Budget/
Position Control
1
Introduction
• Objectives
• Budget/Position Control Accountant duties related to Notice of
Employment (NOE)
• What Financial Managers must know about NOEs
• Effect of the HR Module to the Finance Module
• Salary Net Available Balance per Organization
• Effect of Overtime on salary available balances
• Position Control Transfer Form
• Common mistakes on NOEs
2
Budget/Position Control Duties
• Approve position funding on NOEs
• Process Position Control Transfers
• Provide position balances
• Pools
• Salary Savings
• Adjust position’s labor distribution
• Fund/Organization
3
What Financial Managers must know
about NOEs
•
Need to process Notices of Employment (NOEs) for assignments not
included in the Board approved Staffing Plan.
•
Funding Source Information section must have approval from the Financial
Manager funding the assignment. If the assignment will be funded by
two sources, the Financial Manager for each source must approve the NOE.
Financial Managers will be contacted by the Budget/Position Control Accountant
if the funding source provided on the NOE does not have sufficient funds
available.
NOTE: Make sure there are funds available before processing NOE. Also to use fund
within the organization. If organization does not have funds available, Financial Manager
must request a Position Control transfer form BO-3700 to Business Office Budget/Position
Control Accountant to place funds in the organization.
•
NOEs must be complete in order for the Budget Position Control
Accountant to approve them.
4
Funding Source Information
•
Indicate how position will be funded by providing a position number & organization
code.
** Direct Wage Pool or Salary Savings position.
•
If position will be split funded, or funded by a grant, use the “Split Funded” option:
** Provide Percent Distribution, Fund Code and Organization Code for
each funding source
** Provide the Pool or Salary Savings position number(s)
•
State the total amount of funding needed.
•
Obtain Financial Manager Approval funding the assignment.
•
Reminder: Incomplete NOEs delays the approval process because will be
returned to the department
** Missing the above information
** NOE is missing Department and/or Home Organization Code (top of NOE)
5
Department Title &
Home organization code
must match , example:
Department Org. code
Student Life
350002
Student Affairs 350001
Student Placem. 331001
NOE forms
1. Regular NOE
(SSA,FTT,etc.)
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Department Title &
Home organization code
must match
NOE forms
The system will
encumber the
number of weeks
between the start
and end date, make
sure that the dollar
amount calculated
under the “Funding
Source Information
section” is based on
the same amount of
weeks.
2. DW NOE
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Funding Source Examples
NOTE: Some NOEs already
have a blank for the
organization code
841184 Org.410050
8.50
Financial Manager
04/20/13
15
1,530.00
12
841184; 841423
50%
110000
320004
8.50
Financial Manager
04/20/13
50%
110000
410013
15
12
1,530.00
Financial Manager 2
04/20/13
8
Incorrect Funding Source Example
100%
110000
410013 8.50
Financial Manager
04/20/13
15
1,530.00
12
9
Life Cycle of a DW
NOE
An NOE is
born
Supervisor
Signature
Director/Dean
Signature
Financial
Manager
signature
NOE returned
to HR for HR
Director
signature
NOE sent to
Business Office
for funding
approval
NOE sent to
HR for
processing
VP/President
signature
Will take 1 - 2 days
approx. if correct.
Factors that may delay processing:
NOE is keyed
into Banner for
payroll





Inaccurate funding information or insufficient funding
Missing signatures or missing information on NOE
Missing paperwork for new hires
Incorrect dates/overlapping dates
Individuals out of office
Revisions to Funding Source
Revisions that make changes to the dollar
amount on NOEs already approved are
not allowed unless the original NOE is still
pending to be processed by the HR
department.
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NOE Forms
3. NOE for Trainers
HR Module Effects on Finance Module
• Changes made in the HR Module are reflected in the
Finance Module on a monthly basis.
• Budgeted amounts
• Payroll feeds (Payroll processed during the
month)
• Encumbrances
NOTE: NOEs in process which are pending
approvals will not be included until the HR
department enters them in the system.
• Example: Information in FGIBDST is updated once a month,
the last working day of each month. If FGIBDST is accessed
on May 17th, the payroll information will be as of April 30th.
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Organizations Available Balances
(Non-Grant Funding)
•
Access Banner FGIBDST form to monitor the
Salary Net Available Balance in the
organization by account code/e-class.
•
If additional salary information by position is
needed, then it must be requested by the
Financial Manager through email or memo to
the Budget/Position Control Accountant.
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“FGIBDST” Banner form
• To access Banner form “FGIBDST” follow the same
parameters showing in the form below.
Enter own organization code the fund
and program will populate by itself.
Account type will be 61 for
Salary information only
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How to interpret FGIBDST information
•
“Adjusted Budget”.- Salary Budget approved in
the Staffing Plan.
•
“YTD”.- All year to date salary expenses paid.
•
“Commitments”.- Salary Encumbrance amounts
up to the end of the Fiscal Year for Staffing Plan
positions or up to the end date stated on NOEs for
DW, Trainers and Temporary positions.
•
“Available Balance”.-The difference between:
= Adjusted Budget – YTD - Commitments
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Formula for Organization Net Available
Balance “FGIBDST form”
If the Organization/Department FGIBDST form is
showing the following accounts codes:
• 610016
• 610019
• 610020
• 610030
• 610045
remove their positive or negative balance
from the Net Total Available Balance on the
bottom of the right hand side, the difference
will be the “Net Total” of the Organization.
•
•
•
17
-110,417.60+97,418.76+13,680=681.16
• See example:
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Effect of Overtime on Balances
•
An organization’s available balance is reduced
by the amount of overtime earned by staff.
•
Financial Managers must project future overtime
expenditures to manage their organization’s Net
Available Balance when hiring new personnel
and when transferring funds.
**Overtime expenditures are not encumbered.
Note: Overtime Pools are not budgeted by
organization in the Staffing Plan.
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Effect of Overtime on Balances
20
Position Control Transfer Form
•
Purpose
To transfer only salary funds between positions
• -To clear salary deficits
• -To replenish pools
•
Usage
• When assignment will be funded differently as stated on the NOE
• As requested by Financial Managers
Note: Financial Managers must authorize the transfer of position salary funds
via email or through a memo to the Budget/Position Control Accountant
to initiate the transfer form. The memo/email will be attached to the
PCT form as supporting documentation.
•
The PCT form (BO-3700) will be prepared and completed only by
Budget/Position Control Accountant and forwarded to the Financial
Manager for approvals.
Note: The transfer will be processed once all approvals have been obtained.
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Position Control Transfer Form
Important:
Financial Managers are responsible for
monitoring their organizations available
balance and completing the necessary
forms to maintain a positive salary
balance.
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Position Control Transfer Form
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Approval of Release of Information
•
The release of position balances and payroll related
expenditures requires Financial Manager approval through a
memo or email to the Budget/Position Control Accountant.
•
Salary information requested with no FM approval will be
emailed directly to the Financial Manager responsible for the
organization.
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Please refer to Banner form “FTMORGN” if you do not know
the Department/Organization Title, Organization code or
Financial Manager
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Access to Banner Finance
Access to Banner Finance is needed if you:
• Need to review budget status for organizations under your
department
• Need to input online requisitions for your department
To request access, complete Banner Finance Access Request Form.
Form is available to download on the Business Office website
http://finance.southtexascollege.edu/businessoffice/forms.html
Query Data on Banner
• Allows to separate specific
transactions
• Steps to perform a query
1. Query / Enter or click
button
2. Query / Execute or click
3. To cancel a query – Query /
Cancel or click
button
•
Wild character “%” can be used in queries
button
Common Mistakes on NOEs
•
Under Employee Information Section
•
•
Regular and DW NOEs.-Department Title & Home organization code not matching.
DW NOEs forget to select if the Position Title is Student or Non-Student
•
Under Founding Source Information Section
•
•
•
•
•
DW NOEs providing "Amount of Funding” incorrectly or missing information
Miscalculating the amount of weeks (based on Assignment start and end date)
Missing Funding Position # and/or Organization code
Missing Financial Manager approval
Providing the wrong Financial Manager approval
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Be advised
Any errors on NOEs may result in:
•
Delaying of payment to employee
•
Overpayments
•
Underpayments
•
Incorrect Salary Reports
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Questions
Thank you!
Thank you very much for
attending this training!
For any questions please
contact Ana M. Hodgson
872-4608
amhodgson@southtexascollege.edu
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