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How to Balance the Staffing List

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1 How to Balance the Staffing List
Resource Management and Planning & Payroll Division

2 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?

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

4 Resource Management and Planning & Payroll Division
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 can’t believe its true!!! Resource Management and Planning & Payroll Division

5 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

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.

7 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) Some exceptions for academics Resource Management and Planning & Payroll Division

8 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

9 More Guidelines - Funding of Staff Salary Actions – Who funds what?
For General Funds and Registration Fee Funds (Core funds) Campus funds merits and ranges Dean/Vice Chancellor and departments responsibility Managing turnover savings Funding above the last incumbents salary Funding Reclassifications Funding departmental equity adjustment decisions All other funds Dean/Vice Chancellor and department fund all salary actions Resource Management and Planning & Payroll Division

10 Where does the list come from?
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 Poof!! A staffing list! Resource Management and Planning & Payroll Division

11 Let’s Test Your Knowledge!
With a Few Questions….. Resource Management and Planning & Payroll Division

12 Resource Management and Planning & Payroll Division
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 Resource Management and Planning & Payroll Division
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

14 Resource Management and Planning & Payroll Division
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. Resource Management and Planning & Payroll Division

15 Resource Management and Planning & Payroll Division
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. Resource Management and Planning & Payroll Division

16 Resource Management and Planning & Payroll Division
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 Resource Management and Planning & Payroll Division
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

18 Resource Management and Planning & Payroll Division
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! Resource Management and Planning & Payroll Division

19 Resource Management and Planning & Payroll Division
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! Resource Management and Planning & Payroll Division

20 Let’s Learn More About the Sections…...
Base Budget Section Salary Commitment Section Diagnostic Section Resource Management and Planning & Payroll Division

21 Resource Management and Planning & Payroll Division
Base Budget Section Base Budget Section Resource Management and Planning & Payroll Division

22 You mentioned the Base Budget?
Base Budget(BB) Basis for the Staffing List. Permanent on-going funding. Changes affect next year’s 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. Resource Management and Planning & Payroll Division

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

24 Resource Management and Planning & Payroll Division
Example: Resource Management and Planning & Payroll Division

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

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

27 Resource Management and Planning & Payroll Division
Base Budget Section... Data is extracted from DaFIS. The total consists of the: Beginning base budget from last balanced Staffing List . Currently, July 1, 2010 Final Automated merit & range augmentations. 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. Resource Management and Planning & Payroll Division

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

29 Salary Commitment Section
Salary Commitment Section

30 Salary commitment section..
Salary commitment information is broken down into: Filled Positions = Real people/PPS distributions. Open Positions = Place holder for vacant positions. Also known as a open provisions. Resource Management and Planning & Payroll Division

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

32 Filled Permanent Positions
This information is from current PPS distributions and must meet both criteria: Distributions funded from SUBS/SB0X. 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

33 Resource Management and Planning & Payroll Division
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

34 Resource Management and Planning & Payroll Division
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: Resource Management and Planning & Payroll Division

35 Obtaining Access to the Open Provision Form
Apply for access through the Payroll office.  Information on gaining access to PPS-DS Located at

36 Resource Management and Planning & Payroll Division
Access through web browser at If you have forgotten your username and password a quick access self-service program is available. Log into PPS Decision Support with your UC D Login ID Click on the "Open Provision User ID/Password" link. Your current username and password should then be displayed. Resource Management and Planning & Payroll Division

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

38 Resource Management and Planning & Payroll Division
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. 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

39 Resource Management and Planning & Payroll Division
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

40 Resource Management and Planning & Payroll Division
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

41 Resource Management and Planning & Payroll Division
2 Ways to End Provision Recommended option: Enter an end date, earlier than the date you are performing the transaction, in the “End Field”. Deleted No Data Available Second Option: Delete field from database with “Remove” function. SAVE Resource Management and Planning & Payroll Division

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

43 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

44 Full Service Website: www.Provisions.ucdavis.edu
Help User Guide FAQ document Resource Management and Planning & Payroll Division

45 Diagnostic Section Diagnostic Section 07-29-2009 07-29-2009 10-15-2009
FY BUDGET FY BUDGET Diagnostic Section

46 Resource Management and Planning & Payroll Division
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

47 Resource Management and Planning & Payroll Division
Diagnostic Section Resource Management and Planning & Payroll Division

48 Resource Management and Planning & Payroll Division
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

49 Resource Management and Planning & Payroll Division
When is it Required... Subject to Change. Check Fiscal Close Schedule Departments must have their lists balanced by July 15, 2011. Workshops are available. Please contact Donna Udahl at or to schedule. 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

50 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

51 Resource Management and Planning & Payroll Division
If it wasn’t funded... What if I forget to get campus funding and I am forced balance? You have until October 31st of the new fiscal year to request funding. Resource Management and Planning & Payroll Division

52 Let’s Test Your Knowledge!
Resource Management and Planning & Payroll Division

53 Resource Management and Planning & Payroll Division
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 Resource Management and Planning & Payroll Division
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

55 Resource Management and Planning & Payroll Division
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 Resource Management and Planning & Payroll Division
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

57 Resource Management and Planning & Payroll Division
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 Resource Management and Planning & Payroll Division
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

59 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

60 How are merit and ranges funded?
Generally, merit and range adjustments are automatically posted to your account. These transactions are called “Costing Transactions”. Works for transactions processed on merit rosters. Resource Management and Planning & Payroll Division

61 Resource Management and Planning & Payroll Division
If it wasn’t funded... If your merit/range funding was not received, initiate a DaFIS document to receive funding from central account. Base Budget Documents Current Budget Documents Resource Management and Planning & Payroll Division

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

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

64 Resource Management and Planning & Payroll Division
When they leave... Salary commitment: Add a provision if you intend on replacing the position. Rebudget from turnover savings account: Create a base budget to offset the difference in salary. Budgeted salary to new estimated salary. Budget must equal your provision amount. Resource Management and Planning & Payroll Division

65 Resource Management and Planning & Payroll Division
Tools to Help Funding Action Tables Central Campus Accounts Table Costing Table Resource Management and Planning & Payroll Division

66 Funding Action Tables Table Excerpt
Resource Management and Planning & Payroll Division

67 Central Campus Accounts
Resource Management and Planning & Payroll Division

68 Costing Table

69 Resource Management and Planning & Payroll Division
When was it funded? HR Matrix identifies which Collective Bargaining Units have settled on ranges/merits. Resource Management and Planning & Payroll Division

70 Let’s Test Your Knowledge!
Resource Management and Planning & Payroll Division

71 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

72 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

73 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

74 Resource Management and Planning & Payroll Division
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

75 Resource Management and Planning & Payroll Division
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

76 Data Source 1: Base Budget
Review your base budget for: Actions effecting employee pay Ranges, merits, reclassifications and equity increases. Funding for new positions Deleting funding for permanently vacated positions Erroneous FTE entries on DaFIS documents. Resource Management and Planning & Payroll Division

77 More base budget issues...
Salary differences between: Provision and new salary Exiting salary and new provision For these actions; Compare annual salary / provision amount to base budget augmentations, Prepare BB document to adjust funding. Resource Management and Planning & Payroll Division

78 Data Source 2: Provision Actions
Adjust the provision database for: Positions vacated and not filled immediately Add a provision. Provisions filled during the year Add end dates to those provisions. Provisions being removed from the budget Resource Management and Planning & Payroll Division

79 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

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

81 Resource Management and Planning & Payroll Division
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

82 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 Resource Management and Planning & Payroll Division

83 You mentioned the balancing form…Let’s review how it works!
Resource Management and Planning & Payroll Division

84 Resource Management and Planning & Payroll Division
Balancing form review Four Parts Balance information Where you enter your beginning balance from the current staffing list Base Budget Adjustments List information to use on Base Budget transactions in DaFIS Provision actions List information to add or remove a provision in provision database Personnel actions List changes to be done in PPS Resource Management and Planning & Payroll Division

85 Resource Management and Planning & Payroll Division
Balancing form review Remember when filling out the form that…… You are balancing your Base Budget to PPS + Provision entries. 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

86 Resource Management and Planning & Payroll Division
Balancing form review 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

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

88 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

89 Resource Management and Planning & Payroll Division
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

90 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

91 Balancing Form - Base Budget

92 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

93 Balancing Form - Base Budget

94 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

95 Balancing Form - Provision

96 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

97 Balancing Form - Programmer
Resource Management and Planning & Payroll Division

98 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. Resource Management and Planning & Payroll Division

99 Balancing Form - Personnel Example

100 Dept. 99 Completed Balancing Form
We Balanced!!

101 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 Resource Management and Planning & Payroll Division

102 Base Budget Document Details! Details! Shown on Staffing List
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.

103 Example -GREAT Document!
Resource Management and Planning & Payroll Division

104 Resource Management and Planning & Payroll Division
Great Explanation! Resource Management and Planning & Payroll Division

105 Now That We Know about the Documents…..
Let’s look at the documents for Department 99….. Resource Management and Planning & Payroll Division

106 Review Dept 99 DaFIS John Doe - BB Document
Funding Missed Merit from Campus Central Account to Departmental Account GENFND DE INST DEPT. 99: SALARY ACCOUNT

107 Review Dept 99 DaFIS Jumping Jack - BB Document
Funding New Analyst From Turnover Savings Account to Departmental Account GENFND DE INST DEPT. 99: TURNOVER ACCOUNT GENFND DE INST DEPT. 99: SALARY ACCOUNT Resource Management and Planning & Payroll Division

108 Review Dept 99 DaFIS Analyst Anable-BB Document
Funding provision at lower expected salary From Departmental Account to Turnover Savings Account GENFND DE INST DEPT. 99: SALARY ACCOUNT GENFND DE INST DEPT. 99: TURNOVER ACCOUNT

109 Review Dept 99 DaFIS PROVISION DOCUMENT
2010 07/24/2009 07/01/2007 10/24/2009

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

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

112 Thank you for Balancing my Staffing List!
Ima New

113 Resource Management and Planning & Payroll Division
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. Resource Management and Planning & Payroll Division

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

115 Resource Management and Planning & Payroll Division
Hints continued….. Step # 1 Review current list for out of balance condition Step #2 Copy balances from current list to balancing form Step #3 Walk through list person by person Resource Management and Planning & Payroll Division

116 Enter Beginning Balances from Daily Run Here
Balancing Form Enter Beginning Balances from Daily Run Here

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

118 BALANCING THE STAFFING LIST
Evaluate change in each employee Doug: Gross amount July 1 Final: 30,492 Add budget adjustment: New gross should be: ,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

119 Resource Management and Planning & Payroll Division
Balancing Form: Doug Resource Management and Planning & Payroll Division

120 BALANCING THE STAFFING LIST
Yolanda: Gross amount July 1 Final : Add budget adjustment: New gross should be: 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

121 Balancing Form: Yolanda
Resource Management and Planning & Payroll Division

122 Resource Management and Planning & Payroll Division
Kimberly: Gross July 1 Final : 28,128 Add budget adjustment: New gross should be: ,692 Is it correct? Yes, check off and move to next employee Resource Management and Planning & Payroll Division

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

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

125 Balancing Form: Jack and Ruthie
Resource Management and Planning & Payroll Division

126 Resource Management and Planning & Payroll Division
Diane: Gross July 1 Final : 61,900 Add budget adjustment: Gross current: Doesn’t show Is it correct? Diane ended her employment and a provision was not created. Steve replaced Diane at a lower salary by $12,800 ($61,900-$49,100) Create a Base Budget to decrease amount from operating account and increase turnover savings account. Resource Management and Planning & Payroll Division

127 Balancing Form: Diane and Steve
Resource Management and Planning & Payroll Division

128 Balanced List!!!

129 Resource Management and Planning & Payroll Division
NOW THE DOCUMENTS! Resource Management and Planning & Payroll Division

130 Yolanda: Hired Above Doug
GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT GENFND WXYZ INST WXYZ: SALARY ACCOUNT

131 Jack: Hired Above Ruthie
GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT GENFND WXYZ INST WXYZ: SALARY ACCOUNT

132 Steve: Hired below Diane’s Salary
GENFND WXYZ INST WXYZ: SALARY ACCOUNT GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT

133 Resource Management and Planning & Payroll Division
Correct PPS Resource Management and Planning & Payroll Division

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

135 Resource Management and Planning & Payroll Division
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

136 Resource Management and Planning & Payroll Division
You’re done!! Resource Management and Planning & Payroll Division

137 OK, now I know how to balance – How do I run the reports????
Reports are easy to run! 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.

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

139

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

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

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

143 Resource Management and Planning & Payroll Division
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 Resource Management and Planning & Payroll Division

144 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

145 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

146 Staff Section is Finished!

147 Resource Management and Planning & Payroll Division
Academic Staffing Resource Management and Planning & Payroll Division

148 Resource Management and Planning & Payroll Division
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

149 Resource Management and Planning & Payroll Division
First things first! Definitions! What is so different? Resource Management and Planning & Payroll Division

150 Resource Management and Planning & Payroll Division
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

151 Resource Management and Planning & Payroll Division
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

152 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

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

154 Resource Management and Planning & Payroll Division
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 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) 1.00 FTE Can be fiscal-year appointments (like Ag station because they have more demands on research) Positions can be academic on FY or a combination depending on college Resource Management and Planning & Payroll Division

155 Elements not on the staffing list
These actions with end dates Summer Compensation Off scale for Exceptional Merit * (special agreement for the merit cycle, APM 620) Stipends* (like dept. chair or other admin. services) * If permanently funded, establish provision. Base Budget Funding Resource Management and Planning & Payroll Division

156 Academic Upgrading Process
For new academic appointments (upgrading) and vacated appointments (downgrading). Similar to turnover savings actions for Staff Deans’ Offices are responsible for initiating DaFIS documents. Note: This may be delegated to departments Resource Management and Planning & Payroll Division

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

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

159 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: Effective date (e.g. 10/1/10: Range) Description of the action (e.g. 7/1/10: Merit) 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

160 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

161 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. If you are missing funding or need to return excess funding, initiate the DaFIS document. Routing to the Offices of the Chancellor and Provost is no longer required. Exception: Special Dean’s Office routing must ad hoc to Lindy Watts. Resource Management and Planning & Payroll Division

162 Academic Merit & Promotion Process
(For filled academic positions) Vice Provost – Academic Personnel annual call for merits and promotions. Summer of 2011 calls for July 1, 2012 advancements. Advancements are effective July 1, 2012. Resource Management and Planning & Payroll Division

163 Resource Management and Planning & Payroll Division
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. Some Deans’ offices may delegate this to departments. Resource Management and Planning & Payroll Division

164 Merit increase w/ Range Example of manual funding adjustment
Resource Management and Planning & Payroll Division

165 Resource Management and Planning & Payroll Division
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. Resource Management and Planning & Payroll Division

166 Resource Management and Planning & Payroll Division
Off-Scale Funding DaFIS Document New Hire – Deans’ Offices/Departments Deans’ offices/departments are responsible for funding first 12 months. Regardless of when the off-scale payment begins. 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

167 Resource Management and Planning & Payroll Division
Off-scale Example: If off-scale = $2,000/year starting 3/1/11, then… BB document is done 3/1/10 for FY from central off-scale account to department account for $2,000. Remember a BB is to setup the next year funding. CB document is not done for FY Department pays out of their account (4 months of commitment). 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

168 Academic Salary Actions Central Accounts
Resource Management and Planning & Payroll Division

169 Resource Management and Planning & Payroll Division
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. Monitored throughout year and audited at year end. Resource Management and Planning & Payroll Division

170 Resource Management and Planning & Payroll Division
Vacated Positions Work with your Dean’s Office See appendix 7 Deans’ Directives and 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 Resource Management and Planning & Payroll Division

171 Resource Management and Planning & Payroll Division
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. Resource Management and Planning & Payroll Division

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

173 Resource Management and Planning & Payroll Division
You are not alone……. Academic Staffing List/Merit and Range Funding Carmen Raycraft, OEVC, or Upgrading and Vacated Positions Lindy Watts, ORMP, or Policies and Procedures Academic Personnel Resource Management and Planning & Payroll Division

174 Resource Management and Planning & Payroll Division
The End The End The End Resource Management and Planning & Payroll Division


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