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Section 10: Budget Planning & Development

Budget Approvals for Assignments - HRMS Default Account Maintenance

Effective Date:

09/01/09

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

07/05/2013

For Assistance Contact:

Senior Director, Budget Planning & Development (210)458-4344

Assistant Director, Budget Planning & Development (210)458-6631

PURPOSE/SCOPE

Human Resource Management System (HRMS) (DEFINE) Phase 2 scheduled for Fall 2009 implementation, uses default accounts to ensure accurate and timely employee payment and allocation of fringe benefits when there is missing or partial funding information. This guideline establishes the processing requirements for administration of this business process to assure all employee assignments are appropriately funded.

AUTHORITY

This process is required by HRMS implementation (a UT System-wide project) to streamline processing of salary assignments and payroll services business processes.


UNIVERSITY GUIDELINES

Table of Contents

A Background

HRMS is a software application for employment-related procedures such as hiring and separation, and compensation, time and labor management.

One of the key design features of HRMS is the separation of employment details from funding and budgetary aspects. With HRMS, unlike the current DEFINE process, an employee assignment (previously known as appointments) can be completed and authorized regardless of funding availability. Therefore, it is important that controls are in place to assure fiduciary responsibilities are attended to and prevent over-commitment of budgetary resources.

B. Responsibilities

Each Vice President has the fiduciary responsibility to assure that sufficient funding exists to cover the annualized cost of the assignment salary. The divisional financial officer is responsible for establishing internal procedures to assure that sufficient funding for employee assignments has been identified in advance.

The Senior Director of Budget Planning & Development is responsible for enforcement and future refinements or changes to these procedural guidelines. This process is based on the new functionality of the HRMS (DEFINE) system.

C. Employee Assignments

It is the general policy of the university that every employee assignment will have sufficient budget available for the duration or expected term of the assignment and be identified in advance of the recruitment process. For permanent positions, base (original) budget for the annualized cost of the assignment salary should be identified in advance. Each vice president through his or her divisional financial officer will implement divisional procedures to assure this occurs.

The Budget Office will no longer be responsible for verifying sufficient funding availability exists before an assignment is approved in the HRMS system.

HRMS will display an audit message stating the account has insufficient funds.  Departments should process transfer documents (i.e. funding) to the account with insufficient funds.

D. Salary Clearing (Default) Accounts

Each Division has been assigned an “unfunded” SALARY CLEARING account as a default to be used as a last resort at the time of payroll processing as a failsafe measure to ensure that legal payments to employees of salaries and benefits are made in a timely manner. Only the amount needed to cover the unfunded portion for the pay period being processed will be charged to the following accounts. Default accounts will also encumber any remaining periods in the fiscal year for that portion of the assignment that is unfunded. This process does not apply to hourly assignments. Following is a listing of the Salary Clearing (Default) Accounts established at this time.

Area/Unit Code Salary Clearing Budget Group #

Presidents' Office for all employee assignments processed against unit code 0203-000 and all subordinate unit codes along with unit code 0200-000 and direct report unit codes.

19-0200-99

Academic Affairs, Provost’s Office for all employee assignments processed against unit code 0220-000 and all subordinate unit codes including Colleges.

19-0200-98

Business Affairs, Vice President’s Office for all employee assignments processed against unit code 0230-000 and all subordinate unit codes.

19-0200-97

Community Services, Vice President’s Office for all employee assignments processed against unit code 0225-000 and all subordinate unit codes.

19-0200-96

Research, Vice President’s Office for all employee assignments processed against unit code 0611-000 and all subordinate unit codes.

19-0200-95

Student Affairs, Vice President’s Office for all employee assignments processed against unit code 0205-000 and all subordinate unit codes.

19-0200-94

External Relations, Vice President’s Office for all employee assignments processed against unit code 0215-000 and all subordinate unit codes.

19-0200-93

College of Business for all employee assignments processed against unit code 1200-000 and all subordinate unit codes.

19-0200-91

College of Engineering for all employee assignments processed against unit code
1300-000 and all subordinate unit codes.

19-0200-90

College of Liberal and Fine Arts for all employee assignments processed against unit code 1400-000 and all subordinate unit codes.

19-0200-89

College of Architecture for all employee assignments processed against unit code
1423-000 and all subordinate unit codes.

19-0200-88

College of Education and Human Development for all employee assignments processed against unit code 1500-000 and all subordinate unit codes.

19-0200-87

College of Public Policy for all employee assignments processed against unit code 1700-000 and all subordinate unit codes.

19-0200-86

College of Science for all employee assignments processed against unit code 1800-000 and all subordinate unit codes.

19-0200-85

Information Technology for all employee assignments processed against unit code 2100-000 and all subordinate unit codes.

19-0200-84

Library for all employee assignments processed against unit code 6805-000 and all subordinate unit codes.

19-0200-83

The account will be used only as a last resort option at payroll processing time. HRMS will require that notes be entered to explain the reason the funding source has not been identified and date expected to be resolved. Increasingly urgent notifications will be issued to the department as payroll deadlines approach for positions which lack funding, i.e., positions that do not have one or more funding accounts to cover the percent time. HRMS reports will be provided to show any unfunded assignments to include all fund groups and assist in the allocation of funding as appropriate.

Additional salary clearing accounts may be added with the advance approval of the Senior Director of Budget Planning and Development. The numbering convention will follow the above, e.g. 19-0200-82, -81, -80, etc. and the domain of unit codes will be identified. This guideline will be updated as new salary clearing accounts are approved.

E. Monitoring and Reconciling Salary Clearing (Default) Accounts

Charges posted to the default account should be cleared via the normal process for updating funding distribution on a position using HRMS. Each divisional financial officer will be responsible for monitoring the default account charges and for assuring a valid funding account is entered into the funding distribution of HRMS using a Modify Document within a reasonable time after each month closes. It is expected that the financial officers will monitor these accounts and ensure that appropriate salary accounts are updated so that deficits on the default 19 account are cleared monthly and or no later than 7/31/XX of each fiscal year.

Once the valid funding account is associated with the assignment, the Payroll System will automatically create adjusting entries to charge the correct account and remove the charges from the Default Account.

The Budget Office will monitor the default accounts to assure all deficits are cleared in a timely manner. Vice Presidents will be notified of any deficit not cleared within 90 days. The Senior Director of Budget Planning and Development reserves the right to utilize Vice Presidential reserve accounts to cover any deficits that go beyond 90 days or prior to fiscal year end close if deficits still remain. The salary clearing default account can not be deficit at fiscal year end.

F. Overdrafts and Invalid Funding Accounts

As a general rule, UTSA will not approve overdrafts for salary assignments to avoid funds checking.

If the processing department blanks out the account in HRMS to avoid funds checking, an e-mail will be sent to the creator notifying them to contact the appropriate Divisional Financial Officer immediately to correct the document and prevent a Default Account situation from occurring:

“You have not entered an account number for funding all assignments. Please contact your Divisional Financial Officer immediately before routing this document forward.”

If the department submits an assignment without a valid funding account and the document is approved in the system, HRMS will send periodic e-mail notices to the creator alerting them to the lack of funding information. If a valid account is not entered by the Payroll deadline, then the employee will be paid using the salary clearing default account. Once the actual account (representing the budget group from which the department intends to fund the position) is entered, an HRMS document will reroute for approval. For Contract and Grant Accounts (26 accounts), the account must be active and the time period of the assignment must be within the contract/grant period of performance.

At intervals, the system will send the following messages concerning employee assignments without funding. Increasingly urgent notifications will be issued to the department as payroll deadlines approach for positions which lack funding:

  1. At intervals defined by the system prior to payroll pull: warning will be sent to the position Creator, the Reports To person for the Creator, Budget Office, Accounting Office and Payroll Office.

  2. At payroll pull: Default Account used message sent to all parties indicated above.

  3. Each Sunday thereafter until corrected: sent to all parties indicated above.


DEFINITIONS

Definitions currently not on file for this guideline.

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

Related forms currently not on file for this guideline.


REVISION HISTORY

Date Description
07/05/13
Changed all "University Advancement" instances to "External Relations."
05/17/13
Update Associate Director to Assistant Director
10/30/09
Added additional (approved) salary clearing (default) accounts.
09/16/09
Guideline published.

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