Budget Codes

Budget codes indicate the budget to which substitute hours and employee absences should be charged and to control the use of selected absence/vacancy reasons. You can also use budget codes to prevent reporting an absence or vacancy for a reason without prior authorization.

You can assign a budget code to a job in several ways:

• Manually enter in response to a voice prompt from the IVR (telephone) after entering a reason that has the Collect a budget code option enabled on the Absences or Vacancy Reasons page.
• Manually enter if the Administrators can always enter a budget code option is enabled on the Parameters - General page.
• Use default budget codes from the Default Budget Code list or the employee profile.

If you enable the Verify budget code option, the budget code must match an entry on the Verification Budget Codes list. Otherwise, you can enter any code.

Administrators and supervisors can modify budget codes when modifying the job. You can modify the label Budget Code on the Parameters – General page to reflect your location's terminology. For example, you can enter Payroll Code instead of Budget Code.

Budget codes can be alpha or numeric. If you use alpha budget codes, do not use the Collect a budget code option. Users cannot enter alpha budget codes on the telephone.

Default Budget Codes

When you create a job, the system assigns a default budget code and clears the Collect a budget code option. The default budget code pulls from the employee profile or the default budget code list. Default budget codes are attached to reasons and location or location groups. If the reason does not require a budget code and there is no default budget code in any authorized locations, the budget code field is left blank for that job.

The system uses a specific order to decide which budget code to apply to a job record:

1. Use the budget code in the employee profile.
2. Use the default budget code for the match of the location and reason in the job record.
3. Use the default budget code for the match of the location group and reason in the job record.

If you use default budget codes for location groups, make sure a location does not belong to multiple location groups.

Add a Default Budget Code

1. From System Configuration, select Budget Codes. Choose Default.
2. Click New.

3. Choose the Location Code and Reason to associate with the Budget Code. Optionally, you may choose a Classification Code.

4. Click Save.

Modify/Remove a Default Budget Code

1. From System Configuration, select Budget Codes. Choose Default.
2. Enter the search criteria, then click Search to display the Default Budget Code list.
3. Click the Budget Code on the list.

4. Make any necessary edits, then click Save.

5. To remove a code, select the record to delete, then click Delete.

Verification Budget Codes

Set up Verification Budget Codes to control the use of selected reasons or verify manually entered budget codes. The system checks the list of possible budget codes to ensure the accuracy of the entered budget code when the Verify budget code option is selected for the reason if you enter a budget code during the absence or vacancy entry process. You cannot create a job until you enter a valid budget code.

You can enable the Verify Budget Code and Collect a budget code options separately. If you do not collect, a changed budget code in job modification can be verified.

Add a Verification Budget Code

1. From System Configuration, select Budget Codes. Choose Verification.
2. Click New.

3. Enter the Budget Code name.

4. Click Save.

Modify/Remove a Verification Budget Code

1. From System Configuration, select Budget Codes. Choose Verification.
2. Enter the search criteria, then click Search to display the Verification Budget Code list.
3. Click the Budget Code on the list.

4. Make any necessary edits, then click Save.

5. To remove a code, select the record to delete, then click Delete.