Budget Planning and Development Updates FAR Meeting March 22, 2017 Tammy Anthony, Senior Director Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Budget Planning and Development Agenda Salary Encumbrances Discrepancies Grant Funded GRA/GTA Hiring Freeze E&G Funded Positions posted on or before January 31, 2017 E&G Funded Positions posted after January 31, 2017 E&G Request for Budget Transfer to Non-E&G Cost Centers Office of Financial Affairs Budget Planning and Development

Salary Encumbrances Discrepancies Review reasonableness of salary encumbrances as you reconcile your MFR Email Budget.HCM for significant discrepancies and include in the email: Position Number Employee Name Employee ID Salary encumbrance estimate Current amount in PeopleSoft Budget Planning and Development Office of Financial Affairs

Salary Encumbrances Discrepancies (Continued) Updates should occur before the next MFR if they are still incorrect the next month let us know so we can insure UTSIS ticket remains open until corrected. Budget Planning and Development Office of Financial Affairs

Salary Encumbrances Grant Funded Encumbrance calculated for current fiscal year only Encumbrances no longer reflected on the grant for future fiscal years Funding End Date on DBT will only be entered if grant project end date is 8/30/2017 or before Budget Planning and Development Office of Financial Affairs

Salary Encumbrances GRA/GTA Setting the GRA/GTA funding end date on DBT continues to be a manual process. If GRA/GTA salary encumbrance is calculated beyond the expected job end date please email Budget.HCM with the position number Budget Planning and Development Office of Financial Affairs

posted on or before January 31, 2017 Hiring Freeze E&G Funded Positions posted on or before January 31, 2017 HR has made contact guiding hiring departments on next steps AVPFA has created special designated cost centers used to track salary and benefit expense on these hires DBT’s will be initiated by the Budget Office Budget Planning and Development Office of Financial Affairs

posted on or before January 31, 2017 Hiring Freeze E&G Funded Positions posted on or before January 31, 2017 Budget Office will initiate a budget adjustment for the special designated cost centers as follows: Salary: Transfer budget from original E&G funding source Benefits: Transfer budget from the central E&G benefit cost center Hiring managers need to insure sufficient E&G funding is available for new hire salary in the original E&G cost center Budget Planning and Development Office of Financial Affairs

Hiring Freeze E&G Funded Staff Positions Positions posted after January 31, 2017 Request to post new and replacement positions: That are funded by E&G See Process Flow Map Complete Request to Fill Form as guided in the Process Flow Map That are not funded by E&G Create the posting and route as normal If you are not sure how to determine E&G funding see HR website for email instructions: http://www.utsa.edu/hr/HF2017/ Budget Planning and Development Office of Financial Affairs

Hiring Freeze E&G Funded Faculty Positions (includes GRA, TA, etc.) Positions posted after January 31, 2017 Summer 2017 New Faculty Same process as positions posted prior to 1/31/2017 Fall 2017 New Faculty proceed per standard operating procedures If you are not sure how to determine E&G funding see HR website for email instructions: http://www.utsa.edu/hr/HF2017/ Budget Planning and Development Office of Financial Affairs

Hiring Freeze E&G Funded Student Positions Positions posted after January 31, 2017 Work-Study State work-study waiver was approved; E&G cost center can be used as default follow normal processing; however funding must be non-E&G If you are not sure how to determine E&G funding see HR website for email instructions: http://www.utsa.edu/hr/HF2017/ Budget Planning and Development Office of Financial Affairs

Positions posted after January 31, 2017 Hiring Freeze Positions posted after January 31, 2017 NOTE: Regardless of funding source, funding must cover salary and benefit expense from hire date through 8/31/2017, unless terminated sooner E&G Funded positions requested via“Request to Fill Form” HR will notify you if approved or denied If approved, Budget Office will guide you on how to process the funding DBT Budget Planning and Development Office of Financial Affairs

E&G Request for Budget Transfer to Hiring Freeze E&G Request for Budget Transfer to Non-E&G Cost Centers In compliance with the intent of the Governor’s hiring freeze, budget transfers from E&G (21XX) to Non-E&G cost centers will be held by the Budget Office until further notice Exceptions will be reviewed on a case-by-case basis You will be notified approved Budget Planning and Development Office of Financial Affairs

Office of Financial Affairs QUESTIONS Office of Financial Affairs Budget Planning and Development

Your partner for successful solutions Thank you! Your partner for successful solutions Office of Financial Affairs