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Department budget tables roll forward to fiscal year 2018 on June 5

To plan for future hires and other personnel transactions, we’re rolling forward department budget tables (DBTs) to fiscal year 2018 (FY 2018) at 6 p.m. Monday, June 5.

Because fiscal year is a required field for DBTs in HCM 9.2, Employee Services and campus HR offices must determine when to roll forward funding distributions at the beginning of each fiscal year. After consideration, this group decided a June 5 roll-forward would minimize duplicative work while allowing adequate time for upcoming data entry.

What this means for you

HCM adds a DBT row each time you create a new position or prepare one for recruitment. Once the DBTs roll forward, HCM will create a FY 2018 row for positions with an effective date of July 1, 2017 or later.

To save you extra work, we strongly recommend you enter any June and July funding distribution changes by 5 p.m. June 5. That way, July funding changes will roll forward to FY 2018 automatically.

ePAR transactions that affect pay with an effective date of 7/1/17 or later will be available after the rollover process is complete. Any transactions entered prior to the rollover, such as a new position, pay rate change, percent of time change, will error out due to a Fiscal Year 18 budget row not set up yet. As soon as the rollover occurs, creating FY18 rows, you can enter any future transactions you need.

What if I miss the cutoff?

If you’re entering funding changes on an existing position using the new CU Funding Entry page, you can use the Apply to Next Fiscal year checkbox to copy your June change over to FY 2018 in the same transaction. This new checkbox only applies for June and July funding changes entered between June 6 and June 30. After July 1, you’ll make one entry for any FY 2018 funding changes.

If you are creating new positions via the ePAR Position form, the HCM Systems team will be copying funding over to FY 2018 for positions created between June 6 and June 30, 2017.

Expired Funding

If funding has an end date of 6/30/17 or earlier at the time of the roll-forward, the funding will be copied to FY 2018 with a July 31, 2017 end date to allow you time to update funding as necessary.  Between 6/6/17 and July payroll, please validate your 2018 funding to ensure that the funding for July and future months is correct. Funding end dates of July 31, 2017 will go to suspense in August, if not updated. You can review your funding end dates using the Funding Suspense report in HCM.

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