Business Services
The University of Montana
Missoula, Montana 59812-1254
PROCEDURE: Payroll Redistribution Procedure - Missoula Campus
OVERVIEW
The following is to establish procedures for payroll redistributions submitted to
Business Services fund accountants for non-grant funds. Generally, Business
Services can only process payroll redistributions from one non-grant index code
to another non-grant index code. This is to maintain consistency between the
Office of Research & Sponsored Programs and Business Services.
OPERATING PRINCIPLES
Payroll redistribution requests received within 90 days of the payroll posting date
will be processed on a routine basis. Requests for payroll redistributions
received more than 90 days after the payroll posting date must complete
justifications 3 and 4 on the redistribution form and be signed by the Dean or the
Chair. The Associate Director of Business Services will review the justification to
determine whether the redistribution request will be approved or disapproved.
Because of the nature of some redistribution requests, the actual redistribution
will need to be processed by Human Resources. If the following situations occur,
the redistribution request should be forwarded to Human Resources:
 Changes in position number
 Changes in account code (usually a position number change)
 Corrections to job records or data entry errors incurred at time of entry
To alleviate the need for multiple redistributions, departments are responsible for
submitting new RPT (Request for Personnel Transaction) forms to Human
Resources for permanent or long-term changes to the employee’s job
distribution.
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PROCEDURES
Responsible Party
University Campus
Departments
Procedure Step:
Request for Redistribution – Submit a Redistribution
Request form to your fund accountant in Business
Services. Submit a separate form for each employee,
making sure all sections are completed and all
signatures included. If the request is for pay periods
past the 90 day period, include the additional
justifications and signature from the Dean, Chair or
Director.
Responsible Party
Business Services –
Fund Accountants
Procedure Step:
Review Request – Upon receipt of the Redistribution
Request form, the fund accountant will review the
request for the following:
 Completeness of form, all sections completed
and required signatures included
 Does the request include a 90-day justification?
If so, forward the request to the Associate
Director of Business Services for approval or
disapproval
 Does the request contain situations requiring
action by Human Resources? If so, forward the
request to Human Resources and notify the
department.
 Verify accounting information listed on the
request form (PHAREDS)
 Process redistribution
Business Services –
Associate Director
Review Justifications – Upon receipt of the
Redistribution Request form, the Associate Director
will review the documentation to determine whether
the request will be approved or disapproved. If
approved, the Associate Director will sign the request
and return to the fund accountant for processing. If
disapproved, the Director will notify the
Dean/Director/Chair of the requesting department in
writing of the decision (with a copy to the fund
accountant).
Process Redistribution on Banner – After the review
process is complete, the appropriate fund accountants
will proceed with the redistribution on Banner
 Assign log number and update internal log
Business Services –
Accountants
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
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University Campus
Departments
Data enter redistribution information in Banner
(PHAREDS)
Save electronic copy of the Payroll
Redistribution Form and any back-up in the
Payroll Redistribution folder on the J Drive
Electronic file will be sent to Human Resources
at the end of the fiscal year
Request for Personnel Transaction – Submit RPT
form to Human Resources if the redistributions are the
result of a permanent or long-term change to an
employee’s job distribution
Departments are responsible for reviewing their
budget needs to determine if an RBC (Request for
Budget Change) form should be prepared and
submitted to the Office of Planning and Budget
Analysis.
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