| To: | Fiscal Officers, HR Officers, and Payroll Clerks |
| Subject: | FTE – Group Positions and 975 Transactions |
| Sent Date: | 05/31/2005 |
FROM: Audrey Musgrave, Bureau Chief, Payroll Services, SCO
Jeff Youtz, Supervisor, Budget and Policy, LSO
Judie Wright, Budget Bureau Chief, DFM
The Division of Financial Management, Legislative Services Office – Budget and Policy, and the State Controller’s Office has made some requirement changes to Position Control Actions being processed by agencies. These changes are necessary for ongoing reporting and edit requirements. The changes and reason for them are as follows:
1. All group positions ‘NG’ are required to be within the 9000 series of numbers (9000 through 9999). An edit has been placed on IPOPS and will not allow unique positions to use these numbers. Agencies will not be allowed to input anything other than ‘0’ in FTE and pay period hours for group positions. (Effective: Immediately)
2. All unique positions (0001 through 8999) are limited to three (3) incumbents. An edit has been placed on IPOPS and will not allow more than three (3) incumbents in a position unless the position is designated a group position and the number is in the 9000 series. (Effective: Immediately)
3. Updates to the Budgeted Information on a Position (transaction 975) will only be allowed on Group Positions, Reactivating a position or a new set-up of a position. Wage and Salary calculates the budgeted amounts at Fiscal Year for all unique positions. These amounts are the amounts that are appropriated for that position. Each month you receive a report (Position Control Establishment List) from the Division of Statewide Payroll that shows the amounts left in your appropriation and how much has been used. If changes are made to the budgeted areas on the position during the fiscal year the month-end report will not reflect the true amounts left in your appropriation. Therefore, changes will not be allowed to the budgeted areas during the fiscal year and they will only be updated with the Wage and Salary at Fiscal Year-End. (Effective: sometime during FY 2006)
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