Human Resources Management System

Transaction Process for Budgeted Position Change (POS)

Definition: Use Budgeted Position Change to change the job or earnings distribution information associated with a permanently budgeted position. The Budgeted Position Change action is used to:

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

For more information, refer to the reference on understanding the PRT Earnings Code in HRMS located under Decision Support on the HRMS job aids website: http://hrweb.berkeley.edu/hrms/jobaids.htm

* = Required Field

Note: This action should not be used for any other purpose.

1. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are updating. If there are no matching values, review your criteria and change it, as appropriate.

Job Data

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 job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
   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.

Earnings Distribution

4. Update information for each distribution line on the Job Earnings Distribution page including the chartstrings. 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, as 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." For Reason "RMV," change Earnings Code back to "REG" (or "RG1" if appropriate).
   3. 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:
• 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.
4. Click Save to save the budgeted position change transaction.
   Note: Since a "PRT" Reason is temporary, you should add a Budgeted Position Change transaction with "RMV" Reason to remove the hold from a budgeted position.