Budgeting for Experienced CalPlanning Users

Budgeting for Experienced CalPlanning Users

For FY23 planning, there are some important changes in CalPlanning as well as some exciting enhancements.

CalPlanning System Upgrade

The CalPlanning server and infrastructure were upgraded in July 2021 to improve performance, reliability, and compatibility.

Some first-time setup is required for all users. The CalPlanning Upgrade job aid has step-by-step instructions with screenshots to walk you through the process. Here are the highlights:

  • Campus VPN network requirements: when you are away from campus, you must connect with Global Protect (bSecure Remote Access VPN) or access CalPlanning from the Citrix remote desktop
  • Web browsers: Internet Explorer is no longer supported. You must use a current version of Chrome or Firefox. Windows users may also connect with the Microsoft Edge browser. You must enable or allow popups the first time you connect each browser.
  • Default settings: set default application to open and default entity (org) for planning in both CalPlan and HCP

Data Seeded in the FY23 Operating Budget


71110 General Allocation

  • FY22 Forecast includes actual values
    • FY23 Operating Budget reflects Form A data from last year’s budget; will be updated again in the spring with Form A data provided by the DFLs for both planning years

72210 Regents Endowment / FFE

  • FY23 Operating Budget is FY22 actuals increased by 2%
    • Fund performance information from University Development and Alumni Relations (UDAR) is available in the FY2022-23 Operating Budget Guidelines for potential planner adjustments

Campus Support (712XX, 713XX, 714XX)

  • Data in these accounts for closed periods reflects actual transacted commitments.
  • Accounts have been updated with the most recent commitments data available by the Financial Planning & Analysis team for open periods for both planning years.
  • Inclusion in the commitment database does not guarantee future funding. All amounts are subject to change.

Chart1 for Central Transfers

  • Central transfers are loaded to new CalPlan-only Chart1 members: C1_GENALC for general allocations, C1_COMMIT for data sourced from the commitment database, and C1_FORMA1 and C1_FORMA2 for Form A data submitted by DFLs. These are the Chart1 members used only in CalPlanning; they will not be used for the Actuals journals.


Composite Benefit Rates and Payroll Assessments

For planning purposes in CalPlanning, rates were updated in January 2022 for:

  • Composite Benefit Rates
  • GAEL
  • Fee Remission

The composite benefit rates (CBR) for FY22-23 are for planning purposes only; we will not know the final rates until later this fiscal year.

University of California Retirement Plan (UCRP) supplemental assessment is calculated for Current Funds excluding Contracts & Grants.

Rates are now included as tabs in the Manage Existing Employees and Job Codes and Fee Remission forms.

HCP Data Seeded in FY23 Operating Budget

  • Jan 2022: FY22 Operating Budget was copied to FY23 Operating Budget with a 3% salary increase
  • Apr 15, 2022: Campus planners input changes to HCP between January and April 15.
  • Apr 15, 2022: FY22 July-March Forecast is actualized

Employee Compensation for FY23

  • The amount and timing of compensation increases for FY23 vary by employee type and union code. Release notes include a table organized by union code that shows the starting month and percentage for pay increases where applicable.
  • FY23 Operating Budget has not been updated to include these changes
  • Review HCM Data to Add to Plan task has the FY23 compensation for employees with compensation increase included in specific starting month; planners may review and selectively copy this data to their plans

If you have employees scheduled to receive pay increases greater than 3% (ladder rank faculty or non-represented academic and staff) or pay increases starting later than July (service, technical patient care), we recommend that you use the Review HCM Data to Add to Plan task to automatically load the negotiated rates to your plan.

Review HCM Data to Add to Plan

Orientation to the task

Before you add data to plan

Add data to plan - one employee at a time

Add data to plan - all employees in a DeptID


Learning Resources

Orientation to the task

The Review HCM Data to Add to Plan task helps you update your plan with:

  • Current and future pay rates and distributions for existing employees
  • New hires and transfers into your department
  • Employees who have left your department and should be removed from your plan

 Scenario Dimension

The Review HCM Data to Add to Plan has a dimension for scenario:

  • Plan uses the data from Manage Existing Employees and Job Codes
  • HCM uses actuals data from UCPath
  • FCST vs HCM is the difference between Plan and HCM

Review HCM Data to Add to Plan Task - Scenario Examples

  • Example 1 has Plan, HCM, and FCST vs HCM indicating that the employee is in the plan and has actuals. If the variance is material, you can add this employee’s data to the plan.
  • Example 2 has Plan and FCST vs HCM indicating that the employee is in the plan but doesn’t have actuals. If the employee is expected later, go into the plan and delete data for the months prior to the expected arrival.
  • Example 3 has HCM and FCST vs HCM indicating that the employee has actuals but isn’t in the plan. Add this employee to the plan.

Before You Add Data to Plan

  • Work with a single DeptID
  • You can copy data for one employee at a time or all employees in a Dept ID
  • If you copy all employees at a time, only those with an Employee ID are copied; To Be Hired employees are not copied
  • Make a backup of the Manage Existing Employees and Job Codes form before copying so you can refer back as needed. From the menu, select Tools / Export as Spreadsheet

Add Data to Plan – One Employee ID

1. On the Monthly Pay Rate tab, right-click on the Scenario column for the employee you wish to copy. 

2. Select the scenario to copy. You can copy Forecast, Operating Budget, or both.

Add Data to Plan – All Employees in a DeptID

1. On the Monthly Pay and Dist tab, right-click on the DeptID you wish to copy

2. Select the scenario to copy


  • Make a backup of the Manage Existing Employees and Job Codes form before copying so you can refer back as needed
  • To Be Hired employees are not copied. You will need to manually enter To Be Hired employees on the Manage Existing Employees and Job Codes form after copying all employees in a DeptID

Learning Resources

Pooled Positions and Fee Remissions

Create and Manage Pooled Positions

  • The Create and Manage Pooled Positions form has been simplified so that you simply enter the plan amount for the pooled position in the Plan Pooled tab. In the past, planners had to enter an average monthly pay rate on one tab and the number of FTE on another tab. Now you simply enter the total amount for the pooled position in the Plan Pooled tab for each unique intersection of Pooled Position, Dept ID, Fund and Chart 1.
  • If you have a pooled position where some workers have one type of benefits such as full and others have another type such as limited, you’ll need a separate intersection row for each benefit account.
  • To create a new intersection, right-click on a row that is close to what you need and select Manage Pooled Position \ Add Pooled Position from the quick menu. This is the same as how it has functioned in the past.
  • Job Aid: Pooled Positions and Fee Remissions Job Aid

Create and Manage Fee Remission

  • Fee Remission now has its own task: Create and Manage Fee Remission. The Task Instructions tab describes how to use this form. You can move between the task and the task instructions as needed.
  • As a planner, you have a choice of how to enter your budget for fee remission in HCP. You can enter either the:
    • Total amount you plan for fee remission, or
    • Number of headcount and have HCP multiply that by the fee remission rate
  • As always, you plan for fee remission for each unique pooled position, Dept ID, Fund, and Chart 1
  • Job Aid: Pooled Positions and Fee Remissions Job Aid

CalPlanning and Smart View Learning Resources

Smart View for Planning

Designed for CalPlanning users who are experienced with the web interface of CalPlan, Smart View for Planning introduces the Excel interface of Smart View for the CalPlan and HCP applications. This will allow you to enter your budget and forecast data from Excel directly into the CalPlan and HCP forms. 

Key benefits of the Smart View Excel interface:

  • Manage viewing data with Excel functionality: adjust column width, hide/unhide columns, zoom in/out, freeze panes
  • Easy data entry: copy/paste, formulas to lookup values from other Excel sheets
  • Add supporting calculations and documentation to the right of or below the form
  • Share form data with colleagues for review, make updates in Excel and then load those changes to CalPlanning (CalPlan or HCP)

This blended learning course has 2 hours of self-study material that you complete prior to participating in a 1 hour group learning session. Enroll in a class.