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Here, we address common questions about UPlan’s features, setup, and functionality to help you make the most of this resource.
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Updated 3/26/2025
No. Only operating funds and expenditures are included.
No. Only operating funds and expenditures are included.
Only UBF spendable funds are included.
U-Wide Type 1 are included but U-Wide Type 2 are not.
Data is pulled from Infosource using the same information reported in SIRI.
Expenditure data will be uploaded on a monthly basis. Users can find more up-to-date data in SIRI which will continue to be the system of record for expenditure data.
UBOs can view all drivers in the system under the UBO cluster VIEW GLOBAL ASSUMPTIONS card.
No. Budgeting and forecasting is done at the budget input entity level.
Account numbers are not part of the system, but can be added in the comments section if desired
Yes. Note that similtaneous users have the ability to edit/input information and therefore may over write each other.
UPlan Assistant is a dashboard in SIRI that UBOs and some planners have access to. It can be used to help planners budget, and as a point of reference for data in UPlan. UPlan users who do not have access should contact their UBO.
Yes. UPlan utilizes Single Sign On (SSO) so you can log in to the system with your UBIT name and password.
Your node support should be able to assist you with Smartview.
UPlan Assistant is a dashboard in SIRI that UBOs and some planners have access to. It can be used to help planners budget, and as a point of reference for data in UPlan. UPlan users who do not have access should contact their UBO.
No. At this point in time, they are separate. There is an added level of security in UPlan access. Just because you can see something in SIRI does not necessarily mean you have access to UPlan. Contact your UBO for any security-related issues.
Yes, by going to the ACTIONS drop-down at the upper right had corner of a cart and selecting SPREADSHEET EXPORT.
Under SELECT MEMBERS, click on the three dots to the right of the ORGANIZATION and select DISPLAY ALIAS.
Documents can be attached to any COMMENT by right clicking in the COMMENT cell, click on COMMENTS, click on the attachment icon, select the file that you want to attach, and click POST.
No. If appropriate, any adjustments will also need to be made in AXIOM.
Actuals will only be tagged to a separate Commitment or Activity if a separate account or sub-account is established and tagged for that Commitment or Activity.
Check to make sure the Financial Affiliation is marked as YES. You can verify the affiliation in the SIRI support tables as well as UPlan Assistant dashboard. If it is not correct, reach out to OIA for the corection.
These titles are budgeted at the pooled level rather than the individual employee level.
Your UBO will need to send a request to OIA.
Go to USER PREFERENCES card on the home page. Select DISPLAY. Under NUMBER FORMATTING, select "Comma" from "Thousands Separator" drop-down box. Click SAVE.
Go to USER PREFERENCES card on the home page. Select USER VARIABLES. Then under ORGANIZATION dimension click on the icom for "Member Selector Button" on the right side. The "Select a Member" box opens, click on the icon for "Settings" that is to the right of "Search Organization" box. Check SHOW ALIAS and click OK at the top right of the box. Click SAVE.
UPlan data is uploaded on a monthly basis and SIRI is uploaded nightly.
Instructional: Faculty; Instructional Support: Librarians; Administrative: all staff. (TAs, GAs, and Student Assistants map to temporary service expenditure categories.)
If you do not see commas in reports, Go to USER PREFERENCES -> DISPLAY and check the box for Use Administrator’s Settings.
You have access to two environments: training and production. The training environment has the word training highlighted in pink at the bottom of the screen.
Changes made in Workforce, including New Hires and salary adjustments, can be viewed on several reports in Reports. For instance, click #1 under Reports – Budget by Fund, and all salary adjustments will appear in this report under Uses – Salaries. Or, you can click on #2 in this section and view Workforce – FTE and Compensation Report by Department. This report details Total Base Salary, Total Additional Salary, and Total Fringe by budget entity (click the caret to expand the organization view). The various reports give you different views of your total salary cost.
In the current fiscal year, carry forward is loaded with all other actuals. Future years are calculated by the tool based upon the difference between Sources and Uses.
Resource Planning builds in escalation percentages for Direct Revenue and OTPS as part of budget seeding. These can be viewed and adjusted under the UBO Cluster – Budget Seeding Updates. Budget Seeding percentages impact the entire VP/Decanal organization and can only be entered at the category level. The category level typically contains more than one sub-category which in UPlan is known as a Budget Category. For example, escalation percentages for Travel would impact the budget categories Non-Employee Travel, Transportation, Meals – Travel, Team/Group Travel, Travel Other, and Lodging.
No. The Workforce data is a snapshot taken in mid-October. If the workforce data was reloaded, it would overwrite any work done in the Workforce cube.
As with all final budget numbers, this number cannot be adjusted. However, the actual carryforward can be viewed in reports that include actual 24/25 numbers. A good place to start is with the Budget vs Actual Report.
Units should budget loan payments as 'other expenses' in each year that the payment is due.
Yes, the UPlan Assistant Dashboard can be used to assist planners’ budget and can be used as a point of reference for data in UPlan. Review the guide to what is included in this dashboard or see it on the UPlan website under the supplemental documents for UBOs.
Once saved, the system does not allow you to delete the new budget row. However, you have a couple of options:
First a reminder: In UPlan, the budget category “Base Budget” should always equal the preliminary budget in all three budget years. For years 2 and 3, projected changes to base budget (due to, for example, anticipated enrollment growth or anticipated future ARPP investments) can be budgeted using the L3 Adjustments form and these budget categories: Investments (Central Investment in Unit - Non-Recurring, Central Investment in Unit - Recurring).
Ideally, internal unit swaps should be recorded as revenue transfers and budgeted using these budget categories: Investments (Unit Internal Support/Investment - Non-Recurring, Unit Internal Support/Investment - Recurring).
Forecasting must be done at budget level entities - that is, forecasting must be done at the level you budgeted at in Uplan.
When thinking about rolling UPlan out to additional users in your unit, you may want to consider initially giving some users role-based view-only access. View-only access is based on the same navigation flow users will eventually need if/when they become active budgeters.
On July 1, your budget will be final and in August you be able to begin forecasting for the current fiscal year. From July through October , there is no user-editable “working” version of a budget in UPlan. This is a time to work on your internal budget process and prepare for the next ARPP cycle. In October, working budgets for the next ARPP cycle will be made available.
Yes, “Work Begin Date” and “Work End Date” fields have been added to the “Student Assistant - Payments” report located on the SIRI report dashboard under PEOPLE. By entering dates you can see actuals for specific periods of time, what hourly rates you pay students, how many students you have, etc. This information may be useful as you complete your hourly student projections in UPlan.
Since amount is treated as an expense to the RF grant (expense code SWI SUNY IFR Regular) and the amount posts as a revenue to the IFR account (revenue code 331102), In UPlan, unit should budget for the gross revenue to their IFR account.
The amount is treated as an expense to the UBF account (expense code 5121) and the amount posts as a revenue to the IFR account (revenue code 368000). It should be noted that for UBF funds, applicable GUSF and philanthropic gift fee is charged when the funding is initially received, so no additional salary recovery fee is charged on this transaction.
• In UPlan, unit should budget for the gross revenue to their IFR account.
Yes! A new form - "New Hires - Review' has been created as part of the Workforce - Employee Level cluster that allows you to view all the new hires that have been input across your organization at the L3 level.