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FY 2015-2016 Fiscal Year-End Position Distribution Change

Monday, April 27, 2015

It is official, the Budget Office Position Funding Tool is retiring and Manager Self Service (MSS) Position Distribution will be available for 2015-2016 Fiscal Year rollover processing.

Establishing position distribution funding using the UAccess Employee Manager Self Service (MSS) component for fiscal year rollover creates a single source process throughout the year; routes transactions based on established MSS rules and roles; and allows a series of effective dated changes per position.  Additionally, new Analytics reports will be developed to incorporate budget and position distribution information to assist with planning. 

Key dates, processes and account information are provided below.

Process Information by System

UAccess Employee – MSS Position Distribution

  • Systems Control establishes July 1, 2015 account distribution for all active positions on June 7, 2015
    • This is based on the last funding in place as of June 7, 2015
  • Department/College representatives able to update FY16 distribution on or after June 8, 2015
  • Continuation accounts replace expired accounts in MSS Position Distribution on June 7, 2015 (see **UAccessFinancials Expiring Accounts 2-Step Process section)

Budget System

  • FY16 Temp and Perm RBCs available for department/college users to update on June 8, 2015
    • This provides the ability to view changes initiated in MSS Position Distribution and the Budget system concurrently in UAccess Analytics.

UAccess Analytics

  • The Accounts Expiring in 90-Days report currently available in Analytics is a helpful tool for determining positions funded with accounts set to expire within the next 90-days.  The newly added continuation account column increases the value of the report for rollover planning.

Navigation:  UAccess Analytics-->Business Manager Home Page-->Home Tab

*UAccess Financials Expiring Accounts – 1-Step Process (April 21 - June 2, 2015)

  • Departments/Colleges encouraged to extend accounts expiring on both June 30, 2015 and in FY16 prior to June 2, 2015.
  • Expired accounts not extended in UAccess Financials by June 2, 2015 will change to the continuation account inMSS Position Distribution on June 7, 2015.
    • To avoid July 1st position distribution from changing to the continuation account, submit a backstop for accounts not extended by the sponsoring agency no later than June 2, 2015.
    • Instructions and the backstop form are located on the Research Gateway.

**UAccess Financials/UAccess Employee Expiring Accounts– 2-Step Process

  • Step 1- Extend expired accounts between June 3and June 26, 2015.
    • Continue with Step 2 after the account extension approved and batched in UAccess Financials.
  • Step 2– Change MSS Position Distribution from continuation to an active account between June 8 – July 2, 2015.
    • Submit change if stop date extended (Check Account Description link in MSS Position Distribution to verify stop date extended).

Note:  The July 1st position distribution will change to the continuation account if the 2-step process is not followed.  For example, if MSS Position Distribution is changed prior to the account extension approval in UAccess Financials, the Position Distribution will revert back to the continuation account.

Key Department/College Dates

June 2, 2015

*Last day to submit the July 1st UAccess Financials account extensions before 2-step process begins

June 8, 2015

MSS Position Distribution available for FY16 updates

June 8, 2015

FY16 Temp and Perm RBCs available for updating

June 26, 2015

**Final approvals for UAccess Financial account extensions using the 2-step process for pay period ending July 5, 2015 due

July 2, 2015

Last day to approve MSS Position Distribution for pay period ending July 5, 2015