Overview and Objectives

Transcription

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2 Overview and Objectives Identify when a Position Action needs to occur Salary Savings and What it is used for Negative Balances 2

3 Position Actions New positions and position actions should be proposed during the budget process. If you feel a position should be created or if an existing position should be reviewed during the year, a thorough justification is required. The first step in the process is to enter the action on Islander Jobs. ( See Human Resources if you need assistance. The cost of the action must be provided from resources available in the budget. The President will provide University funds only under appropriate and extraordinary circumstances. 3

4 Position Actions, cont. A Position Action might be needed if: Job Duties or Responsibilities change There is an increase in salary Reclassification or Promotion New Position To Post a Vacant Position A temporary PIN only if they become benefits eligible A Position Action is NOT needed: For Wage or Faculty PINs A change in funding source only Tip: Include as much information as possible and attach additional documentation, if needed, which might be helpful to reviewers. 4

5 Position Actions Reminders Most current approved salary on the PIN. Annual net increase, not new salary amount. Account where net increase will be funded 5

6 Position Actions Reminders, cont. Current approved annual salary on PIN by account New requested annual salary on PIN by account **If funding is from multiple sources enter the annual amount by account** 6

7 Position Actions/EPAs Once a Position Action in Islander Jobs is approved, then an EPA may need to be processed. Instructions can be found at Remember: The information on the EPA (ie: Salary, Funding Source, etc..) should match the approved Position Action Tip for faster approval: Pay attention to warning messages and try to address issues ahead of submission Attach a copy of the approved Position Action to the EPA. Attach a copy of the Temporary Personnel Funding Form. 7

8 Payroll Encumbrance Screens When an EPA is submitted it creates an encumbrance in FAMIS 8

9 Payroll Enc Scn 757 9

10 Payroll Enc Scn *12 EPA Processed reducing the Enc 46.00*7 (Feb Aug)= Current Salary Enc 10

11 Payroll Enc Automated Adjustments (AA) The calculation and posting of AAs is not exact, but is an estimate of the differences between BPP and FAMIS records. The sources of the adjustments can be many and the process is not simple. When might an AA entry occur: An employee changes their benefits which effects the employer contribution Employee is on LWOP 11

12 Salary Savings Salary Savings are the monies remaining from a vacant position after all payroll and termination costs have been satisfied. The types of positions that generate salary savings are faculty professional, faculty administrator, and classified positions. The Salary Savings automated entry is done at the end of each month. Examples of how salary savings funds are generated include: 1. Savings from vacant positions 2. Savings from leave without pay status for faculty or staff members 12

13 Salary Savings, cont. Does my account contribute? 13

14 Salary Savings, Cont. 14

15 Utilizing Salary Savings A department may utilize their salary savings contribution to the central account for a temporary hire by submitting a Request for Temporary Personnel Funding Form. 15

16 Request for Temporary Personnel Funding Form Example 16

17 Why are Temporary PINs not put in Permanent PINs? For reporting purposes we want to show the permanent PIN as vacant until filled so a temporary PIN should be created on an EPA. By doing this the permanent PIN will continue to contribute to salary savings BUT remains part of the Budget Process at the current budgeted salary. Temporary PINs are dropped during the budget process. 17

18 Decision Matrix Islander Jobs TPF Form FR EPA Temporary PIN borrowing from a Vacant PIN X X Temporary PIN NOT borrowing from a Vacant PIN X X Temporary PIN w/ Benefits X X Staff Promotion X X Title Code Change X X Revising a Job Description X Change in Funding Source X A PIN is Vacated X X Hire From an Job Posting X 18

19 Negative Balance Reports Sent out monthly Review and take any necessary action to correct the negative balance 19

20 Negative Balance Starting Place Are all transactions valid? IDT P Card transactions Account Switches (Ie: Old Fee Account to New USF account) Overspending Look at non salary related Enc. Any New Issues with Payroll? Comp time Payment Overtime Payment New Student Worker or Temporary Employees (including workstudy issues) Hiring Salary Difference pending Budget Entry Change Source of Fund but Payroll Correction not yet processed Changes in Longevity Accruals 20

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