Funding Business Rules
for SPA Positions
| State Funds | ||||
| Position Type | Encumbering | Budget Balance Available (BBA)** | Future Year Budget | Approval Required |
| Permanent | An encumbrance projection is calculated by multiplying the daily distribution* by the smaller of the number of days before the end date for this person on this account or the number of days remaining in the fiscal year. With sufficient budget, BBA, and approvals, the encumbrance is posted to FRS. | If the encumbrance calculation exceeds the account/object's BBA by less than $100, the result is a soft BBA warning. If the encumbrance calculation exceeds the account/object's BBA by more than $100, the result is a hard 'Insufficient BBA' error. |
If the total of the annual distributions for all positions for this account/object exceeds the future year budget for this account/object, the result is a hard 'Insufficient Annual Budget' error. | No
|
| Temps/Students | Effective 04/01/03: Same as above with consideration of the end date for the person/position. Prior to 04/01/03: No encumbrance was created. |
Same as above. | No check. | No |
| Overhead Funds | ||||
| Position Type | Encumbering |
Budget Balance Available (BBA)** | Future Year Budget | Approval Required |
| Permanent | An encumbrance projection is calculated by multiplying the daily distribution* by the smaller of the number of days before the end date for this person on this account or the number of days remaining in the fiscal year. With sufficient budget, BBA, and approvals, the encumbrance is posted to FRS. | If the encumbrance calculation exceeds the account/object's BBA by less than $100, the result is a soft BBA warning. If the encumbrance calculation exceeds the account/object's BBA by more than $100, the result is a hard 'insufficient BBA' error. |
No
|
|
| Temps/Students | Effective 04/01/03: Same as above with consideration of the end date for the person/position. Prior to 04/01/03: No encumbrance was created. |
Same as above. | No check. | No |
| Trust Funds | ||||
| Position Type | Encumbering | Budget Balance Available (BBA)** | Future Year Budget | Approval Required |
| Permanent | An encumbrance projection is calculated by multiplying the daily distribution* by the smaller of the number of days before the end date for this person on this account or the number of days remaining in the budget period for this account. With sufficient budget, BBA, and approvals, the encumbrances is posted to the FRS. | If the encumbrance calculation exceeds the account/object's BBA, the result is a soft BBA warning. | No check. ("Future years" are included in the budget period for BBA checking) |
No |
| Temps/Students | Effective 04/01/03: Same as above with consideration of the end date for the person/position. Prior to 04/01/03: No encumbrance was created. |
Same as above. | Same as above. | Same as above. |
| Contract & Grant Funds | ||||
| Position Type | Encumbering | Budget Balance Available (BBA)** | Future Year Budget | Approval Required |
| Permanent | An encumbrance projection is calculated by multiplying the daily distribution* by the smaller of the number of days before the end date for this person on this account or the number of days remaining in the budget period for this account. With sufficient budget, BBA, and approvals, the encumbrance is posted to FRS. | If the encumbrance calculation exceeds the account/object's BBA, the result is a soft BBA warning. | No check. "Future years" are included in the budget period for BBA checking) |
Yes By the Contract and Grant Office |
| Temps/Students | Same as above with consideration of the end date for the person/position. | Same as above. | Same as above. | Same as above. |
*The daily distribution is the annual distribution for this account divided by 364. For Temps/Students the daily distribution is calculated from the hourly rate and FTE.
**The Budget Balance Available (BBA) is checked for actions that increase the distribution amount for a particular account. BBA is not checked for actions that decrease or do not change the distribution amount.