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Workforce Budget Management

 

STAFFING RECONCILIATION

Accurately budgeting for salary, benefits, and other related personnel for both current year and recurring workforce commitments is essential in ensuring fiscal sustainability.  

Staffing reconciliations are performed monthly to help departments ensure permanent budgets are aligned appropriately.  Budget allocations and UCPath updates should be requested at the time payroll actions are processed by department staff.  The monthly reconciliation process will identify any remaining adjustments necessary for the prior month.  

Staffing Reconciliation

 

FUNDING AVAILABILITY

It is the department and Position Delegate’s responsibility to ensure appropriate funding levels are available for any workforce requests submitted/actions taken (i.e. new classification,recruitment, waiver of recruitment, contract to career conversion).

  • Departments must strategize and forecast their workforce needs and align them with their approved budget.
  • Deficits in personnel accounts must be resolved/cleared prior to the month's GL close date.  
  • Department staff must work with their Position Delegate to confirm funding availability.
  • It is the Position Delegate’s responsibility to coordinate with appropriate financial staff within their organization to confirm funding availability.
  • Budget & Financial Planning review/approval via eDoc system or email does not confirm availability of funds.
  • Budget & Financial Planning is an available resource if departments have questions regarding their budget plans.

 

CONTRACT EXTENSION

If a contract extension has a pay increase, it is the department’s responsibility to ensure sufficient funding is available.

  • Central funding will not be provided to fund any salary, benefits, other related cost gap/increase.
  • FP&A review/approval via eDoc system or email does not confirm availability of funds unlessexplicitly stated. 

CONTRACT TO CAREER CONVERSIONS

FP&A must be notified prior to any action on contract to career conversion to ensure financial analysis is completed by department and that they have confirmed available funding for these actions and to ensure proper staffing reconciliation actions will be taken.

  • Department is responsible for completing the necessary financial analysis to confirm funding availability for the conversion.
  • Department submits completed Contract to Career Conversion Budget file to Budget & Financial Planning via email to budget@ucmerced.edu.
  • Financial analysis is reviewed by Budget & Financial Planning.
  • Budget & Financial Planning emails tracking number to department.
  • Department includes tracking number in their request to HR (following HR established guidelines for submission of these requests).
  • HR will verify review via shared HR/Budget & Financial Planning file.

RECLASSIFICATIONS/EQUITY ADJUSTMENTS

It is the Position Delegate’s responsibility to ensure appropriate funding levels are available before submitting eDoc requests for all HR actions.

  • The eDoc will automatically forward the request for FP&A review as part of the system budget approval process due to current system design.
  • Budget & Financial Planning will approve the request with the understanding that the department has verified available funding.
  • The department will be responsible for funding any salary, benefits, and any other related increases.
  • Budget & Financial Planning review/approval via eDoc system or email does not confirm availability of funds unlessexplicitly stated.