HCM: Budgeted Position Change (Action/Reason codes FTE, PRT and RMV)

Use Budgeted Position Change action-reasons FTE, PRT and RMV to change the job or earnings distribution information associated with a "permanently budgeted" position in the legacy Position Resource Tracking (PRT) sub-system of the Berkeley Integrated Budgeting System (BIBS), in order to:

• Increase or decrease Budgeted FTE
• Hold a permanently budgeted position while temporarily paying an employee using an unbudgeted chartstring (for example, an internship, a research leave, etc.)
• Remove the hold from a permanently budgeted position

Note: These Budgeted Position Change action-reasons apply only to Job Data changes on employees linked to positions previously known as "permanently budgeted" that continue to be tracked in PRT and should not be used for any other purpose. For all other Position or Job Data changes related to HCM Position Management, use a different Budgeted Position Change action/reason. See the POS section of the Action/Reason chart for definitions and instructions for Position Management action/reasons.

1. Go to Workforce Administration> Job Data. Search to bring up the employee whose record you are updating. Click on the Job Record you wish to work on.
2. On the Work Location page of Job Data, click the + button to insert the new transaction. The system will automatically copy the last row of data into the newly inserted row. Effective Date defaults to the current date.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
   2. Select Action* "Budgeted Position Change" from the drop-down list of available Actions.
   3. Type in Reason* code "FTE," "PRT," or "RMV," or click the Magnifying Glass to lookup the appropriate reason for the Budgeted Position Change. Refer to the Action/Reason codes for definitions of Reason Codes.
   4. Click the Job Information tab.
3. Review and update information on the Job Information page as necessary.
   1. For Reason "PRT," change FTE (percent time) to 0.0. For Reason "RMV," change FTE to the percent time the employee will be working on this job (for example, 1.0 for 100%, .8 for 80%, .2 for 20%).
   2. Click the Earnings Distribution link at the bottom of the page.
4. Update information for each distribution line on the Job Earnings Distribution page. For multiple distributions, click the + button to add additional distribution lines, and click Copy Fields on the new line to copy information from the previous line. Click the - button to delete a distribution line.
   1. Verify (and change if appropriate), the Begin Date for each distribution, or use the calendar feature to select a date. Type in an End Date if applicable.
   2. For Reason "PRT," change Earnings Code to "PRT."
   3. For Reason "RMV," change Earnings Code back to "REG" (or "RG1" if appropriate).
   4. For Reason "FTE," update the Budgeted FTE for permanently budgeted positions (in decimal format, for example, 1.0).

      Note: Distribution % on a permanently budgeted chartstring must not exceed the Budgeted FTE. If you are reducing Budgeted FTE, you must:

   5. • Reduce Distribution % to less than or "equal" to the Budgeted FTE.
      • Add a distribution line(s) to redistribute the remaining salary expense to a different chartstring with the appropriate Account number.
5. Click Save to save the Budgeted Position Change transaction.

Note: If your transaction was Budgeted Position Change-PRT, that is a temporary change. Therefore you should wait a day and then add a Budgeted Position Change transaction with "RMV" Reason to remove the hold from a budgeted position.