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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

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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