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Staffing Reconciliation and Central Policy

November 6, 2024

Dear Colleagues,

To enhance and increase budget management as well as timely and accurate reporting of the financials, effective January 1, 2025, the following requirements must be met to receive central campus funding and FP&A eDoc signature (for budget line signature):

  1. Staffing Reconciliation: Monthly staffing reconciliation is completed by established deadlines (refer to FP&A Staffing Reconciliation webpage for dates). This includes reconciling all variances and processing the necessary budgetary entries.
  2. Personnel Account Deficit Clearance in Permanent Budget: Ensure that no deficits exist in any permanent budget personnel accounts (all salary and benefits accounts). As previously communicated, all permanent budget personnel account deficits must be resolved.

The following will be impacted if the above-referenced requirements are not met:

  1. Across-the-Board Central Funding - Across-the-Board funding will be allocated based on the last completed staffing reconciliation. Any additional Across-the-Board central funding needs resulting from subsequent staffing reconciliations must be requested by the department. This must be done by emailing a completed Staff and Faculty Funding Request Form to FP&A and cc’ing the division’s VC or Dean.
  1. eDocs Routed to FP&A for Budget Signature – eDocs will not receive a Budget signature and will be declined. If the eDoc is declined, a new eDoc must be submitted once the requirements listed above have been met.
  1. Budget Call and Budget Augmentation Requests (BAR) Funding – Any permanent budget deficit in personnel accounts (salary and benefits) will be taken into consideration during the review of any Budget Call and BAR request. Deficits must be the division’s number one priority when requesting funding via Budget Call or BAR. If personnel deficits are not addressed, BAR requests to support other initiatives will not be approved.

These measures are essential for maintaining effective financial management, which is vital for the long-term fiscal sustainability of the campus.

Please ensure adherence to these requirements going forward. We appreciate your collaboration in this matter.