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Workforce Budget Management

 

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

STAFFING RECONCILIATION

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.
  • FP&A review/approval via eDoc system or email does not confirm availability of funds.
  • Financial Planning & Analysis (FP&A) 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 permanent funding has been committed for these actions and to ensure proper staffing reconciliation actions will be taken.

  • Department submits completed Budget Management Template to FP&A via email to budget@ucmerced.edu.
  • Request is reviewed by FP&A.
  • FP&A emails decision to department and if approved, provides approval number to the department.
  • Department includes approval number in their request to HR (following HR establishedguidelines for submission of these requests).
  • HR will verify approval via shared HR/FP&A 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.
  • FP&A 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.
  • FP&A review/approval via eDoc system or email does not confirm availability of funds unlessexplicitly stated.