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Salary Reallocations/Redistributions

One of the more common administrative transactions applied to grant activities is the assignment of personnel costs to or from the project.

Generally, this entails requesting one of two procedures:
  1. Salary Redistribution

    This is requested when FUTURE salary payments (and associated benefits) are to be entirely or partially assigned to or removed from a particular grant activity's expenses.

  2. Salary Reallocation

    This is requested when PAST salary payments (normally, but not necessarily, with associated benefits) are to be added to or removed from a particular grant activity's expenses.
Processing of either transaction is accomplished through the submission of the POSITION MANAGEMENT CHANGE FORM. For instructions on how to fill out the form, please see Salary Reallocation Form Instructions.

Principal Investigators must fill out one form for EACH
  • Position to be redistributed or
  • Individual's salary to be reallocated
  1. The P.I. determines if the process to be undertaken is a redistribution, reallocation or both.

  2. The P.I. contacts OSPR with the following information:
    1. Chartfield information of affected grant and/or operational account
    2. Name of the person whom the change will affect
    3. Reason for the redistribution / reallocation

  3. OSPR will determine the proper coding for the position management change form(s) to undertake the process.

  4. The P.I. prepares the Position Management Change Form as instructed by OSPR. The P.I. signs and dates the form on the line marked "Budget Manager".

  5. The P.I. sends the Position Management Change Form to OSPR for review and signature.

  6. OSPR forwards the signed form to Financial Affairs for review and processing.

  7. The reallocation / redistribution will take effect within 15 days of submission to Financial Affairs.

Things to keep in mind:
  • Principal Investigators should monitor the salary spending on their grant so that if any reallocations need to be processed, they are identified quickly.
  • Reallocations for pay periods six or more months in the past are generally not possible owing to potential incompatibilities with Time and Effort reports.
  • The closer a redistribution request is to the end of the fiscal year, the likelier that Financial Affairs will request that the redistribution itself be postponed until the start of the new fiscal year with a reallocation to be done at the end of the current fiscal year.
  • If a position is to be redistributed, remember that all people associated with that position are moved to the grant too. Therefore, if a person is to be redistributed into a grant, but he/she is not the only person in that position, then a new position has to be created within that grant via a Personnel Action Form (part time person) or PRBA (full time person).
Questions regarding this process can be directed to OSPR or to Position Management in Financial Affairs.

 


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