Personnel Budgeting Introduction (Video)

Martus' Personnel Budgeting allows for budgeting by position across the organization. Personnel scenarios are built and then pushed to the planner budget when desired. The goal of a Scenario is to hold the various assumptions or predictions about the personnel costs for an organization. With multiple scenarios it is possible to post them to their own Scenario Budgets and compare them. For example, an organization may want to compare a base scenario to a 3% cola increase, or this year's personnel costs to last years.

Personnel Scenarios

Each scenario is comprised of a set of positions, the configuration settings for that fiscal/calendar year, and an optional allocation.

• Positions - Personnel scenarios are position based. Each position is a combination of the following:
  • Title - The position title such as Communications Director or Controller.
  • Employee - The person who holds this position (this is optional). The employee record consists of:
    • Employee name - The name of the employee.
    • External Id - Utilized to cross reference Martus with a payroll system for easier import/export functions.
    • Anniversary Date - The employee hire date (mm/yyyy), which may be used in calculations on pay types.
    • Coverages - Used with pay types to determine rates for pay types such as medical insurance, or dental and vision.
  • Dimensions - The area of the organization to which this position will be budgeted.
  • Pay Items - The various forms of compensation budgeted for this employee. Any pay type can be added to the Position. Pay types are organization-specific. Common pay types are:
    • Salary pay
    • Hourly pay
    • Bonus
    • Medical insurance
    • Dental/vision insurance
    • 401k matching
    • Cell phone reimbursement
• Configuration Settings - Configuration settings on the Config tab control high-level personnel budgeting information such as the first payroll date of the year.
• Allocations - Allocations are an optional component applied to the scenario to distribute pay items for various positions across multiple dimensions, such as when an individual salary is split across two departments.

Building a Scenario - Learning Path

To setup Personnel in Martus follow this learning path. Personnel scenarios are built on positions. Since a position is a combination of title, employee, dimension and pay items, the Pay Types and Employees must exist before building the scenario. To walk through building a Scenario, continue on the "Building a Scenario" learning path.

• Scenarios Tab
• Config Tab
• Pay Types
• Employees
• Position Types
• Import/Export Employees & Positions
• Import/Export Pay Items
• Allocations
• Scenario Reporting
• Posting the Scenario to the Planner Budget
  
  

Use the links below to navigate through the learning path.

Building a Scenario - Learning Path >> Personnel Scenarios

Personnel Scenarios

Each scenario holds a set of assumptions about the positions for that fiscal year. It is common to utilize multiple scenarios per year to identify how various changes to personnel will affect the overall budget. For example, there may be a scenario that holds all of the base pay, and a scenario that has a 3% COLA applied. 

A scenario, when Set as Current (or Selected) will hold positions and allow for various forms of updating and/or reporting on those positions. 

Scenario Tabs

Click the link below for more information on each tab.

• The Scenarios Tab - allows for the management of overall scenarios, including copying, exporting, and importing.
  
• The Config Tab- holds certain assumptions about all scenarios for the fiscal year.
• Positions - Lists all positions within the scenario.
• Detail - Lists each Pay Item within the scenario and allows for updates.
• Summary - A review of all budget lines that will be impacted by this Scenario, allows for posting of the Scenario to the chosen Planner Budget.
• Positions & Pay - Lists each position on one row with a column for the annual amount within each pay type.
• FTE Analysis - Allows for the review of FTE Positions across the organization.
• Allocation Analysis - Allows for the review of Allocations associated with positions.

Use the links below to navigate through the learning path.

Introduction << Building a Scenario - Learning Path >> Scenarios Tab

Pay Types (Video)

Pay types represent each form of compensation that you want to budget on a per-position basis. Pay types are then applied to positions as appropriate. For example, some positions may include salary, medical insurance, 401k matching and FICA pay types, while others may only include hourly and FICA pay types. 

Pay Types & Pay Items

Pay Types are defined at the organizational level and are applied individually at the position level. When applied to a position, a Pay Item is created to control the details of that Pay Type/Position relationship. For example, while many positions may use a salary pay type, each pay item will hold the salary amount for that specific position.

Common Pay Types

Some common forms of compensation include:

• Hourly pay 
• Salary pay
• Overtime pay
• Year-end bonus
• Anniversary bonus 
• Health insurance 
• Cellphone reimbursement 
• Employer’s retirement contribution 
• FICA
• Worker's comp
• Life insurance
• STD & LTD
• Housing allowance
   

The Pay Types Page

Navigate to Personnel Budgeting > Pay Types. The Pay Types list provides an overview of all pay types as well as key details.

Pay Types Page Actions

• Add New Pay Type - Click to add a new pay type.
• Export (xlsx) - Export the list of pay types.
• Drag and Drop - Use the grab icon to re-order pay types. This is helpful when viewing the Pay Items tab in Scenarios.
• Edit (pencil icon) - Click the pencil icon to edit an existing pay type.

The Pay Type Record

Each pay type is defined by the following fields, some of which present based on other options selected.

• Name - The unique name for this pay type.
• Account - The account associated with this pay type. Statistical accounts can be assigned to pay types in order to calculate statistical costs. Examples include square footage occupied, number of FTEs represented, etc. Pay types using statistical accounts must be Non-Taxable.
• Tax - The taxable status of this pay type.
  • Taxable - Pay types subject to regular employer payroll taxes. This applies only to taxes calculated on the basis of the Config setting (in other words, if the FICA rate is defined on the Config screen).
    
  • Non-Taxable - Pay types that are never subject to employer payroll taxes, including certain health benefits, retirement contribution matching, housing allowances, and salaries for clergy. This applies only to taxes calculated on the basis of the Config setting (in other words, if the FICA rate is defined on the Config screen).
  • Is Tax - Used to budget for payroll taxes. The pay types subject to this tax must be specified as "Source Pay Types" below. Amounts calculated by these pay types can be included and excluded from the scenario's Summary screen with the Show Taxes checkbox.
    
    
    
    
• Category - The way the pay type will be calculated.
  • Regular - Martus will multiply the Regular Amount (a default in the pay type or the amount specified in the pay item) by the Frequency.
  • Hourly - Martus will multiply the Hourly Amount (a default in the pay type or the amount specified in the pay item) by the Hours Per Pay Period (specified in the pay item) by the Frequency.
  • Percentage - Martus will use the percentages specified and the Source Pay Types. Percentage requires additional information.
  • Overtime - Martus will multiple the hourly rate on the position, by the percentage indicated, by the hours per pay period on the position. NOTE: This should only be used with Hourly pay types. NOTE: Mid-year adjustments made to Hourly pay types will not apply to Overtime pay types. Overtime pay types will always use the Hourly base rate.
    
    

• Frequency - How often the pay type will be calculated.
  • Monthly - The amount entered is a full monthly amount, whether using the default Regular Amount on the pay type or the specific amount on the pay item.
  • Semi-Monthly - The amount entered is a half the monthly amount, whether using the default Regular Amount on the pay type or the specific amount on the pay item. 
  • Bi-Weekly - The amount entered is a bi-weekly amount, whether using the default Regular Amount on the pay type or the specific amount on the pay item. Martus will use the bi-weekly start date on the scenario's Config tab to determine which months will have two periods and which will have three.
  • Weekly - The amount entered is a weekly amount, whether using the default Regular Amount on the pay type or the specific amount on the pay item. Martus will use the weekly start date on the scenario's Config tab to determine which months will have four periods and which will have five.
  • Once - Use the Start Date to apply the amount in one month per year.
  • Anniversary - Use the employee's Anniversary Date to apply the amount on the employee's anniversary; often used for longevity bonuses.
    
    

Using the Bi-Weekly or Weekly frequency will result in the budget showing increases in the months with additional pay periods. If the desired budget is flat across all months, use the Monthly or Semi-Monthly frequency and adjust the amount and/or hours appropriately.

• Start Date - Controls the start date for this pay type. Most often used with the Once frequency to determine which month to budget. Use Start Date for pay types that are going to begin mid-year. For all ongoing pay types, leave this blank. 
• Limit - The annual limit for this pay type. For example, if the organization will match a retirement contribution up to $6000 per year, enter 6000. Martus will stop budgeting for this pay item once the limit is reached.
• Calendar Limit - Used with the Limit field. If the fiscal year does not start in January, Martus will apply the budgeted amounts starting in January rather than the fiscal year start.

• Employer Percent - The percentage of the Source Percent that the employer is paying. Normally this is set to 100%, but could be less when the employer is not fully responsible for the entire tax or benefit amount.
• Source Percent - The percentage of the total of the applicable Source Pay Types that will be budgeted.
• Notes - Enter applicable notes regarding the pay type. Notes will appear below the Starting Rate/Amount when assigning pay items to a position,  in Edit Position > Edit Pay Items.

• Regular Amount or Hourly Amount - Used as a default when applied to a Position as a Pay Item. The default can be overridden on the individual pay items as needed. Normally this is used for things such as a cell phone allowance which will be the same for the majority of employees. Leave blank for individualized pay types such as salary or hourly.
  
  
  
  
• Add New Tiers - Tiers allow for more complex calculations. When Add New Tiers is clicked, the following drop down will appear, and additional details are required, shown below.

• Months Employed - Allows for default values based on longevity. Uses the employee Anniversary Date to calculate the amount. For example, a longevity bonus may be calculated at the 5, 10, 15, and 20 year mark by using the minimum and maximum months employed and adding lines for 60, 120, 180 and 240 months.
  • Name - The name of the tier.
  • Minimum Months Employed - The smallest value used before this pay type should be calculated.
  • Maximum Months Employed - The largest value used before this pay type should stop being calculated.
  • Regular Amount - The amount to be budgeted.
  • Add (+) button - Used to add a new tier.
    
    
    
    
• Fiscal Year- Used when an increase should apply to only one fiscal year that can be tracked from year to year. Use with the Monthly frequency.

• Name - The name of the tier.
• Starting Year - The smallest value used before this pay type should be calculated.
• Ending Year - The largest value used before this pay type should stop being calculated.
• Regular Amount - The amount to be budgeted.
• Add (+) button - Used to add a new tier.

• Fiscal Month - Used when wanting to budget only within certain months, such as quarterly. Use with the Monthly frequency.

• Name - The name of the tier.
• Month - The month the amount should be budgeted in
• Regular Amount - The amount to be budgeted.
• Add (+) button - Used to add a new tier.
  
  
  
  

• Coverages - Coverage 1 and Coverage 2 both use the corresponding coverage indicated on the Employee record. Coverage 1 is normally used for medical insurance. Coverage 2 is normally used for Dental AND Vision insurance. Click here for more information on Coverages.

• Name - The name of the tier.
• Coverage - The level of coverage for which to budget.
• Regular Amount - The amount to be budgeted.
• Add (+) button - Used to add a new tier.
  
  

• Source Pay Types - A list of all pay types that will be summed per month from which the Source Percent is calculated.
• New Source Pay Type - Add additional Source Pay Types.

Adding a New Pay Type

1. Navigate to Personnel Budgeting > Pay Types.
2. Click Add New Pay Type.
3. Fill out the fields appropriately. See below for more details.
4. Click Save or click Cancel to cancel.

Copying an Existing Pay Type

Copying a Pay Type can be very helpful when there are multiple, similar pay types, such as Payroll tax (Medicare & Social Security) that both depend on the same Pay Types. A copied Pay Type can then be applied to a Scenario using the Pay Types page. 

1. Click Edit to open a similar Pay Type record
2. Scroll down to the bottom.
3. Click Duplicate.
   
   
   
4. The copy will open in Edit mode and have the word "COPY" in the Name.
   
   
   
5. Adjust the name and any other details as appropriate.
6. Click Save.

Deleting Pay Types 

• If a new Pay Type has been added by mistake, it can be Deleted:
  • From Personnel Budgeting > Pay Types
  • Click Edit next to the appropriate Pay Type
  • Click Delete to remove it. 
• If a Pay Type has been utilized in a Scenario it is not recommended to delete it. Instead rename the Pay type to indicate it is no longer in use and drag it to the bottom of the sort order on the Pay Types page.

Notes about Pay Types

• Each pay type must be unique; two pay types cannot have the same name.
• Pay types are global; they apply to all years and all scenarios. 
• Any change to a pay type will not change any scenario until a user goes to the scenario and selects the corresponding pay items and clicks Recalculate/Return to Original Rates.
  
  

Pay Type Examples

Some common and not-so-common pay type examples can be found here.

Use the links below to navigate through the learning path.

Config Tab  << Building a Scenario - Learning Path >> Employees

Pay Type Examples

Below are some typical pay type examples.

Salary

Tax - Taxable

Category - Regular 

Frequency - Choose as appropriate 

Start Date - Leave blank

Limit - Leave blank

Regular Amount - Leave blank

Hourly

Tax - Taxable

Category - Hourly

Frequency - Choose as appropriate 

Start Date - Leave blank

Limit - Leave blank

Regular Amount - Leave blank

Bonus - Annual

Tax - Taxable

Category - Regular

Frequency - Once, for bonuses that are all paid in the same month

Start Date - Designate a month to hit the budget

Regular Amount - Leave blank to enter the bonus amount on the pay item for each position, or enter a default amount here for all positions

Bonus - Anniversary

Tax - Taxable

Category - Regular

Frequency - Anniversary for bonuses paid according to the employee's Anniversary Date

Start Date - Leave blank

Regular Amount - Leave blank to enter the bonus amount on the pay item for each position, or enter a default amount here for all positions

Health Insurance

Add one pay type per insurance plan you offer employees if the account or rates differ

Tax - Non-Taxable

Category - Regular

Frequency - Usually Monthly

Start Date - Leave blank

Limit - Leave blank

Tiers - Change to Coverage One. Add a tier for each level of coverage, and the appropriate amount for each level.

Dental & Vision Insurance

Add one pay type per insurance plan you offer employees.

Tax - Non-Taxable

Category - Regular

Frequency - Usually Monthly

Start Date - Leave blank

Limit - Leave blank

Tiers - Change to Coverage Two. Add a tier for each level of coverage, and the appropriate amount for each level.

Retirement Match

Tax - Non-Taxable

Category - Percentage

Frequency - Usually Monthly

Start Date - Leave blank

Limit - Leave blank unless there is a limit on the total amount that the organization will match

Employer Percent - 100

Regular Amount - The base percentage if all employees are eligible when they start; otherwise, choose Tiers

Tiers - Select Months Employed, and enter the minimum number of months needed to work before this benefit is applicable

Source Percent - Percent organization wants to budget for - often the max available to the employee

Source Pay Types - Add all pay types to sum together as the basis for this pay type

FICA - Social Security & Medicare

FICA can be often be budgeted via the Config tab, but it is necessary to utilize pay types when:

• Separate GL accounts are utilized for the Medicare and Social Security portions of the FICA tax
• There are enough positions that meet the annual cap for Social Security to affect the budget

Social Security

Tax - Is Tax

Category - Percentage

Frequency - Usually Monthly

Start Date - Leave blank

Limit - 10,453, the annual cap on Social Security to be paid for the 2024 calendar year

Calendar Limit - Check if your organization does not begin their fiscal year in January

Employer Percent - 100

Source Percent - 6.2

Source Pay Types - Add all pay types to sum together as the basis for this pay type; normally this includes all taxable pay types

Medicare

Tax - Is Tax

Category - Percent

Frequency - Usually Monthly

Start Date - Leave blank

Limit - Leave blank

Employer Percent - 100

Source Percent - 1.45

Source Pay Types - Add all pay types to sum together for this pay type; normally this includes all taxable pay types

Overtime Pay

Tax - Taxable

Category - Overtime

Source Percent - The percent to multiply by the number of hours and rate from the hourly pay item for the position

Source Pay Types - Hourly category pay types

Use the links below to navigate through the learning path.

Pay Types << Pay Type Examples  >> Scenarios

Employees (Video)

Employees in Martus are linked to a Position within a Scenario to calculate certain Pay Types. While the Employee field is optional on a Position, most organizations add their employees to Martus for better reporting. 

Navigating the Employees Page

• Click Columns to choose which columns to display. Sort columns by clicking on the header. Columns can also be dragged and dropped to different locations in the grid.
• Use Filters (the funnel) to search in any column. Click Reset Grid Filters to clear all filters.
• Click Reset View to clear all changes to sorting, filtering, column selections and ordering, etc.

Employee Page Actions

• Click Add New Employee to add a new employee. 
• To Edit an employee, click the pencil icon. 
• To Activate, Inactivate, or Delete multiple employees, select the records and use the buttons at the bottom of the screen.

Employee Record Fields

• First Name - First name of the employee
• Last Name - Last name of the employee
• Inactive - Checked for inactive employees
• Payroll System ID (formerly External Id) - The Payroll System ID for this employee - useful when updating information via export/import
• Anniversary Date - The hire date (mm/yyyy) of the employee within the organization - used for calculating pay types such as tenure bonuses or retirement matching following a waiting period
• Coverage 1 - Normally used with medical insurance pay types to calculate the rate to budget
• Coverage 2 - Normally used with dental and vision insurance combined as a pay type to calculate the rate to budget

Employee Record Actions

• Click Save to save changes.
• Click Cancel to close without saving changes.
• Click Delete to delete the employee. NOTE: You cannot delete an employee associated with a position in a scenario.

Notes on Employees

• The employee record must be linked to a position in Personnel Budgeting > Scenarios > Positions to have any impact on the scenario.
• The employee is optional within a position, but it is needed if a pay item within the position relies on the Anniversary Date or Coverage 1 or 2. 
• It is best practice to create at least one "Vacant Position" employee to be used for vacant, future, or seasonal positions. Create a placeholder for pooled positions if used.
• Each combination of First Name, Last Name, and Payroll System Id must be unique. If you aren't using the Payroll System Id, you can add a middle initial to the First Name.
• Employees can be imported via the Pay Data File.

Use the links below to navigate the learning path.

Pay Types <<  Introduction to Personnel - Learning Path  >> Position Types

Position Types

Position Types are optional, and are used to group positions in order to filter or sort them on various tabs within Personnel Budgeting > Scenarios. Organizations can choose what position types work for them according to their needs.  

Position Types are managed in Personnel Budgeting > Position Types.

Adding a Position Type

1. Navigate to Personnel Budgeting > Pposition Types
2. Enter the Name of the new Position Type 
3. Click Add
    

How To Assign A Position Type

1. Navigate to Personnel Budgeting > Scenarios > Click the 'Positions' tab
2. Click the pencil icon for the position we want to designate to a position type
3. Click your the dropdown bar for 'Position Type' and choose the position type we want to assign to this position
4. Click 'Save' 

Some common examples are below.

Example 1: Employee Status

• Full-Time Salary
• Full-Time Hourly
• Part-Time Hourly
• Seasonal
• Intern

Example 2: Organizational Level

• Executive
• Director
• Manager
• Associate
• Specialist
• Administrative

Notes about Position Types

• They are global and apply to all years and scenarios.
• They can be imported via the Pay Data File.
• The position type can be adjusted on each position via the Positions tab of the scenario or via the Pay Data File import.
  

Use the links below to navigate the learning path.

Position Types <<  Introduction to Personnel - Learning Path  >> Pay Data File

Coverages

Personnel Budgeting uses Coverages. Coverages - like levels - are utilized with both Employees and Pay Types to determine the rate of a specific pay type at a specific level. The most common use for coverages is for medical insurance. 

Coverages will usually be created during Implementation. 

The coverage selected for an employee stipulates what level the employee has opted in to for their self/family.

The coverage on the pay type stipulates the rate for that employee for that level of coverage.

When a pay type using coverages & rates is added to a position, Martus will look up the employee's level of coverage and match the appropriate rate to budget for that position.

Creating a Coverage Option

1. Go to Personnel Budgeting > Coverages
2. Enter the name of the Coverage
3. Click Add

Personnel Budgeting Training - Prep Guide

The guide linked below will help you prepare for your Personnel Budgeting training. 

This document provides:

• A list of questions about your organization's compensation practices that you should be prepared to answer
• A list of items that you should prepare before the training
• Links to pre-requisite videos 

Be sure to review this guide carefully, prepare the requested information, and review the pre-requisite videos before your Personnel Budgeting training!

The Scenarios Tab (Video)

In Personnel >  Scenarios, Admin users manage the various scenarios within their organization. All scenarios use the same employees, pay types, position types, and coverages. Scenarios may have unique positions, pay items, and allocations, however.

Creating a New Personnel Scenario

A new scenario will have no positions associated.

1. Go to Personnel > Scenarios.
2. Ensure the correct Year is selected.
3. Give the scenario a name.
4. Click Add.
   
   

Copying an Existing Personnel Scenario

Scenarios can be copied from any year. A copied scenario will contain the same positions. For more details on starting a new year in Personnel, click here.

1. Go to Personnel > Scenarios.
2. Ensure the correct year is selected.
3. Choose the Source Scenario.
4. Give the scenario a name.
5. Select Include Monthly Details if you made mid-year adjustments and you want those adjustments in the new scenario; otherwise, the current Pay Item amounts will be utilized for all months.
6. Click Copy.
   
   

Set a Personnel Scenario As Current, Default, or Locked

1. Go to Personnel Budgeting > Scenarios
2. Click 'Set as Current'
   • For Advanced and Standard clients: When navigating to Personnel, a scenario must be Set as Current.
3. Click 'Set as Default'
   • For Standard Plus, Plus, and Premium clients: Use the Set as Default option to allow a scenario to be viewed by non-admin users given permissions to Personnel.
4. Click 'Lock Scenario to prevent changes

Edit a Personnel Scenario Name or Description

1. Click Set As Current on the appropriate Scenario.
2. Click the Edit Icon.
3. Edit the name and or Notes.
4. Click 'Save'

Delete a Scenario

1. Click Set As Current on the appropriate Scenario.
2. Click the Edit Icon.
3. Click Delete.

Managing Imports

There are two files that can be utilized within Personnel. The Pay Data File export/import allows for exporting, updating and re-importing large amounts of data, specifically employees and positions. The Pay Item Grid allows for updates to pay times based on positions. More information on these import/exports can be found here.

Use the links below to navigate through the learning path.

Scenarios << Building a Scenario - Learning Path >> Config Tab

The Config Tab (Video)

The Config tab controls several settings for all scenarios within a fiscal year. 

Information within the Config tab does not copy from one year to the next and should be filled out as appropriate each year. 

Config Tab Options

• First payroll date in fiscal year (for weekly pay types) - Set for weekly pay types, if needed. The date selected will determine which months contain four pay periods and which will contain five pay periods. Set this to whatever date you recognize as the pay date in your accounting system so that Martus will match the actuals you enter.
• First payroll date in fiscal year (for bi-weekly pay types) - Set for bi-weekly pay types, if needed. The date selected will determine which months contain two pay periods and which will contain three pay periods. Set this to whatever date you recognize as the pay date in your accounting system so that Martus will match the actuals you enter. 
• FICA Rate - Set the FICA tax rate. This is the percentage of all Is Taxable pay types assigned to a position. If you have different GL accounts for Medicare/Social Security or if you use the Social Security annual cap leave this blank. 
• FICA Account - The account that will be utilized for budgeting FICA tax. If you have different GL accounts for Medicare/Social Security or if you use the Social Security annual cap leave this blank.
• Monthly Hours per FTE - This is the number of hours used in various reports to calculate the total hours per month a position works. The Allocation Analysis and FTE reports assign hours per this value. When set to 173.33, each full time position will be calculated at 173.33 or 40 hours per week. Use the following calculation to set this:  [Hours per week] * 52 / 12

Use the links below to navigate through the learning path.

Scenarios Tab  <<  Building a Scenario - Learning Path  >>  Pay Types

The Positions Tab (Video)

The Positions tab in Personnel Budgeting > Scenarios lists the positions defined by your organization. Each position displays on a row, with the title, employee, and other data. Add new positions, edit existing positions, or delete positions from the Positions tab.

Filtering Positions 

Filter positions using the page filters at the top, and the grid filters below. Page filters allow you to select a single value from the dropdown. The grid filters allow you to select multiple values at the same time.

The Position Record - Field Definitions

The Position record contains lots of information, described in detail below.

• Position Name - This is auto-assigned by Martus. Martus will set this when the position is saved.
• Title - The position title such as Communications Director or Senior Accountant. You can have more than one position with the same title.
• Employee - The person who holds this position (this is optional). Employees are managed in Personnel Budgeting > Employees. Create employees with coverages to simulate an actual employee not yet hired, like Vacant Employee, to assign to positions.
• Position Type - Use Position Types to filter reports in Personnel Budgeting. Position Types are managed in Personnel Budgeting > Position Types. Examples include Director, Associate, Executive, CNA, RN, etc. 
• Is Taxable - Check this box to calculate taxes for this position based on the setup (FICA Rate and FICA Account) in the Config tab. If unchecked, it will not calculate taxes. Positions exempt from taxes might include clergy, students, etc.
• Is Pool - When selected, the total compensation for the position is based on the assigned pay items multiplied by the FTE value on the position. Click here for more information on Pooled Positions.
• Full-Time Equivalent - The total FTE for this position. For a full-time employee enter 1, half-time enter .5, etc.
• Start and End Date - Leave these fields blank if the position should be budgeted for all twelve months. Otherwise, if a start and/or end date is entered, it will only calculate for those months, and it will calculate based on the date in conjunction with the frequency of a pay type.
• Dimensions - The area of the organization that is responsible for this position's budget. A worksheet in the current default planner budget must already exist for this combination of dimensions so that Martus has a place to post this position.
• Notes - Add notes pertaining to the position or pay items, up to 500 characters.
• Pay Types - The various forms of compensation budgeted for this employee. Any pay type can be added to the position. Pay types are organization-specific. Common ones include:

• Salary Pay
• Hourly Pay
• Bonus
• Medical Insurance
• Dental Insurance
• 401k matching
• Cell phone reimbursement
• Stipend
• FICA (if not using the Config tab option)

Adding a New Position

Utilize this method to add a position to Martus.

1. Click Add New Position.
2. Fill out the form, using the field definitions above as needed.
   
   
   
   
3. Click Save.
4. Click Add Pay Item to add the pay types relevant to this position.
5. Fill out the form for the appropriate pay types.
6. Click Save to close the modal, or click Save and New to add another pay type.
7. Continue until all appropriate pay types are added.
8. When you are done, click View Detail to see the detail for this position in the Detail tab.
   
   

Updating a Position

Click Edit (the pencil icon) on the row for a position to make changes. Be sure to Save the changes when you are done.

Duplicating a Position

Duplicate an existing position and then edit the copy when two positions are similar.

1. Click Edit (the pencil icon) to open a position to duplicate.
2. Click Duplicate.
3. Everything is duplicated except the notes on the position, and the new position is displayed 
4. Edit the position information and pay items as needed.
5. Save the position when you are done.
   
   

Deleting Positions

Delete a single position from the open position record by clicking Delete. The position and any associated pay types will be removed from the selected scenario.

To delete multiple positions, select the positions using the check boxes to the left of each line. Then select Delete from the bottom of the page.

The Detail Tab

The Detail tab allows a user to review and adjust pay items. Each pay item, displayed as a row, is a specific pay type associated with a specific position. Each pay item row provides monthly and yearly totals. 

All pay types associated with a position become pay items. Each pay item will be shown on the Detail tab. 

If utilizing the Config tab for calculating FICA, FICA amounts will not display on the Detail tab. Use the Positions and Pay tab to view FICA amounts instead.

If statistical accounts are in use, they are not included in totals with GL accounts. You can use the Pay Type criteria filter at the top to Show Pay Types with GL Accounts, with Stat Accounts, or choose to Show All Pay Types.

Mid-year adjustments made to Hourly pay items will not apply to Overtime pay items. Overtime pay items will always use the Hourly pay item base base rate.

Navigating the Detail Tab

The Detail tab is found in Personnel Budgeting > Scenarios. A scenario must first be selected or set as the default in the Scenarios tab in order for the Detail tab to be available.

Using Page Filters

Use page filters to filter available data. Always click Load after changing page filters.

• Position Name - Select a position name from the drop down. Position names are assigned by Martus based on the position Title.
• Title -Search position titles using key words or partial text.  
• Employee - Select an employee to filter positions for that employee.
• Position Type - Filter by position type. Position types are customizable and set by the client. They are only used for reporting purposes.
• Pay Type - Select the pay types to display, by group (Show Pay Types with GL Accounts; Show Pay Types with Stat Accounts; Show All Pay Types) or individually.
• Taxable Position - Filter to taxable (Yes) or non-taxable (No) positions.
• Account -  Select an account to filter.
• Dimension Filters - Filter on dimensions in Martus.

Using Grid Filters

Use grid filters on columns to filter to one or more values in one or more columns. You can drag and drop columns to rearrange the order, and click Columns to show or hide columns. Sort a single column by clicking in the column header. Sort by a second column by clicking CTRL-click in the second column.

• Click Reset Grid Filters to remove filters and see all data. 
• Click Reset View to restore columns and sorting and clear filters.

Page Actions

• Load - Load the filters and settings selected.
• Export (xlsx) - Export the view to Excel for review.
• Boxes - Select boxes to the left of a line to select that line, or click the top box to select all records in the view.
• Recalculate/Return to Original Rates - Reset the selected lines to the pay type rate, or the pay item rate if the pay type does not have a default rate. Additional information below!
• Update Pay Items - Update the selected pay items. Additional information below!
• Remove Pay Items - Delete the selected pay items. Additional information below!

• Drilldown Links - Links on the Details tab can be used to update additional data related to positions, employees, and pay items.

Managing Pay Items

There are many ways to update pay items on the Details tab. 

• Recalculate/Return to Original Rates - If a change is made to a Pay Type or Employee record, Martus does not automatically apply that update to any scenario. Changes to Employee or Pay Type records need to be pulled into the scenario using the Recalculate/Return to Original Rates button in the scenario to which you want the update applied.
• Update Pay Items - Pay items may also be adjusted within a scenario using a new set of assumptions. For example, salary and hourly pay items could be recalculated with a 3% COLA. Any pay item can be modified for any portion of the year utilizing the Update Pay Items option. 
• Remove Pay Items - Select one or more records and click Remove Pay Items to permanently remove them from the corresponding positions.
• Pay Type Drilldown Link - Full-year changes to pay item Hours Per Pay Period and/or Starting Rate/Amount - for example, an employee's rate of pay changes at the start of the budget year - can be made directly to the pay item by clicking the Pay Type drilldown link and updating the Starting Rate as shown below.

Recalculate/Return to Original Rates

Use this method whenever a change has been made to the Config tab, or to Pay Types or Employees records, and the scenario should be updated with the new information. This can also used to reverse previous updates made using the Update Pay Items option and reset the pay item to the original settings.

1. Filter to the appropriate pay types.
2. Select all appropriate rows using the boxes on the left.
3. Click Recalculate/Return to Original Rates.

Update Pay Items

Use this method whenever a pay item should be updated mid-year, like a pay increase, or if an organization is preparing alternate scenarios. This method is best for COLA scenarios or for pay types for insurance rates that increase mid-year.

1. Filter to the appropriate pay types.
2. Select all appropriate rows using the boxes on the left. 
3. Click Update Pay Items.
4. To use a custom spread, go to the next section below.
   
   

   
   

    
5. Choose the type of Update:
   1. Fiscal Month Range - Use to apply the increase to all or a specific month range
   2. Anniversary - Use to apply the increase on the Position associated with the Employee's anniversary date. This increase requires that the Position be associated with an Employee and that the Employee has the "Anniversary Date" field completed (Personnel Budgeting > Employees).
6. Enter the Amount Type (Non Percentage Pay Type) - the type of increase to be applied to any Pay Type that is not based on a Percentage.
   1. Flat - the total amount to be added or removed per pay period (frequency of the pay type)
   2. Percent* - the total percentage to be applied per month
7. Enter the Amount Value - the Flat dollar amount or Percent that should be applied
8. Click Update and verify the changes are correct.

*When a pay type has a default value, and you set the amount back to 0 -- by using multiplying by -100% -- it will see the 0 and use the default value. The way around this, and to remove the remaining pennies, is to use -99.9999%.That will set the amounts to a percentage that won't be added to the columns.

Using a Custom Spread

A custom spread is applied to the calculated full year Starting Rate of the pay item. In the example below, the salary pay type starting rate is $10,000. The frequency is monthly. The custom spread is 1 every other month. Therefore the total salary of $240,00 (10k X 12) is now spread out every other month as $2,000. 

1. If you'd like to use a Custom Spread, click on the Custom Spread tab.
2. Select the Spread you would like to use from the dropdown.
3. Click Preview to see the results of the spread. Note that only the first 10 lines are displayed as a sample.
4. Click Apply to apply the spread to the lines selected.

Remove Pay Items

Use this method whenever a Pay Item should no longer be associated with a Position. This does not remove the Pay Type from the Personnel > Pay Types page, rather it only deletes the selected Pay Items within the Scenario. Note that there is no undo, the Pay Item needs to be re-added by editing the position or via import.

1. Filter to the appropriate Pay Types
2. Select all appropriate Pay Types
3. Click Remove Pay Items 
4. Click Ok to confirm

Notes 

• If the Detail tab has rows but no amounts in the columns, select all the rows and click Recalculate/Return to Original Rates. This normally occurs because the pay items have been imported or copied and there was an error causing them to be created but not populated.

The Pay Items Tab

The Pay Items tab displays one row per position, with columns for each pay type. This page allows for simple updates to the base rates for pay items without having to use the export and import process. When making simple changes to pay items, the Pay Items tab is the best option. 

Pay Items Filters and Actions

Navigation

• Columns - You can click in any column header to sort by that column. Pay type columns are arranged in the order presented in Personnel Budgeting > Pay Types.
• Arrow & Tab keys - Use your arrow keys or tab key to move from cell to cell.

Filters

• Title - Search position titles using key words or partial text.
• Employee - Select an employee to filter positions for that employee.
• Employee Status - Filter to Active, Inactive, or None. 
• Position Type - Filter by position type.
• Pool - Filter to Pooled or Not Pooled positions.
• Dimension Filters - Filter on dimensions in Martus.
• Load - Load the filters and settings selected.

Updating Pay Items

All pay types associated with a position become pay item records for that position. Pay items are specific to each scenario, while pay types are utilized within all scenarios to create pay items. Each pay item will be shown on the Pay Item tab as one of the following:

• An Amount - Indicates an amount specific to that pay item for that position. For example, Life Insurance rates are often age-based and therefore different for each position.
• Default - The default rate set for that pay type in Personnel Budgeting > Pay Types is used. For example, Cell Phone Allowance may be $50 per pay period for all positions.
• Blank - The pay type is not associated with that position. For example, not all positions will opt in to Dental Insurance.

Steps:

1. To edit any pay item, click in the cell. 
2. Enter an amount, or 0 to indicate using the default rate. Leave a cell blank if that pay type is not associated with that position. 
3. Tab or click to the next cell. Updated cells will have a blue outline indicating a change has been made.

• Save Changes - Save updates made to pay items and Position Notes. Pay Items will be recalculated.

• Cancel Changes - Cancel updates made to pay items and Position Notes.
• X Pay Item(s) to be updated - Indicates the number of changes made that will be either saved or cancelled.  

Updating Pay Items via Export/Import

You can export the pay item grid, update it in Excel, and then import it back into Martus.

• Export Pay Item Grid (xlsx) - Export the pay items and notes. 

  • Include Starting Rate/Amounts - Use the existing rates in the pay items.

  • Export Empty Grid - Exclude the existing rates in the pay items

• Choose File - Choose the file to import.
• Import Pay Item Grid (xlsx) - After selecting the file to import, click Import Pay Item Grid (xlsx). 

Pay Item Tab Notes

• Changes to the Pay Item tab will override any adjustments made via the Detail tab including any mid-year adjustments.
• If planning on making many changes, be sure to download the Pay Data file prior to starting as a back up in case changes are made by mistake. 
• You cannot make changes to a locked scenario.

Summary Tab - Post to Planner Worksheets

The Personnel Scenario Summary tab displays all budget lines that exist in the scenario and allows for posting those lines into the Planner Budget. This is a helpful, consolidated view of personnel data that can be filtered as needed. Personnel will not update any Planner Budget until a user navigates to the Summary tab of a scenario and posts the scenario to a Planner Budget. A default allocation is automatically selected and loaded.

Filtering and viewing

The Summary page allows for filtering in both the criteria above and the column filters on individual columns. Note that statistical accounts are not included in totals with GL accounts. You can filter the Pay Type criteria to adjust which pay types are shown.

Applying an Allocation

If you have personnel allocations, the default allocation is automatically selected and loaded. Select another allocation from the dropdown and click Load if desired. When using an allocation, the Show Allocation Details option will provide lines for each allocation displaying the debits and credits that result from that allocation's application.

Posting to Planner

It is important to review the personnel summary lines before posting to one of the existing Planner budgets. You can do this by posting to a "scenario budget." This will create a mini-budget in Planner. Once the scenario budget is confirmed, you can then post to an existing budget.

Post to a Scenario Budget

It is best practice to post the scenario to its own Planner Budget before posting into a working budget. This allows for the personnel scenario to be reviewed and compared using the reports in Planner > Summary (especially the Side-by-Side Budget and Actuals Comparison report).

1. Go to Planner > Summary.
2. A default allocation is automatically selected and loaded.
3. Scroll down to the bottom of the screen.
   
   
   
4. Click Post to Scenario Budget (review the blue question mark for more detailed on-screen help).
5. Martus creates a budget for this personnel scenario in Planner to review and compare in reports there.

Post to an Existing Budget

When posting to an existing budget, all budget lines in the personnel scenario will replace existing lines in the budget, and new lines will be added. The budget selected cannot be the Dashboard default budget. Temporarily unset the budget as the Dashboard default, and then reset it after posting the scenario.

Note: An archived copy of the budget you select is made prior to posting the scenario, and can be found in Planner > Planner Setup > Manage Archived Budgets with the name of the budget appended to "Prior to Personnel Posting", with the date.

1. Go to Personnel Budgeting > Summary.
2. A default allocation is automatically selected and loaded.
3. Scroll down to the bottom of the screen.
   
   
   
4. Choose the appropriate budget to post the personnel scenario to.
5. Click Post to Existing Budget.
   
   

Important Notes

• When you post a scenario, it will update all worksheets in the budget, whether they are locked or not.
• Personnel only adds or updates lines within a budget; it will not remove data from lines that do not appear in the scenario summary. 
• A note is added to each amount on the line posted to by a scenario for that worksheet so that the user can easily tell which lines were posted to and which scenario was used when posting to the Planner Budget.
  
  
  
• Only Admins can post a personnel summary to a Planner Budget.
• ALL lines of the scenario will be posted regardless of what filters are applied on the Summary screen.
• Scenarios will not post to frozen months in the Planner Budget.
• It is possible to compare multiple Scenarios via the Post to Scenario budget option. Simply post multiple Scenarios from either the same fiscal year, or multiple fiscal years to their own Scenario budgets. Then go to Planner > Summary and navigate to the Side by Side Budget & Actual Comparison report to select the various Scenario budgets that should be compared. This method allows for a year-over-year analysis of Personnel Costs.
• If the Summary Tab is not showing and amounts, it is recommended to navigate to the Detail tab and ensure it is populated; if not, use the option to Recalculate/Return to Original Rates. 
• In order to identify which scenario has been posted to a Budget, open a worksheet that contains personnel lines and view the line note. Martus writes into each line the name of the scenario that was used to post.

Use the links below to navigate through the learning path.

Allocations <<  Introduction to Personnel - Learning Path  

Positions & Pay Tab

The Positions & Pay tab provides a summary of all positions in the scenario with a line for each position. The report provides columns for the position details such as dimensions and title, as well as a column for every pay type that is used in the scenario. A position may be edited from the Positions & Pay tab by clicking on the Position Title link.

A cell - a combination of row and column - that is blank, indicates that the setting or pay type is not in scope for that position.

The Positions & Pay tab can be filtered using the page filters at the top, or by using the grid filters. Note that the grid filters on the Positions & Pay tab are not sticky - they will reset if you leave the screen and come back. This incudes the Columns as well. (This is due to the complexity of the data being presented. Other grids in Martus will stay sticky.)

The Positions and Pay tab can be exported to Excel.

Notes:

• The grid filters on the Positions & Pay tab are not sticky - they will reset if you leave the screen and come back. This incudes the Columns as well. (This is due to the complexity of the data being presented. Other grids in Martus will stay sticky.)
• If using the FICA option via the Config tab, there will be a column for Tax to the far right of this tab.
• Currently, allocations are not considered in the Positions and Pay tab. 
• If statistical accounts are in use, they are not included in totals with GL accounts. They can be viewed separately when Pay Type is set to Show Pay Types with Stat Accounts.

FTE Analysis Tab

The FTE Analysis tab provides a summary of Full Time Equivalents by dimension for the selected scenario.

Any dimension in the system can be used as a grouping on the rows. Use the check boxes and Remove from Calculated Total to temporarily filter on dimension values. Personnel allocations can be applied as needed.

FTE Analysis Page Filters and Actions

• Rows - Select any dimension to group FTEs.
• Employee - Select a specific employee to see FTEs across positions.
• Position Type - Filter to a position type.
• Taxable Position - Filter to taxable positions using No, Yes, or All.
• Dimension Filters - Filter to specific dimensions
• View with Allocation - Displays the default allocation, and can be changed to view another.
• Load - Load the current selected filters.
• Remove from Calculated Total - Use the check boxes and then click Remove from Calculated Total to filter the analysis to specific dimensions values. Click Load to reset to all dimension values
• Export (xlsx) - Export the current FTE Analysis.

View FTE with Specific Dimension Values

To filter the view, follow these steps.

1. Select one or more dimension values to remove using the check boxes on the line.
2. Click Remove from Calculated Totals.
3. This will adjust the remaining dimension percentages as appropriate.
4. Click Load to bring back all dimension values and reset the Adjusted FTE calculations.
   
   

Allocation Analysis Tab

The Allocation Analysis tab displays employees and dimensions on rows and can display the dollar amounts, FTE counts, percentages, or hours by month depending on how the report criteria are set.

You MUST choose an allocation from the dropdown View with Allocation and click Load for the allocations to display.

Report Criteria

A variety of filters are available on the Allocation Analysis tab.

Rows - Determines how the rows are grouped. 

• Employee - Displays each employee, and the dimensions associated with each segment allocation.
• Dimension - Displays each combination of dimensions, and the employees and allocation segments associated with each combination.
  
  

Columns - Determines the columns shown.

• Compensation Amount - Annual and monthly compensation amounts are displayed.
• Percentage - Annual compensation and percentage of total annually and per month are displayed.
• FTE - Annual compensation and total FTEs annually and per month are displayed.
• FTE & Monthly Hours - Annual compensation, FTE and Hours annually and per month are displayed.
  
  

Filters - Filters are available for Title, Employee, Position Type, and all dimensions. Additionally, you must select an allocation from the View with Allocation dropdown in order to view the allocation segment breakdown by dimension. 

Note: If statistical accounts are in use for any pay types, they are not included in totals with GL accounts.