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Budget-Related FAQs

A BOB report training video demonstrating how to run and understand parts of the BOB report is available for departments to use as a reference. In order to view the BOB report video please enroll through Business Affairs.

The BOB Report is a report in the HR System that is used for monthly reconciliation purposes. Departments should run and reconcile their report(s) against the respective 1074.

The BOB Report lists the following information by department:

  • Cost Center(s)
  • Employee name and identification number
  • Position title(s) and number(s)
  • Allocated Budget (Base & Revised)
  • Monthly and Year to date expenditures
  • Compensation Rate(s) (Monthly & Hourly)
  • Encumbrance(s) per position
  • Full-time Equivalent (FTE) information (Representing percentage of effort)
  • Budget Balance Available

You will receive an email from the Budget Office advising you to run your BOB report(s). Normally it is a few days after finance month end close.

After printing your report you should:

  • Make sure staff and/or faculty are in correct cost center and position number
  • Make sure the budget is correct (check hourly & monthly rates)
  • Make sure your cost center(s) is not negative
  • Check you BOB Report against the 1074 to ensure that salary and wage totals match

This is the original budget base budget that loaded into the cost center at the beginning of the fiscal year which should match the total S&W budget on the Megabud. It is the sum of all S&W related budget nodes (B5038, B5039, B5040, B5034, etc.) which includes budgets tied to vacant and lump sum positions.

The budgets on this line represent both the base and revised S&W-related budget adjustments that have occurred in the cost center up to the month of the BOB.

The budgets on this line, located at the end of each cost center, should represent the net effect of all budget adjustments against the original base budget that loaded at the beginning of the fiscal year. These budgets should tie to the S&W Subtotal line on the first section of the 1074 report.

You are responsible for clearing negatives on your BOB. You should contact the Budget Office to help resolve the problem. Encumbrances can cause your report(s) to be negative. For the most part negatives due to encumbrances will resolve themselves as payroll releases. Negatives due to encumbrances are usually $200.00.

Longevity is an incentive pay for regular, full-time, non-academic employees that relates to years of service. Faculty with administrative appointments or those who are assigned to full time research in the summer are eligible for longevity pay during these appointments.

To release a payroll encumbrance an ePAR needs to be processed to terminate the employee(s) from the position. To adjust a payroll encumbrance, an ePAR needs to be processed to increase/decrease work hours or Full-Time Equivalent (FTE) for the employee(s).

Apply these formulas to the combined compensation rates. Contact the Budget Office if the base budget on your BOB report does not match.

Hourly Rate x 2,088 = budget $15.00 x 2,088 = $31,320.00

Monthly Rate x 12 = budget $5,000.00 x 12 = $60,000.00

The percentages are as follows:

  • Work Study: 2%
  • Temporary Office: 13.5%
  • Adjunct: 17%
  • Full-time: 28.5%

No, fringe benefits are budgeted separately using a B5007 budget node.

A budget node is a summary or pool level account used to define a type of budget. For example, B5009 is the budget node for Maintenance and Operations expenses.

Original budget impacts a department’s permanent base budget and future fiscal year budget. However, adjustment budgets only impact the current fiscal year’s budget.

The proposed amount is an estimate of what you think the position will pay once filled. For full-time staff positions, you can check ESO’s website under compensation for position grade and the allowable amount. Depending on the grade the proposed amount will be somewhere between the minimum through the midpoint. 

The effective date should always be the beginning of the pay period for both hourly and monthly personnel.

New position numbers are created via position request (PRF). In some cases you can request to re-activate an inactive position instead of creating a new position number.

You can write speed type and cost center on the position request and/or ask the Budget Office for assistance. 

This information is provided on the Compliance & Ethics website.

This information is provided on the Compliance & Ethics website.