Staffing List Basics - University of California, San DiegoUC SAN DIEGO Campus Budget Office Staff Education and Development . UC. SAN DIEGO . Campus Budget Office Staff Education and

Hugo Rios

Budget Analyst

Please make a name tent and sign in.

Staffing List Basics

UC SAN DIEGO Campus Budget Office Staff Education and Development


Agenda

• Who are you? • What is the Staffing List? • Who is on the Staffing List? • How do I balance my Staffing List? • Who Funds what? • What is costing?


After today you will be able to…

• Understand the Staffing List • Balance your Staffing List • Budget Employee Benefits • Run web-based Staffing reports


Introductions

• Who are you? • Where do you work?

• What do you do? • For how long working at UCSD?

• Reason for taking course?

• Types of funds you manage?


What is the Staffing List?

Report through which each department aligns its permanent salary budget with its actual staff and faculty salary commitments.

• Contains Budget, Full Time Equivalent (FTE) and Salary information.

• Balanced by Fund-Organization-Program (FOP) and Sub Account (Sub 0 and Sub 1).


Why do we have a Staffing List?

• To accurately budget salary costs for permanently budgeted fund sources.

• Ensure that our campus receives all base related salary increases.

• Fulfill State of California and Office of the President reporting requirements.


Who is on the Staffing List?

Employees who are:

• Funded from Sub 0 and Sub 1 • Indefinite Appointments • Funded from a permanent fund source (FTE holder)


Full Time Equivalent (FTE)

• The FTE represents the percentage of a position which is permanently budgeted.

100% permanent funding = 1.00 FTE 67% permanent funding = .67 FTE • FTE’s are used to record both filled and vacant positions

(provisions)


Where does the data come from?

Permanent Budget Payroll Personnel System (PPS) Provision Master File


Let’s take a look at a Staffing List…

Header Budget Positions • PPS • Provisions

Summary


Staffing List - Header

IFOP including Sub Account and Sub Campus Budget and Staffing reports are refreshed weekly – new data is available every Tuesday.


Staffing List - Budget

Sub 0 (faculty) or Sub 1 (staff) budget data pulled from the Permanent Budget system.


Staffing List - Budget

• Budget section includes: • July 1 Permanent Budget • +/- Current Year Adjustments

• Adjustments: Only 2 types of transactions affect your

salary budget: • Payroll Documents (Costing Allocations) = PRXXX • Transfer of Funds = TFYXXXXX (where FY = fiscal year)


Staffing List - Positions

Sub 0 (faculty) or Sub 1 (staff) position data pulled from the Permanent Staffing system.


Staffing List - Positions

Salary commitments are shown for: • filled positions using PPS distributions • vacant positions using the Provision Master file


Staffing List – Filled Positions

Information is pulled from PPS and must meet the following criteria:

• FTE > 0.00 • Sub 0 or Sub 1 Distribution • Indefinite End Date • Permanent Source of Funding • REG or RGS Distribution of Service (DOS) codes*

* beginning FY 2004/05 additional DOS codes were added to report Medical

Compensation distributions for VCHS faculty.



Permanent Funding

Indefinite End Date

FTE > 0.00 Sub Account REG DOS Code


Staffing List – RGS DOS Code

The RGS DOS code is used to maintain FTE on the Staffing List when an employee is temporarily paid on another fund source.

• RGS line holds FTE value • RGS Distribution Percentage = 0.00% • RGS End = Indefinite (99/99/99)



Helpful Hints:

• No employees should have a combined FTE > 1.00 • End-dates will cause employees to “drop-off” Staffing Lists • Employees paid on non-budgeted funds should not have FTE

values

and most important…

• Be nice to your VC contact! You will need them.


Staffing List - Provisions

A means by which a department can reserve the FTE and salary related to an unfilled position on the permanent staffing list until the position is filled.

Four types of provisions: • Regular • Group • Stipend • By Arrangement


Staffing List - Provisions

Each VC office has a Staffing contact responsible for processing provision updates.

Provisions are entered using the same data values as if the position was filled.

SAU SUB CAMPUS FUND ORG ACCT PROG

TITLE CODE

0 1 19900A 660413 600000 661000 0245

PROV # PROV TYPE

MONTHLY RATE

FTE ANNUAL AMOUNT PERB REP

996479 R $6,833.33 1.00 $82,600.00 99 C


Staffing List – Turnover Provisions

A Provision designed to maintain permanently funded salary savings caused by employee turnover in salary accounts.

• Monthly Rate and FTE = 0.00

• Title Code = 9999

SAU SUB CAMPUS FUND ORG ACCT PROG

TITLE CODE

0 1 19900A 660413 600000 661000 9999

PROV # PROV TYPE

MONTHLY RATE

FTE ANNUAL AMOUNT PERB REP

996483 G $0.00 0.00 $4,500 99 C


Staffing List - Summary

Summary shows Budget to Staffing comparison.

If the amounts do not equal, an Out of Balance flag will be displayed.


Staffing List – Out of Balance Query

Organizations where Staffing ≠ Budget

Query can be run by VC, Organization or BD Index


Balanced Staffing List

UCOP requires campuses to submit a balanced Staffing List every fiscal year-end (June 30). The Campus Budget Office recommends departments balance their Staffing List:

• Following a campus merit/range implementation.

• Upon the hiring or separation of an FTE.

• After processing any reclass/equity adjustments.


How to Balance Your Staffing List

Step 1 Identify Out Of Balance

Summary

Out of Balance Query



Step 2 Identify Cause

Compare to prior month Staffing List

This employee dropped off



Step 2 Identify Cause

Review PAN’s affecting your FTE holders

Know your HR contact!



Step 3 Determine course of action

• Adjustments to Permanent Budget will require a Transfer

of Funds. • Adjustments to Employees will require a PPS action.

• Adjustments to Provisions will require coordination with

your VC Staffing contact.



Step 3 Determine course of action

• At what level should the provision be budgeted? Actual salary of last employee, example for Admin. Specialist = $38,433

• What do I do with the Permanent Turnover? Based on VC policy. Either return to VC or move to Turnover provision for

future use.


What Would You Do? - #1

Alexis Rios was hired effective 12/1/13 at a rate of $48,200.

Alexis filled provision 996436 budgeted at $45,000.

Which actions are required to balance your Staffing List?

Delete Provision and Budget Augmentation



Varushka Boba was reclassified to a Sr. Administrative Analyst effective 10/1/13. She was approved for a 5% salary increase. Department has been instructed to fund Varushka’s increase from their turnover provision #110239.


Decrease Turnover Provision



While reviewing your Staffing List you notice that your new employee, Alyssa Rivers, is missing. After looking at her PPS entry you see that the 1.0 FTE allocated for her position was omitted on the distribution line.

While preparing an Online Transfer of Funds you accidentally deleted 2.0 FTE from your permanent budget.


Correct PPS Distribution and Record FTE’s on OLTF


Funding Salary Actions

Guidelines: • Funding of salary adjustments must be made in the fiscal year the

change is implemented. • Salary adjustments must be funded on both a current year and

permanent basis. e.g. October 1 implementation requires 9 months of current year funding and

12 months of permanent funding.

• Permanent salary adjustments may require the transfer of funding

to your department’s Index, sub 6 (benefits).


Funding Salary Actions – Who Funds What?

Merit, Range and Cost of Living (COLA) adjustments for employees permanently budgeted will be funded by your Department, Dean or Vice Chancellor.


Funding Salary Actions – Who Funds What?

Salary adjustments for equities, FTE increases, above hires, and/or reclassifications must be funded by the Department, Dean or Vice Chancellor.

Check with your Dean or Vice Chancellor for more information about local funding policies that apply to your department.


Funding Salary Actions - Costing

Costing Process

• Automated allocation of current year and permanent funding to cover campus mandated salary actions. Costing refers to the allocation process; not the source of funding.

• Costing entries are only recorded for permanently budgeted positions (FTE’s).

• Salary adjustments not covered by approved central sources will be funded by debiting the Sub 2 (General Assistance) budget of the department to which the position is budgeted.



Staffing reports should be reviewed after each costing run to ensure that the departmental budgets have been adjusted to fund the salary increases entered into PPS.


Salary Actions – Where’s my Funding?

Most common reasons positions are not costed:

• Distribution is not on Sub 0 or Sub 1 • Distribution has an end date • Positions is not assigned an FTE • Position cannot be linked to a permanent budget (no BD index) • Department processed manual merit


Funded or Not? - #1

Above hire for a new Administrative Assistant II? No, must be funded by Department, Dean or VC Office. Merit for CX employee funded on Core funds? TBD Range for TX employee funded on 07427A funds? TBD


Funded or Not? - #2

Merit for 20290A employee that missed automated costing due to FTE being omitted from PPS. Position is permanently budgeted. TBD Merit for employee funded on one-time Core funds. No, position is not permanently budgeted. VC?



Costing refers to the allocation process, not the source of funding. Salary adjustments not eligible for central funding will be balanced by debiting the departments Sub 2 budget. The costing process re-budgets existing resources to keep your staffing list in balance.


Funding Benefits

Vice Chancellor Department

Payroll Benefits Provider

Employee

Actual Benefits

Compensation


Benefit Components

Fixed: Health, Dental, Vision Plan, Non-Industrial Disability Ins. & Employer Paid Life Insurance Variable: Medicare, OASDI, UC Retirement Plan, Unemployment Insurance, Worker’s Compensation Insurance, Annuitant Health


Funding Benefits

Funding Benefits - Employee benefits must be calculated and budgeted in both the Current Year Operating Budget AND the Permanent Budget when:

• A new FTE is created; • An FTE is increased; and/or • An incremental salary increase has been awarded.


Turn Off Your Computers

Any questions?

Please Turn Off Your Computer When You Leave.