Is there an auto save feature in YBT?
No, you must save the file yourself. Please save your work regularly.
Can more than one person be in a workbook at a time?
Multiple people can view a file at the same time; however, only the first person entering the workbook will be able to edit. When you open a workbook, it will tell you if someone else is in it and provide that user’s NetID.
If I incorrectly add a new Ledger Account within my financial plan, can I delete the row?
No. If added in error, either zero out the dollar amounts or contact ybtsupport@yale.edu to request that the row be deleted.
If a Cost Center will be moving to another unit, how does that move from one workbook to another?
Cost Centers must remain in the workbook that they were in when the plan files were built. During the annual re-build process in August, the Cost Center will be moved to its new unit. If you have any questions, please contact ybtsupport@yale.edu.
Can an upload file be used to populate YBT?
Upload files cannot be used in YBT. Users will need to enter their data.
If you get an error on save, and you email YBT Support, is YBT saving all of the work you did or will you lose it?
YBT will save all work in the workbook; nothing will be lost. However, until the error is fixed, any changes or additions to a workbook will not be available in reports.
When does YBT validate the COA string for financial plan and labor?
YBT does not validate a COA string when entered, but it will require you to enter a correct combination of Gift, Grant or Yale Designated. It will also ensure that each segment of the COA string you entered exists, however, it does NOT validate the COA string. If there is an error the Axiom Assistant pane will tell you where the error is located.
Are the Project and Program segments of the COA string required?
Yes. YBT follows the standard rules of the new Yale Chart of Accounts (COA). For more information visit the COA web page.
Can agency accounts be budgeted in YBT?
No, YBT cannot be used for agency accounts.
Do I need to save my workbook in order to see my updates in a report?
Data needs to be saved to be included in the scope of a report.
Once the labor workbooks are built in August, what sort of reconciliation is necessary in terms of FTEs?
When labor workbooks are built, they will include current active employees as of July 1 and either their current Labor Commitments (Workday Costing Allocations) or the Allocation percentages from the Next Year Plan columns of the prior year’s Labor Plan. Which allocation percentages are used is a choice made by the units. Please contact YBT Support if you need more information. Users should reconcile the FTEs with budgeted FTEs so that they can add any approved and still vacant To Be Named slots. Once a labor workbook is built, any new hires and terminations will need to be manually added. Labor workbooks are built during that annual rollover process in August.
Will September faculty hire data be included if the workbooks are built in August?
No, you need to add them if they are hired after the labor plan workbooks are built.
How should I budget for student pay?
Using the Allocations view, you can enter student pay as a lump sum in the Other Salaries section at the bottom of the labor plan, or enter them individually. They are not automatically brought into the workbook.
How would you add extra compensation?
On the Allocations view of the labor plan, find the employee in question and click on Add Pay Component. Choose either ExtraComp Monthly or ExtraComp Total, then pick the appropriate type of Extra Comp. For help on selecting the appropriate Pay Component and Ledger Account combination, please see the ‘Pay Component LA Helper’ tab located at the bottom of the YBT Home Page.
Can you add a new employee in the Allocations view?
The labor plan has one worksheet with multiple views. You can add new employees in any of the views: Roster view, Allocations view, or Employee Planning view. In addition, you can select Add Rows from the Axiom ribbon and it will add a row in the selected section of your labor workbook. However, in order to enter all of the required information for both the Employee and the allocation percentages, you will need to go into the Allocations view.
Does the labor plan automatically refresh into the financial plan, or does it require a manual push?
If the labor plan has been updated, the financial plan will refresh on open. If the financial plan is open, then you will have to save the labor plan and then manually select refresh from the financial plan.
How should I enter labor details for a 9 over 9 faculty member?
On any labor planning view, you can scroll to the right to see the 9-over-9 program columns for the current year CY and next year NY. Employees not participating in this program will have these columns set to No. If you enable the 9-over-9 program by changing this value to Yes, the Faculty member will have their full salary allocated over 9 months (Sept-May).
If someone is on LOA do you zero FTE during that timeframe?
While faculty is on a paid LOA, their allocation should reflect this by changing the Ledger Account to reflect LOA in the appropriate months. If a staff member is on an unpaid leave, the FTE is zeroed out.
What happens to students during the academic year where the departments only pay 50% of their salary, is that in splits in?
You should only budget half of the salary, either individually or as a lump sum. It is not a Split in.
What happens to labor dollars entered into other non-Yale salary column?
These dollars are in the workbook for user reference only. They are not saved to the data tables and are not available in reports.
M&Ps hired after April of the current year do not get raises. Will the system know to default to zero percent increase?
No it will not; you will have to zero out the increase. Use the Change View to select the Employee Planning view and then scroll to the Merit Increase columns.
How do I put in a lump sum dollar amount for faculty or M&P employees?
If you are planning for additional dollars for existing employees, you can add a lump sum in the ‘Other Salary Categories’ section at the bottom of the Labor Plan.
How do I enter the FTE if it includes more than one person?
In planning for new FTEs, you need to add a to-be-named employee (TBN) into the relevant Job Category section of the plan file. Under the current employee data, enter the number of FTEs you are adding and under FTE salary the average salary per FTE. For example, to add $500,000 in total for 5 FTEs, enter 5.00 in the FTE field and $100,000 in the FTE salary.
Is sabbatical credit calculated on splits in?
Yes, it is calculated on all labor in the labor plan workbooks.
How is a grant award end date identified for an employee allocation?
It will be highlighted in red on percent allocation months that are beyond the grant end date.
If I incorrectly add a new allocation in my labor plan, can I delete the row?
No. If added in error, you should zero out any dollars you input on the row. If you get an error message when you save the workbook, contact ybtsupport@yale.edu.