Hrms default accounts
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HRMS Default Accounts. Mary Simon, Sr. Director Budget Development & Planning September 16, 2009. Agenda . Background Account Features Monitoring and Review Administrative Operational Guidelines In conclusion. Background (1 of 2).

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HRMS Default Accounts

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Hrms default accounts

HRMS Default Accounts

Mary Simon, Sr. Director Budget Development & Planning

September 16, 2009


Agenda

Agenda

  • Background

  • Account Features

  • Monitoring and Review

  • Administrative Operational Guidelines

  • In conclusion


Background 1 of 2

Background (1 of 2)

  • This process is required by HRMS implementation (a UT System-wide project) to streamline processing of salary assignments and payroll services business processes.

  • Positions must be funded. This is part of our fiduciary responsibility to assure sufficient funding exists to cover the annualized cost of the assignment salary.

  • What is a Default Account?

    • An account created at the Dean or VP Level that will be used as a last resort at the time of payroll processing to pay employees their entitled wages when there is incomplete or partial funding information.

    • It is intended to ensure accurate and timely employee payment and allocation of fringe benefits.

  • Positions that do not have any or adequate funding associated when incumbent is assigned will result in payment to those individuals and unfunded charges placed in a “default account”.


Background 2 of 2

Background (2 of 2)

  • Why are default accounts being added?

    • One of the key design features of HRMS is to separate employment details from funding and budgetary aspects.

    • An assignment can be processed even if account or budget issues prevent the funding distribution from posting.


Account features

Account Features

  • Default accounts will not be funded. These accounts will be classified as clearing accounts allowing them to go into overdraft.

  • Increasing urgent notifications will be issued to department (creator and reports to person of the creator) as payroll deadlines approach for positions not fully funded.

  • A document creator cannot input a default account number in the funding distribution section.

  • To clear transactions posted to a default account, a valid funding source must be entered into the funding distribution of HRMS using a Modify Document. This action will automatically move transactions to the correct account and charges removed from the default account.

  • Default accounts are established under 19 account groups and encompass all account groups.

  • Default accounts will only be used for encumbered positions with Monthly payment types.


Monitoring and review

Monitoring and Review

  • Deans’ and VP area financial officers will monitor default accounts and ensure appropriate salary accounts tied to assignments are updated so overdrafts on default accounts may be are cleared in a timely manner.

  • HRMS assignment documents will route through key financial representatives responsible to review for unfunded accounts to mitigate use of default accounts.

  • Email notifications will be generated when Default Accounts are utilized. Additionally, email notifications will be sent to Budget Office and will be forwarded to the appropriate Divisional/Dean Financial Officer.

  • HRMS reports will be available to show any unfunded assignments recorded in the default account

    • Report will include Position ID (with a link), employee name, email of the creator, and comments/notes on the document

  • In summary, Default account should only be necessary in very rare circumstances and cleared in a timely manner.


Administrative operational guidelines recap

Administrative Operational Guidelines Recap

  • Administrative Operating Guidelines are available: http://www.utsa.edu/financialaffairs/opguidelines/3.4.1.html

    RECAP

  • Each Division & College will be assigned an “unfunded” Salary Clearing account as a Default account.

  • Default accounts will encumber any remaining periods in the fiscal year for the portion of the assignment that is “unfunded”.

  • Only the amount needed to cover the unfunded portion of the assignment will be charged to these accounts.

  • Default accounts will only be used for encumbered positions with monthly payment types.

  • Must be cleared in a timely manner with oversight at the Division/College Level.

  • The Budget Office will monitor compliance with established guidelines.


In conclusion

In Conclusion

  • Information being provided prior to system testing and reports being made available for review

    • Established default accounts

    • HRMS emails generated

    • HRMS reports generated

  • Any changes or additional information received on default accounts will be communicated

  • Any Questions?


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