How to determine that adequate Ledger 2 funds
are available for a BCE

  1. Run Brio BDM budget ‘Perm Onetime Report’and note the subcode 1000 perm budget.
  1. Run BDM ‘Filled Positions Report’, export to excel and total your perm budget needs.  Review end dates on the Filled Position Report. 

Note:  For end dated permanent positions within the current fiscal year, determine whether you need to calculate the full-year salary requirement.  Use the Fringe Benefits calculator to get this amount. Hold the fringe benefits numbers separately. 

  1. Compare the amounts from #1, the 1000 pool perm budget, with #2, the perm filled position amount needed. 

Note:  If subcode 1009 has perm budget, check that the department has a search(es) in process. If no searches are outstanding, the perm 1009 funds belong in the 1000 pool and part of this amount may also belong in subcodes 5320/5325.

  1. If the BCE is for a new position, the additional funding must be identified for the position and for the fringe benefits.
  1. If the BCE is a replacement position, check the BCE proposed total of salary and fringe with the total salary and fringe of the person being replaced.  The difference is the additional permanent amount needed.  The department should move perm budget for the BCE amount of salary and fringe benefits to subcode 1009.  
  1. Funds not needed in the current year can be moved on a one-time basis, but must be available for the position when the new hire comes on-board.
  1. Once the new hire comes on-board, funding must be moved permanently from subcode 1009 to the 1000 salary pool and into the subcodes 5320/5325 for fringe benefits.

Updated: 7/28/08