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The Position Control System (PCS) is part of the university's Financial Records System. The PCS is a series of Excel spreadsheets, one for each Budget Area, which utilizes the same file sharing approach as the Budget Network System.
. The PCS tracks the budget value of each employee position,
with the exception of part-time faculty and students, by general ledger account
within each Budget
Area. The PCS also tracks salary savings when positions become vacant.
Each University position is assigned a Position Number. The Position Number is
made up of the 13-digit general ledger number plus two
numbers (assigned sequentially) to make the Position Number unique for each
position. It has been helpful to incorporate the general ledger number into the
Position Number so that it can be sorted by department, expense type (object
code), and by Budget Area.
The PCS is updated by the Budget Office each time a completed Personnel Action
Form is submitted to the Human Resources Office that affects the budget value
and/or pay value of the position or account number. The PCS facilitates the
development of payroll budget projections by showing the amount of authorized
payroll expenses (salaries and wages) for the current year and the annualized
amount. The annualized amount is used as a resource in projecting future fiscal
year's payroll expenses and budgets.
The PCS can be accessed and viewed by each Budget Area Officer and Budget
Manager for their own budget area of control. The access is controlled and
maintained by the Budget Office through the use of passwords. The Officers and
Managers can access the PCS at anytime through their desktop personal computer.
The PCS has advantages and disadvantages. The PCS is cumbersome to roll to a
new fiscal year. However, it is easy to maintain and train budget
administrators to access it because it uses Excel spreadsheets and the same
file sharing approach as the Budget Network System. It is not meant to be a
long-term solution to track and monitor payroll expenses. However, given the
enormous cost and complexity to implement and maintain other Position Control
Systems, we may likely decide to use it longer than originally expected.
This page is maintained by B. Ray.