How to Balance the
Staffing List
Resource Management and Planning &
Payroll Division
1
Agenda
• Introductions
• What is the staffing list?
• Why do we have the staffing list?
• Who is on the staffing list?
• Where does the information originate?
• When do we balance the staffing list?
• What are our guidelines?
• How to balance the staffing list?
•
•
In-class exercise
How does the academic process differ?
Introductions
• Name
• Department
• Position
• Years experience with Campus
• Experience with Staffing List
Resource Management and Planning &
Payroll Division
3
Our Goals for Today are...
• Understanding the staffing
list,
I can’t believe
• Know where to obtain
its true!!!
assistance to help balance
your list,
• Know what staffing list
reports to use,
• Balance your staffing list.
Resource Management and Planning &
Payroll Division
4
WHAT is the staffing list?
• The vehicle through which each
department aligns its base budget
with its actual staff & faculty salary
commitments.
• Contains permanent FTE, salary,
and funding information.
Resource Management and Planning &
Payroll Division
5
Why do we have a staffing list
We have a staffing list to:
• Make sure we can pay everyone to
whom we have made permanent
commitments.
• Ensure departments receive all base
salary related funding.
• Fulfill State of California reporting
requirements.
6
Who is on the Staffing list?
Included on the list are:
• Staff
positions (SUBS)
and academic positions
(SBXX)
• Indefinite appointment
(end date = 99/99/99)
o Some exceptions for
academics
Resource Management and Planning &
Payroll Division
7
What are the Guidelines?
• Funding of salary adjustments must be provided
in the fiscal year the change is implemented.
• If the appointment ends permanently before June
30 of the current fiscal year, the base budget does
not receive funding.
• General Assistance (SUBG) positions are not
reconciled in the staffing list process.
Resource Management and Planning &
Payroll Division
8
More Guidelines Funding of Staff Salary Actions – Who funds what?
• For General Funds and Registration Fee Funds
(Core funds)
o Campus funds merits and ranges
o Dean/Vice Chancellor and departments responsibility
• Managing turnover savings
• Funding above the last incumbents salary
• Funding Reclassifications
• Funding departmental equity adjustment decisions
o All other funds
- Dean/Vice Chancellor and department fund all salary actions
Resource Management and Planning &
Payroll Division
9
Where does the list come from?
There are three distinct sections
to the list.
Poof!!
A staffing
list!
•
1) Base Budget
• DaFIS
•
2) Salary Commitments
• Payroll Personnel System
(PPS) and Provision Databases
•
3) Diagnostic section
• Total base budget is compared
to salary commitments
Resource Management and Planning &
Payroll Division
10
Let’s Test Your Knowledge!
With a Few Questions…..
Resource Management and Planning &
Payroll Division
11
The Staffing list “W”s..
What is the Staffing List?
A) A resource to locate a person who works
on campus
B) The vehicle used to align department
base budgets with salary commitments.
C) An annual exercise mandated by UCOP
to ensure plenty of overtime is worked
at Fiscal Close.
Resource Management and Planning &
Payroll Division
12
The Staffing list “W”s..
What is the Staffing List?
A) A resource to locate a person who works
on campus.
B) The vehicle used to align department
base budgets with salary commitments.
C) An annual exercise mandated by UCOP
to ensure plenty of overtime is worked
at Fiscal Close.
Resource Management and Planning &
Payroll Division
13
Which is not a reason why we have a
staffing list?
A)
B)
C)
For the departments to ensure they
receive ALL their base salary funding
for SUBS, SB01.
To ensure job security for UC Davis
Staff.
To satisfy the State of California.
Resource Management and Planning &
Payroll Division
14
Which is not a reason why we have a
staffing list?
A)
B)
C)
For the departments to ensure they
receive ALL their base salary funding
for SUBS, SB01.
To ensure job security for UC Davis
Staff.
To satisfy the State of California.
Resource Management and Planning &
Payroll Division
15
For Core funds:
What is NOT funded by the Vice
Chancellor/Dean and Departments?
A)
B)
C)
D)
Turnover Savings
Salary increase from previous
employee
Reclassifications
Merit and Range Adjustments
Resource Management and Planning &
Payroll Division
16
For Core funds:
What is NOT funded by the Vice
Chancellor/Dean and Departments?
A)
B)
C)
D)
Turnover Savings
Salary increase from previous
employee
Reclassifications
Merit and Range Adjustments
Resource Management and Planning &
Payroll Division
17
Last Question..
Where does the information come from?
A) PPS distributions
B) Provision database
C) DaFIS
D) All of the above
E) Thin air
POOF!
Resource Management and Planning &
Payroll Division
18
Last Question..
Where does the information come from?
A) PPS distributions
B) Provision database
C) DaFIS
D) All of the above
E) Thin air
POOF!
Resource Management and Planning &
Payroll Division
19
Let’s Learn More About the
Sections…...
Base Budget Section
Salary Commitment Section
Diagnostic Section
Resource Management and Planning &
Payroll Division
20
Base Budget Section
Base Budget Section
Resource Management and Planning &
Payroll Division
21
You mentioned the Base
Budget?
Base Budget(BB)
Current Budget(CB)
to spend for
• Basis for the Staffing • Authority
current year. Shown as
List. Permanent ongoing funding.
appropriations on ledger.
• Changes affect next • Changes affect current
year’s current budget.
year budget.
• DaFIS BB document • DaFIS CB document
used to modify.
used to modify.
Resource Management and Planning &
Payroll Division
22
Base vs. Current budget
Base Budget
Current Budget
• Augmented for annual
• Augmented to cover
cost of salary increase.
o Show up next fiscal
year.
Base Budget
is the
foundation
current year
expenses.
o e.g., a merit effective
10/1/11 received 9
months of current
budget funding.
Resource Management and Planning &
Payroll Division
23
Example:
July 1, 2008
Surplus from 07-08
Merit- Base=12m , Current=9m
June 30, 2009
08-09 Expenses
08-09 Balance
Base
Budget
129,500
2,800
132,300
Base
Budget
132,300
July 1, 2009
Surplus from 08-09Resource Management and Planning &
Adjusted July 1, 2009 Payroll Division
Current
Budget
129,500
8,000
2,100
139,600
-134,600
5,000
Current
Budget
132,300
5,000
24
137,300
How Do I Find My Base Budget?
• DaFIS Reports Available:
Most Useful for Staffing List
Resource Management and Planning &
Payroll Division
25
*
* Note: Need to select Base Budget from report screen.
Base Budget Section...
• Data is extracted from 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.
Resource Management and Planning &
Payroll Division
27
Base Budget Section Components
KING:Kings Department
3 1234567 ----- SUBS --- ----------
0123456789
TRADED: MILLER, BRAD
0123456789
FUNDING CHANGE-K.MART
SRANGE: JACKSON, BOBBY
SRANGE: HAWES, SPENCER
SMERIT:UDRIH, BENO
SMERIT:THOMPSON, JASON
HIRE: NOCIONI, ANDRES
Paul Westphaul
Salary Commitment Section
01234567890
01234567890
Salary Commitment Section
29
Salary commitment section..
• Salary commitment
information is broken down
into:
o Filled Positions = Real
people/PPS distributions.
o Open Positions = Place
holder for vacant positions.
Also known as a open
provisions.
Resource Management and Planning &
Payroll Division
30
Salary Commitment Section
Beno Udrih
Andres Noiconi
Spencer Hawes
Jason Thompson
Gross Amount =
Annual Amt * FTE
Bobby Jackson
Jin Brockman
Omri Casspi
Tyreke Evans
Francisco Garcia
Jason Thompson
Sean May
Donte Green
Kevin Martin
Resource Management and Planning &
Payroll Division
31
Filled Permanent Positions
• This information is from current PPS
distributions and must meet both criteria:
o Distributions funded from SUBS/SB0X.
o Indefinite appointments (end date = 99/99/99).
• This information can be changed through PPS
(i.e., PPS on-line update).
Resource Management and Planning &
Payroll Division
32
WARNING!!!
Watch for:
1) The FTE box on the PPS
distribution line.
2)
Incorrect object codes (e.g., SUBG
instead of SUBS).
Why?
It will cause the list to be out of
balance.
Resource Management and Planning &
Payroll Division
33
Open Provisions are….
•
•
•
•
Place holders for vacated positions that you intend to fill.
They are not in PPS, but need to show on the staffing list
as commitments.
Positions that are budgeted in the base budget to hold
funding.
Managed by departments via the Open Provision form.
More information located at: http://www.provisions.ucdavis.edu/
Resource Management and Planning &
Payroll Division
34
Obtaining Access to the
Open Provision Form
Apply for access through the Payroll
office. Information on gaining access to PPSDS
Located at
http://payweb.ucdavis.edu/DSInfo/access.htm.
• Access through web browser at
http://www.provisions.ucdavis.edu/
•
If you have forgotten your username and
password a quick access self-service
program is available.
o Log into PPS Decision Support with your
UC D Login ID
o Click on the "Open Provision User
ID/Password" link. Your current
username and password should then be
displayed.
Resource Management and Planning &
Payroll Division
36
Before we get started...
• Year = YYYY (required)
Slow
o Example:
- FY 2010-2011 enter 2011
• Two operation modes:
o Query
o Edit
• Message bar is used to determine mode.
Resource Management and Planning &
Payroll Division
37
Give me
all Chart 3
provisions
Querying the system
• When you bring up the form you are
automatically in query mode.
• All fields can be queried.
o FAU field look-ups can only be utilized
if all previous FAU fields are populated.
• Wild card = %
• Enter query information
• Select Execute Query (? icon or
menu)
Resource Management and Planning &
Payroll Division
38
To Edit a Provision
• Query results will be
returned in “Edit
Mode”.
• Select the provision
record you want to
modify.
• To Modify: make
change and SAVE.
Resource Management and Planning &
Payroll Division
39
To Add a New Provision
•
•
•
•
Be sure you are in “Edit”
mode by canceling query
mode by clicking on the ?
Icon with the red X.
Use Insert button or
menu to “Insert” Record.
Enter required fields.
SAVE
Resource Management and Planning &
Payroll Division
40
2 Ways to End Provision
• Recommended option:
o Enter an end date, earlier
than the date you are
performing the transaction,
in the “End Field”.
Deleted
No Data
Available
• Second Option:
o Delete field from database
with “Remove” function.
•
SAVE
Resource Management and Planning &
Payroll Division
41
Pull Down Menus
Hot Buttons
Key Block
Active Row
in White
Provision Block
Includes Rows and Fields
Message Bar
Take a look at the system!
• Now that we talked about the entries, lets
see how we do this on the system.
Resource Management and Planning &
Payroll Division
43
Full Service Website:
www.Provisions.ucdavis.edu
• Help email:
Provisions@ucdavis.edu
• User Guide
• FAQ document
Resource Management and Planning &
Payroll Division
44
Diagnostic Section
01234567890
01234567890
07-29-2009
07-29-2009
10-15-2009
10-15-2009
FY 09-10 BUDGET
FY 09-10 BUDGET
Diagnostic Section
45
Diagnostic Section
• Totals are provided at the
Full Accounting Unit (FAU)
level.
• The total base budget is
compared to salary
commitments.
• Total positions plus total
provisions are compared
to budgeted FTE.
Resource Management and Planning &
Payroll Division
46
Diagnostic Section
Resource Management and Planning &
Payroll Division
47
When do we balance it?
We should balance the staffing
list:
• Depends on departmental
•
activity. A quarterly file is sent
to the Office of the President.
Minimum mid-year to reflect
major funding actions; and at
fiscal year end.
Resource Management and Planning &
Payroll Division
48
When is it Required...
• Departments must have their lists
balanced by July 15, 2011.
• Workshops are available.
Subject to
Change.
Check Fiscal
Close Schedule
o Please contact Donna Udahl at 752-
5318 or dfudahl@ucdavis.edu to
schedule.
o Before requesting a workshop:
- Must have attempted to balance list.
- Must have worked with your Dean’s or Vice
Chancellor’s office.
Resource Management and Planning &
Payroll Division
49
And if I still don’t get it to
balance...
• Unbalanced staffing lists
will be forced into balance
by using SUBG funds
from the same account.
• A report of unbalanced
accounts is sent to
Deans/Vice Chancellor
Office.
Resource Management and Planning &
Payroll Division
50
If it wasn’t funded...
• What if I forget to
get campus
funding and I am
forced balance?
• You have until
October 31st of the
new fiscal year to
request funding.
Resource Management and Planning &
Payroll Division
51
Let’s Test Your Knowledge!
Resource Management and Planning &
Payroll Division
52
When do we balance the staffing list?
A) During fiscal year end close
B) After major costing changes
C) Midnight July 15, 2011
D) A&B above
Resource Management and Planning &
Payroll Division
53
When do we balance the staffing list?
A) During fiscal year end close
B) After major costing changes
C) Midnight July 15, 2011
D) A&B above
Resource Management and Planning &
Payroll Division
54
What happens if I don’t balance by the due
date?
A) Your account is forced balanced by ORMP
program.
B) Nothing. It just carries to the next year.
C) The Office of the President personally calls
you to notify you that you are out of balance
D) A&C above
Resource Management and Planning &
Payroll Division
55
What happens if I don’t balance by the due
date?
A) Your account is forced balanced by ORMP
program.
B) Nothing. It just carries to the next year.
C) The Office of the President personally calls
you to notify you that you are out of balance
D) A&C above
Resource Management and Planning &
Payroll Division
56
An Open Provision is…
A) A place holder for vacated positions that you
intend to fill.
B) Entered and edited in the ORMP database
separate from the PPS system
C) Nothing I need to know about
D) A&B above
Resource Management and Planning &
Payroll Division
57
An Open Provision is…
A) A place holder for vacated positions that you
intend to fill.
B) Entered and edited in the ORMP database
separate from the PPS system
C) Nothing I need to know about
D) A&B above
Resource Management and Planning &
Payroll Division
58
A few key points about funding...
• Merits and ranges for core funds
(General funds and Registration
Fee funds) are funded from
central campus accounts.
• Non-Core funds are funded from
SUBG in the same account.
Resource Management and Planning &
Payroll Division
59
How are merit and ranges funded?
• Generally, merit and range adjustments
are automatically posted to your
account.
o These transactions are called “Costing
Transactions”.
o Works for transactions processed on merit
rosters.
Resource Management and Planning &
Payroll Division
60
If it wasn’t funded...
• If your merit/range funding
was not received, initiate a
DaFIS document to receive
funding from central
account.
o Base Budget Documents
o Current Budget Documents
Resource Management and Planning &
Payroll Division
61
What are the key steps for
balancing my staffing list?
Resource Management and Planning &
Payroll Division
62
When someone new comes...
New Position
•
Replacing a Budgeted Position
•
Salary Commitment:
o Add new salary in PPS
•
Salary Commitment:
o Add new salary in PPS
o End provision if one exists
Rebudget funds from
turnover savings accounts:
o Create a base budget with
FTE (you do not have a
provision established)
•
Rebudget funds from turnover
savings accounts:
o Create a base budget to offset
the difference in salary
Resource Management and Planning &
Payroll Division
63
When they leave...
• Salary commitment:
o Add a provision if you intend on replacing the
position.
• Rebudget from turnover savings account:
o Create a base budget to offset the difference in
salary.
- Budgeted salary to new estimated salary.
o Budget must equal your provision amount.
Resource Management and Planning &
Payroll Division
64
Tools to Help
o Funding Action Tables
http://www.ormp.ucdavis.edu/staffing/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
Resource Management and Planning &
Payroll Division
65
Funding Action Tables
Table Excerpt
Resource Management and Planning &
Payroll Division
66
Central Campus Accounts
Resource Management and Planning &
Payroll Division
67
Costing Table
68
When was it funded?
• HR Matrix identifies
which Collective
Bargaining Units have
settled on
ranges/merits.
o http://www.hr.ucdavis.
edu/Elr/Contracts
Resource Management and Planning &
Payroll Division
69
Let’s Test Your Knowledge!
Resource Management and Planning &
Payroll Division
70
Centrally Funded or not?
Salary for a new 2 year position in TAPS (a
self-supporting unit) to recharge units for car
washes.
No - TAPS is self-supporting.
Annual merit for Technical employees (TX)
employee, paid from general funds?
Yes - Merits for general funds are
centrally funded.
Resource Management and Planning &
Payroll Division
71
Centrally Funded or not?
Increased salary for permanent SUBS
registration fee funded position?
No, salary increases are funded from
departments or Dean/Vice Chancellor Office.
Merit for permanent SUBS General Fund
employee that missed the automated
costing process.
Yes
Resource Management and Planning &
Payroll Division
72
Now we know...
Yo quiero a
balanced
staffing list.
• Why we have the
staffing list
Where the information
comes from
When we should
balance it
What the rules are
Next..
How to balance it
•
•
•
•
How do I balance it??
Compare last balanced Staffing List
• July 1 Final
To current Staffing List
• Current date
Find out what has changed
Resource Management and Planning &
Payroll Division
74
How do I balance it??
3 Separate Sources to Review
• Data Source 1:
• Data Source 2:
• Data Source 3:
Base Budget Adjustments
Provision Actions
Personnel Actions
Resource Management and Planning &
Payroll Division
75
Data Source 1:
Base Budget
Review your base budget for:
• Actions effecting employee pay
o Ranges, merits, reclassifications and equity
increases.
• Funding for new positions
• Deleting funding for permanently vacated
positions
• Erroneous FTE entries on DaFIS documents.
Resource Management and Planning &
Payroll Division
76
More base budget issues...
• Salary differences between:
o Provision and new salary
o Exiting salary and new provision
• For these actions;
o Compare annual salary / provision amount to base
budget augmentations,
o Prepare BB document to adjust funding.
Resource Management and Planning &
Payroll Division
77
Data Source 2: Provision Actions
Adjust the provision database for:
• Positions vacated and not filled immediately
o Add a provision.
• Provisions filled during the year
o Add end dates to those provisions.
• Provisions being removed from the budget
o Add end dates to those provisions.
Resource Management and Planning &
Payroll Division
78
Data Source 3:
Personnel Actions
Review and adjust the Payroll / Personnel
System for...
Distributions where the FTE field is incorrect.
•
• Incorrect end-dates on distributions.
• Incorrect object codes on distributions (e.g.,
SUBG instead of SUBS).
Resource Management and Planning &
Payroll Division
79
Tip of the Day
• Walk through each action person by
person.
o Helps to know where to concentrate your
efforts.
Resource Management and Planning &
Payroll Division
80
And.. We have tools
• Staffing List checklist
will help you walk
through the 3 Data
Sources.
• Staffing List
Balancing Form.
Resource Management and Planning &
Payroll Division
81
Other Tools you will need
•
•
•
•
•
•
•
•
•
•
Last balanced Staffing List
Recent Staffing List
Access the Payroll Personnel System
(PPS)
Access to Payroll/Personnel Decision
Support
Bag of Chocolates
Funding matrix
Local funding policies
Costing Table
Access to DaFIS TP
Resource Management and Planning &
Open Provision Forms Payroll Division
82
You mentioned the balancing
form…Let’s review how it works!
Resource Management and Planning &
Payroll Division
83
Balancing form review
• Four Parts
1.
Balance information
Where you enter your beginning balance from the current
staffing list
2.
Base Budget Adjustments
List information to use on Base Budget transactions in 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 Division
84
Balancing form review
• Remember when filling out the form that……
o You are balancing your Base Budget to PPS + Provision
entries.
o PPS and provision entries may require you to enter a dollar
amount on the form if it is a FTE or end date change in PPS.
- Why? If the FTE or end date is incorrect then your dollar
amount is incorrect. You need the figure to show that your
entry will balance your account.
Resource Management and Planning &
Payroll Division
85
Balancing form review
o Exception to FTE rule!
- If the FTE is left blank in PPS the
system assumes it was 1.00 FTE
and calculates the Gross Amount
using that number.
- In this case, you would just need to
enter the FTE to balance.
Resource Management and Planning &
Payroll Division
86
Now, Our Turn
Walk-through in-class exercise
Resource Management and Planning &
Payroll Division
87
Ok Lets Begin our example…
• Department 99 makes
yours look good!
• Ima New, MSO of
Department 99, is climbing
the wall trying to balance
her staffing list.
• Lets help her by walking
through the 3 data sources.
Resource Management and Planning &
Payroll Division
88
Steps for balancing
• Use Staffing List Balancing Form
• Add Balances from Staffing List
Staffing List Balancing Form
Please provide back-up materials -- attach copies of PAF or Open Provision forms; for DaFIS documents please site the document number)
Full-accounting unit (FAU):
Remember this?
Balance totals from
3-6619999-GENFND-SUBS
current staffing list
Prepared by/phone number:
IMA NEW
Department Name:
Action
Balance per staffing list dated:
Staffing list page numbers:
Beginning Balance from the Staffing List:
Commitments
Base Budget
FTE
Amount
FTE
Amount
DEPARTMENT 99
DaFIS
Date
Employee
Employee
Document #
Prepared
Name
ID#
4.00
203,250
3.50
155,530
1.Base Budget Adjustments Needed (e.g., range, merit, above entry level hire, reclassification. Use a DaFIS BB document)
Resource Management and Planning &
Payroll Division
89
Dept. 99 Base Budget Data Source
Example 1: What would you do?
John Doe received an annual merit of
$600. Only $480 was augmented to the
department base budget.
Resource Management and Planning &
Payroll Division
90
Balancing Form
- Base Budget
Dept. 99 Base Budget Data Source 1
Example 2: What would you do?
Jumping Jack was hired in a new Analyst
IV position for $57,600.
Resource Management and Planning &
Payroll Division
92
Balancing Form
- Base Budget
Provision Data Source 2
Example 1: What would you do?
All this beach..
And so little time.
• Annable, Analyst II, left
to live on a south pacific
island. Ima has not yet
posted the position.
• Annable was making
$47,600. You intend to
rehire at $40,600.
Resource Management and Planning &
Payroll Division
94
Balancing Form - Provision
Provision Data Source 2
Example 2: What would you do?
• During this year, Ima
recruited Olly from Oracle
to be her Programmer.
Ima matched Olly’s salary
of $65,000.
• The provision Olly filled
was at $54,050.
Resource Management and Planning &
Payroll Division
96
Balancing Form - Programmer
Resource Management and Planning &
Payroll Division
97
Personnel Data Source 3 Examples:
What would you do?
• When Ima prepared her first 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
98
Balancing Form - Personnel Example
Dept. 99 Completed Balancing Form
We Balanced!!
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
101
Base Budget Document
Shown on Staffing List
Details! Details!
Central Provision Account: Use Bargaining Unit for
Costing Transactions
FTE: chk small box, only need if this is a brand new
position or changing the FTE percentage from the previous
position.
Example -GREAT Document!
Resource Management and Planning &
Payroll Division
103
Great Explanation!
Resource Management and Planning &
Payroll Division
104
Now That We Know about the
Documents…..
Let’s look at the documents for
Department 99…..
Resource Management and Planning &
Payroll Division
105
Review Dept 99 DaFIS
John Doe - BB Document
Funding Missed Merit from Campus Central
Account to Departmental Account
GENFND DE99
INST
DEPT. 99: SALARY ACCOUNT
Review Dept 99 DaFIS
Jumping Jack - BB Document
Funding New Analyst
From Turnover Savings Account to
Departmental Account
GENFND DE99
INST
DEPT. 99: TURNOVER ACCOUNT
GENFND DE99
INST
DEPT. 99: SALARY ACCOUNT
Resource Management and Planning &
Payroll Division
107
Review Dept 99 DaFIS
Analyst Anable-BB Document
Funding provision at lower
expected salary
From Departmental Account to
Turnover Savings Account
GENFND DE99
INST
DEPT. 99: SALARY ACCOUNT
GENFND DE99
INST
DEPT. 99: TURNOVER ACCOUNT
Review Dept 99 DaFIS
PROVISION DOCUMENT
2010
07/24/2009
07/01/2007 10/24/2009
Review Dept 99 DaFIS Document for
Correcting Deleted FTE
What
do
I do?
Add FTE
toNote:
Base
Budget
From Departmental Account to
FTE
You amounts
enter
$1 do
in From
not have
and to
To balance
line on
Departmental Account
the SAME
but budget
account.
amounts
Net result
do! is a
$0 budget.
GENFND DE99
INST
DEPT. 99: SALARY ACCOUNT
GENFND DE99
INST
DEPT. 99: SALARY ACCOUNT
Resource Management and Planning &
Payroll Division
110
Review Dept 99
Update PPS...
Update PPS with indefinite end date
Resource Management and Planning &
Payroll Division
111
Thank you for
Balancing my
Staffing List!
Now, Your Turn
1)
In-class exercise #1
2)
Take home exercise included in
packet.
• Work in groups of three
• 15 minutes - ask for help if needed
• Review Answers
Resource Management and Planning &
Payroll Division
113
BALANCING THE STAFFING LIST-
Hints to get started
• Gather documents:
o Last balanced staffing list
o Current staffing list
o Staffing List Balancing Form
Resource Management and Planning &
Payroll Division
114
Hints continued…..
• Step # 1
o Review current list for out of balance condition
• Step #2
o Copy balances from current list to balancing
form
• Step #3
o Walk through list person by person
Resource Management and Planning &
Payroll Division
115
Balancing Form
Staffing List Balancing Form
Enter Beginning Balances from
Daily Run Here
Please provide back-up materials -- attach copies of PAF or Open Provision forms; for DaFIS documents please site the document numbe
Full-accounting unit (FAU):
3-6620001-GENFND-SUBS
Balance per staffing list dated:
Staffing list page numbers:
1
Prepared by/phone number:
Department Name:
CLASS EXERCISE
Beginning Balance from the Staffing List:
Commitments
Base Budget
FTE
Amount
FTE
Amount
DaFIS
Effective Employee Employee
7.00
285,033
6.00 224,983
Action Document # Date
Name
ID#
1.Base Budget Adjustments Needed (e.g., range, merit, above entry level hire, reclassification. Use a DaFIS BB document)
2. Provision Actions Needed (e.g. add a new provision, delete or modify existing provision.
Use a "New Provision Form" or mark -up a copy of your staffing list.
2. Personnel Actions Needed (e.g., FTE field corrections, distribution end-date changes. Corrections made on the PPS system)
Adjusted Balance
Balancing the Staffing List
Time for you to try on your own
Resource Management and Planning &
Payroll Division
117
BALANCING THE STAFFING LIST
o Evaluate change in each employee
- Doug:
• Gross amount July 1 Final: 30,492
• Add budget adjustment:
696
• New gross should be:
31,188
• Is it correct?
• Yes, But wait! Doug left the university and was
replaced by Yolanda. You need to end the
provision.
Resource Management and Planning &
Payroll Division
118
Balancing Form: Doug
Resource Management and Planning &
Payroll Division
119
BALANCING THE STAFFING LIST
o Yolanda:
• Gross amount July 1 Final :
• Add budget adjustment:
• New gross should be:
0
0
0
• Is it correct?
• No, Yolanda replaced Doug
• Add Base Budget for difference between Doug’s Salary
and Yolanda’s current Salary
• $36,500 - $31,188 = $5,312
• What Else?
• The FTE is zero.
• Add 1 FTE to PPS Distribution
Resource Management and Planning &
Payroll Division
120
Balancing Form: Yolanda
Resource Management and Planning &
Payroll Division
121
•
Kimberly:
o Gross amount @ July 1 Final :
o Add budget adjustment:
o New gross should be:
28,128
564
28,692
o Is it correct?
o Yes, check off and move to next employee
Resource Management and Planning &
Payroll Division
122
•
Wally:
o Gross amount @ July 1 Final :
o Add budget adjustment:
o New gross should be:
27,540
588
28,128
o Is it correct?
o Yes, check off and move to next employee
Resource Management and Planning &
Payroll Division
123
•
Jack
o Gross amount @ July 1 Final :
o Add budget adjustment:
o Gross amount on current:
0
0
0
o Is it correct?
o Jack replaced Ruthie – Jack’s salary was $3,025 higher
than Ruthie Provision (36,350-33,325).
o Create Base Budget to Fund Increase.
o End “Ruthie” Open Provision
Resource Management and Planning &
Payroll Division
124
Balancing Form: Jack and Ruthie
Resource Management and Planning &
Payroll Division
125
•
Diane:
o Gross amount @ July 1 Final :
61,900
o Add budget adjustment:
0
o Gross amount @ current:
Doesn’t show
o Is it correct?
o Diane ended her employment and a provision was
not created.
o Steve replaced Diane at a lower salary by $12,800
($61,900-$49,100)
o Create a Base Budget to decrease amount from
operating account and increase turnover savings
account.
Resource Management and Planning &
Payroll Division
126
Balancing Form: Diane and Steve
Resource Management and Planning &
Payroll Division
127
Balanced List!!!
NOW THE DOCUMENTS!
Resource Management and Planning &
Payroll Division
129
Yolanda: Hired Above Doug
GENFND WXYZ
INST
WXYZ: TURNOVER SAVINGS ACCOUNT
GENFND WXYZ
INST
WXYZ: SALARY ACCOUNT
Jack: Hired Above Ruthie
GENFND WXYZ
GENFND WXYZ
INST
INST
WXYZ: TURNOVER SAVINGS ACCOUNT
WXYZ: SALARY ACCOUNT
Steve: Hired below Diane’s Salary
GENFND WXYZ
GENFND WXYZ
INST
INST
WXYZ: SALARY ACCOUNT
WXYZ: TURNOVER SAVINGS ACCOUNT
Correct PPS
Resource Management and Planning &
Payroll Division
133
End Provision Document
2011
Add End Date
10/15/10
10/15/10
One Final Step!
• After all documents have been prepared,
approved, and posted, run a new staffing
list to assure your corrections have
actually balanced the list!
Resource Management and Planning &
Payroll Division
135
You’re done!!
Resource Management and Planning &
Payroll Division
136
OK, now I know how to balance
– How do I run the reports????
• Web based staffing lists
are available at PPS
Decision Support
(PPSDS).
• You will need access to
PPSDS. Check with your
department MSO for
more information.
Reports are easy
to run!
How does it work?
URL:http://payweb.ucdavis.edu/
Report Options
Most Used and Recommended Report - #37 (Full FAU)
Required by State- #35 (Account Only)
Resource Management and Planning &
Payroll Division
140
Look at all these options!
Check this out!!!
Only run the report with accounts
that are out of balance!!
Brady Bunch
Brady, Marsha
126891
Brady,Jan
7236
ANALYST III
BRADY, PETER
Total – Title Code 7236, ANALYST III
7510
MSOIII
BRADY, JAN
Total – Title Code 7510, MSOIII
3-126891-Bunch------------GENFND
This is what you
want to see!!
A balanced account
A few more things...
• Updated information available daily,
AFTER 10:00 AM
• PPS-DS access is managed by IET.
• Information on access can be found at
http://payweb.ucdavis.edu/DSInfo/access.htm
Resource Management and Planning &
Payroll Division
143
Helpful hints from your peers!
• Track changes during the year
using the Balancing Form.
• Work with the HR person in your
department to track personnel
actions.
• Access to PPS Decision Support
Distribution of Payroll Expense
Report (PPS-DS 104).
Resource Management and Planning &
Payroll Division
144
And after all of that… we
• Understand staffing list anatomy.
• Know the origins of staffing list data.
• Can balance the staffing list.
• Can obtain up-to-date reports from PPS
Decision Support.
Resource Management and Planning &
Payroll Division
145
Staff Section is Finished!
Academic Staffing
Resource Management and Planning &
Payroll Division
147
The goal today is to:
• Become familiar with the
•
•
•
academic staffing list
Understand academic funding
actions
Know what account to use in
funding each type of action
Where to direct questions
Resource Management and Planning &
Payroll Division
148
First things first!
• Definitions!
o What is so different?
Resource Management and Planning &
Payroll Division
149
Definitions
•
•
•
•
Above-Scale Salary
Full-Time salary rate which exceeds the maximum salary
designated for the title series.
Off-Scale Salary
If the salary is higher than the published salary at the
designated rank and step for the relevant title series.
Academic-Year Appointment
Also known as a nine-month appointment.
Fiscal-Year Appointment
Also known as a 12-month appointment (fiscal year appt).
Resource Management and Planning &
Payroll Division
150
More Definitions
•
•
•
Full-Time Appointment
A Full-Time academic appointment is defined as an
appointment at 100 percent time, regardless of the
appointments duration.
Upgrading Funds: Funds for new academic
appointments above the entry level (asst. prof. III).
Downgrading Funds: Funds returned for vacated
appointments to reduce budgeted provision to entry
level.
Resource Management and Planning &
Payroll Division
151
Now that we know the definitions….
• Inquiring minds want to know - What is the difference in the salary components!
Resource Management and Planning &
Payroll Division
152
Elements of Academic Salaries
July 1, 2009 hire – Academic-Year Appt
Looks good to
me!
HireHow
Assoc. Professor III at $67,200
about you?
Open Provision for Asst. Professor III = $51,400
Add upgrading funds
+ $11,800
Add off-scale funds
Add October 1 Range funding
+ $ 2,000
+ $ 2,000
Total Funded Salary = $67,200
Resource Management and Planning &
Payroll Division
153
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
•
•
Can be academic-year appointments (teaching with
regular instruction/research)
o
1.00 FTE
Can be fiscal-year appointments (like Ag station because
they have more demands on research)
o
•
Assistant Professors are appointed for only two years at a
time so their appointments will always have an end date.
1.00 FTE
Positions can be academic on FY or a combination
depending on college
Resource Management and Planning &
Payroll Division
154
Elements not on the staffing list
•
These actions with end dates
o Summer Compensation
o Off scale for Exceptional Merit *
(special agreement for the merit
cycle, APM 620)
o Stipends* (like dept. chair or
other admin. services)
Base Budget
Funding
* If permanently funded, establish
provision.
Resource Management and Planning &
Payroll Division
155
Academic Upgrading Process
• For new academic appointments
(upgrading) and vacated appointments
(downgrading).
o Similar to turnover savings actions for Staff
• Deans’ Offices are responsible for initiating
DaFIS documents.
o Note: This may be delegated to departments
Resource Management and Planning &
Payroll Division
156
Great Example: New Appt. with Upgrade
Upgrade Account to
Department Account
1234566
UPGRADE
1234567
1234567
1234567
Please reference the account increased in the
reference field in the account decreased
Resource Management and Planning &
Payroll Division
157
Example Explanation:
07/01/09
07/01/09
DAFIS
Document
of the Day
Resource Management and Planning &
Payroll Division
158
Descriptions – Why they are
important and how they are used
• Descriptions show in 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.
Resource Management and Planning &
Payroll Division
159
Example: Description/Reference
Field
Description Field Information
7/1/10: Merit, L. Mohr
When using central acct.
reference to/from acct.
Resource Management and Planning &
Payroll Division
160
Academic Range Process
(Filled Positions & Vacant Provisions)
• Automated through the Payroll system.
• Adjustments or exceptions are coordinated through
the Office of the Vice Provost-Academic Personnel.
o If you are missing funding or need to return excess
funding, initiate the DaFIS document.
o Routing to the Offices of the Chancellor and Provost
is no longer required.
o Exception: Special Dean’s Office routing must ad
hoc to Lindy Watts.
Resource Management and Planning &
Payroll Division
161
Academic Merit &
Promotion Process
(For filled academic positions)
• Vice Provost – Academic Personnel
annual call for merits and promotions.
o Summer of 2011 calls for July 1, 2012
advancements.
o Advancements are effective July 1, 2012.
Resource Management and Planning &
Payroll Division
162
•
•
Offices of the Chancellor and
Provost initiate base and current
budget documents March-October
to fund advancements (scrubber
document).
Deans’ offices initiate documents
at year-end fiscal close to balance
staffing lists.
o Some Deans’ offices may delegate
this to departments.
Resource Management and Planning &
Payroll Division
163
Merit increase w/ Range
Example of manual funding adjustment
1234567
1234567
1234567
1234567
Resource Management and Planning &
Payroll Division
164
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
165
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.
Resource Management and Planning &
Payroll Division
166
Off-scale Example:
If off-scale = $2,000/year starting 3/1/11,
then…
o BB document is done 3/1/10 for FY 2010-11
from central off-scale account to department
account for $2,000.
- Remember a BB is to setup the next year funding.
o CB document is not done for FY 2010-11.
Department pays out of their account (4
months of commitment).
o CB document is done 7/1/11 for remaining 8
months of commitment to return off-scale
funding to central account.
Resource Management and Planning &
Payroll Division
167
Academic Salary Actions
Central Accounts
Resource Management and Planning &
Payroll Division
168
FTE Advisory: 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.
Resource Management and Planning &
Payroll Division
169
Vacated Positions
• Work with your Dean’s Office
o See appendix 7
• Deans’ Directives 99-142 and 97-101 discuss the
disposition of FTE vacated and related budget
documents.
• Questions on directives should be directed to Lindy
Watts, Office of Resource Management and
Planning
Resource Management and Planning &
Payroll Division
170
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
171
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
Other individual academic questions:
o Contact your Dean’s Office.
o Your Dean’s Office can contact the
Offices of the Chancellor and
Provost with questions.
Resource Management and Planning &
Payroll Division
172
You are not alone…….
• Academic Staffing List/Merit and
Range Funding
o Carmen Raycraft, OEVC,
csraycraft@ucdavis.edu or 752-2091
• Upgrading and Vacated Positions
o Lindy Watts, ORMP,
lswatts@ucdavis.edu or 752-9265
• Policies and Procedures
o Academic Personnel
- http://www.ucop.edu/acadadv/acadpers/ap
m/sec4-pdf.html
Resource Management and Planning &
Payroll Division
173
Resource Management and Planning &
Payroll Division
174