Training Materials
HR Account and
Suspense Maintenance
A.
Revised Position Request
Form process for Contracts
and Grants
1. Position Request Form
(PR) is sent to Budget with
begin (effective date) and
end date of the funding.
2. Budget enters in the
effective date and the
requested funding into the
Department Budget Table (DBT).
3. Budget also enters a
second row with the first
day of the next month
following the end date as
the effective date and the
Research Suspense Account
Code (RSAC). For example, if
the funding ends on 3/25,
then a 4/1 effective dated
row with the RSAC would be
entered.
4. A new field, Project
Funding End Date is now on
the PR. For all P/G funding,
this field will be required.
If the field is not filled
out, the form will be
returned to the appropriate
department.
5. It is imperative that the
department on the position
and the department on the
DBT match. If they don’t
match then the account will
be sent to suspense.
6. When the following events
occur, the necessary actions
are listed below:
a. Funding end date changes –
i. New PRF noting new
funding end date.
ii. Budget goes to DBT and
changes the ending effective
date to the new end date,
keeping the RSAC as is.
iii. If new end date is the
end of the Fiscal Year (FY),
then RSAC is deleted.
b. New funding –
i. New PR noting new account
code and new funding begin
and end dates.
ii. Budget deletes the
current RSAC row, inserts a
new row with new funding and
effective date, and inserts
another row for the new
funding end date with RSAC
(if end date is not the end
of the FY).
7. The process listed above
will result in the
following:
a. Encumbrance calculated
correctly for P/G account.
b. More accurate billing
process.
c. Easier to identify those
accounts for P/G in suspense
that need immediate action.
B. College and Division
Payroll Suspense Clearing
1. Departments are
responsible for running
their FY Suspense report
after every payroll and
taking action on those
accounts that are hitting
suspense (even non-P/G
accounts). Reallocations
will be needed for those on
the FY Suspense report.
2. At the beginning of every
month, a report will be run
by division reflecting those
accounts (both P/G and
non-P/G) that have been in
suspense for 60+ days. The
report will be distributed
to the following:
For Colleges:
a. College Administrators
b. Deans
c. Craig Ness
For Divisions:
a. Division Administrator
b. Division Vice President
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