Frequently Asked Questions
Budget Development Process
Can you have multiple general fund sources funding one position? No, one general fund source per position.
Can you have multiple non-general funds funding one position? You can have multiple non-general fund sources within your organization. You cannot use non-general funds from other organizations, an additional PCN is required.
Can you use different funding sources between salaries and fringe benefits? No, use the same funding source for salaries and fringe benefits, unless a fringe restriction applies.
Can one department house multiple programs? Yes, you can house as many programs as you choose under one department.
Can you house one program under multiple departments? No, one program has one department number.
Is a unit responsible for covering fringe benefits on a new positions or salary increases they’re funding? Yes, the unit must identify funding for a new position or salary increase to an existing position. For example, a unit must provide $28,500 for fringe benefits on a new position with a salary amount of $100,000. The $28,500 represents the 28.5% fringe estimate on a regular position. Also, a position that has been reclassed with a salary increase of $10,000 must have $2,850 funding to cover fringe benefits. If you fund a salary adjustment from S&E you must include the fringe estimate in your total change. Please keep in mind lump positions fringe benefits are only 7.65% not 28.5%, grad student 17%. The fringe increase must be fully funded.
Do these rules (1-6) also apply in payroll and position management? Yes, budget rules also apply in payroll and position management.
When are departmental/organizational changes submitted? Departmental and organizational changes are submitted to your budget analyst in February after the Phase I Reconciliation. Can you make mid-year changes? Mid-year departmental/organizational changes are not permitted without special approval.
When can you request a new department? You can request a new department to your organization at anytime.
When can you request a new program? You can request a new program at anytime.
During the Base Budget Reconciliation, Phase I, do you balance to the individual salary pools? Your positions and their funding needs to be in the same pool. For example, an administrator’s salary should agree with the administrator budget pool. Are there any exceptions? Yes, on a case by case basis. Please contact your budget analyst.
When is the Base Budget Reconciliation due? All 2011-12 Base Budget Reconciliations are due to Budget and Financial planning on February 18, 2011, Medical School unit reconciliations are due to HSC Admin February 9, 2011. Can you get an extension? No extensions have been permitted at this time.
When are clinic budgets due? Due date should be released the week of January 31, 2011. There will be an initial due date but time will be given for adjustments based on salary increase guidelines release.
Is there a Base Budget Reconciliation manual? There is a Base Budget Reconciliation manual on the Budget and Financial Planning Website.
Can we go in the old budget system? No. We no longer work in the old budget system.
How do you change the budget pools? Submit your changes via BCO to your policy and budget analyst.
How do I handle over or under budget due to rounding? Either increase you S&E pool or decrease your S&E pool, via a BCO to your policy and budget analyst.
Can we submit salary changes after Phase I? Your policy and budget analyst will need approximately one-week to confirm Phase I. No salary adjustments will be processed during that time period.
What happens after Phase I, before Salary Increases? You can complete any additional cleanup, submit salary adjustments and request departmental/organizational changes.
Do you process a Budget Revision Request (BRR) and Budget Change Order (BCO) during budget development? Beginning January of each fiscal year, any BRR must be accompanied with a BCO to update the budget system.
Where is the BCO located? The BCO is on the Budget and Financial Planning website .
Can we use the old BCO? No, the BCO was revised to reflect needed information to update the new budget system.
What is the approval and processing time for a BCO? BCOs, adjusting pools within your organization (balanced entries) will be processed quickly (1-2 days). BCO’s submitted with a BRR will not be approved until the BRR is approved or unless additional actions are required before processing the BCO.
When is the program budget worksheet approved? Program budgets are usually approved before salary increases. When can you change the salaries and pools based on the approved worksheet? Reclasses and in-range adjustments can be processed after the program budget is approved. Salary increases are not permitted until the salary guidelines are approved, Phase II process.
How do you budget one-time funds? You can budget a salary paid on one-time funds in the budget system offsetting the expense using the 513XXX series credit. This adjustment will budget the position without overstating your budget. Please contact your policy and budget analyst for details.
Can you use the one-time credit in payroll or position management? No. The 513XXX is used only in the budget system.
What are the credit account codes for one-time funds? Same as the 511xxx accounts, except that they will start with 513 instead. For example, the one-time credit code corresponding with 511200 (Faculty) is 513200.
How are lump sum positions budgeted (5 series)? The budget for lump sum positions are housed in a 5 series PCN in the budget system. The existing 0 and 9 series PCN are the paying positions in payroll and position management. You will not pay a lump sum on a 5 series position, nor will you budget a lump sum on a 0 or 9 series PCN. The 5 series PCN is for budget only and the 0 and 9 series PCN pays the employee.
What is a reallocation lump sum used for? Vacant positions with insufficient funds to hire should not be in the budget. Use the reallocation lump sum position to budget these funds until full funding is acquired. Then, transfer the funds from the reallocation position to the appropriate PCN.
Has Central Administration announced any salary decisions? No decisions have been released for the 2011-12 Operating Budget.
Should we plan for any budget reductions? Currently, there is no discussion concerning budget reductions.
How often are budget reports updated? Reports are updated overnight and reflected in University reports the following morning. Weekends are Friday night/Saturday only. Saturday night activity shows up on Monday mornings.
What is budget validation? Confirming available funds to pay salary expenses.
When does it go into effect? TBA
On-line PAR
When do you use a paper vs. on-line PAR? You submit a paper PAR for actions not available on the on-line PAR.
What actions are on the On-line PAR?
Activate Position
Inactivate Position
Budget Amount
Funding Sources
Headcount
Criminal Background Check Indicator
Actions when a Paper PAR is required.
New Position
Job Reclass
FTE/Hour change
Reorganization
Department Name Change
Status Change: Full time to Part time
Status Change: Part time to Full Time
Report to position
Salary Plan Grade indicators
Entrepreneurial Leave
Title Change
Correction
What is C.A.R.? Continuing Annual Requirement (general funds only).
Is planned year budget amount and C.A.R. the same? The general fund planned year amount should include any approved C.A.R.
Can you inactivate a position with an incumbent? No. This action will not be approved until the position is vacant.
Does updating CY in the online PAR system automatically update Payroll? No, not currently.
Are there any position management manuals? There are On-line PAR and Funding Source presentations on the Position Management Website. Select On-line PAR Training Presentation or On-line Funding Source Training Presentation.
For specific details on any question, please contact your policy and budget analyst.
