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Policies,Administrative,UWHC,Department Specific,Pharmacy,Administration

Pharmacy Personnel Budget Management and Position Control Systems (1.44)

Pharmacy Personnel Budget Management and Position Control Systems (1.44) - Policies, Administrative, UWHC, Department Specific, Pharmacy, Administration

1.44





Effective Date:

May 2010

Chapter: Administrative

Chapter:

Policy #: 1.44

Original
 Revision
10/16

Page 1
of 2

Title: Pharmacy Personnel Budget
Management and Position Control
Systems

I. PURPOSE:
To establish a policy for managing personnel budgeting, budget monitoring, and employee
changes within UWHC Pharmacy budget and Human Resources procedures.

II. POLICY:
Changes to the personnel budget or position appointments will follow the process outlined in
this procedure. Techniques to evaluate actual versus budget use of personnel resources are
also described.

III. FORMS:
A. Pharmacy Personnel Change Form

IV. PROCEDURE:
A. Personnel Budget Changes and Budget Template Development
1. Requests for personnel budgeted changes for the budget year are entered into
Personnel Budget Changes spreadsheet by Pharmacy Budget Analyst as directed by
Director of Pharmacy. All changes will be supported by an email or scanned
written documentation and will be required during all phases of budget development
including those made after the templates are originally submitted. Documents be
stored in a personnel changes folder located in J:\rx\share\budget\FYXX\Personnel
Budget\Documentation). The document will clearly demonstrate Director of
Pharmacy approval.
2. Examples of personnel changes include
a. New Positions
b. Deleted Positions
c. Transfers to new cost centers
d. Transfers from new cost centers
e. Promotions or Reclassifications
f. FTE changes
g. Withdrawl or Modification of Previous Change
3. Entries into Personnel Budget Changes spreadsheet will be verified by the Pharmacy
Budget Manager against original communication on file.
4. Budget changes will be entered into Budget Advisor by the Cost Center Manager or
Pharmacy Budget Analyst.
5. Budget changes to all templates will be verified by the Pharmacy Budget Manager.
6. FTE reconciliation for all cost centers will be verified against Personnel Budget
Changes spreadsheet by Pharmacy Budget Manager.
a. Use “Division Budget by FTEs by Job Code/Employee” from Budget Advisor to
verify cost center FTE is prior year budget amount plus new FTE in spreadsheet.





Effective Date:

May 2010

Chapter: Administrative

Chapter:

Policy #: 1.44

Original
 Revision
10/16

Page 2
of 2

Title: Pharmacy Personnel Budget
Management and Position Control
Systems

7. No changes to the Budget Templates for Personnel may be completed without above
documentation and review.

B. Personnel Appointment Changes
1. Appointment change requests are submitted by the appropriate Pharmacy Manager or
Supervisor on a Personnel Change Form to the Administrative Supervisor for salaried
staff or Senior Administrative Secretary for student and hourly staff.
a. Request forms completed by Technical Supervisors must be co-signed by their
manager.
2. Examples of personnel changes include
a. Resignations
b. Request to Hire
c. Change in FTE
d. Promotion and Position changes.
e. Transfers to new cost center
f. Transfers from new cost center.
3. Administrative Supervisor or Senior Administrative Secretary will review the
Pharmacy Personnel Database to determine if request is within budget for position.
1. Requests that are within budget will be entered into the Pharmacy Personnel
Database and submitted to Human Resources (HR).
2. Midyear budget approvals or appointment changes above budget must be
approved by the Director of Pharmacy.
3. Requests that are outside of the budget without approval from Director of
Pharmacy will be returned to the requesting Pharmacy Manager or Technical
Supervisor and will no further action taken to recruit the position until
approval is obtained.
4. Entries into Pharmacy Personnel Database will be verified by the Pharmacy Budget
Manager against Personnel Change Form, the Budget vs Actual by Job Code report,
and documentation of the HR submission.

C. Monthly Budget Monitoring
1. Monthly personnel budget versus actual reports will be audited by budget analyst and
follow up completed when variances are identified.



Approved By: _________________________________
Director of Pharmacy

Date: __________________