NOTICE: The Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites are continually updated to reflect changes in business processes. If you cannot find the information you are seeking in these policies, email for more information.
Policies and Procedures

Policy 905 – Position Control

May 8, 2012
Last Updated
October 1, 2014
Last Reviewed
October 1, 2014
Responsible University Officer
Director of Budget Office
Responsible Unit
Budget Office

Policy Statement

Position control is a process for tracking and maintaining EHRA and SHRA personnel actions and budgets for State funds. The position control report for employees is accessed through InfoPorte. The EHRA category of employees includes Faculty and EHRA non-faculty (senior administrators, librarians, researchers and graduate students and other instructional support employees). The salary budget and expenditures are identified in accounts 513100 (EHRA Teaching Budget) and 511100 (EHRA Regular non-teaching Budget). The SHRA employees are identified in account 512100 (SHRA Regular Salaries) and 512900 (LEO Salary).

This report provides departments a way to manage permanent and temporary personnel budgets. To be in State compliance, permanent funding must be provided for all permanent positions on state funds.

Reason for Policy

This report provides the Budget Office the ability to report personnel budget to General Administration and the Office of State Budget and Management (OSBM).

OSBM requires permanent budget to be in place for permanent SHRA positions.

This policy ensures that personnel budgets are monitored so that units do not overspend, and there are sufficient funds to cover employee salaries.


This policy does not apply to employees that are funded on contracts, grants, institutional trust funds and clinical funds.

Special Situations



  • 905.1- Using State Fund/Sources for Position Control
  • 905.2 - Managing Budget for State-Funded Positions
  • 905.3 - Managing Budget for Funded Positions/Appointments

Additional Information

Frequently Asked Questions

Q: Is there a policy that permanent budget needs to be in place for SHRA positions?
A: Yes. State requires permanent budget be in place for permanent SHRA positions.

Related Data



Position Control Budget Office 919-966-3251 919-962-1453


October 1, 2014: Changed information on position control reports and removed EHRA and SPA designations and FTE information; deleted FAQ on FTE.
May 8, 2012