HRMS Default Accounts

Mary Simon, Sr. Director Budget Development & PlanningSeptember 16, 2009

Agenda Background Account Features Monitoring and Review Administrative Operational Guidelines In conclusion

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) 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 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 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 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 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?