Temporary Alpha Positions

Objectives Why were Temporary Alpha Positions established? How were the positions structured? Who can be paid from these temporary positions? How do you know which position number to use? How was the default FOAPAL assigned for each position? How do you change the FOAPAL on the position? What funding sources can be used to pay these employees?

State Funds All State Fund Dollars that are charged to the 4 main salary lines must have Budgeted Positions in Position Control EPA Non-Teaching EPA Faculty SPA Employees Leo Employees (Police)

State Funds To assist in the payment of temporary employees from State Funds, special positions numbers were established. These numbers are 6 digit position numbers and begin with a 49, 59, or 69. These position numbers are still active and you can pay Temporary Faculty, Graduates and Temporary Non-faculty charge to State Funds from these positions.

Position Control The rules and procedures that have previously been established for Position Control will be the same once the new system is live. The actions by your office that are required today will be required when the new system is live - the approvals, the flexibilities (permanent or temporary), and the Position Action Forms (PAF). Those things will not change.

Position Control The changes in Position Control have been system dictated The change we want to share with you today is the way the new system handles uncontrolled positions. The current system HRS, allows temporary employees to be paid by what is know as an uncontrolled position. The uncontrolled position is a six-digit number starting with a 99 (99XXXX). This was a very effective way to pay these temporary employees. However in the new system, we have to have a position to pay any employee either permanent or temporary. So we had to determine how to do this and the Temporary Alpha Position was born.

Temporary Alpha Positions Why were Temporary Alpha Positions established? The Current HRS System Allows the use of Uncontrolled Positions Uncontrolled positions begin with a 99 position prefix and four additional numbers Example 99XXXX

Temporary Alpha Positions The new Banner HR System Requires any payment made on the system to have a position number This can be either Permanent or Temporary

Temporary Alpha Positions How were the positions established? Organization Codes were the key One Temporary Alpha position number was established per organization number The position number series begins with and proceeds downward The number (XXXXX) component of the position will be the same for each organization. So if your dept has 10 different funds with the same organization code then your temporary position number will be the same.

Temporary Alpha Positions Who can be paid from these positions? After researching the payments made in HRS as uncontrolled positions, it was determined that several different position types were needed. Six Categories were established: D = Departmental Salaries for undergraduate students and hourly graduate students – account T = SPA Temporary - account G = Graduate Student (Flat pay) account or E = Temporary Faculty Lecturer - account N = Temporary Non-Teaching Lecturer - account W= Workstudy - account

Temporary Alpha Positions How do you know which position number to use? To determine your Temporary Alpha Position number you simply determine the type of payment you are going to make, select the corresponding Alpha Letter, and add your 5 digit position number. If you need to pay a student, you would look through the alpha listing and find position type D which is the alpha established to pay departmental students. To that add your magical 5 digit position number that was established for your organization code and you will have your Temporary Alpha Positions.

Temporary Alpha Positions How was the default FOAPAL chosen for each position number? Banner HR requires that a FOAPAL be assigned to each position To assure that the payments have a FOAPAL to be charged to, the FOAPAL has to be a permanent funding source A permanent state funding source was chosen for each position beginning with Purpose Instruction The only exception is for Student Activity FOAPALS which are considered permanent Overhead Funds, Trust Funds and Contract and Grant Funds are not considered to be permanent funding.

Temporary Alpha Positions Let’s look at an example on our system

Temporary Alpha Positions Let’s also review a example

Temporary Alpha Positions Each position has a home organization which is the same as the organization on the spreadsheet. This should be the same organization that is on the FOAPAL. The home organization code determines security for this position. The position also has a FOAPAL listed on the Labor Distribution Tab. Wonder if that is not the correct FOAPAL, what do you do?

Temporary Alpha Positions How do you change the FOAPAL on the position? Well, you don’t, you will change the FOAPAL that is listed on the Job Record, EPAF, or manual payroll form. This change will over-ride the FOAPAL that is listed on the position. The position is simply a means by which the employee can be paid.

Temporary Alpha Positions The last thing we need to discuss is what funding sources can be used to pay these employees: State funds, trust funds, contracts and Grants D = Departmental Salaries for undergraduate students and hourly graduate students – account T = SPA Temporary - account Trust Funds and Contracts and Grants E = Temporary Faculty Lecturer - account N = Temporary Non-Teaching Lecturer - account G = Temporary Graduate Assistants Flat Pay – Accounts or

Temporary Alpha Positions Questions ??????