HCM COMMITMENT ACCOUNTING SALARY ENCUMBRANCE PROCESS
(DELAYED)
FMS COMMITMENT CONTROL - BUDGET
SPENDING AUTHORITY
HCM COMMITMENT ACCOUNTING–
FUNDING POSITIONS
BRENDA L. CLARKE, SENIOR BUDGET ANALYST
BUDGET PLANNING AND DEVELOPMENT
MAY 6, 2014
AGENDA
• Salary Encumbrance Process Delayed
• Departmental Queries available to assist department in
determining monthly salary encumbrances
• Helpful Links and UPKS
• Budget (Spending Authority) Overview
• Funding Position Overview
• Working Session Drop In Labs
• HCM Commitment Accounting Funding Positions
• FMS Commitment Control Budget Transfers
• Q&A
SALARY ENCUMBRANCE PROCESS
DELAYED

At Go Live, salaries will not be encumbered for period May 1 - August 31st
resulting in larger than expected remaining balances in Budgetary Accounts A1000
(Staff Salaries) and A2000 (Faculty Salaries)

Official decision made by UTShare Services in late April to not encumber salaries at
GO Live and postponed until 9/1/14.

Departments will need to review and manage filled and unfilled positions more
closely. Departments are encouraged to utilize April Statement of Account
information to track remaining encumbrances

New PeopleSoft departmental queries have been developed for estimating
remaining encumbrances

Carefully review and/or limit salary transfers until the end of the fiscal year.
Departmental Queries Positions (Filled and Vacant) and Monthly Salary
1
UTZ_CA_FY_CNTRCT_DATA_DEPTS
Faculty Contract Earnings/Goal Balance by Dept
2
UTZ_CA_FY_EE_ADDL_PAY_DEPTS
Additional Earnings/Goal Balance by Dept
3
UTZ_CA_FY_SALARY_DATA_DEPTS
Salary Data by Dept
4
UTZ_CA_EE_ADDL_PAY_BU_LVL
Additional Earnings by Business Unit (VP)
5
UTZ_CA_FY_SALARY_DATA_BU_LVL
Salary Data by Business Unit (VP)
SALARY ENCUMBRANCE REPORT TO
SUPPLEMENT APRIL STATEMENT OF
ACCOUNTS

Assignment Data to Supplement April SOA Sample

Sample based on 5 months (April-August)
(Base)
Account
1411130109
EID
Ap #
Status
Name
%Time
Beg
Date
End
Date
M/H
Yr Rate
(5 mo.)
M/H
Rate
Alloc
Expend
Encumb
Adjust
ab1234
001
A
John Smith
10000
09/01/13
08/31/14
M
89274
7,440.00
89274
52,077.00
37,197.00
0.00
ab1235
002
A
John Smith
SUPLT
09/01/13
06/30/14
M
2500
250.00
2500
1,750.00
750.00
0.00
ab1236
001
A
Sally Hanson
10000
09/01/13
08/31/14
M
110387
9,199.00
110387
64,392.00
45,995.00
0.00
ab1237
001
A
Harrison Ford
10000
09/01/13
08/31/14
M
131866
10,989.00
131866
76,922.00
54,944.00
0.00
ab1238
001
A
Barbara Eden
10000
09/01/13
08/31/14
M
110922
9,244.00
110922
64,705.00
46,217.00
0.00
UTSHARE/PEOPLESOFT HCM DEPARTMENTAL
SALARY QUERIES SAMPLE
Additional Pay Data Fields
Dept ID
Position
ALF004
10027574
Annual Rt
28,058.000
Monthly Rt
2,338.17
Combo Code
Cost Center
Oth Py
100130900
EGF010
2,338.00
Earn End Dt
Goal Amt
Goal Bal
41,790.00
7,014.00
7,014.00
Earn End Dt
Goal Amt
Goal Bal
41,790.00
24,240.00
24,240.00
Contract Pay Data Fields
Dept ID
Position
Annual Rt
ALF004
10024854
72,721.00
Monthly Rt
0.000
Combo Code
Cost Center
Oth Py
100130900
EGF010
8,080.00
HELPFUL LINKS AND UPKS
•
Budget Planning & Development Website
•
Training Materials and Forms
http://www.utsa.edu/financialaffairs/Budget/
•
Budget (Spending Authority) Overview
•
•
User Productivity Kits (UPK) –
(https://zupk.shared.utsystem.edu/training/UTZUSTA%20Managing%20Departmental%20Expenses%20and%2
0Revenue%20Budgets/Publishing%20Content/PlayerPackage/da
ta/toc.html )
Funding Positions Overview
•
User Productivity Kits (UPK) –
(https://zupk.shared.utsystem.edu/training/UTZUTSA%20Position%20Management/data/toc.html)
FUNDING POSITIONS – DROP IN LABS
(working lab by invitation only due to security role access)
Course ID
Course Name
Date
Location
Class Times
Funding Positions – Drop in Lab
May 9th
PeopleSoft Training
Lab -UH 4 Suite 600
1:30 – 4:30 PM
Funding Positions – Drop in Lab
May 13th
PeopleSoft Training
Lab -UH 4 Suite 600
8:30 – 11:00 AM
Funding Positions – Drop in Lab
May 15th
Downtown Campus
FS 3.412
1:30 – 4:00 PM
Funding Positions – Drop in Lab
May 19th
Main Campus
MB 0.328
1:30 – 4:00 PM
BUDGET TRANSFERS – DROP IN LABS
Working lab open to Campus Users
Course ID
Course Name
Date
Location
Class Times
Budget Transfers – Drop in Lab
May 13th
PeopleSoft Training
Lab -UH 4 Suite 600
11:00 – 12:00 noon
Budget Transfers – Drop in Lab
May 15th
Downtown Campus
FS 3.412
4:00 – 5:00 PM
Budget Transfers – Drop in Lab
May 19th
Main Campus
MB 0.328
4:00 – 5:00 PM