HCM COMMITMENT ACCOUNTING SALARY ENCUMBRANCE PROCESS DELAYED FMS

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

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

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 A 1000 (Staff Salaries) and A 2000 (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 People. Soft 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 1 UTZ_CA_FY_CNTRCT_DATA_DEPTS Faculty Contract Earnings/Goal Balance by Dept 2 UTZ_CA_FY_EE_ADDL_PAY_DEPTS Additional Earnings/Goal Balance by Dept 3 UTZ_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)

SALARY ENCUMBRANCE REPORT TO SUPPLEMENT APRIL STATEMENT OF ACCOUNTS § Assignment Data to Supplement April SOA Sample § Sample based on 5 months (April-August) Account 1411130109 EID Ap # Status Name %Time Beg Date End Date M/H (Base) Yr Rate M/H Rate Alloc Expend (5 mo. ) Encumb Adjust ab 1234 001 A John Smith 10000 09/01/13 08/31/14 M 89274 7, 440. 00 89274 52, 077. 00 37, 197. 00 0. 00 ab 1235 002 A John Smith SUPLT 09/01/13 06/30/14 M 2500 1, 750. 00 ab 1236 001 A Sally Hanson 10000 09/01/13 08/31/14 M 110387 9, 199. 00 110387 64, 392. 00 45, 995. 00 0. 00 ab 1237 001 A Harrison Ford 10000 09/01/13 08/31/14 M 131866 10, 989. 00 131866 76, 922. 00 54, 944. 00 0. 00 ab 1238 001 A Barbara Eden 10000 09/01/13 08/31/14 M 110922 9, 244. 00 110922 64, 705. 00 46, 217. 00 0. 00

UTSHARE/PEOPLESOFT HCM DEPARTMENTAL SALARY QUERIES SAMPLE Additional Pay Data Fields Dept ID Position ALF 004 10027574 Annual Rt 28, 058. 000 Monthly Rt 2, 338. 17 Combo Code Cost Center Oth Py 100130900 EGF 010 2, 338. 00 Earn End Dt Goal Amt Goal Bal 41, 790. 00 7, 014. 00 Earn End Dt Goal Amt Goal Bal 41, 790. 00 24, 240. 00 Contract Pay Data Fields Dept ID Position Annual Rt ALF 004 10024854 72, 721. 00 Monthly Rt 0. 000 Combo Code Cost Center Oth Py 100130900 EGF 010 8, 080. 00

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

FUNDING POSITIONS – DROP IN LABS (working lab by invitation only due to security role access) Course ID Course Name Date Location Class Times Funding Positions – Drop in Lab May 9 th People. Soft Training Lab -UH 4 Suite 600 1: 30 – 4: 30 PM Funding Positions – Drop in Lab May 13 th People. Soft 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

BUDGET TRANSFERS – DROP IN LABS Working lab open to Campus Users Course ID Course Name Date Location Class Times Budget Transfers – Drop in Lab May 13 th People. Soft Training Lab -UH 4 Suite 600 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 11: 00 – 12: 00 noon