1. FTE from a SW Perspective Sherry Pickering Year-End Legal Training May 2010

2. What is FTE? Full Time Equivalent (FTE) Statistic required to be reported with all Salary FIRMS Object Codes, except for 601301- Overtime Payroll transactions fed from the Human Resources module are posted in the Finance module with FTE The payroll expenses for one employee are posted with an FTE of one each month

3. Preparation Schedules for the State The FTE from FIRMS is used for the annual reporting of Salaries and Wages to the State Department of Finance. The published CSU Salaries and Wages with FTE includes detail for past year, current year and budget year by campus, program code and FIRMS Salaries and Wages object codes. May 20103Year-End Legal Training

4. May 2010Year-End Legal Training4

5. May 2010Year-End Legal Training5 FTE in Finance Fed with payroll expenses from Human Resources into Finance monthly. Manual journal entries to Salary Object codes must be booked with FTE

6. May 2010Year-End Legal Training6 Derivation Payroll expenses are derived using Rule 3, Rule 3b or Rule 4 A split Rule 4 allocates both dollar amounts and FTE amounts to the indicated program codes

7. May 2010Year-End Legal Training7 Derivation Rule 4

8. May 2010Year-End Legal Training8 Ledger Data with NACUBO Program Code

9. May 2010Year-End Legal Training9 FIRMS Reporting and FTE Systemwide receives campus data via the FIRMS submission that is aggregated by unique combinations of CSU fund, Object Code and Program Code But FTE amount reported to FIRMS is different than the ledger amount

10. May 2010Year-End Legal Training10 FIRMS Reported FTE is Annualized Derived campus data is divided by 12 Rounded to two decimal places

11. May 2010Year-End Legal Training11.01 is Added when FTE is 0.00 After the ledger FTE is divided by 12 and rounded, if the calculated amount is 0.00 the program will insert 0.01. The sign of the 0.01 (+/-) will match the dollars.

12. May 2010Year-End Legal Training12 FTE *-1 if FTE and Dollar Sign Disagree If the calculated FTE and the dollar amount to be reported disagree, calculated FTE amount is multiplied by -1.

13. May 2010Year-End Legal Training13 FIRMS Business Rules for FTE FTE must be reported with Salary Object Codes, 601xxx, except for 601301-Overtime If there are positive dollar amounts, the reported FTE must be positive. If there are negative dollar amounts, the reported FTE must be negative.

14. May 2010Year-End Legal Training14 FTE Calculations vs. FIRMS Aggregated Reporting FTE Calculations are performed at the aggregated PeopleSoft Account, Fund, Dept ID, & Program Code Data aggregated by FIRMS Object Code, CSU Fund and Program Code

15. May 2010Year-End Legal Training15 Scenario 1

16. May 2010Year-End Legal Training16 Scenario 1 Outcome Program Added.01

17. May 2010Year-End Legal Training17 Scenario 2

18. May 2010Year-End Legal Training18 Scenario 2 Outcome Program *-1 FTE to flip sign to agree to sign of dollar

19. May 2010Year-End Legal Training19 CSU_FIRMS_FILE Populated by the extract process, it shows the FIRMS file line number along with the campus local Fund, Account and Department that were summarized to create the line. FTE Amount is reported in the Amount2 field. FTE Amount is amount reported to FIRMS (i.e. after calculations). 1919

20. May 2010Year-End Legal Training20 20 CSU_FIRMS_FILE Table 20

21. May 2010Year-End Legal Training21 FTE Review Query Fields

22. May 2010Year-End Legal Training22 FTE Review Query Criteria

23. May 2010Year-End Legal Training23 FTE Review Query Results

24. May 2010Year-End Legal Training24 FTE and FIRMS Errors Use the CSU_FIRMS_FILE table to find the campus chartfields using the line # from the error message In a second query over the LEDGER table, use the campus chartfields to determine the adjustment

25. May 2010Year-End Legal Training25 FTE FIRMS Error Query 1 Fields

26. May 2010Year-End Legal Training26 FTE FIRMS Error Query 1 Criteria

27. May 2010Year-End Legal Training27 FTE FIRMS Error Query 1 Results

28. May 2010Year-End Legal Training28 FTE FIRMS Error Query 2 Fields

29. May 2010Year-End Legal Training29 FTE FIRMS Error Query 2 Criteria

30. May 2010Year-End Legal Training30 Activity Periods vs. Accounting Period

31. May 2010Year-End Legal Training31 FTE FIRMS Error Query 2 Results

32. May 2010Year-End Legal Training32 FTE FIRMS Error Tips Use the LEDGER query results spreadsheet to determine the amounts to adjust. Don’t forget: The program will add +/-.01 if calculated FTE is 0.00. The program will flip the sign of the FTE (*-1) if FTE and dollar direction posted to the ledger do not agree.

33. www.calstate.edu May 201033Year-End Legal Training