Page 36 - HCSD SOPandIC Manual

SECTION V – POSITION CONTROL

Position Control – General

Title: Position Control

Purpose: Accurate and timely recording and reconciliation of budgeted positions to actual
contracted employees and payroll.

Reference:

Staff Business Administrator, Assistant Business Administrator, and/or
Assigned: Payroll Bookkeeper or Human Resources Personnel

Procedures:

Position control is a process to measure the current status of positions for personal services within the
district in order to analyze their fiscal impact on the whole budget year. The impact of a position is
determined by actual expenditures from the beginning of a fiscal year plus amounts set aside to cover
appointments to the position for the remainder of the fiscal year.

The concept of position control implies that each position must be defined in specific terms and that the
hiring procedure may not be completed until a specifically defined position exists for the applicant.
Budget Status is determined by combining elements from the Position File, the Payroll Distribution File,
and the Employee Data Base in MUNIS ERP Software.

The base line year to use for position control is the snapshot date of July 1 of the pre-budget year.
Grouping should be established by budgetary function and object at a minimum.

The procedures as outlined will be undertaken under the supervision of the School Business
Administrator to develop a position control roster and maintain it in an accurate, complete and up-to-date
fashion.

The School Business Administrator will routinely review reports to verify the accuracy of the documents
and file for audit review.

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