·         60-Day Rule-University Policy: Effective dates beyond 60 days from the time the passform is received in main campus Personnel Processing office require an exception to policy letter stating why it is necessary to go beyond 60 days for a change in charge. This letter will be reviewed and approved by Fiscal Affairs then forwarded to the Assistant Vice President of Fiscal Operations for final approval.

·         5 % Rule- University Policy: If it is necessary to process a change in charge that reflects less than a 5% change, then an exception to policy letter stating why this change is necessary is required. This letter will be reviewed and approved by Fiscal Affairs then forwarded to the Vice President of Academic Affairs for final approval.

·         Fiscal Affairs requires 5 business days to process change in charge forms, including delivery time to main campus. Please submit forms in a timely manner to avoid the 60 day Rule.

·         It is the responsibility of the initiating department to get all necessary signatures prior to submitting their change in charge passforms to Fiscal Affairs, e.g., PI's, other departments, etc., or the incomplete passform will be returned to the department.

·         The Effective Date, From Account(s), To Account(s), and % of change must be typed in the comment section of the passform to clarify what changes are being made. This assists all areas that review these passforms in Fiscal Affairs and man campus.

• Administrative Attachments must be reflected in a separate block on the passform, where applicable.

Assignment Start and End Dates

·         Do not crossover fiscal years in the block. (A fiscal year is from 10/1/xx to 9/30/xx.)

·         Do not end an assignment past the contract date.

·         Verify that a 60-day exception memo is not needed for the change in charge based on effective date (including processing time in Fiscal Affairs).

FTE's

• The total FTE per time period on the passform must equal 100% unless the employee is fractional time.
• FTE's may not be zeroed out to end a charge. The end assignment date must be adjusted to reflect an end to a charge, if necessary.

Contract Dates

• Contract dates must be filled in on the passform, if applicable. Remember, Assignment End Date may not exceed the contract date.

Payrate

• The payrate on the passform must coincide with payrate found on HRS for the dates specified on change in charge, otherwise, an incorrect salary could be paid to that individual.

Expense Distribution

• The distribution percentage must equal 100% for each account series.
• Each account series should be in a separate block.
• Two or more accounts in the same series are to be in the same block provided the accounts are in the same department.
• If charges are to be made to accounts from different departments they must be in separate blocks, even if they are in the same account series. (However, if they are in the same account series the distribution must total 100%.)

Comment Section

·         You must record the effective date, from account(s), to accounts(s), and % change at the bottom of passform in the comment section. Please use the following format: Effective 6-1-98: From: To:

3-3XXXX 100% 4-4XXXXX 100%

• To calculate % change: Total FTE per account series X (times) % distribution -:- (divided by) Total FTE of passform

Where to find the information you will need to complete a Change in Charge Passform

On the Human Resource System (HRS):

• Go to Screen L16. This screen will show the current assignment dates, total FTE, and payrate.
• For more detailed information regarding Salary Schedule, Classification Code, Object Code, Board Line, etc. place your cursor on 'Line____' and enter the line # of the current charge. This will bring you to screen 016.
• To find current contract dates: from screen 016, place your cursor on 'Screen____' and enter 116.
• To see what accounts are currently being charged and the distribution % go to screen L36.
• Turnaround passforms, received by the departments (issued by HRS) must be verified by the department for accuracy since these forms reflect what was actually inputted for the original change of charge passform. If errors are found, determine if the error is due to an inputting error by central personnel processing or by the department. If the error is due to data inputting, call central personnel processing to correct. If the error is due to the department, a correction passform must be submitted through Fiscal Affairs. 

Any additional questions regarding moving expenses may be directed to the Fiscal Affairs Office.