Duke

BPS

1. Who do I call for help?
   Please call your Management Center:
   

   Management Center	Contact Office	Phone
   Central Administration	University Budget Office	919-684-5804
   Provost Management Center	Academic Budget Office	919-684-3501
   School of Medicine	SOM Finance	919-681-8225
   User Administration Questions	Administrative Systems Management	919-668-0800

2. What are the fringe benefit rates?
   Current fringe benefit rates can be found on the Financial Services Reports & Documents page.
3. What does the total in the top right box on the layouts represent?
   That is a running total for a particular fund, including position and non-position dollars. As you add dollars, it will change. To see another fund total, go to the area of a different fund (cost center or WBS element) and click on a radio button. Also, remember that you'll need to hit the "Calc Fringes" button to see fringes included with positions in that total.
4. Why am I locked and what can I do about it?
   You can be locked for several reasons:
   
   a) you didn't type either "work.duke.edu" or "*.duke.edu" in your popup settings to allow websites from OIT (see page 6 in the manual for the IE steps or page 109 for the Mozilla steps);
   
   b) you have multiple popup blockers due to having a yahoo or Google toolbar (you will have to disable those popup blockers);
   
   c) you are working in the same Org Unit as someone else or someone is using a higher Org Unit which includes the one you're trying to use or
   
   d) you have created a maximum number of sessions by not exiting properly.
5. What can I do if I'm locked out?
   Read the message and then wait 30 minutes to try again. If you are locked by another person working in the Org Unit, call that person.
6. How can I see the maximum number of rows?
   Scroll to the bottom of the screen, enter the total number of rows in the white box and hit Enter. Remember, you will lose the column headings on subsequent pages.
7. What is a Commitment Item?
   Commitment Item is another name for G/L Account: a six digit number that designates the type of revenue or expense.
8. What is meant by "Fund"?
   Fund can mean a Cost Center or WBS Element in BPS.
9. What is the procedure for getting access to BPS (or changing access)?
   Call your Management Center with those requests.
10. What is the procedure for getting access to different Org units within BPS?
    Contact your SAP User Administrator. They will need to request this additional Org Unit via the SAP Account Request (using the HR/Payroll section of your account).
11. What do I do if a position is in the wrong Organizational Unit?
    It will need to be changed in the Position section of iForms.
12. Why am I not seeing the most current positions for our area?
    The position master data in the BPS system were held as of November 30 to allow for consistency in budgeting. Run a position report in iForms or contact your HR manager or Management Center to verify that the Org Unit's position list is correct in SAP.
13. Can I add a new position number?
    Yes, you can add a new position in the budget and it will create a dummy number. To add a position in SAP, use iForms (Position section).
14. How do I get borders to display on printed reports?
    The printing of borders on the BPS reports is controlled by the browser settings. In IE, choose Tools > Internet Options > Advanced and make sure the checkbox is selected next to Print Background Colors and Images in the Printing section. In Firefox, choose File > Page Setup, and be sure the checkbox is selected next to Print Background in the Options section.
15. Can I run a single report for multiple org units?
    Yes, but you first need to run the report for a single org unit. Once the data in the report is there, you can then select the filter icon next to the org unit in the header of the report and this will provide the ability to multi-select any of the org units in the hierarchy to which you have authorization.
16. Can I move columns in the reports?
    No, but you can download to Excel and adjust the columns.
17. Can I add descriptions to the reports?
    In some cases, yes. You will need to right click on the column heading that you want the description for and choose Properties. Under display, choose Key and Text to give you the number and name, Key for just the number and Text for just the name.

Telephone Allocation

1. Where can I get documentation for my telephone charges?

   Effective July 1, 2010, the Office of Information Technology (OIT) no longer provides detailed bills for landline telephone service. In place of the traditional paper statements, a monthly JV, based on predetermined rates for each type of service, will be processed by the University Budget Office.

2. Why am I being charged for lines that are no longer in service?

   The JV will be updated annually based on an inventory of current phone lines. If lines are added or removed during the year, the corresponding change to the JV will generally take place at the beginning of the following fiscal year.

3. What are my toll charges and where are they being billed?

   While long distance is not “free” to Duke, tracking and billing individual calls is cost prohibitive. As such, the costs for local and long distance service will be bundled into a single rate based on the type of line in service (e.g. VoIP analog, VoIP digital, non-VoIP analog, non-VoIP digital, etc), and posted to new 6982xx general ledger accounts.

4. What are the rates in conjunction to the types of lines?
   For FY12: VOIP Digital rates are $17.72, VOIP Analog rates are $15.45, and Non-VOIP Infrastructure or Patient Lines rates are $11.72.
5. Are my conference service fees included in this billing?

   No, that billing continues to be handled by the Office of Information Technology.

Salary Setting

1. What is the Salary Setting Tool?
   The Salary Setting Transaction in SAP is used to set individual salaries for Faculty, Exempt (Monthly) Staff, and Non-Exempt (Biweekly) employees.
   
   SAP Salary Setting provides direct setting of employee rates for July 1 salary increases and should reduce the volume of Staff Change (PCN) forms. In addition to being fully integrated with the SAP HR-Payroll system, it offers an array of reporting and data entry capabilities. Security with the Salary Setting Transaction is identical to that of the Accounting View of Payroll report in SAP.
2. How are the salaries approved within the Salary Setting Tool?
   Salaries are approved based upon approval levels. There are up to four levels of approval permitted in Salary Setting. Levels 3 and 4 are reserved.
   

   • Level 4 Ready for loading to Payroll for July 1 (University Budget Office)
   • Level 3 Management Center review (Provost, Central Administration, Medical School)
   • Level 2 Level below Management Center
   • Level 1 Initial level for entry

   
   
   Refer to Salary Setting and Approvals for more information.
3. Who do I call for help?
   Please call your Management Center:
   

   Management Center	Contact Office	Phone
   Central Administration	University Budget Office	919-684-5804
   Provost Management Center	Academic Budget Office	919-684-3501
   School of Medicine	SOM Finance	919-681-8225
   User Administration Questions	Administrative Systems Management	919-668-0800

4. What are the fringe benefit rates?
   Current fringe benefit rates can be found on the Financial Services Reports & Documents page.

General

1. Who do I call for help?
   Please call your Management Center:
   

   Management Center	Contact Office	Phone
   Central Administration	University Budget Office	919-684-5804
   Provost Management Center	Academic Budget Office	919-684-3501
   School of Medicine	SOM Finance	919-681-8225
   User Administration Questions	Administrative Systems Management	919-668-0800

2. What are the fringe benefit rates?
   Current fringe benefit rates can be found on the Financial Services Reports & Documents page.
3. How do spread codes work?
   Spread codes define how the budget is distributed across the months. After budget development, the University Budget Office assigns the spread that was designated to a particular fund/G/L Account combination based upon the previous year spread. (For example, the initial spreads for the FY09 budget will be the same as those for FY08.) New fund/G/L Account combination will receive the default 12 month spread (AAA). Spread codes can be changed in the budget modification file beginning in August.
   
   Refer to Budget Modification Instructions for a complete list of the available spreading options.