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
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?
UC SAN DIEGO Campus Budget Office Staff Education and Development
After today you will be able to…
• Understand the Staffing List • Balance your Staffing List • Budget Employee Benefits • Run web-based Staffing reports
UC SAN DIEGO Campus Budget Office Staff Education and Development
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?
UC SAN DIEGO Campus Budget Office Staff Education and Development
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).
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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)
UC SAN DIEGO Campus Budget Office Staff Education and Development
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)
UC SAN DIEGO Campus Budget Office Staff Education and Development
Where does the data come from?
Permanent Budget Payroll Personnel System (PPS) Provision Master File
UC SAN DIEGO Campus Budget Office Staff Education and Development
Let’s take a look at a Staffing List…
Header Budget Positions • PPS • Provisions
Summary
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List - Header
IFOP including Sub Account and Sub Campus Budget and Staffing reports are refreshed weekly – new data is available every Tuesday.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List - Budget
Sub 0 (faculty) or Sub 1 (staff) budget data pulled from the Permanent Budget system.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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)
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List - Positions
Sub 0 (faculty) or Sub 1 (staff) position data pulled from the Permanent Staffing system.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List - Positions
Salary commitments are shown for: • filled positions using PPS distributions • vacant positions using the Provision Master file
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List – Filled Positions
Permanent Funding
Indefinite End Date
FTE > 0.00 Sub Account REG DOS Code
UC SAN DIEGO Campus Budget Office Staff Education and Development
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)
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List – Filled Positions
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List - Summary
Summary shows Budget to Staffing comparison.
If the amounts do not equal, an Out of Balance flag will be displayed.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Staffing List – Out of Balance Query
Organizations where Staffing ≠ Budget
Query can be run by VC, Organization or BD Index
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
How to Balance Your Staffing List
Step 1 Identify Out Of Balance
Summary
Out of Balance Query
UC SAN DIEGO Campus Budget Office Staff Education and Development
How to Balance Your Staffing List
Step 2 Identify Cause
Compare to prior month Staffing List
This employee dropped off
UC SAN DIEGO Campus Budget Office Staff Education and Development
How to Balance Your Staffing List
Step 2 Identify Cause
Review PAN’s affecting your FTE holders
Know your HR contact!
UC SAN DIEGO Campus Budget Office Staff Education and Development
How to Balance Your Staffing List
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
How to Balance Your Staffing List
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
What Would You Do? - #2
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.
Which actions are required to balance your Staffing List?
Decrease Turnover Provision
UC SAN DIEGO Campus Budget Office Staff Education and Development
What Would You Do? - #3
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.
Which actions are required to balance your Staffing List?
Correct PPS Distribution and Record FTE’s on OLTF
UC SAN DIEGO Campus Budget Office Staff Education and Development
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).
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Funding Salary Actions - Costing
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
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?
UC SAN DIEGO Campus Budget Office Staff Education and Development
Funding Salary Actions - Costing
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Funding Benefits
Vice Chancellor Department
Payroll Benefits Provider
Employee
Actual Benefits
Compensation
UC SAN DIEGO Campus Budget Office Staff Education and Development
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
UC SAN DIEGO Campus Budget Office Staff Education and Development
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.
UC SAN DIEGO Campus Budget Office Staff Education and Development
Turn Off Your Computers
Any questions?
Please Turn Off Your Computer When You Leave.