0. Hiring Freeze Update Budget Planning and Development FAR Meeting
May 24, 2017
Tammy Anthony, Senior Director
Office of Financial Affairs (

1. Budget Planning and Development
Hiring Freeze 2017 – FAQ
HR website FAQ – 21 Questions/Answers
Budget Planning and Development

2. Hiring Freeze Staff Positions Approved by HR to Post/Fill
Staff positions with HR approval to post/fill using non E&G funding
Your Request to Fill Form will need to indicate funding other than E&G
Before you submit the Request to Fill form ensure the position funding reflects the non-E&G source in PeopleSoft or initiate a DBT
HR will confirm with the Budget Office that the funding is Non-E&G prior to giving you approval to post and fill
If you are not sure how to determine E&G funding see HR website for instructions:
Budget Planning and Development
Office of Financial Affairs

3. Hiring Freeze Staff Positions Approved by HR to Post/Fill
Staff positions with HR approval to post/fill where the only funding available is E&G as indicated in your Request to Fill Form
Prior to submitting the Request to Fill Form
Your position funding in PeopleSoft should reflect the E&G funding source
Make sure there is sufficient E&G budget available for the new hire
When the hiring proposal is approved, the Budget Office will take the following steps:
Transfer budget from the original E&G funding source equal to the amount of the estimated salary expense through 8/31/2017
Initiate a DBT for the position using a special designated cost center
Notify the hiring department that these actions have been taken
Budget Planning and Development
Office of Financial Affairs

4. Hiring Freeze Summer E&G Funded Faculty Positions (includes GRA, TA, etc.)
Summer Rehire Faculty that worked in the Spring
Do Not Need a “Request to Fill” form
You can continue to use E&G as the funding source
If you are not sure how to determine E&G funding see HR website for instructions:
Budget Planning and Development
Office of Financial Affairs

5. Hiring Freeze Summer E&G Funded Faculty Positions (includes GRA, TA, etc.)
Summer New Faculty that did not work in Spring
Do Not need to complete a “Request to Fill” form
Please ensure the E&G funding source that has been identified to fund your summer faculty hires is on your SAMS and your DBT for that position
HR will notify the Budget Office when new hires are approved
Budget Office will be responsible for the following:
Initiate a DBT to change the funding from E&G to a special designated cost center
Initiate a Budget Transfer from the identified E&G funding source
Will notify the department when done
Budget Planning and Development
Office of Financial Affairs

6. Hiring Freeze/Budget Transfers
Memo Dated April 17, 2017
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 and you will be notified if a requested budget transfer is approved
Budget Planning and Development
Office of Financial Affairs

7. Hiring Freeze
Hiring Freeze/Budget Transfers Update Dated April 26, 2017 Faculty Buy – Out Exceptions Exceptions will be allowed for budget transfers when the funding represents salary savings as a result of faculty buy- outs during the academic year. This faculty salary savings will be allowed to transfer to designated funds 3105 for expenditures that were agreed to as part of the buy-out.
Budget Planning and Development
Office of Financial Affairs

8. Hiring Freeze/Budget Transfers
When submitting budget transfer requests from E&G (21XX) to non-E&G cost centers, please ensure you provide the detailed transfer description which:
Identifies the critical need for the transfer
Explains the commitment made
Includes any additional information that would be helpful in determining exceptions.
Budget Planning and Development
Office of Financial Affairs

9. Hiring Freeze/Budget Transfers
Please make sure the requests are approved by:
Dean/Department
Division/Area Financial Representative
Initiator
All transfer requests will be reviewed by the Associate Vice President for Financial Affairs and the Vice President for Business Affairs.
Budget Planning and Development
Office of Financial Affairs

10. Hiring Freeze
Hiring Freeze/Budget Transfers Budget Transfer restrictions apply to salary savings that may have existed prior to the freeze. If a budget transfer request is approved and funds are transferred to the non-E&G cost center, standard university policy and procedures continue to apply with regards to the use of the funds.
Budget Planning and Development
Office of Financial Affairs

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

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Office of Financial Affairs