Budget Planning and Development Updates Budget Planning and
Budget Planning and Development Updates Budget Planning and Development FAR Meeting March 22, 2017 Tammy Anthony, Senior Director Office of Financial Affairs (http: //www. utsa. edu/financialaffairs/)
1 Agenda • Salary Encumbrances üDiscrepancies üGrant Funded üGRA/GTA • Hiring Freeze üE&G Funded Positions posted on or before January 31, 2017 üE&G Funded Positions posted after January 31, 2017 üE&G Request for Budget Transfer to Non-E&G Cost Centers Office of Financial Affairs Budget Planning and Development
2 Salary Encumbrances Discrepancies • Review reasonableness of salary encumbrances as you reconcile your MFR • Email Budget. HCM for significant discrepancies and include in the email: üPosition Number üEmployee Name üEmployee ID üSalary encumbrance estimate üCurrent amount in People. Soft Office of Financial Affairs Budget Planning and Development
3 Salary Encumbrances Discrepancies (Continued) • Updates should occur before the next MFR üif they are still incorrect the next month let us know so we can insure UTSIS ticket remains open until corrected. Office of Financial Affairs Budget Planning and Development
4 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 Office of Financial Affairs Budget Planning and Development
5 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 Office of Financial Affairs Budget Planning and Development
6 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 üused to track salary and benefit expense on these hires üDBT’s will be initiated by the Budget Office of Financial Affairs Budget Planning and Development
7 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: üSalary: § Transfer budget from original E&G funding source üBenefits: § 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 Office of Financial Affairs Budget Planning and Development
8 Hiring Freeze E&G Funded Staff Positions posted after January 31, 2017 • Request to post new and replacement positions: üThat are funded by E&G § See Process Flow Map § Complete Request to Fill Form as guided in the Process Flow Map üThat 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/HF 2017/ Office of Financial Affairs Budget Planning and Development
9 Hiring Freeze E&G Funded Faculty Positions (includes GRA, TA, etc. ) Positions posted after January 31, 2017 üSummer 2017 New Faculty § Same process as positions posted prior to 1/31/2017 üFall 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/HF 2017/ Office of Financial Affairs Budget Planning and Development
10 Hiring Freeze E&G Funded Student Positions posted after January 31, 2017 üWork-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/HF 2017/ Office of Financial Affairs Budget Planning and Development
11 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” üHR will notify you if approved or denied § If approved, Budget Office will guide you on how to process the funding DBT Office of Financial Affairs Budget Planning and Development
12 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 (21 XX) 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 Office of Financial Affairs Budget Planning and Development
13 QUESTIONS Office of Financial Affairs Budget Planning and Development
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