Office of Budget and Planning

The Personnel Action Form (PAF) is to be used to:

• Request a new or continuing appointment
• Request a change in future labor distribution
• Request a one-time payment for a TC employee
• Request an honorary appointment (Dean's Office)

This Form is not to be used to:

• Request changes to where an employee has previously been charged (their salary distribution). The Revision of Labor Distribution Form should be used for this purpose.

• If an academic department needs to change an existing position’s salary upwards, the funding for the salary increase and related fringe may be established through one of the following ways:

a.     A transfer of funds from another budget line within the unit which will result in the permanent reduction of that budget line; or

b.     A request for funding to that unit's Vice President to be approved and forwarded to the Office of Budget & Planning

• For any other additional payments to a current employee, check Banner for sufficient budget in the appropriate index and account.  All payments should be charged to the employee’s primary account code, and approved by the department head.


• If there is not sufficient budget, a Budget Change Request Form is required to be submitted at the same time as the PAF.

• The College funds annual salary increases for faculty and full-time professionals whose salaries are charged to the operating budget.  Part-time positions are not eligible for the annual salary increase.
  

• Please contact your HR representative or the Office of Budget & Planning for PAF deadlines.

• Except as outlined in the Budget Memo sent to academic departments annually, salary savings derived from employee departures and unfilled positions are monitored and managed by the Office of Budget & Planning.

• Related fringe savings may not be allocated to other budget lines and are returned to the College.
  
  
• Departments may request salary savings to be transferred to cover costs of backfilling the vacant position (or duties thereof).  The amount of salary savings available for use is determined by the Office of the Provost for instructional positions (account 61xx) and the Office of Budget & Planning for non-instructional positions.  Salary savings may differ from what appears in Banner.

• Budget transfers are used to move budget dollars among and between indexes and/or accounts.

• Budget Change Request Forms should be submitted in anticipation of commitments or expenditures in variance to the original budget.

• When transferring funds out of an index/account, please ensure that there is sufficient budget remaining to cover existing and anticipated expenditures and encumbrances.

• Budget transfers in amounts less than $100 will not be processed and will be returned to the department.

• Budget transfer line items should be rounded to the nearest $1.

• The Explanation/Comments section is required to be completed and must adequately explain the nature/intent of the transfer.

• To establish a budget for a designated (2XXXXX) or a restricted (6XXXXX) index, a Budget Change Request Form must be submitted to the Office of Budget & Planning.

• For transfer of actual revenue or expense, please use the Departmental Revenue/Expense Transfer Form.

• Salary Transfers

1. Part-Time Fringe Rate for FY '13: 8.4% (accounts 6132, 6152, 6252, 6254, 6412, 6422, 6442, 6462, 6531)
2. Full-Time Fringe Rate for FY '13: 34.7% (accounts 6111, 6121, 6122, 6161, 6211, 6213, 6242, 6244, 6311, 6312, 6316, 6321, 6326, 6331, 6336, 6341, 6521)
3. Fringe Benefits should always be included when transferring salaries, and should be added to account 6891.

• Non-Permitted Transfers

1. Any transfer from a 6XXX account line to a 7XXX account line
2. Any transfer from non-instructional salaries (62XX, 63XX, 64XX and 65XX) to any another 6XXX account line, except with approval from the Office of Budget & Planning
3. Any transfer from the fringe account 6891
4. Any transfer to or from a 78XX account line (scholarships or student stipends)
5. Any transfer from an operating index (1XXXXX) to a designated index (2XXXXX) or from an operating index (1XXXXX) to a restricted index (6XXXXX) without the prior approval of the Office of Budget & Planning
   

• Permitted Transfers

1. Any transfer of instructional salary savings (61XX) to other instructional salary accounts (61XX) (includes faculty, FT lecturers, adjuncts, and FT or PT instructors)
2. On a case by case basis and with express approval of the Office of Budget & Planning, temporary transfers from a 7XXX (except 78XX) account line to a 6XXX account line with appropriate fringe (a temporary transfer means that the base budget for the following year will not carry this change)
3. Any permanent transfer from 7XXX (except 78XX) account line to a 6XXX account line with approval from the Office of the Vice Provost for instructional departments or the Office of Budget & Planning for non-instructional departments (a permanent transfer means that the base budget for the following year will carry this change)
   

• Revenue Transfers
  

1. Revenue generated by the College is managed centrally and is not available to the department.
2. Funds received as reimbursements for expenses incurred may by transferred to cover these expenses provided the reimbursement is received in the same fiscal year the expense is incurred.
3. When setting up a deposit through CASHNet, non-gift funds should be deposited into an operating index (1XXXXX) using a revenue account (5XXX).  Non-gift funds should not be deposited into a designated index (2XXXXX).
   

• NSF occurs when there are not enough funds in an account pool to cover a purchase requisition or check request submitted for processing.
  
  
• Account pools are divided as follows: 7100 – 7799 & PL7000; 78xx; 79xx; 81xx; 82xx
  
  
• A Budget Change Request Form must be submitted to the Office of Budget & Planning to transfer funds, as appropriate.

• Certain courses at Teachers College have additional fees that students pay to cover materials/supplies/one-on-one coaching, etc.
  
  
• Course fee transfers are submitted as “one-sided” transfers using a Budget Change Request Form and are a mechanism to allocate collected fees to a departmental budget.
  
  
• To establish a course fee budget, the Director of Academic Administration (DAA) submits a Budget Change Request Form with a list of students attending and fees paid as provided by the Registrar’s Office. The form should be submitted to the Office of Budget & Planning at the beginning of each semester, after add/drop deadline has passed.

• The purpose of this form is to request a revision to a salary distribution already processed.  This form is required when the allocation of salary paid to an employee must be transferred from a given budget line to another
  
  
• This Form is not to be used for:
  
  
  • Any request that has a salary impact (supplemental recommendation, salary increase, date change, etc.); or
  • Any request for a salary distribution correction (corrections should be submitted on a Personnel Action Form)
  • Changes to more than one appointment should be filled out on separate forms.

• New employees seeking training on BANNER should refer to the CIS website for Banner training information dates or contact Gary Johannes at extension 3934.
  
  
• For Budget Administrators seeking additional Banner access, your supervisor needs to send an e-mail to Joan Anderson in the Office of Budget and Planning to request that security access be granted to you.
  
  
• To assign a Budget Administrator and/or Responsible Person for a given index, e-mail your request to Joan Anderson in the Office of Budget & Planning.