When preparing positions for new employees or transfers, follow these steps for smooth setup and successful fall payroll.

Run three HCM Resources queries to find existing positions and funding:

• Position Information query will find all active or inactive positions in your unit. 
• Position Funding query will find all the current funding distributions for all positions in your unit.
• For each employee listed in the Personnel Roster, ensure the Funding Distribution query reflects their current and correct funding.

Keep these tips in mind when creating a position:

• Use an effective date for the NEW position row sometime before the actual effective date of the hire so additional rows with a new effective date to make last minute changes.
• The effective date of the first APPROVED row of the position must match the first effective date of the Department Budget Table (DBT).
  • Complete the HRGL Request for funding with the same effective date as the NEW position row. It will post once the position is APPROVED.
  • If a NEW position is DENIED, the original HRGL Request will not post. Create a new CU Funding Entry with the effective date of the first APPROVED row (the one added after the DENIED row) so that a DBT can be created.
  • Do not use correction to change NEW position row dates. It could cause future HRGL Requests to fail.
• If the NEW position effective date is BEFORE 7/1/20, create the HRGL Request with the same effective date as the NEW row.  Then, create a CU Funding Entry to create funding effective 7/1/2020.  Without funding dated 7/1/20, FY21 payroll will go to suspense.

When hiring into a current position:

• Funding may be updated for vacant positions with any effective date during the vacant period.
• Funding for positions with an incumbent may be updated for current payroll periods and beyond.  Always confirm the current funding, and update if needed.
• A Payroll Expense Transfer records funding changes after payroll.

When changing the position’s department:

• A new HRGL Request is required with the same effective date as for position department change. 
• If the same funding for a position existed in a different department as CU Funding Entry in the new department, the same funding will not post. Add a funding end date to allow the entry to post.