This page contains changes in policies and system operation that were put into effect during previous budget cycles. They are listed here for reference. Issues that no longer apply have been removed, and those issues that have changed have been edited so that you will have the latest information on WebBDS operations. The most up to date information is available in the current User Guide.

If you have any questions regarding this information, please contact the Budget Development System Administrator, Catherine Maddaford.

Faculty Pay Information displays

The pay option selected in payroll and the FSMS total pay both display on the WebBDS appointment screen. This was added to assist in matching the total pay to what is approved in FSMS, as well as matching the current pay option that is showing in payroll.

Early WebBDS input deadline

The early date is necessary because we need to have the biweekly pay lines in the payroll system in time for the new year biweekly pay periods. Since we cannot split types of pay in WebBDS, all payroll must be entered and approved in time for the rollover. See the link to the BDS Schedule for other important dates.

New View Reports screen in WebBDS

All WebBDS reports can be downloaded to PDF or Excel formats, using the new report processing in WebBDS. You will see the screen when you click on View Reports. Each time you generate a report, you will see two versions available on the View Reports screen. Choose the format you wish by clicking on the selection and follow the instructions on the screen or the online help.

New Object Codes and Object Code definitions for Faculty Pay - changed 5/2006

Faculty have many types of pay, some of which is used to calculate their benefits, some is considered base salary, and some is supplemental pay. The definitions of faculty pay have been defined in more detail, using object codes to designate the different types of pay. These object codes, some new and some existing, now correspond with the same definitions used in the Faculty Salary Management System (FSMS.) Now, when the faculty are set up in FSMS, the categories used there will correspond to specific object codes used in payroll. These object codes will be used in WebBDS when entering faculty pay for the upcoming fiscal year. Supplemental object codes have been put into a matrix to help you match them with the categories in FSMS.

Matching FSMS to WebBDS for Faculty Pay -- Warning message

Now with the refined list of object codes, it is easier to identify all of the types and sources of pay for faculty, and thereby easier to set up all of the pay lines for the full fiscal year. The idea is that you can match the total pay that has been or will be approved in FSMS with the pay that you are entering in WebBDS. A warning message will appear in WebBDS if you enter pay that does not match to what is in FSMS. You can override the error message, because you may be entering just part of the pay lines and adding more later. However, if you have entered all sources of pay, including generic accounts when needed, then the warning message will indicate that you have something incorrect or incomplete in WebBDS.

• It is highly recommended that you enter all pay lines for the full fiscal year in WebBDS, even from restricted accounts. This way, you can balance the approved FSMS pay to what will be in payroll.
• If you do not know all of the restricted accounts that will fund pay, you can use generic in WebBDS, which will act as placeholders to help you balance the total pay. The generic accounts will not roll over to payroll, but will simply help you identify which pay lines will need to be entered later in payroll.

Nonexempt pay: Enter ALL nonexempt pay lines in WebBDS, even from restricted accounts

• Early biweekly pay day in July leaves you insufficient time to enter the first July payroll for nonexempt.
• By entering all nonexempt pay lines in WebBDS, including restricted accounts, you can assure that they will be paid on time in July.
• If you do not know the full year's funding, enter as much as you can, and include at least all pay lines for the month of July.

TA's and RA's -- Budgeting for Teaching and Research Assistants in WebBDS

TA's and RA's are paid from object codes that do not require fringe benefits charges.  They therefore no longer need to be budgeted in appointment pools in WebBDS.   You only need to be sure that funds for them are included with your other student wage budgets in the appropriate accounts (object code 14000), or you can budget them in the specific RA or TA salary object codes.

Other pay - Special Object codes

The following types of pay require special object codes that charge fringe benefits. Most of these will be set up in pooled appointments in WebBDS, if paid on unrestricted accounts, because they require paperwork with approvals to be set up by payroll. Since they are set up as hourly wages, they will not generate pay unless acted upon by payroll. They then also need to have the funds budgeted in the unrestricted accounts. They do not need to have pooled appointments entered in restricted accounts.

See the User Guide and the salary object code listing for more instructions and examples:

• Post Doctoral Scholars
• Discretionary bonuses
• Housing subsidies
• Overload for exempt staff

This page last updated 2/15/2012 , clm