Procedure BF-AS-PR14 Vacant Budgeted Position Salary Savings  

Dates Effective: November 6, 2019  

Responsible Officer:  Chief Financial Officer and Vice President 

Sponsoring Department: Office of Budgets, Planning and Analysis

Errors or changes to:  Office of Legal Affairs

 

Contents

Objective

Scope

Procedures

Definitions

Relevant Federal and State Statutes

Relevant UT System and UTA Policies, Procedures, and Forms

Appendices

Contact Information

 

Objective

This procedure describes different types of vacant budgeted positions and how they will be transferred to the Salary Savings cost center maintained centrally by Budgets, Planning and Analysis

Scope

The scope of the procedure includes positions budgeted in Educational and General cost centers (2xxxxx) and cost centers funded by designated tuition transfer where the designated tuition transfer represents more than 50% of the budgeted revenue, becoming vacant during the fiscal year.  This procedures is not applicable to faculty positions. All vice presidents, deans, chairs, and departmental budget managers should be aware of this procedure.

Procedures

1.     Vacant Positions in Annual Operating Budget – If vacant on 9/1 all funding for that position will be swept until such time the position is filled.

2.     Positions resigned during the fiscal year – remaining salary funding for that position will be swept until such time the position is filled.

3.     Vacant positions filled during the year – funding for the position will be returned for that position. The original budgeted amount will be prorated for the remainder of the fiscal year

4.     Vacant positions filled at a higher salary rate – funding returned will be equal to the prorated amount of the original budget amount. Any additional funding is the responsibility of the hiring department. The department must have permanent funding available for any increase in the original budgeted rate and the actual hire rate.

5.     Vacant positions filled at a lower salary rate – funding returned will be equal to the prorated amount of the new salary. During the budget process for the following fiscal year the difference between the new, lower salary and the original salary will be added to the wages line in the department/cost center, so that the permanent budget is not reduced.

6.     The portion of the salary swept for each position during the time period it was vacant will not be returned during the fiscal year.

7.     Vacant position salary savings from the following positions are managed by the Provost Office: all Faculty lines, Dean, Associate/Assistant Dean, Chair, Provost, Vice Provost, Associate/Assistant Vice Provost.

8.     Positions funded by other sources, i.e. mandatory fees, non-mandatory fees, gifts, grants, Enhanced Designation Tuition, Accelerated and Online revenue, auxiliaries, other self-generated revenue, are exempt from this procedure.

 

Definitions

N/A

 

Relevant Federal and State Statutes

N/A

 

Relevant UT System and UTA Policies, Procedures, and Forms

N/A

 

Contact Information

All questions concerning this procedure should be directed to the Office of the CFO and Vice President.