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Review best practices for preparing positions this fall [1]

July 24, 2020 by Employee Services [2]

When preparing positions for new employees or transfers, follow these steps for smooth setup and successful fall payroll.

Run three HCM Resources queries to find existing positions and funding:

  • Position Information query will find all active or inactive positions in your unit. 
  • Position Funding query will find all the current funding distributions for all positions in your unit.
  • For each employee listed in the Personnel Roster, ensure the Funding Distribution query reflects their current and correct funding.

Keep these tips in mind when creating a position:

  • Use an effective date for the NEW position row sometime before the actual effective date of the hire so additional rows with a new effective date to make last minute changes.
  • The effective date of the first APPROVED row of the position must match the first effective date of the Department Budget Table (DBT).
    • Complete the HRGL Request for funding with the same effective date as the NEW position row. It will post once the position is APPROVED.
    • If a NEW position is DENIED, the original HRGL Request will not post. Create a new CU Funding Entry with the effective date of the first APPROVED row (the one added after the DENIED row) so that a DBT can be created.
    • Do not use correction to change NEW position row dates. It could cause future HRGL Requests to fail.
  • If the NEW position effective date is BEFORE 7/1/20, create the HRGL Request with the same effective date as the NEW row.  Then, create a CU Funding Entry to create funding effective 7/1/2020.  Without funding dated 7/1/20, FY21 payroll will go to suspense.

When hiring into a current position:

  • Funding may be updated for vacant positions with any effective date during the vacant period.
  • Funding for positions with an incumbent may be updated for current payroll periods and beyond.  Always confirm the current funding, and update if needed.
  • A Payroll Expense Transfer records funding changes after payroll.

When changing the position’s department:

  • A new HRGL Request is required with the same effective date as for position department change. 
  • If the same funding for a position existed in a different department as CU Funding Entry in the new department, the same funding will not post. Add a funding end date to allow the entry to post.
Position Funding [3], Position Queries [4], payroll [5], HRGL [6], Funding Entry [7], funding [8]
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Review best practices for preparing positions this fall
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Source URL:https://www.cu.edu/blog/hcm-community/review-best-practices-preparing-positions-fall

Links
[1] https://www.cu.edu/blog/hcm-community/review-best-practices-preparing-positions-fall [2] https://www.cu.edu/blog/hcm-community/author/9230 [3] https://www.cu.edu/blog/hcm-community/tag/position-funding [4] https://www.cu.edu/blog/hcm-community/tag/position-queries [5] https://www.cu.edu/blog/hcm-community/tag/payroll [6] https://www.cu.edu/blog/hcm-community/tag/hrgl [7] https://www.cu.edu/blog/hcm-community/tag/funding-entry [8] https://www.cu.edu/blog/hcm-community/tag/funding