1. HCM COMMITMENT ACCOUNTING - SALARY ENCUMBRANCE PROCESS (DELAYED) FMS COMMITMENT CONTROL - BUDGET SPENDING AUTHORITY HCM COMMITMENT ACCOUNTING– FUNDING POSITIONS BRENDA L. CLARKE, SENIOR BUDGET ANALYST BUDGET PLANNING AND DEVELOPMENT MAY 6, 2014

2. AGENDA Salary Encumbrance Process Delayed Departmental Queries available to assist department in determining monthly salary encumbrances Helpful Links and UPKS Budget (Spending Authority) Overview Funding Position Overview Working Session Drop In Labs HCM Commitment Accounting Funding Positions FMS Commitment Control Budget Transfers Q&A

3. SALARY ENCUMBRANCE PROCESS DELAYED  At Go Live, salaries will not be encumbered for period May 1 - August 31 st resulting in larger than expected remaining balances in Budgetary Accounts A1000 (Staff Salaries) and A2000 (Faculty Salaries)  Official decision made by UTShare Services in late April to not encumber salaries at GO Live and postponed until 9/1/14.  Departments will need to review and manage filled and unfilled positions more closely. Departments are encouraged to utilize April Statement of Account information to track remaining encumbrances  New PeopleSoft departmental queries have been developed for estimating remaining encumbrances  Carefully review and/or limit salary transfers until the end of the fiscal year. Departmental Queries Positions (Filled and Vacant) and Monthly Salary 1UTZ_CA_FY_CNTRCT_DATA_DEPTS Faculty Contract Earnings/Goal Balance by Dept 2UTZ_CA_FY_EE_ADDL_PAY_DEPTS Additional Earnings/Goal Balance by Dept 3UTZ_CA_FY_SALARY_DATA_DEPTS Salary Data by Dept 4 UTZ_CA_EE_ADDL_PAY_BU_LVL Additional Earnings by Business Unit (VP) 5 UTZ_CA_FY_SALARY_DATA_BU_LVL Salary Data by Business Unit (VP)

4. SALARY ENCUMBRANCE REPORT TO SUPPLEMENT APRIL STATEMENT OF ACCOUNTS  Assignment Data to Supplement April SOA Sample  Sample based on 5 months (April-August) (Base) (5 mo.) AccountEIDAp #StatusName%TimeBeg Date End Date M / HYr RateM / H Rate AllocExpendEncumbAdjust 1411130109ab1234001AJohn Smith1000009/01/1308/31/14M892747,440.008927452,077.0037,197.000.00 ab1235002AJohn SmithSUPLT09/01/1306/30/14M2500250.0025001,750.00750.000.00 ab1236001ASally Hanson1000009/01/1308/31/14M1103879,199.0011038764,392.0045,995.000.00 ab1237001AHarrison Ford1000009/01/1308/31/14M13186610,989.0013186676,922.0054,944.000.00 ab1238001ABarbara Eden1000009/01/1308/31/14M1109229,244.0011092264,705.0046,217.000.00

5. UTSHARE/PEOPLESOFT HCM DEPARTMENTAL SALARY QUERIES SAMPLE Additional Pay Data Fields Contract Pay Data Fields Dept IDPositionAnnual RtMonthly RtCombo CodeCost Center Oth PyEarn End DtGoal Amt Goal Bal ALF0041002757428,058.000 2,338.17100130900EGF010 2,338.00 41,790.00 7,014.00 Dept IDPosition Annual RtMonthly RtCombo CodeCost Center Oth PyEarn End DtGoal Amt Goal Bal ALF00410024854 72,721.000.000100130900EGF010 8,080.00 41,790.0024,240.00

6. HELPFUL LINKS AND UPKS Budget Planning & Development Website Training Materials and Forms http://www.utsa.edu/financialaffairs/Budget/ http://www.utsa.edu/financialaffairs/Budget/ Budget (Spending Authority) Overview User Productivity Kits (UPK) – (https://zupk.shared.utsystem.edu/training/UTZ- USTA%20Managing%20Departmental%20Expenses%20and%2 0Revenue%20Budgets/Publishing%20Content/PlayerPackage/da ta/toc.html )https://zupk.shared.utsystem.edu/training/UTZ- USTA%20Managing%20Departmental%20Expenses%20and%2 0Revenue%20Budgets/Publishing%20Content/PlayerPackage/da ta/toc.html Funding Positions Overview User Productivity Kits (UPK) – (https://zupk.shared.utsystem.edu/training/UTZ- UTSA%20Position%20Management/data/toc.html)https://zupk.shared.utsystem.edu/training/UTZ- UTSA%20Position%20Management/data/toc.html

7. FUNDING POSITIONS – DROP IN LABS Course ID Course NameDateLocationClass Times Funding Positions – Drop in Lab May 9 th PeopleSoft Training Lab -UH 4 Suite 600 1:30 – 4:30 PM Funding Positions – Drop in Lab May 13 th PeopleSoft Training Lab -UH 4 Suite 600 8:30 – 11:00 AM Funding Positions – Drop in Lab May 15 th Downtown Campus FS 3.412 1:30 – 4:00 PM Funding Positions – Drop in Lab May 19 th Main Campus MB 0.328 1:30 – 4:00 PM (working lab by invitation only due to security role access)

8. BUDGET TRANSFERS – DROP IN LABS Course ID Course NameDateLocationClass Times Budget Transfers – Drop in Lab May 13 th PeopleSoft Training Lab -UH 4 Suite 600 11:00 – 12:00 noon Budget Transfers – Drop in Lab May 15 th Downtown Campus FS 3.412 4:00 – 5:00 PM Budget Transfers – Drop in Lab May 19 th Main Campus MB 0.328 4:00 – 5:00 PM Working lab open to Campus Users