PROCEDURE: Payroll Redistribution Procedure - Missoula Campus

Business Services The University of Montana Missoula, Montana 59812-1254

Procedure: 110018 Revision Date: 4/3/17 Revision Number: 2

OVERVIEW

The following is to establish procedures for payroll redistributions submitted to Business Services fund accountants for non-grant funds. Generally, Business Services can only process payroll redistributions from one non-grant index code to another non-grant index code. This is to maintain consistency between the Office of Research & Sponsored Programs and Business Services.

OPERATING PRINCIPLES

Payroll redistribution requests received within 90 days of the payroll posting date will be processed on a routine basis. Requests for payroll redistributions received more than 90 days after the payroll posting date must be submitted with the additional questions (3 and 4) on the form answered and signed by the Dean, Chair or Director. The Director of Business Services will review the question responses to determine whether the redistribution request will be approved or disapproved.

Because of the nature of some redistribution requests, the actual redistribution will need to be processed by Human Resources. If the following situations occur, the redistribution request should be forwarded to Human Resources:  Changes in position number  Changes in account code (usually a position number change)  Corrections to job records or data entry errors incurred at time of entry

To alleviate the need for multiple redistributions, departments are responsible for submitting new RPT (Request for Personnel Transaction) forms to Human Resources for permanent or long-term changes to the employee’s job distribution.

of 3 PROCEDURES

Responsible Party Procedure Step: University Campus Request for Redistribution – Submit a Redistribution Departments Request form to your fund accountant in Business Services. Submit a separate form for each employee, making sure all sections are completed and all signatures included. If the request is for pay periods past the 90 day period, answer questions 3 and 4 and include a signature from the Dean, Chair or Director.

Responsible Party Procedure Step: Business Services – Review Request – Upon receipt of the Redistribution Fund Accountants Request form, the fund accountant will review the request for the following:  Completeness of form, all sections completed and required signatures included  Does the request include a 90-day exception? If so, forward the request to the Director of Business Services for approval or disapproval  Does the request contain situations requiring action by Human Resources? If so, forward the request to Human Resources and notify the department.  Verify accounting information listed on the request form (run query/report from NHVDIST)

Business Services – Review Exception Letter – Upon receipt of a 90 day Director exception on the Redistribution Request form, the Director will review the documentation to determine whether the request will be approved or disapproved. If approved, the Director will sign the request and return to the fund accountant for processing. If disapproved, the Director will notify the Dean/Director/Chair of the requesting department in writing of the decision (with a copy to the fund accountant). Business Services – Process Redistribution on Banner – After the review Accountants process is complete, the appropriate fund accountants will proceed with the redistribution on Banner  Assign log number and update internal log  Data enter redistribution information in Banner (PHAREDS)  Scan and save submitted form and any attached documentation to the Payroll

of 3 Redistribution File.

REMINDER: Make sure that the posting date is in the correct month if necessary. University Campus Request for Personnel Transaction – Submit RPT Departments form to Human Resources if the redistributions are the result of a permanent or long-term change to an employee’s job distribution

Departments are responsible for reviewing their budget needs to determine if an RBC (Request for Budget Change) form should be prepared and submitted to the Office of Planning and Budget Analysis.