PROCEDURE: Payroll Redistribution Procedure - Missoula Campus
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 60 days of the payroll posting date will be processed on a routine basis. Requests for payroll redistributions received more than 60 days after the payroll posting date must be submitted with an exception letter signed by the Dean, Chair or Director. The exception letter must explain the reason for not submitting the request in a timely manner. The Director of Business Services will review the exception letter 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.
PROCEDURES
Responsible Party / Procedure Step:University Campus Departments / Request for Redistribution – Submit a Redistribution 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 60 day period, include an exception letter from the Dean, Chair or Director.
Responsible Party / Procedure Step:
Business Services – Fund Accountants / Review Request – Upon receipt of the Redistribution 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 60-day exception letter? If so, forward the request and letter 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)
- Prepare internal redistribution form
- Submit internal form to accountants with Banner redistribution authority
Business Services – Director / Review Exception Letter – Upon receipt of the Exception Letter and 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 – Accountants / Process Redistribution on Banner – After the review 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)
- File photocopy of internal form with documentation
- File original copy of internal form with Human Resources (usually submitted to HR on an annual basis)
University Campus Departments / Request for Personnel Transaction – Submit RPT 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.
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