1. “How To” Session
Summer 2016
Budget/Position Control
Vanessa Sifuentes
Accounting Group Manager
Nora Cantu
Budget Control Accountant

2. Objectives: NOE’s (Notice of Employment) Form
PeopleAdmin Hiring System
Salary Net Available Balance per Organization
Position Control Transfer Form
Common mistakes on NOE’s and PeopleAdmin

3. If Grant Funded Position must be approved and signed by Grants Dept.
Regular NOE used to
Renew Full Time
Temporary, Grant
Funded Positions, Cell
Phone Stipends, Other
Stipends.
Department Title &
Home organization code
must match, example:
Department Org. code
Student Life
Student Affairs
Student Placem
This information can be
found in the Staffing Plan.
Confirm employee name
and A#.
If split funded, NOE
must have signatures
of both Financial
Managers
Funding the position.
If Grant Funded Position
must be approved and
signed by Grants Dept.
If anything is incomplete
or incorrect, the hiring
of the potential candidate
will be delayed. Delays in:
HR Position Control, HR
Benefits, Staffing, Business
Office Budget Control, etc.

4. be found in the Staffing Plan.
Same as paper NOE:
Please use correct
Position Number and
Position Title.
If unsure, contact
HR Position Control.
This information can
be found in the Staffing
Plan.
Same as paper NOE:
Department Title &
Home organization code
must match, example:
Department Org. code
Student Life
Student Affairs
Student Placem
This information can be
found in the Staffing Plan.
DIFFERENT FROM PAPER NOE:
Split funded positions
by different Orgs
and FM’s will NOT
be accepted in
PeopleAdmin.
Same as paper NOE:
If anything is incomplete
or incorrect, the hiring
of the potential candidate
will be delayed. Delays in:
HR Position Control, HR
Benefits, Staffing,
Business Office
Budget Control, etc.

5. In our continuous efforts for expediting the hiring process, Position Requests will no longer be routed for approvals.
Therefore, Supervisors/Financial Managers must ensure that the information provided on the form is accurate.

6. Staff Position Request
HR Staffing Specialist
completes the information
in PeopleAdmin using
the information you
Provide on the Staff
Position Request and
Hiring Form.

7. Confirm Org Code and
Fund Code are
complete and accurate.
Confirm all necessary
signatures are complete.

8. Organizations Available Balances (non-Grant Funded)
Access Banner screen FGIBDST to monitor the Salary Net Available Balance in the Organization by account code/e-class.
If additional salary information by position is needed, a request from the Financial Manager through or memo to the Budget Control Accountant will need to be processed.

9. To request access to Banner Finance, complete Banner Finance Access Request Form (BO-7200).

10. FGIBDST Banner screen
Enter own organization code the fund and program will populate by itself.
Account type will be 61 for Salary information only

11. How to interpret FGIBDST information
“Adjusted Budget” – Salary Budget approved in the Staffing Plan.
“YTD Activity” – 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 NOE’s for DW, Trainers and Temporary Positions.
“Available Balance” – Difference between: Adjusted Budget-YTD Actitivy-Commitments

12. Effect of Overtime on Balances
An organization’s available balance is reduced by the amount of overtime earned by staff.
Financial Managers should project future overtime expenditures to manage their organization’s Net Available Balance when hiring new personnel and when transferring funds.
Please note:
Overtime expenditures are not encumbered.
Overtime Pools are not budgeted by organization in the Staffing Plan.

13. Effect of Overtime on Balances

14. Position Control Transfer Form
Purpose
To transfer only salary funds between positions
To clear salary deficits
To replenish pools
Usage
When position will be funded differently than as stated on the NOE
When Financial Managers see the need for funding positions using salary savings from another position. (automated in future)
As requested by Financial Managers
Please Note: Financial Mangers must authorize the transfer of position salary funds via or through a memo to the Budget/Position Control Accountant to initiate the transfer form. The memo/ will then be attached to the PCT form as supporting documentation.
The transfer will be process once all approvals have been obtained and the original is received in the Budget Control Department. .

15. Position Control Transfer Form
We will assign
the sequence number.
You do not need to
fill out that part.
We will complete
the Budgeted Column
to ensure that
all transactions
are included.
We will complete
the Net Budget
Column as it is linked
to Budgeted Column.
We need all signatures
to accept and process.
Please make sure the
Increases and Decreases
are the same amount.

16. Important:
Financial Managers are responsible for monitoring their organizations available balance and completing the necessary forms to maintain a positive balance. .

17. FTMORGN – Banner screen to match Organization Code, Organization Title, and Financial Manager

18. Common Mistakes on NOE’s
Under Employee Information Section
Regular and Direct Wage NOE’s – Department Title and Home Org do not match.
DW NOE’s do not indicate if the Position Title is Student or Non-Student.

19. Common Mistakes on NOE’s Cont…
Funding Source Information Section
Direct Wage NOE’s “Amount of Funding” is incorrect or missing
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.

20. Any errors on NOE’s may result in:
Delaying the hiring process
Delaying of payment to employee
Overpayments
Underpayments
Incorrect Salary Reports

22. Vanessa Sifuentes, Accounting Group Manager Phone: (956)
Nora Cantu, Budget Control Accountant
Phone: (956)
Elida Rangel, Payroll Accountant Phone: (956)