Purpose of this Article: This solution article provides step by step instructions on how to reconcile positions

Audience: SF People & Pay Position Management Users

Author: Alexis Cruz Eusebio

Version/Update Date: 1.0 / 10/1/2020


Each fiscal year, the Controller’s Office Systems Division loads and auto-reconciles the Annual Salary Ordinance Budget. Positions may fall out of the auto-reconciliation process due to a difference in funding lines from the last fiscal year to the current fiscal year. Departments are responsible for reconciling unreconciled filled positions within the deadline set by the Systems Division to ensure that employees are paid from the appropriate funding line(s), and to prevent issues with expense reimbursements. Departments are also required to update position funding for filled positions as necessary throughout the year, and vacant positions before they can be approved and filled. New positions will need to be created for new funding lines.

 

Position Reports to Facilitate your Position Reconciliation Process

Expand the Position Reports folder from your Position Management Navigation Collection (Nav Collection) to access and run the position reports below before you begin your reconciliation process. These reports will facilitate your activities during the Open Reconciliation period and throughout the year.


  • Positions Not Reconciled – The first report departments should run during the reconciliation process, lists your unreconciled positions, and each position’s status and incumbent. Filled positions with incumbents must be prioritized when reconciling positions.
  • Positions Available FTE Report – After confirming the list of unreconciled positions, departments can use the results of this report to identify funding lines for reconciling positions based on authorized and available Full Time Equivalent (FTE) information. 
  • CCSF Active Position Rpt – View the results of this report for a comprehensive list of your department’s active positions. Positions with a value of “0” under the Fiscal Year column are unreconciled.

  • Reconciled Positions and FTE Report – Lists approved budget lines and the positions associated with each budget line. Identify funding lines without positions to create new positions and tie them to these new FTEs.


See the How to Run a Report solution article for instructions if you are unfamiliar with running reports.

 

Reconciling Positions

Once you’ve confirmed your list of unreconciled positions and identified available funding lines, follow the steps below to reconcile your positions.

Step 1. Click the Position Administration tile from your Workforce Administration homepage

 

Step 2. Click the Position Management tile from your Position Administration page

 

Step 3. Search for the desired funding line by following the steps below

1. Select CCSF Department Budget Recon under the Maintain Positions folder of your Position Management NavCollection


2. Search for the funding line you wish to use by entering the Fiscal Year and other attributes of that funding line, such as Job Code. Entering the Fiscal Year and Sequence Key is the most direct way to search for the funding line you’ve identified for reconciliation based on your Positions Available FTE Report. 


3. Click the Search button to proceed.

 

Step 4. You are now on the CCSF Department Budget Recon page, where you can link your unreconciled position to the funding line.

1. At the top of the page, you’ll find details about the budget line you have selected, e.g., Job Code, Department ID and Chart of Account information. 

2. The Effective Date of the current row appears in the second section. The screenshot below was taken during Open Reconciliation period. This particular scenario would allow you to tie and remove positions from the funding line during the Open Reconciliation window without adding an effective dated row. However, when outside the Open Reconciliation period, you will find a plus (+) sign on the right side where the number ‘2’ appears. A plus (+) sign in this section indicates you are required to add an effective dated row to update the positions associated with this funding line.


3. The third section of this page provides FTE information, such Funded FTE, Authorized FTE, Position FTE Total and Available FTE. An indicator is also available in this section to let you know when the Open Reconciliation is closed

4. Budget Position Information is the last section of the page, where you can find all the positions currently tied to the budget line, and the Position Budget Details and Incumbent Info associated with each position . If there are existing positions, click the plus (+) sign to tie another position, or the minus (-) sign to remove a position’s association with this funding line


In the example below, there are no positions associated with this budget line, so there’s no need to click the plus (+) sign to link the unreconciled position. Enter the Position Number and Position FTE. You can associate the position’s entire 1.0 FTE to this funding line, or do a partial association, while tying the rest of the FTE to a different funding line. When split-funding a position, remember to turn on the Primary Job Code box on the funding line deemed to represent the position’s primary Budget Job Code. Note that if the Job Code on a position does not match the Job Code on the ASO, an overnight process will update the position Job Code to match the ASO Job Code.  

5. Verify the information that you’ve entered and Save your work. 

 

 

You have reached the end of the reconciliation process. For more information, see the New Fiscal Year Annual Salary Ordinance (ASO) in SF People & Pay Frequently Asked Questions (FAQs).

If you have question regarding training resources, please contact the SF Employee Portal Support team.