YBT Frequently Asked Questions

You should only access the Yale Budget Tool via the It’s Your Yale website, Yale Budget Tool (YBT).

Most Excel functions work in YBT; however, you cannot sort or filter within the workbook. You can use Excel’s find function or the YBT GoTo function. Many of the pop-up boxes have filters within them to make searching easier.

Learn about the system requirements for using the YBT Excel Client.

No, you must save the file yourself. Please save your work regularly.

You can customize the Quick Access Toolbar in the Excel version of YBT. However, only allowable functions will be available in the YBT workbook. Non-allowable functions will be grayed out.

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.

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 your system administrator.

Yes. User added rows now have an icon of a person next to them. If you click on the person icon, you can toggle it to DELETE. Once toggled to this setting, you can save the workbook, and the row will be deleted. This is new functionality in YBT Financial Planning

Potential org moves should be discussed ahead of time with your system administrator. Changes will occur once a year during rollover unless identified as mission-critical and approved by Senior Directors in Business Operations with accountability for the relevant unit(s) and the Director of Planning and Budgeting.

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.

Yes.  YBT follows the standard rules of the new Yale Chart of Accounts (COA).  For more information visit the COA web page.

No, YBT cannot be used for agency accounts. YBT supports accounting segment two balances only.

Data needs to be saved to be included in the scope of a report.

When labor workbooks are built, they will include current active employees and their current Labor Distributions. Users should reconcile the FTEs with budgeted FTEs so that they can add any approved and still vacant To Be Named slots. YBT will have a standard report to assist each unit with this work. Once a labor workbook is built, any new hires and terminations will need to be manually added. Labor workbooks will be built twice during the annual cycle. Once at rollover and once after the October month end process.

No, you need to add them if they are hired after the labor plan workbooks are built.

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.

On the Allocations view of the labor plan, find the employee in question and click on Add New Earnings Element. Choose 2-Extra Comp, then pick the appropriate type of Extra Comp.

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.

Because there is only one workbook with multiple views, the UPI hyperlink is no longer necessary.

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.

On any labor planning view, you can scroll over to the 9-over-9 program columns LO-LP which represent 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 affected 3 months will automatically adjust.

While faculty is on a paid LOA, their allocation should reflect this by changing the ET to reflect LOA in the appropriate months. No change is required for staff.

While faculty is on a paid LOA, their allocation should reflect this by changing the ET to reflect LOA in the appropriate months. No change is required for staff.

If a staff member is on an unpaid leave, the FTE is zeroed out.

You should only budget half of the salary, either individually or as a lump sum.

These dollars are there for user reference only.

At the bottom of the Labor Plan is a Lump Sum section. You can enter a lump sum amount, and any FTE percentage. For example, if you are planning for 5 students, you can enter a lump sum and attribute it to 500% FTE.

Add a to-be-named employee in any view of the labor plan. 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.

Yes, it is calculated on all labor in the labor plan workbooks.

It will be highlighted in red on percent allocation months that are beyond the grant end date.

The unit administrator will fill out a access request form, and the YBT system administrator will set them up with access.