Sweeping of Vacant Position Salaries

  1. PURPOSE

    The principal motivating factor for sweeping salaries is increased efficiency and effectiveness of university operations by deploying resources to high priority areas in a focused and strategic manner.  The approach also serves to relieve budget pressures in a climate of tight margins, increasing debt burden, uncertain state support, pressure on tuition increases, and troubled state and national economies.  In summary, this approach helps maintain the institution’s financial health while effectively allocating resources to areas of greatest need.

  2. AFFECTED FUNDS

    a. State Projectsi
    b. Service projects
    c. Auxiliary projects
    d. Other projects receiving institutional subsidies (e.g., a transfer from designated tuition)

  3. POSITIONS AFFECTED

    a. Faculty
    b. Administrative and Professional (A&P)
    c. Classified (exempt and non-exempt)
    d. Salary pools established for single incumbent positions.  Other labor pools (wage and assistantship pools) are not affected.

  4. PROCEDURE TO SWEEP FUNDS

    a. Faculty positions will be swept each semester by the Office of the Provost to institutional reserve projects under the Provost or, for medical faculty, the Dean of the School of Medicine.
    b. A&P and classified positions will be swept quarterly by the Planning and Analysis Office to institutional reserve projects under the Division of Finance and Administration.
    c. Staff positions funded by the School of Medicine special line item will be swept quarterly by the Planning and Analysis Office into a reserve for use within the School of Medicine.

  5. PERMITED USES OF SALARY SAVINGS

    Funding requests may be requested to address critical needs essential to operations, particularly in UTRGV’s four priority areas: student success, educational opportunity, medical education, and research on issues impacting the region. Importantly, requests should not be based on an ownership claim to salary savings.

    The Provost Office may reallocate faculty salary savings to fund replacement faculty, including lecturers and teaching assistants, and to fund additional summer faculty.  In addition, colleges will retain 100% of faculty grant buyout savings.  Faculty salary savings resulting from grant buyouts, in excess of the funds required for replacement faculty, shall be used for one-time expenses for activities designed to encourage, promote, and increase faculty participation in research projects.

    Allocations of salary savings which remain unused at the end of the fiscal year shall be lapsed.

  6. PROCEDURE TO REQUEST FUNDS

    Departments may request funds by submitting a budget revision (BR) using the ERP system. The BR requires the approval of the respective vice president, EVP for Finance and Administration and the President or Chief of Staff.  All approvals and justifications shall be documented in the BR workflow.

    The requesting department may contact the Business Service Center for assistance, if needed.

  7. REPORTING

    The Planning and Analysis Office will generate quarterly reports on all staff salary sweeps and uses of the funds.

iSpecial line item projects shall be swept only to the extent the budgets exceed appropriated amounts. However, the School of Medicine special line item, as it funds many projects, shall be swept to a reserve under the Dean of the School of Medicine.