A budget amendment moves existing budget allocation within an account. When there is budget allocation available in an account, it can be moved from one ledger to another through a budget amendment.
You can request a budget amendment two ways:
- Send an email to your area’s budget analyst and include the worktag, ledgers, and amounts to transfer from and to, and a brief explanation for the adjustment.
- With your divisional budget officer's and Financial Planning, Budget & Analysis approval, attend budget amendment training and learn how to complete a budget amendment in Workday.
See Budget Adjustments Procedures for more detailed instructions.
State Budget Adjustments
Account managers can request to move budget allocations between the wages and operations lines by emailing Kathy Adams and cc-ing Meliscia Gilbert and Erin Messer.
Professional and classified employee salaries and related fringes are managed at the division level. Reallocations to or from those lines must be routed through the Provost or division budget officer.
Expense Reassignments are when costs are moved from one account to another after the initial expense posts to an account. If costs in excess of a budget post to an account due to system overrides, the account should be reviewed to determine if those costs belong on the account or need to be moved to the correct account.
A reassignment to the correct account is also necessary if an expense is charged to the wrong account in error. Reassignments must be processed in Workday in a timely manner to meet certain deadlines. Reassignments cannot be made to state accounts after May 1 of each year and they cannot cross fiscal years when moving from state accounts or between self supporting accounts.
When a UNLV department provides a service to another UNLV department, payment is made internally by charging an account number provided. Internal payments post as a credit to the expense recharge line, so it posts as a negative amount, while external payments post to a revenue line. The impact of this is to provide income to the account by reducing expenses.
Large recharge service centers include the mailroom, telecom, and integrated graphics services. These service centers bill UNLV customers by charging the operations line of their accounts. Payments made to the service center post to their accounts as a credit to the recharge line.
Smaller recharge activity includes selling photography or providing lab testing to campus customers. That income should be projected the same as other revenue but shown as a credit to the recharge line rather than a sales revenue.
UNLV is required to track budgets by position per board of regents policy and a position number with associated budget is required for each full time equivalent. Self supporting position budgets are set annually through the annual budget process.
The total salary budget for the fiscal year includes merit or COLA awarded plus any stipend or special pay related to the employee in the position as well as any approved salary adjustments related to equity or promotion.
Position Budget Adjustments
If there are salary changes after the annual budget has been approved, the position budget should be adjusted. This includes employees receiving base salary increases, a stipend, or to increase the projected salary for a vacant position.
If a position is moved to another account, a budget amendment is required to allocate budget for the new account. Financial Planning, Budget & Analysis reviews budgets for these salary changes by account via Workday.
You can look up position budgets in Workday. You will be able to view position budgets under the worktags that you are authorized for within Workday.
Request a new position number when a new hire has been approved for your area and:
- There is no vacant position on the account that will fund the position and
- There is no vacant position that can be moved from another account within your area
Submit the New Position Request form to Financial Planning, Budget & Analysis along with a budget amendment or budget revision, if necessary.
Initiate the “Create New Position” business process in Workday and email the New Position Request form to your budget analyst on the same day. This allows Financial Planning, Budget & Analysis to review the position budget prior to receiving an inbox request, and facilitates a quicker process.
Employer Paid Retirement Contribution (EPC) position
Classified employees eligible for the Public Employees Retirement Plan (PERS) can elect the Employer Paid Retirement Contribution (EPC) option. With this option, the entire retirement contribution is paid by the employer and the employee’s base salary is reduced to offset the higher fringe cost borne by the employer.
Moving Position Numbers Between Accounts
State positions cannot be moved between appropriations or to self supporting accounts.
Self supporting positions can be moved to other self supporting accounts if the employee has a reporting change or if a position is no longer needed for one program. Financial Planning, Budget & Analysis must approve all position changes to update them in Workday. When moving a position to another account, a budget adjustment or budget revision must be submitted for that account.