the fiscal year
Non-Exempt staff encumbrance calculation
Daily rate = Hourly rate X standard hours X 52 weeks / 365
Encumbrance amount = daily rate X # of days left in the fiscal year
BBA (Budget Balance Available)
Due to an inflated encumbrance, the BBA for each full-time faculty & staff position should be around -$200. The negative may be larger depending on the employee’s annual salary
The revised budget for each position should sufficiently cover the employee’s earnings through the end of the fiscal year or up to their employment end date. As a result, departments should back out all non-regular salary earnings from the BBA shown on the BOB report
