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Resource Management and Planning & Payroll Division1 How to Balance the Staffing List.

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Presentation on theme: "Resource Management and Planning & Payroll Division1 How to Balance the Staffing List."— Presentation transcript:

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2 Resource Management and Planning & Payroll Division1 How to Balance the Staffing List

3 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?

4 Resource Management and Planning & Payroll Division3 Introductions Name Department Position Years experience with Campus Experience with Staffing List

5 Resource Management and Planning & Payroll Division4 Our Goals for Today are... Understanding the staffing list, Know where to obtain assistance to help balance your list, Know what staffing list reports to use, Balance your staffing list. I cant believe its true!!!

6 Resource Management and Planning & Payroll Division5 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.

7 6 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.

8 Resource Management and Planning & Payroll Division7 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

9 Resource Management and Planning & Payroll Division8 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.

10 Resource Management and Planning & Payroll Division9 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

11 Resource Management and Planning & Payroll Division10 There are three distinct sections to the list. 1) Base Budget DaFIS 2) Salary Commitments Payroll Personnel System (PPS) and Provision Databases 3) Diagnostic section Total base budget is compared to salary commitments Where does the list come from? Poof!! A staffing list!

12 Resource Management and Planning & Payroll Division11 Lets Test Your Knowledge! With a Few Questions…..

13 Resource Management and Planning & Payroll Division12 The Staffing list Ws.. 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.

14 Resource Management and Planning & Payroll Division13 The Staffing list Ws.. 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.

15 Resource Management and Planning & Payroll Division14 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, SB01. B) To ensure job security for UC Davis Staff. C) To satisfy the State of California.

16 Resource Management and Planning & Payroll Division15 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, SB01. B) To ensure job security for UC Davis Staff. C) To satisfy the State of California.

17 Resource Management and Planning & Payroll Division16 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 For Core funds:

18 Resource Management and Planning & Payroll Division17 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 For Core funds:

19 Resource Management and Planning & Payroll Division18 Last Question.. Where does the information come from? A)PPS distributions B)Provision database C) DaFIS D) All of the above E) Thin air POOF!

20 Resource Management and Planning & Payroll Division19 Last Question.. Where does the information come from? A)PPS distributions B)Provision database C) DaFIS D) All of the above E) Thin air POOF!

21 Resource Management and Planning & Payroll Division20 Lets Learn More About the Sections…... Diagnostic Section Salary Commitment Section Base Budget Section

22 Resource Management and Planning & Payroll Division21 Base Budget Section

23 Resource Management and Planning & Payroll Division22 You mentioned the Base Budget? Base Budget(BB) Basis for the Staffing List. Permanent on- going funding. Changes affect next years current budget. DaFIS BB document used to modify. Current Budget(CB) Authority to spend for current year. Shown as appropriations on ledger. Changes affect current year budget. DaFIS CB document used to modify.

24 Resource Management and Planning & Payroll Division23 Base Budget is the foundation Base vs. Current budget Base Budget Augmented for annual cost of salary increase. o Show up next fiscal year. Current Budget Augmented to cover current year expenses. o e.g., a merit effective 10/1/11 received 9 months of current budget funding.

25 Resource Management and Planning & Payroll Division24 Example:

26 Resource Management and Planning & Payroll Division25 How Do I Find My Base Budget? DaFIS Reports Available: Most Useful for Staffing List

27 * Note: Need to select Base Budget from report screen. *

28 Resource Management and Planning & Payroll Division27 Base Budget Section... Data is extracted from DaFIS. 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 DaFIS BB documents prepared during the fiscal year for other augmentations (e.g., equity, reclasses). The DaFIS Base Budget (BB) document is used to make changes.

29 Base Budget Section Components Paul Westphaul TRADED: MILLER, BRAD 0123456789 KING:Kings Department 3 1234567 ----- SUBS --- ---------- SRANGE: JACKSON, BOBBY SRANGE: HAWES, SPENCER SMERIT:UDRIH, BENO SMERIT:THOMPSON, JASON FUNDING CHANGE-K.MART 0123456789 HIRE: NOCIONI, ANDRES

30 29 Salary Commitment Section 01234567890

31 Resource Management and Planning & Payroll Division30 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.

32 Resource Management and Planning & Payroll Division31 Salary Commitment Section Beno Udrih Andres Noiconi Spencer Hawes Bobby Jackson Kevin Martin Jason Thompson Tyreke Evans Omri Casspi Jin Brockman Francisco Garcia Jason Thompson Sean May Donte Green Gross Amount = Annual Amt * FTE

33 Resource Management and Planning & Payroll Division32 Filled Permanent Positions This information is from current PPS distributions and must meet both criteria: o Distributions funded from SUBS/SB0X. o Indefinite appointments (end date = 99/99/99). This information can be changed through PPS (i.e., PPS on-line update).

34 Resource Management and Planning & Payroll Division33 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.

35 Resource Management and Planning & Payroll Division34 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/

36 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. http://payweb.ucdavis.edu/DSInfo/access.htm

37 Resource Management and Planning & Payroll Division36 Access through web browser at http://www.provisions.ucdavis.edu/ 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.

38 Resource Management and Planning & Payroll Division37 Before we get started... Year = YYYY (required) o Example: - FY 2010-2011 enter 2011 Two operation modes: o Query o Edit Message bar is used to determine mode. Slow

39 Resource Management and Planning & Payroll Division38 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) Give me all Chart 3 provisions

40 Resource Management and Planning & Payroll Division39 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.

41 Resource Management and Planning & Payroll Division40 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

42 Resource Management and Planning & Payroll Division41 Second Option: o Delete field from database with Remove function. 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. SAVE Deleted No Data Available

43 Key Block Hot Buttons Provision Block Includes Rows and Fields Message Bar Active Row in White Pull Down Menus

44 Resource Management and Planning & Payroll Division43 Take a look at the system! Now that we talked about the entries, lets see how we do this on the system.

45 Resource Management and Planning & Payroll Division44 Full Service Website: www.Provisions.ucdavis.edu Help email: Provisions@ucdavis.edu User Guide FAQ document

46 45 Diagnostic Section 01234567890 FY 09-10 BUDGET 07-29-2009 10-15-2009 07-29-2009 FY 09-10 BUDGET

47 Resource Management and Planning & Payroll Division46 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.

48 Resource Management and Planning & Payroll Division47 Diagnostic Section

49 Resource Management and Planning & Payroll Division48 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.

50 Resource Management and Planning & Payroll Division49 When is it Required... Departments must have their lists balanced by July 15, 2011. Workshops are available. 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 Deans or Vice Chancellors office. Subject to Change. Check Fiscal Close Schedule

51 Resource Management and Planning & Payroll Division50 And if I still dont 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.

52 If it wasnt funded... What if I forget to get campus funding and I am forced balance? Resource Management and Planning & Payroll Division51 You have until October 31st of the new fiscal year to request funding.

53 Resource Management and Planning & Payroll Division52 Lets Test Your Knowledge!

54 Resource Management and Planning & Payroll Division53 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

55 Resource Management and Planning & Payroll Division54 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

56 Resource Management and Planning & Payroll Division55 What happens if I dont 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

57 Resource Management and Planning & Payroll Division56 What happens if I dont 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

58 Resource Management and Planning & Payroll Division57 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

59 Resource Management and Planning & Payroll Division58 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

60 Resource Management and Planning & Payroll Division59 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.

61 Resource Management and Planning & Payroll Division60 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.

62 Resource Management and Planning & Payroll Division61 If it wasnt funded... If your merit/range funding was not received, initiate a DaFIS document to receive funding from central account. o Base Budget Documents o Current Budget Documents

63 What are the key steps for balancing my staffing list? Resource Management and Planning & Payroll Division62

64 Resource Management and Planning & Payroll Division63 When someone new comes... New Position Salary Commitment: o Add new salary in PPS Rebudget funds from turnover savings accounts: o Create a base budget with FTE (you do not have a provision established) 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 to offset the difference in salary

65 Resource Management and Planning & Payroll Division64 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.

66 Resource Management and Planning & Payroll Division65 Tools to Help o Funding Action Tables http://www.ormp.ucdavis.edu/staffing/BudgetFundin gMatrix.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

67 Resource Management and Planning & Payroll Division66 Funding Action Tables Table Excerpt

68 Resource Management and Planning & Payroll Division67 Central Campus Accounts

69 68 Costing Table

70 Resource Management and Planning & Payroll Division69 When was it funded? HR Matrix identifies which Collective Bargaining Units have settled on ranges/merits. o http://www.hr.ucdavis. edu/Elr/Contracts

71 Resource Management and Planning & Payroll Division70 Lets Test Your Knowledge!

72 Resource Management and Planning & Payroll Division71 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 - M erits for general funds are centrally funded.

73 Resource Management and Planning & Payroll Division72 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

74 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 Now we know... Yo quiero a balanced staffing list.

75 Resource Management and Planning & Payroll Division74 How do I balance it?? Compare last balanced Staffing List July 1 Final To current Staffing List Current date Find out what has changed

76 Resource Management and Planning & Payroll Division75 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

77 Resource Management and Planning & Payroll Division76 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 DaFIS documents.

78 Resource Management and Planning & Payroll Division77 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.

79 Resource Management and Planning & Payroll Division78 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.

80 Resource Management and Planning & Payroll Division79 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).

81 Resource Management and Planning & Payroll Division80 Tip of the Day Walk through each action person by person. o Helps to know where to concentrate your efforts.

82 Resource Management and Planning & Payroll Division81 And.. We have tools Staffing List checklist will help you walk through the 3 Data Sources. Staffing List Balancing Form.

83 Resource Management and Planning & Payroll Division82 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 DaFIS TP Open Provision Forms

84 You mentioned the balancing form…Lets review how it works! Resource Management and Planning & Payroll Division83

85 Balancing form review Four Parts 1. Balance information W here you enter your beginning balance from the current staffing list 2. Base Budget Adjustments List information to use on Base Budget transactions in DaFIS 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 Division84

86 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 Division85

87 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 Division86

88 Resource Management and Planning & Payroll Division87 Now, Our Turn Walk-through in-class exercise

89 Resource Management and Planning & Payroll Division88 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.

90 Resource Management and Planning & Payroll Division89 Steps for balancing Use Staffing List Balancing Form Add Balances from Staffing List Remember this? Balance totals from current staffing list

91 Resource Management and Planning & Payroll Division90 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.

92 Balancing Form - Base Budget

93 Resource Management and Planning & Payroll Division92 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.

94 Balancing Form - Base Budget

95 Resource Management and Planning & Payroll Division94 Provision Data Source 2 Example 1: What would you do? 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. All this beach.. And so little time.

96 Balancing Form - Provision

97 Resource Management and Planning & Payroll Division96 Provision Data Source 2 Example 2: What would you do? During this year, Ima recruited Olly from Oracle to be her Programmer. Ima matched Ollys salary of $65,000. The provision Olly filled was at $54,050.

98 Resource Management and Planning & Payroll Division97 Balancing Form - Programmer

99 Resource Management and Planning & Payroll Division98 Personnel Data Source 3 Examples: What would you do? When Ima prepared her first DaFIS 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.

100 Balancing Form - Personnel Example

101 Dept. 99 Completed Balancing Form We Balanced!!

102 Resource Management and Planning & Payroll Division101 After you finish balancing with the form... Prepare a DaFIS Base Budget Document (BB) for needed adjustments. Prepare DaFIS Current Budget Document (CB) to ensure you receive current year funding. Enter PPS and Provision Data

103 Base Budget Document Central Provision Account: Use Bargaining Unit for Costing Transactions Shown on Staffing List FTE: chk small box, only need if this is a brand new position or changing the FTE percentage from the previous position. Details!

104 Resource Management and Planning & Payroll Division103 Example -GREAT Document!

105 Resource Management and Planning & Payroll Division104 Great Explanation!

106 Resource Management and Planning & Payroll Division105 Now That We Know about the Documents….. Lets look at the documents for Department 99…..

107 Review Dept 99 DaFIS John Doe - BB Document Funding Missed Merit from Campus Central Account to Departmental Account GENFND DE99 INSTDEPT. 99: SALARY ACCOUNT

108 Resource Management and Planning & Payroll Division107 Review Dept 99 DaFIS Jumping Jack - BB Document Funding New Analyst From Turnover Savings Account to Departmental Account GENFND DE99 INSTDEPT. 99: TURNOVER ACCOUNT GENFND DE99 INSTDEPT. 99: SALARY ACCOUNT

109 Review Dept 99 DaFIS Analyst Anable-BB Document GENFND DE99 INSTDEPT. 99: SALARY ACCOUNT GENFND DE99 INSTDEPT. 99: TURNOVER ACCOUNT Funding provision at lower expected salary From Departmental Account to Turnover Savings Account

110 Review Dept 99 DaFIS PROVISION DOCUMENT 2010 07/24/2009 07/01/200710/24/2009

111 Resource Management and Planning & Payroll Division110 Review Dept 99 DaFIS Document for Correcting Deleted FTE GENFND DE99 INSTDEPT. 99: SALARY ACCOUNT Add FTE to Base Budget From Departmental Account to Departmental Account Note: FTE amounts do not have to balance but budget amounts do! What do I do? You enter $1 in From and To line on the SAME account. Net result is a $0 budget.

112 Resource Management and Planning & Payroll Division111 Review Dept 99 Update PPS... Update PPS with indefinite end date

113 Thank you for Balancing my Staffing List! Ima New

114 Resource Management and Planning & Payroll Division113 Now, Your Turn 1)In-class exercise #1 Work in groups of three 15 minutes - ask for help if needed Review Answers 2)Take home exercise included in packet.

115 Resource Management and Planning & Payroll Division114 BALANCING THE STAFFING LIST- Hints to get started Gather documents: o Last balanced staffing list o Current staffing list o Staffing List Balancing Form

116 Resource Management and Planning & Payroll Division115 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

117 Balancing Form Enter Beginning Balances from Daily Run Here

118 Resource Management and Planning & Payroll Division117 Balancing the Staffing List Time for you to try on your own

119 Resource Management and Planning & Payroll Division118 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.

120 Resource Management and Planning & Payroll Division119 Balancing Form: Doug

121 Resource Management and Planning & Payroll Division120 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 Dougs Salary and Yolandas current Salary $36,500 - $31,188 = $5,312 What Else? The FTE is zero. Add 1 FTE to PPS Distribution

122 Resource Management and Planning & Payroll Division121 Balancing Form: Yolanda

123 Resource Management and Planning & Payroll Division122 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

124 Resource Management and Planning & Payroll Division123 Wally: o Gross amount @ July 1 Final :27,540 o Add budget adjustment: 588 o New gross should be: 28,128 o Is it correct? o Yes, check off and move to next employee

125 Resource Management and Planning & Payroll Division124 Jack o Gross amount @ July 1 Final : 0 o Add budget adjustment: 0 o Gross amount on current: 0 o Is it correct? o Jack replaced Ruthie – Jacks salary was $3,025 higher than Ruthie Provision (36,350-33,325). o Create Base Budget to Fund Increase. o End Ruthie Open Provision

126 Resource Management and Planning & Payroll Division125 Balancing Form: Jack and Ruthie

127 Resource Management and Planning & Payroll Division126 Diane: o Gross amount @ July 1 Final :61,900 o Add budget adjustment: 0 o Gross amount @ current: Doesnt 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.

128 Resource Management and Planning & Payroll Division127 Balancing Form: Diane and Steve

129 Balanced List!!!

130 Resource Management and Planning & Payroll Division129 NOW THE DOCUMENTS!

131 Yolanda: Hired Above Doug GENFND WXYZ INSTWXYZ: TURNOVER SAVINGS ACCOUNT GENFND WXYZ INSTWXYZ: SALARY ACCOUNT

132 Jack: Hired Above Ruthie GENFND WXYZ INSTWXYZ: TURNOVER SAVINGS ACCOUNT GENFND WXYZ INSTWXYZ: SALARY ACCOUNT

133 Steve: Hired below Dianes Salary GENFND WXYZ INSTWXYZ: TURNOVER SAVINGS ACCOUNT GENFND WXYZ INSTWXYZ: SALARY ACCOUNT

134 Resource Management and Planning & Payroll Division133 Correct PPS

135 End Provision Document Add End Date 10/15/10 2011

136 Resource Management and Planning & Payroll Division135 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!

137 Resource Management and Planning & Payroll Division136 Youre done!!

138 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!

139 How does it work? URL: http://payweb.ucdavis.edu/

140

141 Resource Management and Planning & Payroll Division140 Report Options Most Used and Recommended Report - #37 (Full FAU) Required by State- #35 (Account Only)

142 Look at all these options! Check this out!!! Only run the report with accounts that are out of balance!!

143 7236ANALYST III BRADY, PETER This is what you want to see!! A balanced account 126891 Brady Bunch Brady,Jan Brady, Marsha 3-126891-Bunch------------GENFND Total – Title Code 7236, ANALYST III Total – Title Code 7510, MSOIII 7510 MSOIII BRADY, JAN

144 Resource Management and Planning & Payroll Division143 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

145 Resource Management and Planning & Payroll Division144 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).

146 Resource Management and Planning & Payroll Division145 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.

147 Staff Section is Finished!

148 Resource Management and Planning & Payroll Division147 Academic Staffing

149 Resource Management and Planning & Payroll Division148 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

150 Resource Management and Planning & Payroll Division149 First things first! Definitions! o What is so different?

151 Resource Management and Planning & Payroll Division150 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).

152 Resource Management and Planning & Payroll Division151 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.

153 Resource Management and Planning & Payroll Division152 Now that we know the definitions…. Inquiring minds want to know - - What is the difference in the salary components!

154 Resource Management and Planning & Payroll Division153 Elements of Academic Salaries July 1, 2009 hire – Academic-Year Appt Open Provision for Asst. Professor III Hire Assoc. Professor III at $67,200 Add upgrading funds Add off-scale funds Add October 1 Range funding Total Funded Salary = $51,400 + $11,800 + $ 2,000 = $67,200 Looks good to me! How about you?

155 Resource Management and Planning & Payroll Division154 Academic positions: Are funded from object consolidations SB00-08, as opposed to SUBS for staff Positions with tenure (Associate and Full Professors) have indefinite end dates o Assistant Professors are appointed for only two years at a time so their appointments will always have an end date. 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 1.00 FTE Positions can be academic on FY or a combination depending on college

156 Resource Management and Planning & Payroll Division155 Base Budget Funding 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) o Stipends* (like dept. chair or other admin. services) * If permanently funded, establish provision.

157 Resource Management and Planning & Payroll Division156 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 DaFIS documents. o Note: This may be delegated to departments

158 Resource Management and Planning & Payroll Division157 Great Example: New Appt. with Upgrade 1234567 1234566 UPGRADE Upgrade Account to Department Account Please reference the account increased in the reference field in the account decreased

159 Resource Management and Planning & Payroll Division158 Example Explanation: DAFIS Document of the Day 07/01/09

160 Resource Management and Planning & Payroll Division159 Descriptions – Why they are important and how they are used Descriptions show in DaFIS 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.

161 Resource Management and Planning & Payroll Division160 Example: Description/Reference Field When using central acct. reference to/from acct. 7/1/10: Merit, L. Mohr Description Field Information

162 Resource Management and Planning & Payroll Division161 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 DaFIS document. o Routing to the Offices of the Chancellor and Provost is no longer required. o Exception: Special Deans Office routing must ad hoc to Lindy Watts.

163 Resource Management and Planning & Payroll Division162 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.

164 Resource Management and Planning & Payroll Division163 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.

165 Resource Management and Planning & Payroll Division164 Merit increase w/ Range Example of manual funding adjustment 1234567

166 Resource Management and Planning & Payroll Division165 Explanation TO FUND JOHN DOW MERIT INCREASE EFFECTIVE 7/1/11 FROM P1 TO P2. ALSO TO FUND 10/1/10 RANGE ADJUSTMENT WHICH WAS NOT FUNDED.

167 Resource Management and Planning & Payroll Division166 Off-Scale Funding DaFIS 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.

168 Resource Management and Planning & Payroll Division167 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.

169 Resource Management and Planning & Payroll Division168 Academic Salary Actions Central Accounts

170 Resource Management and Planning & Payroll Division169 FTE Advisory: SB01 Departments may not create FTE for object consolidation code SB01. The Office of Resource Management and Planning provides FTE budget based on UCOP targets. o Monitored throughout year and audited at year end.

171 Resource Management and Planning & Payroll Division170 Work with your Deans 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 Vacated Positions

172 Resource Management and Planning & Payroll Division171 AND now we can... Differentiate between academic funding actions. Understand which account to use for DaFIS funding questions. Know where to direct academic staffing questions.

173 Resource Management and Planning & Payroll Division172 Resources Deans Offices are responsible for funding new academic stipends. Academic Personnel - Compsensation PowerPoint is great! Located at: academicpersonnel.ucdavis.edu/ppt/ACADEMIC%20C OMPENSATION.ppt academicpersonnel.ucdavis.edu/ppt/ACADEMIC%20C OMPENSATION.ppt Other individual academic questions: o Contact your Deans Office. o Your Deans Office can contact the Offices of the Chancellor and Provost with questions.

174 Resource Management and Planning & Payroll Division173 You are not alone……. Academic Staffing List/Merit and Range Funding o Carmen Raycraft, OEVC, csraycraft@ucdavis.edu or 752-2091 csraycraft@ucdavis.edu Upgrading and Vacated Positions o Lindy Watts, ORMP, lswatts@ucdavis.edu or 752-9265 lswatts@ucdavis.edu Policies and Procedures o Academic Personnel - http://www.ucop.edu/acadadv/acadpers/ap m/sec4-pdf.html http://www.ucop.edu/acadadv/acadpers/ap m/sec4-pdf.html

175 Resource Management and Planning & Payroll Division174


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