What This Process Does


  • Jobs and Vacancies that are gathered into Budget Prep reside in the Jobs/Vacancies file, and are displayed on this maintain screen. The Identification field equates to the Personnel Identification (if job) and the Vacancy Identification (if a vacancy). The Identification Number corresponds to the Job Number.


Best Practices


  • Any known vacancies for the upcoming fiscal year should be added here.


Budget Job / Vacancy Maintain Screen


  • Finance → Budget Preparation Payroll → Jobs/Vacancies
  • On the Select tab, normal practice would be to mark all criteria true, except Select When Active False and Select When Delete Flag True.
  • On the Range tab, range on the appropriate Fiscal Year in order to pull up all Jobs/Vacancies for that year, and click Select.
  • Individual vacancy records can be modified here, (for example, to change Position ID, Grade, Step, FTE, as needed).
  • To add a new vacancy, click + (Add), and populate fields as outlined below.


  • Definition tab: Fields not listed below are optional:


FIELDSOpt.Rec.Req.Description
Fiscal Year——♦Enter or select the new Fiscal Year from the Browse
Identification——♦Type in the unique ID for the Vacancy
Identification Number——♦Type 1
Position Type——♦Change from Regular to Vacancy
Position ID——♦After selecting the Position Type, select the Position ID that would have the correct account code; NOTE: Depending on the vacancy/job, you can select any Position ID if you will later be overriding the account code on the Position by turning on Job Accounts
Gross ID——♦Select the applicable Gross ID for this vacancy/job
Pay Group——♦Select the applicable Pay Group for this vacancy/job
Active——♦Turn on (mark as true)
Job Accounts——♦Turn on (mark as true) ONLY if you are overriding the account code on the Position
Work Location——♦Populates automatically once Position ID is populated
Opt. = Optional  Rec. = Recommended  Req. = Required


  • Pay Amounts tab: Only the Misc. Salary field needs to be populated.


FIELDSOpt.Rec.Req.Description
Misc Salary——♦Enter the total amount to be budgeted for the Vacancy
Opt. = Optional  Rec. = Recommended  Req. = Required


  • Click Save to save the Vacancy.
  • For vacancies set to use Job Accounts, highlight the vacancy, and then select Job Accounts. Select the Add button, then type in the Account Number as 1, then select or type in the desired Account Code, then Save.
  • After entering vacancies, the next step would be to go to Deduction Changes, and select Create Vacancy Deductions.