Using To Be Named Profiles in Budget Development

Definitions

TBN Profile (To Be Named Profile):  A profile in eTRACS that can be used as a place-holder during budget development if the individual has not yet been named or hired.

Appointment:  The artificial job that is assigned to each type of TBN profile where the fringe and effort types are mapped.

Benefitted: The type of appointment that will apply health insurance benefits and retirement calculations when used in proposal budget creation.

Non-Benefitted: The Type of appointment that will not apply health insurance benefits and retirement calculations when used in proposal budget creation.

When to add a TBN profile

A TBN profile should only be added to a budget when it is essential to budget development and the individual has not yet been named or hired by the institution.  The individual profiles have already been mapped to the appropriate fringe calculations with a $0 salary.  The salary can be adjusted within the budget, as needed.  The type of appointment is also assigned (calendar, academic, summer) and defines which effort options are available to the budget developer.

How to add a TBN profile

  • Navigate to the Budget in the appropriate proposal development record
  • Under the personnel section of the budget, type in “TBN” and the available options will appear
  • Choose the appropriate profile, key/non-key and role > Click Add Person

  • The budget detail for the TBN profile will populate
  • Navigate to the “Appointments” tab
  • Confirm the appointment information and add a base salary
    • For TBN EHRA Faculty
      • Type = Academic 9-month
      • Months = 9
      • S = August 16th of the first year of the current FY (If it is FY 19-20 = August 16, 2019)
      • E = May 15th of the second year of the current FY (If it is FY 19-20 = May 15th, 2020)
      • Base Salary = Intended Base Salary (minus fringe)
      • Fringe Benefits = EHRA Faculty Academic/Calendar
      • Annual Inflation = Standard
          • Save
            • Type = Summer
            • Months = 3
            • S = May 16th of the second year of the current FY (If it is FY 19-20 = May 16, 2020)
            • E = August 15th of the second year of the current FY (If it is FY 19-20 = August 15th, 2020)
            • Base Salary = Academic Base Salary divided by 3 (Base Salary does not include fringe)
            • Fringe Benefits = EHRA Faculty Summer
          • Save
          • Check the “Apply inflation on the Primary Appointment Anniversary Date” box > Save

          • For All other TBN personnel types
            • Type = Calendar
            • Months = 12
            • S = July 1st of the first year of the current FY (If it is FY 19-20 = July 1, 2019)
            • E = June 30th of the second year of the current FY (If it is FY 19-20 = June 30, 2020)
            • Base Salary = Intended Base Salary (minus fringe)
            • Fringe Benefits = Choose TBN Employee Type
          • Save

        NOTE: For CSS – Temporary, SHRA – Temporary, Postdocs, Predocs, Graduate students and Undergraduate students  the Annual Inflation is typically “None”

        NOTE: If a TBN – Temporary employee is added that will be paid 100% from the project, the appointment dates may be changed to match the appointment date exactly.  If the temporary employee will work an abbreviated amount of time, the appointment dates can reflect that time with the effort on the “Details” tab equal to 100%.

        • Navigate back to the Detail tab
        • Enter the appropriate effort amount
        • Save > Salary and Fringe will calculate