The cost units were imported from the HR source system and linked during the implementation. If you create a budget for other income and expenses at the cost unit level, financial cost units can be added manually.
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NOTE: A red field or a new cost unit is indicated by an exclamation point in the left menu bar.
This immediately tells you that settings in the view need your attention or that a new cost unit needs to be set up.
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This is where you manage cost units and can:
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- Specify a default cost unit. This cost unit will be populated by default with the effects of every change that is made to the staff.
- Add new cost units.
- Activate/Deactivate a cost unit.
- Change the sequence of the cost units. The frequently used cost units will display first in every field in which you can select a cost unit.
- Create a hierarchy for the cost units. For example, all cost units that relate to replacement will be added up.
- Select cost units that should be displayed in the board staffing plan.
- Indicate whether a cost unit can be selected in the financial, staff or all views.
- Link a cost unit that relates to a tax credit to a salary component, so that the tax credits stop when the employment contract to which this tax credit belongs ends. NOTE: The employment contracts must then be linked to the relevant cost unit.
- Link salary components per cost unit to general ledger accounts.
- Link staff cost units to financial cost units.
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NOTE: In the event of a change in budgeting method (from no particularisation to budgeting at the cost unit level or from budgeting at the cost unit level to no particularisation), the following rules apply:
Change from not particularised to budgeting at the cost unit level
The budgeted amount is posted to the cost unit ‘Unspecified’ after the particularisations have been set up. You can then allocate this amount to the different cost units per GL account.
Change from budget at the cost unit level to not particularised
If you budgeted at the cost unit level during the budgeting process but no longer want to in coming years, you can change this by deactivating particularisation for the GL accounts. The budgeted amounts per cost unit will be added up to one amount in the cost unit ‘Unspecified’. The other cost units will be emptied.
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The following is a detailed explanation of the above.
1. Default cost unit
At the top of the view you will find the option to set a default cost unit: Default cost unit. You can set a default cost unit when a new employee joins the company or a new employment contract is added. If a default cost unit is not specified and you forget to enter the cost unit for vacancies or new employment contracts, the salary costs will not be calculated.
2. Add a new cost unit
When you add a new cost unit to the source system, you also have to add it to Anago. This cost unit is added to the view when the actuals are read in. You still have to create the links.
If you aren’t reading in actuals yet, you can follow the steps below to add a new cost unit:
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- Click on Add a cost unit.
- The view below opens:
- In the number field, enter the same number the cost unit has in the source system (eg 001 or 12000).
- Enter the same description the cost unit has in the source system in the Description field.
- Click on the Hierarchy field to select the hierarchy you want the cost unit to be part of. This is usually All.
- Tick Board staffing plan if this is a staff cost unit.
- Tick Copy FTE to DI if the employee’s FTEs should be copied to the FTE DI field in Staff.
- Tick Unpaid FTE if you don’t want the employee’s FTE and salary costs to be included in the monthly staff report and in Staff/Staff analysis.
- Tick WAA if you want the employment contracts for the employee with this cost unit to be included in the WAA calculation.
- Tick Financial if this is a financial cost unit.
- Tick Staff if this is a staff cost unit.
- Tick Link if you would like to link a tax credit to the cost unit. This reads in the tax credit up to the end date of the corresponding employment contract. Only do this if all tax credits are linked to a separate employment contract in the source system.
- Click on Add.
- When you have finished making changes to the staff cost units, you can recalculate the salary model in the Cost units view.
- If you changed or added new financial cost units, you must recalculate financials in the General ledger accounts view.
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3. (In)active
If you untick the box in the Active column and the box turns red, then an amount has been entered for this cost unit in the multi-year financial budget or amounts have been entered in the actuals for this cost unit. In this case you can untick Input so nothing can be entered for this cost unit anymore.
NOTE: For Raet, do not untick the cost unit Regular!
4. Sequence of cost units
You can change the sequence of the cost units so that the cost units you use most are at the top of the list. This is practical when adding vacancies and new employment contracts.
Follow these steps to change the sequence:
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- Click on the row of the cost unit you want to move. The below icons display.
- Click on the double arrow to open a new view. Click on the cost unit under or above which you want to move the cost unit.
- To move a cost unit one row up or down, click on the cost unit and then on the up or down arrow.
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5. Create a hierarchy
You can combine a number of cost units to one level higher. This level, as well as the underlying cost units, can be selected in the reports.
Follow these steps to create a hierarchy:
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- Follow the above steps to add a cost unit.
- The cost units that are under a new consolidation/hierarchy must be linked to this consolidation.
- Click on the Filter button in the Hierarchy column and select the new cost unit.
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NOTE: Always add a new cost unit to set up a higher level hierarchy. You can lose data/employees if you create the hierarchy with an existing cost unit. This would also create the Per salary component link.
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6. Board staffing plan
The board staffing plan has its own board-specific set up. Unticking the box in the BSP column prevents the salary costs with this/these cost unit(s) from being included in the salary cost calculations.
7. Financial and/or staff cost unit
If you budget other income and/or expenses at the cost unit level, only tick the box in the Financial column for the respective cost unit(s). These cost units cannot be selected in the Staff view and in the staff reports.
8. Link tax credits
Anago automatically continues the tax credits into the future regardless of the end of the employment contract. If the employment contracts that relate to leave are posted with a cost unit, you can discontinue the tax credit when the leave ends.
Follow these steps to discontinue tax credits when the employment contract ends:
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- Tick the box in the Link column.
- A pencil displays in the Salary component column.
- Click on the pencil to open a second view.
- Tick the corresponding salary component.
- Click on OK to exit the view.
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9. Link salary components
This tab displays the cost units that were linked to the Anago salary components and the GL accounts during the implementation. If a new cost unit was added, you can create the link for the new cost unit. Click on Copy link from first column to copy the default settings. This button only works if nothing is ticked or entered in the column for this cost unit. Otherwise you have to make the changes manually.
If you made changes in this tab, the salary model and financials must be recalculated in order for them to display. The process can take a while. It is advisable not to allow users to budget in Anago when calculations are running.
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NOTE: If a salary component is not linked, it will not be calculated via the salary model and not displayed in the reports. The Do not link column will be red. If you do link a cost unit, the red field will not display and salary costs for this one cost unit will be calculated.
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10. Link staff cost units to financial cost units
In this tab, you can link staff cost units to financial cost units. As a result, the amounts in the budget (not approved) and forecast that are budgeted at the staff cost unit level are converted to financial cost units in the monthly financial report. This enables you to easily compare the actuals with the budget/forecast. The link is made as follows:
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NOTE: Financials must be calculated after the link has been made. After Financials have been calculated, the effect will only be visible in the monthly financial report. The rest of the views do not change!
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Explanation per column:
| Column | Comment |
| Cost unit | This is where the imported staff cost units are displayed. Financial cost units can be added manually. |
| Active | Cost unit is active or inactive if not ticked. |
| Input | Tick for staff-related cost units; do not tick for financial cost units. If these cost units are not allowed to be selected when the staff is entered, untick the box. |
| Hierarchy | The default hierarchy is All. You can change this if you use several hierarchies. |
| Copy FTE to DI
(scheme to promote labour force participation of older teachers) |
In the Copy FTE to DI column, tick the box to indicate that the DI FTE will be display in the DI column in the employee administration. (This is done when the application is implemented) |
| FTE unpaid | Unpaid FTE determines whether an employment contract with this specific cost unit is (ticked) included in the salary model. If Unpaid FTE is ticked for a cost unit, you must run the salary model so that all of the data are correctly calculated. |
| Financial | Tick if the cost unit is financial. |
| Staff | Tick this column if the cost unit should be displayed for staff. |
Change from not particularised to budgeting at the cost unit level
The budgeted amount is posted to the cost unit ‘Unspecified’ after particularisation has been set up. You can then allocate this amount to the different cost units per GL account.
Change from budgeting at the cost unit level to not particularised
If you budgeted at the cost unit level during the budgeting process but no longer want to in coming years, you can change this by deactivating particularisation for the GL accounts. The budgeted amounts per cost unit will be added up to one amount in the cost unit ‘Unspecified’. The other cost units will be emptied.