WHY DOES STAFFING/WORKFORCE NEED TO BE RECONCILED?
The workforce reconciliation at UC Merced is essential for financial and labor planning. It helps ensure sufficient funding is set aside for salaries and benefits for recurring budgeted positions. The reconciliation provides monthly workforce information to aid in the department’s recruitment and reclassification planning and streamline the approval process. Additionally, it fulfills reporting requirements for the State of California and UCOP, ensuring the university receives the full state funding allocation.
Financial Planning
- Accurately budget salary costs for recurring budget fund sources.
- Informs central resource planning for base related salary and benefit increases.
Workforce Planning
- Provides up-to-date workforce information to aid in recruitment and reclassification planning.
- Accelerates recruitment and reclassification request review and approval.
Reporting
- Aids in state and UCOP reporting requirements
RECONCILIATION PROCESS
- Snapshot Initiation
- Department Reconciliation
- FP&A review
- FP&A processes UCPath (BDP) updates (as applicable/requested)
- BUD100 (reportable periods)
WORKFORCE UPDATES OFFSET ACCOUNTS
All Workforce updates will automatically process an offset from the following accounts:
- 501002 - Salaries
- 508200 - CBR
TIMELINE
Budget requests and BDP updates approved by the 25th of the month will be reflected in the month’s staffing reconciliation files and should result in a lower number of staffing variances to be addressed. Please note that If the budget request requires coordination with other department(s) please plan accordingly and follow any departmental deadlines established.
- 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.
ACADEMIC POSITIONS
The Provost Office will process the corresponding budget requests to either send funding to the academic department or to return funding to the Provost Office for vacancies. All Academic position changes require coordination with the Provost Office.
Please refer to the Provost Office's guidelines and deadlines.
Central Campus Funding
Financial Planning & Analysis will process approved central campus budget adjustments. Allocations will be made to accounts 501002 (salaries) and 508200 (CBR).
Department staff are responsible for reconciling their staffing and personnel recurring budget to confirm amount allocated is as expected. Any discrepancies will need to be communicated to Financial Planning & Analysis.
