Position Budgeting

New Positions

Position Budget Forms are submitted via Smartsheet after a Compensation and Classification Form or job standard has been approved by Compensation. Before proceeding with a Requisition in Page Up, you will need to submit a Position Budget Form to obtain approval on your position budget plan and receive a Position Number (PCN).

To determine whether you need to submit a Position Budget Form, use the decision tree (pdf).

The Smartsheet dashboard with the form links can be found on the Smartsheet website.
NOTE: Only people who have been identified as Submitters or Approvers will be able to access the Position Budget Smartsheet dashboard. Submitters/Approvers will also find the link to the Position Budget Smartsheet under My Organization in Bronco Hub. Submitters and the approval workflow are assigned by the 5-digit department associated with the position. Only Business Managers for Deans/VPs/Provost/President may make changes to the submitters and approval workflow.

Changing the Budget of an Existing Position

Position Budget Forms are only required to request a new PCN or change the budget of a vacant position.

• To change the budget of an existing vacant position, refer to the Smartsheet Decision Tree and Smartsheet Position Budget Forms. NOTE: Only people who have been identified as Submitters or Approvers will be able to access the Position Budget Smartsheet dashboard. Submitters/Approvers will also find the link to the Position Budget Smartsheet under My Organization in Bronco Hub. Submitters and the approval workflow are assigned by the 5-digit department associated with the position. Only Business Managers for Deans/VPs/Provost/President may make changes to the submitters and approval workflow.
• Reclassification and salary changes for employees are first approved by Compensation through the Compensation and Classification Form. Proceed directly to PageUp or HCM for employee actions after Compensation has approved the Comp & Class Form. Base (permanent) budget transfers are still required for actions involving appropriated funds. Reach out to your Budget Analyst if you are unsure if an action will require a budget transfer.

Deleting Positions

If a PCN is vacant and no longer needed by an area, please email budgetandplanning@boisestate.edu to request the PCN be deleted. If the PCN has appropriated base budget, a budget transfer must first be sent to remove the budget from the position. The area’s Budget Analyst will notify HR that the PCN has been deleted.

Frequently Used Terms

• A Budgeted Position has a position number in PCNs 1-4999 and is benefit eligible. Budgeted Positions are also called Regular Positions and are budgeted out of Regular salaries 410XXX.
• A Base Budgeted Position is the same as a Budgeted Position. Base budgeted positions have dedicated, recurring, or ongoing budget for the position.
• Base Budget is the recurring, or ongoing, budget for the Fund.Department.CostCenter (FDCC). The Base Budget is the starting point for annual budget development and is balanced to a recurring, or ongoing, expected revenue source. Base Budget was previously called Permanent Budget.
• Irregular (previously Temporary) positions that are benefit eligible are short-term positions that are at least 5 months in length where the employee works 20+ hours a week. Irregular positions are assigned position numbers in PCNs 5000-5999, are paid from Irregular salaries (411XXX), and don’t require base funding. This will primarily be used for positions that fill a temporary need or continued employment contingent on uncertain funding source.

Policy

Base Budgeting for Regular Positions (Policy 6350)
All regular positions charged partially or entirely to appropriated funds must be budgeted in an amount equal to or greater than the portion of the annualized base salary of the employee charged to the appropriated budget.