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Signature Flow for Personnel Paperwork and its Impact on Your Budget

The following provides a general overview of the Signature Flow for specific paperwork and how it impacts your budget.

Personnel Action Forms – PAF

  • PAFs must have the Supervisor and the Dean/Department Head and the Associate Provost/Provost/Vice President signatures
  • They get sent to the Budget Office to confirm the position number, corresponding labor distribution and that there is sufficient funding to process the request
    • All PAFs that modify the labor distribution, annual salary and/or that require additional funds must be accompanied by a budget revision. Departments must confirm sufficient budget funding to support PAFs before they arrive in the Budget Office. 
      • For example: A position that is filled on January 1st needs to have sufficient funding to cover 6 months of salary in the current fiscal year and the full 12 months of salary in the following fiscal year. 
  • After the Budget Office signs-off, the PAF is then forwarded to HRD.
  • If the PAF is using funds from a restricted fund or grant, HRD will complete their processing piece and send the PAF to Financial Accounting for approval.
  • Once approved and signed by Financial Accounting (if necessary), the PAF is sent to the Payroll Office for final processing into the Banner system. 
  • Estimated Processing Time: 2-3 weeks

Full Time Faculty Contracts

  • Full Time Faculty Contracts must be signed by the faculty member, the Dean and the Provost's Office 
  • They get sent to the Budget Office to confirm the position number and corresponding labor distribution
  • After the Budget Office signs-off, the contract is then forwarded to HRD.
  • If the contract is using funds from a restricted fund or grant, HRD will complete their processing piece and send the contract to Financial Accounting for approval.
  • Once approved and signed by Financial Accounting (if necessary), the contract is sent to the Payroll Office for final processing into the Banner system. 
  • Estimated Processing Time: 2-3 weeks

Part Time/Adjunct Faculty Contracts

  • The Part Time Adjunct/G3 Faculty Contracts must be signed by the faculty member, the Dean and the Provost or Associate Provost
  • They get sent to the Budget Office to confirm the position number and corresponding labor distribution
  • After the Budget Office completes processing and signs off, the contract is then forwarded to HRD.
  • If the contract is using funds from a restricted fund or grant, HRD will complete their processing piece and send the contract to Financial Accounting for approval.
  • Once approved and signed by Financial Accounting (if necessary), the contract is sent to the Payroll Office for final processing into the Banner system. 
  • Estimated Processing Time: 2-3 weeks

Rosters – for Temporary Staff and Student Employment

  • Rosters must have the Supervisor’s signature and depending on the department, the Director or Vice President’s signature. Rosters from the Academic areas must have the Provost’s or Associate Provost’s signature
  • They get sent to the Budget Office to confirm the position number, corresponding labor distribution and that there issufficient funding to process the request
    • Departments must confirm sufficient budget funding to support rosters before they arrive in the Budget Office. 
    • Departments should review the subaccount requested in relation to the employee class code. (For example, a T1, Temporary Exempt Staff, or T2, Temporary Non-Exempt Staff, would not be paid from 58000 Student PT subaccount.)
  • After the Budget Office completes processing and signs off, the roster is then forwarded to HRD.
  • If the roster is using funds from a restricted fund or grant, HRD will complete their processing piece and send the roster to Financial Accounting for approval.
  • Once approved and signed by Financial Accounting (if necessary), the roster is sent to the Payroll Office for final      processing into the Banner system. 
  • Estimated Processing Time: 2-3 weeks

Budget Revisions

  • Departments have the ability to independently transfer funds, within their respective operating orgs, through a FGAJVCD entry as long as the transfer is between accounts beginning with “6”. Otherwise, all other Budget Revision requests that involve Revenue or Compensation accounts, within operating or plant funds, must be submitted to the Budget Office for processing.
    • All Budget revisions that involve restricted (funds beginning with 2), grant (funds beginning with 3) or agency funds (funds beginning with 8) must be sent directly to Financial Accounting for processing. Please avoid sending these to the Budget Office as having to forward them to the correct office will delay your processing request
  • Budget revisions submitted must have the supervisor’s,  and in most cases, the Department Head and/or Vice President’s signature. Signatures from the Provost’s office, or representative thereof, must be included if the revision is coming from Academic areas
  • Budget revisions that involve revenues accounts are limited to unique and specific cases.
  • Estimated Processing Time: 5 business days

IDTs

  • All IDTs must have the supervisor’s, and in most cases, the Department Head and/or Vice President’s signature. Signatures from the Provost’s office, or representative thereof, must be included if the IDT affects a Revenue or Compensation account and is coming from Academic areas
  • Once all required signatures have been obtained:
    • If the IDT is to correct a P-Card charge, send directly to Financial Accounting for processing. 
    • If the IDT is moving funds to or from a compensation line (accounts beginning with “5”) or is impacting a revenue line (accounts beginning with “4”), then the IDT must be sent to the Budget Office for signature. The Budget Office will then forward the IDT to Financial Accounting for processing. 
    • All other IDTs should be sent directly to Financial Accounting for       processing.