1. Budget Planning and Development Updates
FAR Meeting
March 22, 2017
Tammy Anthony, Senior Director
Office of Financial Affairs (

2. 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

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

4. 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

5. 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

6. 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 Budget.HCM with the position number
Budget Planning and Development
Office of Financial Affairs

7. 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

8. 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

9. 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 instructions:
Budget Planning and Development
Office of Financial Affairs

10. 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 instructions:
Budget Planning and Development
Office of Financial Affairs

11. 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 instructions:
Budget Planning and Development
Office of Financial Affairs

12. 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

13. 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

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

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