Budgeting for a Search and Subcode 1009

For new hires or new positions:  (permanent budget for permanent positions):

  1. Permanently move the budget to (1009) for salary, fringe benefits and workers’ compensation. 
  2. Budget on the conservative side using the highest possible fringe benefit rate (the rate for subcode 1010).
  3. If the hire date is in the middle of the year, e.g. January 1st, prorate salary, fringe benefits and workers’ compensation and adjust the 1009 budget on a one-time basis for use in a budget pool or subcode where funds are needed. 
  4. When the position is filled permanently, move the original permanent budget to subcode lines 1000 (salary pool), 5320 (fringe benefits) and 5325 (workers’ compensation).
  5. If the budget was moved on a one-time basis, you may end up with a negative annual budget in 1009, BUT the permanent balance will be zero.

For refilling a position while the incumbent is still on the payroll:

  1. Permanently move the budget to (1009) for salary, fringe benefits and workers’ compensation.
  2. To cover the incumbent until he/she is separated, adjust the 1009 budget by transferring funds on a one-time basis to subcode lines 1000 (salary pool), 5320 (fringe benefits) and 5325 (workers' compensation).
  3. When the refill is on board, move the permanent budget from subcode 1009 to subcode lines 1000 (salary pool), 5320 (fringe benefits) and 5325 (workers’ compensation).

Remember that if there are higher salary, fringe benefits and workers’ compensation total costs because of the overlap, the Department will have to manage and come up with the difference.

The FAIT Training Manual is a good source to use for this process. The explanation is in-depth and provides an example to follow.

 

Budget Office Instructions

Online Searches (Unclassified positions):

  1. Budget receives email notification when an online search has been submitted from the department and is waiting for approval.
  2. A1’s should already be online (increasing the 1009 subcode).  If not, Budget contacts the department.
  3. If the A1 and search match up and there are sufficient funds in the account, Budget approves the search. If not Budget contacts the department

Paper Searches (Classified positions):

  1. Search packet (including BCE) is sent to Budget directly from the department.
  2. Budget assigns a budget tracking number and enters BCE info into excel.
  3. A1’s should already be online (increasing the 1009 subcode).  If not, the packet should be sent back to the department.
  4. If the A1 and the BCE match up and there are sufficient funds in the account, the BCE is given to the Budget Director for approval.
  5. Copies are given to the appropriate analyst for filing.
  6. Budget walks the search packet over to Gulley Hall for the next appropriate approval.

Updated: 7/28/08