Phase I

Phase I is the process of updating, changing, and cleaning up the HR budget report in preparation for the new fiscal year. Budget submissions are not part of the Phase I process.

  • You will need to generate the HR Budget/Expenditure Report. Please see the HR Budget Report training manual for instructions on how to generate the report.
  • Save your report, this will be your working copy to be used for final submission.
  • Insert a new column with the heading, “Requested Change” to the right of the “Current Budget” column.
  • Drop or hide all other columns and complete the “Requested Change” column.

HR Budget Actuals Report example showing the Requested Change column added to the right of Current Budget.

Once you have the working template, you are now ready to clean-up employee records for the Budget/Expenditure Reports:

  • Delete – Terminations, Resignations, transfers out of Department
  • Also delete positions if not in use

HR Budget Actuals Report example with a position marked Delete in the Requested Change column.

  • Modify Chartstrings - for Fund, Department, Class, and Account

Departmental Changes must also be made via ETR.

HR Budget Actuals Report examples showing chartstring changes, pool entries, and a position marked Delete.

HR Budget Actuals Report example showing a revised chartstring, employee additions, and positions marked Delete.

  • All pool employees will be dropped or added automatically - according to the employment end date
  • Student Assistants will drop off the report automatically

HR Budget Actuals Report illustrating automatic drop-off of student assistants and employees according to the employment end date.

  • Add all new staff:
    1. Transfers to your department
    2. New Employees to campus

HR Budget Actuals Report examples showing new staff entries marked Add.

  • Positions:
    1. New Positions can be added - but only if the vacant position is budgeted
    2. If you do not know the position number, a vacant position can be requested by using a job code or job classification

HR Budget Actuals Report example showing a new position marked Add and an existing position marked Delete.

  • Completed Phase I

Completed Phase I HR Budget Actuals Report showing requested changes, additions, deletions, and automatic student and pool employee changes.

Download the PDF

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