Grant accounting handbook

Section V

Establishing positions

Establishing a new position requires the following steps:

1. Develop a job description
2. Write a board agenda item
3. Submit this agenda item to the director of the functional area
4. The director will submit this to the Board for approval

After approval is obtained, an award letter and budget must be submitted to Budget Services. Once Budget Services ensures the availability of funds and identifies the grant funds in MUNIS, a PAF (personnel action form) can be requested to establish the position. When contacting Budget Services to request a PAF, have the following information available:

1. Position title (must match title on job description)
2. Work location
3. Effective date the position should be charged to the program
4. Account code (org, object, and project) to be charged
5. Time to be charged to the program (FTE status)

Once information is verified, PAF will be available for pick up in Budget Services or via courier. Budget/Grant manager is required to sign off on the PAF and forward to Human Resources for processing.

Each pay period the Budget/Grant manager should access their payroll report (s), listing the names of employees being charged to your programs thru the GL Inquiry in MUNIS (see enclosed instructions in the hardcopy of the handbook). It is the responsibility of the budget/grant manager to notify Budget Services of any employee changes or corrections. Budget Services will verify the need for corrections/ or changes and forward to Human Resources.

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Last update: 2/20/2004 4:01:30 PM