How to Balance the Staffing List Resource Management and Planning & Payroll Division 1
Agenda • Introductions • What is the staffing list? • Why do we have the staffing list? • Who is on the staffing list? • Where does the information originate? • When do we balance the staffing list? • What are our guidelines? • How to balance the staffing list? • In-class exercise How does the academic process differ? •
Introductions • Name • Department • Position • Years experience with Campus • Experience with Staffing List Resource Management and Planning & Payroll Division 3
Our Goals for Today are. . . • Understanding the staffing list, I can’t believe • Know where to obtain its true!!! assistance to help balance your list, • Know what staffing list reports to use, • Balance your staffing list. Resource Management and Planning & Payroll Division 4
WHAT is the staffing list? • The vehicle through which each department aligns its base budget with its actual staff & faculty salary commitments. • Contains permanent FTE, salary, and funding information. Resource Management and Planning & Payroll Division 5
Why do we have a staffing list We have a staffing list to: • Make sure we can pay everyone to whom we have made permanent commitments. • Ensure departments receive all base salary related funding. • Fulfill State of California reporting requirements. 6
Who is on the Staffing list? Included on the list are: • Staff positions (SUBS) and academic positions (SBXX) • Indefinite appointment (end date = 99/99/99) o Some exceptions for academics Resource Management and Planning & Payroll Division 7
What are the Guidelines? • Funding of salary adjustments must be provided in the fiscal year the change is implemented. • If the appointment ends permanently before June 30 of the current fiscal year, the base budget does not receive funding. • General Assistance (SUBG) positions are not reconciled in the staffing list process. Resource Management and Planning & Payroll Division 8
More Guidelines - Funding of Staff Salary Actions – Who funds what? • For General Funds and Registration Fee Funds (Core funds) o Campus funds merits and ranges o Dean/Vice Chancellor and departments responsibility • Managing turnover savings • Funding above the last incumbents salary • Funding Reclassifications • Funding departmental equity adjustment decisions o All other funds - Dean/Vice Chancellor and department fund all salary actions Resource Management and Planning & Payroll Division 9
Where does the list come from? There are three distinct sections to the list. Poof!! A staffing list! • 1) Base Budget • Da. FIS • 2) Salary Commitments • Payroll Personnel System (PPS) and Provision Databases • 3) Diagnostic section • Total base budget is compared to salary commitments Resource Management and Planning & Payroll Division 10
Let’s Test Your Knowledge! With a Few Questions…. . Resource Management and Planning & Payroll Division 11
The Staffing list “W”s. . What is the Staffing List? A) A resource to locate a person who works on campus B) The vehicle used to align department base budgets with salary commitments. C) An annual exercise mandated by UCOP to ensure plenty of overtime is worked at Fiscal Close. Resource Management and Planning & Payroll Division 12
The Staffing list “W”s. . What is the Staffing List? A) A resource to locate a person who works on campus. B) The vehicle used to align department base budgets with salary commitments. C) An annual exercise mandated by UCOP to ensure plenty of overtime is worked at Fiscal Close. Resource Management and Planning & Payroll Division 13
Which is not a reason why we have a staffing list? A) For the departments to ensure they receive ALL their base salary funding for SUBS, SB 01. B) To ensure job security for UC Davis Staff. C) To satisfy the State of California. Resource Management and Planning & Payroll Division 14
Which is not a reason why we have a staffing list? A) For the departments to ensure they receive ALL their base salary funding for SUBS, SB 01. B) To ensure job security for UC Davis Staff. C) To satisfy the State of California. Resource Management and Planning & Payroll Division 15
For Core funds: What is NOT funded by the Vice Chancellor/Dean and Departments? A) Turnover Savings B) Salary increase from previous employee C) Reclassifications D) Merit and Range Adjustments Resource Management and Planning & Payroll Division 16
For Core funds: What is NOT funded by the Vice Chancellor/Dean and Departments? A) Turnover Savings B) Salary increase from previous employee C) Reclassifications D) Merit and Range Adjustments Resource Management and Planning & Payroll Division 17
Last Question. . Where does the information come from? A) PPS distributions B) Provision database C) Da. FIS D) All of the above E) Thin air POOF! Resource Management and Planning & Payroll Division 18
Last Question. . Where does the information come from? A) PPS distributions B) Provision database C) Da. FIS D) All of the above E) Thin air POOF! Resource Management and Planning & Payroll Division 19
Let’s Learn More About the Sections…. . . Base Budget Section Salary Commitment Section Diagnostic Section Resource Management and Planning & Payroll Division 20
Base Budget Section Resource Management and Planning & Payroll Division 21
You mentioned the Base Budget? Base Budget(BB) Current Budget(CB) • Authority to spend for • Basis for the Staffing List. current year. Shown as Permanent on-going funding. appropriations on ledger. • Changes affect next • Changes affect current year’s current budget. year budget. • Da. FIS BB document • Da. FIS CB document used to modify. Resource Management and Planning & Payroll Division 22
Base vs. Current budget Base Budget Current Budget • Augmented for annual • Augmented to cover cost of salary increase. o Show up next fiscal year. Base Budget is the foundation current year expenses. o e. g. , a merit effective 10/1/11 received 9 months of current budget funding. Resource Management and Planning & Payroll Division 23
Example: Resource Management and Planning & Payroll Division 24
How Do I Find My Base Budget? • Da. FIS Reports Available: Most Useful for Staffing List Resource Management and Planning & Payroll Division 25
* * Note: Need to select Base Budget from report screen.
Base Budget Section. . . • Data is extracted from Da. FIS. • The total consists of the: o Beginning base budget from last balanced Staffing List. - Currently, July 1, 2010 Final o Automated merit & range augmentations. o Da. FIS BB documents prepared during the fiscal year for other augmentations (e. g. , equity, reclasses). • The Da. FIS Base Budget (BB) document is used to make changes. Resource Management and Planning & Payroll Division 27
Base Budget Section Components KING: Kings Department 3 1234567 ----- SUBS ---------- 0123456789 TRADED: MILLER, BRAD 0123456789 FUNDING CHANGE-K. MART SRANGE: JACKSON, BOBBY SRANGE: HAWES, SPENCER SMERIT: UDRIH, BENO SMERIT: THOMPSON, JASON HIRE: NOCIONI, ANDRES Paul Westphaul
Salary Commitment Section 01234567890 Salary Commitment Section 29
Salary commitment section. . • Salary commitment information is broken down into: o Filled Positions = Real people/PPS distributions. o Open Positions = Place holder for vacant positions. Also known as a open provisions. Resource Management and Planning & Payroll Division 30
Salary Commitment Section Beno Udrih Andres Noiconi Spencer Hawes Jason Thompson Gross Amount = Annual Amt * FTE Bobby Jackson Jin Brockman Omri Casspi Tyreke Evans Francisco Garcia Jason Thompson Sean May Donte Green Kevin Martin Resource Management and Planning & Payroll Division 31
Filled Permanent Positions • This information is from current PPS distributions and must meet both criteria: o Distributions funded from SUBS/SB 0 X. o Indefinite appointments (end date = 99/99/99). • This information can be changed through PPS (i. e. , PPS on-line update). Resource Management and Planning & Payroll Division 32
WARNING!!! Watch for: 1) The FTE box on the PPS distribution line. 2) Incorrect object codes (e. g. , SUBG instead of SUBS). Why? It will cause the list to be out of balance. Resource Management and Planning & Payroll Division 33
Open Provisions are…. • • Place holders for vacated positions that you intend to fill. They are not in PPS, but need to show on the staffing list as commitments. Positions that are budgeted in the base budget to hold funding. Managed by departments via the Open Provision form. More information located at: http: //www. provisions. ucdavis. edu/ Resource Management and Planning & Payroll Division 34
Obtaining Access to the Open Provision Form Apply for access through the Payroll office. Information on gaining access to PPS-DS Located at http: //payweb. ucdavis. edu/DSInfo/access. htm.
• Access through web browser at http: //www. provisions. ucdavis. edu/ • If you have forgotten your username and password a quick access self-service program is available. o Log into PPS Decision Support with your UC D Login ID o Click on the "Open Provision User ID/Password" link. Your current username and password should then be displayed. Resource Management and Planning & Payroll Division 36
Before we get started. . . • Year = YYYY (required) Slow o Example: - FY 2010 -2011 enter 2011 • Two operation modes: o Query o Edit • Message bar is used to determine mode. Resource Management and Planning & Payroll Division 37
Give me all Chart 3 provisions Querying the system • When you bring up the form you are automatically in query mode. • All fields can be queried. o FAU field look-ups can only be utilized if all previous FAU fields are populated. • Wild card = % • Enter query information • Select Execute Query (? icon or menu) Resource Management and Planning & Payroll Division 38
To Edit a Provision • Query results will be returned in “Edit Mode”. • Select the provision record you want to modify. • To Modify: make change and SAVE. Resource Management and Planning & Payroll Division 39
To Add a New Provision • • Be sure you are in “Edit” mode by canceling query mode by clicking on the ? Icon with the red X. Use Insert button or menu to “Insert” Record. Enter required fields. SAVE Resource Management and Planning & Payroll Division 40
2 Ways to End Provision • Recommended option: o Enter an end date, earlier than the date you are performing the transaction, in the “End Field”. Deleted No Data Available • Second Option: o Delete field from database with “Remove” function. • SAVE Resource Management and Planning & Payroll Division 41
Pull Down Menus Hot Buttons Key Block Active Row in White Provision Block Includes Rows and Fields Message Bar
Take a look at the system! • Now that we talked about the entries, lets see how we do this on the system. Resource Management and Planning & Payroll Division 43
Full Service Website: www. Provisions. ucdavis. edu • Help email: Provisions@ucdavis. edu • User Guide • FAQ document Resource Management and Planning & Payroll Division 44
Diagnostic Section 01234567890 07 -29 -2009 10 -15 -2009 FY 09 -10 BUDGET Diagnostic Section 45
Diagnostic Section • Totals are provided at the Full Accounting Unit (FAU) level. • The total base budget is compared to salary commitments. • Total positions plus total provisions are compared to budgeted FTE. Resource Management and Planning & Payroll Division 46
Diagnostic Section Resource Management and Planning & Payroll Division 47
When do we balance it? We should balance the staffing list: • Depends on departmental • activity. A quarterly file is sent to the Office of the President. Minimum mid-year to reflect major funding actions; and at fiscal year end. Resource Management and Planning & Payroll Division 48
When is it Required. . . • Departments must have their lists balanced by July 15, 2011. • Workshops are available. Subject to Change. Check Fiscal Close Schedule o Please contact Donna Udahl at 752 - 5318 or dfudahl@ucdavis. edu to schedule. o Before requesting a workshop: - Must have attempted to balance list. - Must have worked with your Dean’s or Vice Chancellor’s office. Resource Management and Planning & Payroll Division 49
And if I still don’t get it to balance. . . • Unbalanced staffing lists will be forced into balance by using SUBG funds from the same account. • A report of unbalanced accounts is sent to Deans/Vice Chancellor Office. Resource Management and Planning & Payroll Division 50
If it wasn’t funded. . . • What if I forget to get campus funding and I am forced balance? • You have until October 31 st of the new fiscal year to request funding. Resource Management and Planning & Payroll Division 51
Let’s Test Your Knowledge! Resource Management and Planning & Payroll Division 52
When do we balance the staffing list? A) During fiscal year end close B) After major costing changes C) Midnight July 15, 2011 D) A&B above Resource Management and Planning & Payroll Division 53
When do we balance the staffing list? A) During fiscal year end close B) After major costing changes C) Midnight July 15, 2011 D) A&B above Resource Management and Planning & Payroll Division 54
What happens if I don’t balance by the due date? A) Your account is forced balanced by ORMP program. B) Nothing. It just carries to the next year. C) The Office of the President personally calls you to notify you that you are out of balance D) A&C above Resource Management and Planning & Payroll Division 55
What happens if I don’t balance by the due date? A) Your account is forced balanced by ORMP program. B) Nothing. It just carries to the next year. C) The Office of the President personally calls you to notify you that you are out of balance D) A&C above Resource Management and Planning & Payroll Division 56
An Open Provision is… A) A place holder for vacated positions that you intend to fill. B) Entered and edited in the ORMP database separate from the PPS system C) Nothing I need to know about D) A&B above Resource Management and Planning & Payroll Division 57
An Open Provision is… A) A place holder for vacated positions that you intend to fill. B) Entered and edited in the ORMP database separate from the PPS system C) Nothing I need to know about D) A&B above Resource Management and Planning & Payroll Division 58
A few key points about funding. . . • Merits and ranges for core funds • (General funds and Registration Fee funds) are funded from central campus accounts. Non-Core funds are funded from SUBG in the same account. Resource Management and Planning & Payroll Division 59
How are merit and ranges funded? • Generally, merit and range adjustments are automatically posted to your account. o These transactions are called “Costing Transactions”. o Works for transactions processed on merit rosters. Resource Management and Planning & Payroll Division 60
If it wasn’t funded. . . • If your merit/range funding was not received, initiate a Da. FIS document to receive funding from central account. o Base Budget Documents o Current Budget Documents Resource Management and Planning & Payroll Division 61
What are the key steps for balancing my staffing list? Resource Management and Planning & Payroll Division 62
When someone new comes. . . New Position • Replacing a Budgeted Position • Salary Commitment: o Add new salary in PPS o End provision if one exists Rebudget funds from turnover savings accounts: o Create a base budget with FTE (you do not have a provision established) • Rebudget funds from turnover savings accounts: o Create a base budget to offset the difference in salary Resource Management and Planning & Payroll Division 63
When they leave. . . • Salary commitment: o Add a provision if you intend on replacing the position. • Rebudget from turnover savings account: o Create a base budget to offset the difference in salary. - Budgeted salary to new estimated salary. o Budget must equal your provision amount. Resource Management and Planning & Payroll Division 64
Tools to Help o Funding Action Tables http: //www. ormp. ucdavis. edu/staffing/Budget. Fundin g. Matrix. html o Central Campus Accounts Table http: //www. ormp. ucdavis. edu/staffing/centralprovacc ts. html o Costing Table http: //www. ormp. ucdavis. edu/staffing/index. html Resource Management and Planning & Payroll Division 65
Funding Action Tables Table Excerpt Resource Management and Planning & Payroll Division 66
Central Campus Accounts Resource Management and Planning & Payroll Division 67
Costing Table 68
When was it funded? • HR Matrix identifies which Collective Bargaining Units have settled on ranges/merits. o http: //www. hr. ucdavis. edu/Elr/Contracts Resource Management and Planning & Payroll Division 69
Let’s Test Your Knowledge! Resource Management and Planning & Payroll Division 70
Centrally Funded or not? Salary for a new 2 year position in TAPS (a self-supporting unit) to recharge units for car washes. No - TAPS is self-supporting. Annual merit for Technical employees (TX) employee, paid from general funds? Yes - Merits for general funds are centrally funded. Resource Management and Planning & Payroll Division 71
Centrally Funded or not? Increased salary for permanent SUBS registration fee funded position? No, salary increases are funded from departments or Dean/Vice Chancellor Office. Merit for permanent SUBS General Fund employee that missed the automated costing process. Yes Resource Management and Planning & Payroll Division 72
Now we know. . . Yo quiero a balanced staffing list. • Why we have the staffing list Where the information comes from When we should balance it What the rules are Next. . How to balance it • •
How do I balance it? ? Compare last balanced Staffing List • July 1 Final To current Staffing List • Current date Find out what has changed Resource Management and Planning & Payroll Division 74
How do I balance it? ? 3 Separate Sources to Review • Data Source 1: Base Budget Adjustments • Data Source 2: Provision Actions • Data Source 3: Personnel Actions Resource Management and Planning & Payroll Division 75
Data Source 1: Base Budget Review your base budget for: • Actions effecting employee pay o Ranges, merits, reclassifications and equity increases. • Funding for new positions • Deleting funding for permanently vacated • positions Erroneous FTE entries on Da. FIS documents. Resource Management and Planning & Payroll Division 76
More base budget issues. . . • Salary differences between: o Provision and new salary o Exiting salary and new provision • For these actions; o Compare annual salary / provision amount to base budget augmentations, o Prepare BB document to adjust funding. Resource Management and Planning & Payroll Division 77
Data Source 2: Provision Actions Adjust the provision database for: • Positions vacated and not filled immediately o Add a provision. • Provisions filled during the year o Add end dates to those provisions. • Provisions being removed from the budget o Add end dates to those provisions. Resource Management and Planning & Payroll Division 78
Data Source 3: Personnel Actions Review and adjust the Payroll / Personnel System for. . . Distributions where the FTE field is incorrect. • • Incorrect end-dates on distributions. • Incorrect object codes on distributions (e. g. , SUBG instead of SUBS). Resource Management and Planning & Payroll Division 79
Tip of the Day • Walk through each action person by person. o Helps to know where to concentrate your efforts. Resource Management and Planning & Payroll Division 80
And. . We have tools • Staffing List checklist will help you walk through the 3 Data Sources. • Staffing List Balancing Form. Resource Management and Planning & Payroll Division 81
Other Tools you will need • • • Last balanced Staffing List Recent Staffing List Access the Payroll Personnel System (PPS) Access to Payroll/Personnel Decision Support Bag of Chocolates Funding matrix Local funding policies Costing Table Access to Da. FIS TP Resource Management and Planning & Open Provision Forms Payroll Division 82
You mentioned the balancing form…Let’s review how it works! Resource Management and Planning & Payroll Division 83
Balancing form review • Four Parts 1. Balance information Where you enter your beginning balance from the current staffing list 2. Base Budget Adjustments List information to use on Base Budget transactions in Da. FIS 3. Provision actions List information to add or remove a provision in provision database 4. Personnel actions List changes to be done in PPS Resource Management and Planning & Payroll Division 84
Balancing form review • Remember when filling out the form that…… o You are balancing your Base Budget to PPS + Provision entries. o PPS and provision entries may require you to enter a dollar amount on the form if it is a FTE or end date change in PPS. - Why? If the FTE or end date is incorrect then your dollar amount is incorrect. You need the figure to show that your entry will balance your account. Resource Management and Planning & Payroll Division 85
Balancing form review o Exception to FTE rule! - If the FTE is left blank in PPS the system assumes it was 1. 00 FTE and calculates the Gross Amount using that number. - In this case, you would just need to enter the FTE to balance. Resource Management and Planning & Payroll Division 86
Now, Our Turn Walk-through in-class exercise Resource Management and Planning & Payroll Division 87
Ok Lets Begin our example… • Department 99 makes yours look good! • Ima New, MSO of Department 99, is climbing the wall trying to balance her staffing list. • Lets help her by walking through the 3 data sources. Resource Management and Planning & Payroll Division 88
Steps for balancing • Use Staffing List Balancing Form • Add Balances from Staffing List Remember this? Balance totals from current staffing list Resource Management and Planning & Payroll Division 89
Dept. 99 Base Budget Data Source Example 1: What would you do? John Doe received an annual merit of $600. Only $480 was augmented to the department base budget. Resource Management and Planning & Payroll Division 90
Balancing Form - Base Budget
Dept. 99 Base Budget Data Source 1 Example 2: What would you do? Jumping Jack was hired in a new Analyst IV position for $57, 600. Resource Management and Planning & Payroll Division 92
Balancing Form - Base Budget
Provision Data Source 2 Example 1: What would you do? All this beach. . And so little time. • Annable, Analyst II, left to live on a south pacific island. Ima has not yet posted the position. • Annable was making $47, 600. You intend to rehire at $40, 600. Resource Management and Planning & Payroll Division 94
Balancing Form - Provision
Provision Data Source 2 Example 2: What would you do? • During this year, Ima recruited Olly from Oracle to be her Programmer. Ima matched Olly’s salary of $65, 000. • The provision Olly filled was at $54, 050. Resource Management and Planning & Payroll Division 96
Balancing Form - Programmer Resource Management and Planning & Payroll Division 97
Personnel Data Source 3 Examples: What would you do? • When Ima prepared her first Da. FIS BB document, she accidentally deleted. 50 FTE from the base budget. • The first PPS document Ima prepared, for Bicycle Ben, she put an end date on the distribution. Resource Management and Planning & Payroll Division 98
Balancing Form - Personnel Example
Dept. 99 Completed Balancing Form We Balanced!!
After you finish balancing with the form. . . • Prepare a Da. FIS Base Budget Document (BB) for needed adjustments. • Prepare Da. FIS Current Budget Document (CB) to ensure you receive current year funding. • Enter PPS and Provision Data Resource Management and Planning & Payroll Division 101
Base Budget Document Shown on Staffing List Details! Central Provision Account: Use Bargaining Unit for Costing Transactions FTE: chk small box, only need if this is a brand new position or changing the FTE percentage from the previous position.
Example -GREAT Document! Resource Management and Planning & Payroll Division 103
Great Explanation! Resource Management and Planning & Payroll Division 104
Now That We Know about the Documents…. . Let’s look at the documents for Department 99…. . Resource Management and Planning & Payroll Division 105
Review Dept 99 Da. FIS John Doe - BB Document Funding Missed Merit from Campus Central Account to Departmental Account GENFND DE 99 INST DEPT. 99: SALARY ACCOUNT
Review Dept 99 Da. FIS Jumping Jack - BB Document Funding New Analyst From Turnover Savings Account to Departmental Account GENFND DE 99 INST DEPT. 99: TURNOVER ACCOUNT GENFND DE 99 INST DEPT. 99: SALARY ACCOUNT Resource Management and Planning & Payroll Division 107
Review Dept 99 Da. FIS Analyst Anable-BB Document Funding provision at lower expected salary From Departmental Account to Turnover Savings Account GENFND DE 99 INST DEPT. 99: SALARY ACCOUNT GENFND DE 99 INST DEPT. 99: TURNOVER ACCOUNT
Review Dept 99 Da. FIS PROVISION DOCUMENT 2010 07/24/2009 07/01/2007 10/24/2009
Review Dept 99 Da. FIS Document for Correcting Deleted FTE What Base Budget Note: Add FTE to do I do? From Departmental Account to FTE amounts do. From Account balance You enter Departmentalhave to line on $1 in not and To the SAME account. Net result is a but budget amounts do! $0 budget. GENFND DE 99 INST DEPT. 99: SALARY ACCOUNT Resource Management and Planning & Payroll Division 110
Review Dept 99 Update PPS. . . Update PPS with indefinite end date Resource Management and Planning & Payroll Division 111
Thank you for Balancing my Staffing List! w a Ne Im
Now, Your Turn 1) In-class exercise #1 2) Take home exercise included in packet. • Work in groups of three • 15 minutes - ask for help if needed • Review Answers Resource Management and Planning & Payroll Division 113
BALANCING THE STAFFING LIST- Hints to get started • Gather documents: o Last balanced staffing list o Current staffing list o Staffing List Balancing Form Resource Management and Planning & Payroll Division 114
Hints continued…. . • Step # 1 o Review current list for out of balance condition • Step #2 o Copy balances from current list to balancing form • Step #3 o Walk through list person by person Resource Management and Planning & Payroll Division 115
Balancing Form Enter Beginning Balances from Daily Run Here
Balancing the Staffing List Time for you to try on your own Resource Management and Planning & Payroll Division 117
BALANCING THE STAFFING LIST o Evaluate change in each employee - Doug: • Gross amount July 1 Final: 30, 492 • Add budget adjustment: 696 • New gross should be: 31, 188 • Is it correct? • Yes, But wait! Doug left the university and was replaced by Yolanda. You need to end the provision. Resource Management and Planning & Payroll Division 118
Balancing Form: Doug Resource Management and Planning & Payroll Division 119
BALANCING THE STAFFING LIST o Yolanda: • Gross amount July 1 Final : 0 • Add budget adjustment: 0 • New gross should be: 0 • Is it correct? • No, Yolanda replaced Doug • Add Base Budget for difference between Doug’s Salary and Yolanda’s current Salary • $36, 500 - $31, 188 = $5, 312 • What Else? • The FTE is zero. • Add 1 FTE to PPS Distribution Resource Management and Planning & Payroll Division 120
Balancing Form: Yolanda Resource Management and Planning & Payroll Division 121
• Kimberly: o Gross amount @ July 1 Final : 28, 128 o Add budget adjustment: 564 o New gross should be: 28, 692 o Is it correct? o Yes, check off and move to next employee Resource Management and Planning & Payroll Division 122
• Wally: o Gross amount @ July 1 Final : o Add budget adjustment: o New gross should be: 27, 540 588 28, 128 o Is it correct? o Yes, check off and move to next employee Resource Management and Planning & Payroll Division 123
• Jack o Gross amount @ July 1 Final : o Add budget adjustment: o Gross amount on current: 0 0 0 o Is it correct? o Jack replaced Ruthie – Jack’s salary was $3, 025 higher than Ruthie Provision (36, 350 -33, 325). o Create Base Budget to Fund Increase. o End “Ruthie” Open Provision Resource Management and Planning & Payroll Division 124
Balancing Form: Jack and Ruthie Resource Management and Planning & Payroll Division 125
• Diane: o Gross amount @ July 1 Final : 61, 900 o Add budget adjustment: 0 o Gross amount @ current: Doesn’t show o Is it correct? o Diane ended her employment and a provision was not created. o Steve replaced Diane at a lower salary by $12, 800 ($61, 900 -$49, 100) o Create a Base Budget to decrease amount from operating account and increase turnover savings account. Resource Management and Planning & Payroll Division 126
Balancing Form: Diane and Steve Resource Management and Planning & Payroll Division 127
Balanced List!!!
NOW THE DOCUMENTS! Resource Management and Planning & Payroll Division 129
Yolanda: Hired Above Doug GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT GENFND WXYZ INST WXYZ: SALARY ACCOUNT
Jack: Hired Above Ruthie GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT WXYZ: SALARY ACCOUNT
Steve: Hired below Diane’s Salary GENFND WXYZ INST WXYZ: SALARY ACCOUNT WXYZ: TURNOVER SAVINGS ACCOUNT
Correct PPS Resource Management and Planning & Payroll Division 133
End Provision Document 2011 Add End Date 10/15/10
One Final Step! • After all documents have been prepared, approved, and posted, run a new staffing list to assure your corrections have actually balanced the list! Resource Management and Planning & Payroll Division 135
You’re done!! Resource Management and Planning & Payroll Division 136
OK, now I know how to balance – How do I run the reports? ? • Web based staffing lists are available at PPS Decision Support (PPSDS). • You will need access to PPSDS. Check with your department MSO for more information. Reports are easy to run!
How does it work? URL: http: //payweb. ucdavis. edu/
Report Options Most Used and Recommended Report - #37 (Full FAU) Required by State- #35 (Account Only) Resource Management and Planning & Payroll Division 140
Look at all these options! Check this out!!! Only run the report with accounts that are out of balance!!
Brady Bunch Brady, Marsha 126891 Brady, Jan 7236 ANALYST III BRADY, PETER Total – Title Code 7236, ANALYST III 7510 MSOIII BRADY, JAN Total – Title Code 7510, MSOIII 3 -126891 -Bunch------GENFND This is what you want to see!! A balanced account
A few more things. . . • Updated information available daily, AFTER 10: 00 AM • PPS-DS access is managed by IET. • Information on access can be found at http: //payweb. ucdavis. edu/DSInfo/access. htm Resource Management and Planning & Payroll Division 143
Helpful hints from your peers! • Track changes during the year using the Balancing Form. • Work with the HR person in your department to track personnel actions. • Access to PPS Decision Support Distribution of Payroll Expense Report (PPS-DS 104). Resource Management and Planning & Payroll Division 144
And after all of that… we • Understand staffing list anatomy. • Know the origins of staffing list data. • Can balance the staffing list. • Can obtain up-to-date reports from PPS Decision Support. Resource Management and Planning & Payroll Division 145
Staff Section is Finished!
Academic Staffing Resource Management and Planning & Payroll Division 147
The goal today is to: • Become familiar with the • • • academic staffing list Understand academic funding actions Know what account to use in funding each type of action Where to direct questions Resource Management and Planning & Payroll Division 148
First things first! • Definitions! o What is so different? Resource Management and Planning & Payroll Division 149
Definitions • • Above-Scale Salary Full-Time salary rate which exceeds the maximum salary designated for the title series. Off-Scale Salary If the salary is higher than the published salary at the designated rank and step for the relevant title series. • • Academic-Year Appointment Also known as a nine-month appointment. Fiscal-Year Appointment Also known as a 12 -month appointment (fiscal year appt). Resource Management and Planning & Payroll Division 150
More Definitions • • • Full-Time Appointment A Full-Time academic appointment is defined as an appointment at 100 percent time, regardless of the appointments duration. Upgrading Funds: Funds for new academic appointments above the entry level (asst. prof. III). Downgrading Funds: Funds returned for vacated appointments to reduce budgeted provision to entry level. Resource Management and Planning & Payroll Division 151
Now that we know the definitions…. • Inquiring minds want to know - - What is the difference in the salary components! Resource Management and Planning & Payroll Division 152
Elements of Academic Salaries July 1, 2009 hire – Academic-Year Appt Looks good to me! Assoc. Professor III at $67, 200 Hire. How about you? Open Provision for Asst. Professor III Add upgrading funds Add off-scale funds Add October 1 Range funding = $51, 400 + $11, 800 + $ 2, 000 Total Funded Salary = $67, 200 Resource Management and Planning & Payroll Division 153
Academic positions: • • Are funded from object consolidations SB 00 -08, as opposed to SUBS for staff Positions with tenure (Associate and Full Professors) have indefinite end dates o • • Can be academic-year appointments (teaching with regular instruction/research) o 1. 00 FTE Can be fiscal-year appointments (like Ag station because they have more demands on research) o • Assistant Professors are appointed for only two years at a time so their appointments will always have an end date. 1. 00 FTE Positions can be academic on FY or a combination depending on college Resource Management and Planning & Payroll Division 154
Elements not on the staffing list • These actions with end dates o Summer Compensation o Off scale for Exceptional Merit * (special agreement for the merit cycle, APM 620) Base Budget o Stipends* (like dept. chair or other admin. services) Funding * If permanently funded, establish provision. Resource Management and Planning & Payroll Division 155
Academic Upgrading Process • For new academic appointments (upgrading) and vacated appointments (downgrading). o Similar to turnover savings actions for Staff • Deans’ Offices are responsible for initiating Da. FIS documents. o Note: This may be delegated to departments Resource Management and Planning & Payroll Division 156
Great Example: New Appt. with Upgrade Account to Department Account 1234566 UPGRADE 1234567 Please reference the account increased in the reference field in the account decreased Resource Management and Planning & Payroll Division 157
Example Explanation: 07/01/09 DAFIS Document of the Day Resource Management and Planning & Payroll Division 158
Descriptions – Why they are important and how they are used • Descriptions show in Da. FIS and are used by the • Offices of the Chancellor and Provost for auditing budget documents. Always provide: o Effective date (e. g. 10/1/10: Range) o Description of the action (e. g. 7/1/10: Merit) o Employee name (e. g. 7/1/10: Merit, L. Mohr) • In addition, please put the appropriate accounts in the Reference Fields. Resource Management and Planning & Payroll Division 159
Example: Description/Reference Field Description Field Information 7/1/10: Merit, L. Mohr When using central acct. reference to/from acct. Resource Management and Planning & Payroll Division 160
Academic Range Process (Filled Positions & Vacant Provisions) • Automated through the Payroll system. • Adjustments or exceptions are coordinated through the Office of the Vice Provost-Academic Personnel. o If you are missing funding or need to return excess funding, initiate the Da. FIS document. o Routing to the Offices of the Chancellor and Provost is no longer required. o Exception: Special Dean’s Office routing must ad hoc to Lindy Watts. Resource Management and Planning & Payroll Division 161
Academic Merit & Promotion Process (For filled academic positions) • Vice Provost – Academic Personnel annual call for merits and promotions. o Summer of 2011 calls for July 1, 2012 advancements. o Advancements are effective July 1, 2012. Resource Management and Planning & Payroll Division 162
• • Offices of the Chancellor and Provost initiate base and current budget documents March-October to fund advancements (scrubber document). Deans’ offices initiate documents at year-end fiscal close to balance staffing lists. o Some Deans’ offices may delegate this to departments. Resource Management and Planning & Payroll Division 163
Merit increase w/ Range Example of manual funding adjustment 1234567 Resource Management and Planning & Payroll Division 164
Explanation TO FUND JOHN DOW MERIT INCREASE EFFECTIVE 7/1/11 FROM P 1 TO P 2. ALSO TO FUND 10/1/10 RANGE ADJUSTMENT WHICH WAS NOT FUNDED. Resource Management and Planning & Payroll Division 165
Off-Scale Funding • • Da. FIS Document o New Hire – Deans’ Offices/Departments Deans’ offices/departments are responsible for funding first 12 months. o Regardless of when the off-scale payment begins. o If fiscal years are crossed, prepare a CB to return • extra funds to central account. DPPS increment is treated like off-scale as far as funding to/from the central upgrade account, but the unit does not have to pay the first year cost. Resource Management and Planning & Payroll Division 166
Off-scale Example: If off-scale = $2, 000/year starting 3/1/11, then… o BB document is done 3/1/10 for FY 2010 -11 from central off-scale account to department account for $2, 000. - Remember a BB is to setup the next year funding. o CB document is not done for FY 2010 -11. Department pays out of their account (4 months of commitment). o CB document is done 7/1/11 for remaining 8 months of commitment to return off-scale funding to central account. Resource Management and Planning & Payroll Division 167
Academic Salary Actions Central Accounts Resource Management and Planning & Payroll Division 168
FTE Advisory: SB 01 • Departments may not create FTE for object consolidation code SB 01. • The Office of Resource Management and Planning provides FTE budget based on UCOP targets. o Monitored throughout year and audited at year end. Resource Management and Planning & Payroll Division 169
Vacated Positions • Work with your Dean’s Office o See appendix 7 • Deans’ Directives 99 -142 and 97 -101 discuss the disposition of FTE vacated and related budget documents. • Questions on directives should be directed to Lindy Watts, Office of Resource Management and Planning & Payroll Division 170
AND now we can. . . • Differentiate between academic funding • • actions. Understand which account to use for Da. FIS funding questions. Know where to direct academic staffing questions. Resource Management and Planning & Payroll Division 171
Resources • • • Deans’ Offices are responsible for funding new academic stipends. Academic Personnel - Compsensation Power. Point is great! Located at: academicpersonnel. ucdavis. edu/ppt/ACADEMIC%20 C OMPENSATION. ppt Other individual academic questions: o Contact your Dean’s Office. o Your Dean’s Office can contact the Offices of the Chancellor and Provost with questions. Resource Management and Planning & Payroll Division 172
You are not alone……. • Academic Staffing List/Merit and Range Funding o Carmen Raycraft, OEVC, csraycraft@ucdavis. edu or 752 -2091 • Upgrading and Vacated Positions o Lindy Watts, ORMP, lswatts@ucdavis. edu or 752 -9265 • Policies and Procedures o Academic Personnel - http: //www. ucop. edu/acadadv/acadpers/ap m/sec 4 -pdf. html Resource Management and Planning & Payroll Division 173
Resource Management and Planning & Payroll Division 174
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