resource management and planning & payroll division1 how to balance the staffing list
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Resource Management and Planning & Payroll Division 1
How to Balance the Staffing List
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?
Resource Management and Planning & Payroll Division 3
Introductions
• Name
• Department
• Position
• Years experience with Campus
• Experience with Staffing List
Resource Management and Planning & Payroll Division 4
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.
6
Why do we have a staffing listWe 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.
Resource Management and Planning & Payroll Division 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)o 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)o Campus funds merits and rangeso 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 10
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
Where does the list come from?
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
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
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
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
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
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
For Core funds:
Resource Management and Planning & Payroll Division 17
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
For Core funds:
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
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…...
Diagnostic Section
Salary Commitment Section
Base Budget Section
Resource Management and Planning & Payroll Division 21
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
Base Budget is the
foundation
Base vs. Current budgetBase Budget
• Augmented for annual cost of salary increase.
o Show up next fiscal year.
Current Budget
• Augmented to cover 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 24
Example:Base Current
Budget BudgetJuly 1, 2008 129,500 129,500Surplus from 07-08 8,000Merit- Base=12m, Current=9m 2,800 2,100
June 30, 2009 132,300 139,600 08-09 Expenses -134,600 08-09 Balance 5,000
Base CurrentBudget Budget
July 1, 2009 132,300 132,300
Surplus from 08-09 5,000Adjusted July 1, 2009 137,300
Resource Management and Planning & Payroll Division 25
How Do I Find My Base Budget?
• DaFIS Reports Available: Most Useful for Staffing List
* Note: Need to select Base Budget from report screen.
*
Resource Management and Planning & Payroll Division 27
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.
Base Budget Section Components
Paul Westphaul
TRADED: MILLER, BRAD
0123456789
KING:Kings Department
3 1234567 ----- SUBS --- ----------
SRANGE: JACKSON, BOBBY
SRANGE: HAWES, SPENCER
SMERIT:UDRIH, BENO
SMERIT:THOMPSON, JASON
FUNDING CHANGE-K.MART
0123456789
HIRE: NOCIONI, ANDRES
29
Salary Commitment Section
Salary Commitment Section
01234567890
01234567890
Resource Management and Planning & Payroll Division 30
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 31
Salary Commitment Section
Beno Udrih Andres Noiconi Spencer Hawes
Bobby Jackson
Kevin Martin
Jason Thompson
Tyreke Evans
Omri Casspi Jin Brockman
Francisco Garcia
Jason ThompsonSean May
Donte Green
Gross Amount =
Annual Amt * FTE
Resource Management and Planning & Payroll Division 32
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 33
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
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/
Obtaining Access to the Open Provision Form
Apply for access through the Payroll office. Information on gaining access to PPS-DS Located at http://payweb.ucdavis.edu/DSInfo/access.htm.
Resource Management and Planning & Payroll Division 36
• 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 37
Before we get started...
• Year = YYYY (required) o Example:
- FY 2010-2011 enter 2011
• Two operation modes:o Queryo Edit
• Message bar is used to determine mode.
Slow
Resource Management and Planning & Payroll Division 38
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)
Give meall Chart 3provisions
Resource Management and Planning & Payroll Division 39
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
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
• Second Option:o Delete field from database
with “Remove” function.
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”.
• SAVE
Deleted
No Data Available
Key Block
Hot Buttons
Provision BlockIncludes Rows and Fields
Message Bar
Active Rowin White
Pull Down Menus
Resource Management and Planning & Payroll Division 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 email: Provisions@ucdavis.edu
• User Guide
• FAQ document
45
Diagnostic Section
Diagnostic Section
01234567890
01234567890
FY 09-10 BUDGET
07-29-200910-15-200910-15-2009
07-29-2009FY 09-10 BUDGET
Resource Management and Planning & Payroll Division 46
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
Diagnostic Section
Resource Management and Planning & Payroll Division 48
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
When is it Required...
• Departments must have their lists balanced by July 15, 2011.
• Workshops are available.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.
Subject to Change.
Check Fiscal Close Schedule
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.
If it wasn’t funded...
• What if I forget to get campus funding and I am forced balance?
Resource Management and Planning & Payroll Division 51
• 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
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
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
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
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
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
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.
o These transactions are called “Costing Transactions”.
o Works for transactions processed on merit rosters.
Resource Management and Planning & Payroll Division 61
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 Documentso Current Budget Documents
What are the key steps for balancing my staffing list?
Resource Management and Planning & Payroll Division 62
Resource Management and Planning & Payroll Division 63
When someone new comes...
New Position
• Salary Commitment:o Add new salary in PPS
• Rebudget funds from turnover savings accounts:
o Create a base budget with FTE (you do not have a provision established)
Replacing a Budgeted Position
• Salary Commitment:o Add new salary in PPSo End provision if one exists
• Rebudget funds from turnover savings accounts:o Create a base budget to offset
the difference in salary
Resource Management and Planning & Payroll Division 64
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 65
Tools to Help
o Funding Action Tableshttp://www.ormp.ucdavis.edu/staffing/BudgetFundingMatrix.html
o Central Campus Accounts Table http://www.ormp.ucdavis.edu/staffing/centralprovaccts.html
o Costing Table http://www.ormp.ucdavis.edu/staffing/index.html
Resource Management and Planning & Payroll Division 66
Funding Action TablesTable Excerpt
Resource Management and Planning & Payroll Division 67
Central Campus Accounts
68
Costing Table
Resource Management and Planning & Payroll Division 69
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 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
• 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
Now we know...
Yo quiero a balanced
staffing list.
Resource Management and Planning & Payroll Division 74
How do I balance it??
Compare last balanced Staffing List
• July 1 Final
To current Staffing List
• Current dateFind out what has changed
Resource Management and Planning & Payroll Division 75
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 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 77
More base budget issues...
• Salary differences between:o Provision and new salaryo 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 78
Data Source 2: Provision Actions
Adjust the provision database for:
• Positions vacated and not filled immediatelyo Add a provision.
• Provisions filled during the yearo Add end dates to those provisions.
• Provisions being removed from the budgeto Add end dates to those provisions.
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
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 81
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
You mentioned the balancing form…Let’s review how it works!
Resource Management and Planning & Payroll Division 83
Balancing form review
• Four Parts1. 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
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
Steps for balancing
Staffing List Balancing FormPlease provide back-up materials -- attach copies of PAF or Open Provision forms; for DaFIS documents please site the document number)
Full-accounting unit (FAU): 3-6619999-GENFND-SUBS Balance per staffing list dated:Staffing list page numbers:
Prepared by/phone number: IMA NEWBeginning Balance from the Staffing List:
Department Name: DEPARTMENT 99 Commitments Base Budget
FTE Amount FTE Amount
DaFIS Date Employee Employee 4.00 203,250 3.50 155,530
Action Document # Prepared Name ID#
1.Base Budget Adjustments Needed (e.g., range, merit, above entry level hire, reclassification. Use a DaFIS BB document)
• 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.
Balancing Form - Base Budget
Resource Management and Planning & Payroll Division 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.
Balancing Form - Base Budget
Resource Management and Planning & Payroll Division 94
Provision Data Source 2 Example 1: What would you do?
• 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.
All this beach..And so little time.
Balancing Form - Provision
Resource Management and Planning & Payroll Division 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.
Balancing Form - Personnel Example
Dept. 99 Completed Balancing Form
We Balanced!!
Resource Management and Planning & Payroll Division 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
Base Budget Document
Central Provision Account: Use Bargaining Unit for Costing Transactions
Shown on Staffing List
FTE: chk small box, only need if this is a brand new position or changing the FTE percentage from the previous
position.
Details! Details!
Resource Management and Planning & Payroll Division 103
Example -GREAT Document!
Resource Management and Planning & Payroll Division 104
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…..
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
Resource Management and Planning & Payroll Division 107
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
Review Dept 99 DaFIS Analyst Anable-BB Document
GENFND DE99 INST DEPT. 99: SALARY ACCOUNT
GENFND DE99 INST DEPT. 99: TURNOVER ACCOUNT
Funding provision at lower expected salary
From Departmental Account to Turnover Savings Account
Review Dept 99 DaFIS PROVISION DOCUMENT
2010
07/24/2009
07/01/2007 10/24/2009
Resource Management and Planning & Payroll Division 110
Review Dept 99 DaFIS Document for Correcting Deleted FTE
GENFND DE99 INST DEPT. 99: SALARY ACCOUNT
GENFND DE99 INST DEPT. 99: SALARY ACCOUNT
Add FTE to Base BudgetFrom Departmental Account to
Departmental Account
Note:
FTE amounts do not have to balance but budget amounts
do!
What do I do?
You enter $1 in From and To line on the SAME account. Net
result is a $0 budget.
Resource Management and Planning & Payroll Division 111
Review Dept 99 Update PPS...
Update PPS with indefinite end date
Thank you for Balancing my Staffing List!
Ima New
Resource Management and Planning & Payroll Division 113
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:o Last balanced staffing listo Current staffing listo Staffing List Balancing Form
Resource Management and Planning & Payroll Division 115
Hints continued…..
• Step # 1o Review current list for out of balance condition
• Step #2o Copy balances from current list to balancing
form
• Step #3o Walk through list person by person
Balancing Form
Staffing List Balancing FormPlease provide back-up materials -- attach copies of PAF or Open Provision forms; for DaFIS documents please site the document number)
Full-accounting unit (FAU): 3-6620001-GENFND-SUBS Balance per staffing list dated: Staffing list page numbers: 1
Prepared by/phone number: Beginning Balance from the Staffing List:
Department Name: CLASS EXERCISE Commitments Base BudgetFTE Amount FTE Amount
DaFIS Effective Employee Employee 7.00 285,033 6.00 224,983Action 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
Enter Beginning Balances from Daily Run Here
Resource Management and Planning & Payroll Division 117
Balancing the Staffing List
Time for you to try on your own
Resource Management and Planning & Payroll Division 118
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 119
Balancing Form: Doug
Resource Management and Planning & Payroll Division 120
BALANCING THE STAFFING LIST
o Yolanda: • Gross amount July 1 Final : 0• Add budget adjustment: 0• New gross should be: 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 121
Balancing Form: Yolanda
Resource Management and Planning & Payroll Division 122
• Kimberly:o Gross amount @ July 1 Final : 28,128o Add budget adjustment: 564o New gross should be: 28,692
o Is it correct?o Yes, check off and move to next employee
Resource Management and Planning & Payroll Division 123
• Wally:o Gross amount @ July 1 Final : 27,540o Add budget adjustment: 588o New gross should be: 28,128
o Is it correct?o Yes, check off and move to next employee
Resource Management and Planning & Payroll Division 124
• Jack o Gross amount @ July 1 Final : 0o Add budget adjustment: 0o Gross amount on current: 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 125
Balancing Form: Jack and Ruthie
Resource Management and Planning & Payroll Division 126
• Diane:o Gross amount @ July 1 Final : 61,900o Add budget adjustment: 0o Gross amount @ current: Doesn’t showo 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.
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Balancing Form: Diane and Steve
Balanced List!!!
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NOW THE DOCUMENTS!
Yolanda: Hired Above Doug
GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT
GENFND WXYZ INST WXYZ: SALARY ACCOUNT
Jack: Hired Above Ruthie
GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT
GENFND WXYZ INST WXYZ: SALARY ACCOUNT
Steve: Hired below Diane’s Salary
GENFND WXYZ INST WXYZ: TURNOVER SAVINGS ACCOUNT
GENFND WXYZ INST WXYZ: SALARY ACCOUNT
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Correct PPS
End Provision Document
Add End Date
10/15/10
10/15/10
2011
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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!
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You’re done!!
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/
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Report OptionsMost Used and Recommended Report - #37 (Full FAU)
Required by State- #35 (Account Only)
Look at all these options!
Check this out!!!
Only run the report with accounts that are out of balance!!
7236 ANALYST III BRADY, PETER
This is what you want to see!!A balanced
account
126891
Brady Bunch
Brady,Jan
Brady, Marsha
3-126891-Bunch------------GENFND
Total – Title Code 7236, ANALYST III
Total – Title Code 7510, MSOIII
7510 MSOIII BRADY, JAN
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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
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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).
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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.
Staff Section is Finished!
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Academic Staffing
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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
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First things first!
• Definitions!o What is so different?
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Definitions
• Above-Scale SalaryFull-Time salary rate which exceeds the maximum salary designated for the title series.
• Off-Scale SalaryIf 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).
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More Definitions
• Full-Time AppointmentA 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.
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Now that we know the definitions….
• Inquiring minds want to know - - What is the difference in the salary components!
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Elements of Academic Salaries July 1, 2009 hire – Academic-Year Appt
Open Provision for Asst. Professor III
Hire Assoc. Professor III at $67,200
Add upgrading funds
Add off-scale funds
Add October 1 Range funding
Total Funded Salary
= $51,400
+ $11,800
+ $ 2,000
+ $ 2,000
= $67,200
Looks good to me! How about you?
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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 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)
o 1.00 FTE
• Can be fiscal-year appointments (like Ag station because they have more demands on research)
o 1.00 FTE
• Positions can be academic on FY or a combination depending on college
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Base Budget Funding
Elements not on the staffing list
• These actions with end dateso Summer Compensationo Off scale for Exceptional Merit *
(special agreement for the merit cycle, APM 620)
o Stipends* (like dept. chair or other admin. services)
* If permanently funded, establish
provision.
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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
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Great Example: New Appt. with Upgrade
1234567
1234567
1234567
1234566
UPGRADE
Upgrade Account to Department Account
Please reference the account increased in the reference field in the account decreased
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Example Explanation:
DAFIS Document of the Day
07/01/09
07/01/09
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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.
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Example: Description/Reference Field
When using central acct. reference to/from acct.
7/1/10: Merit, L. Mohr
Description Field Information
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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.
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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.
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• 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.
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Merit increase w/ RangeExample of manual funding adjustment
1234567
1234567
1234567
1234567
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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.
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Off-Scale Funding
• DaFIS Documento 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.
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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.
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Academic Salary ActionsCentral Accounts
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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.
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• 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
Vacated Positions
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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.
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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:o Contact your Dean’s Office.o Your Dean’s Office can contact the
Offices of the Chancellor and Provost with questions.
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You are not alone…….
• Academic Staffing List/Merit and Range Fundingo Carmen Raycraft, OEVC,
csraycraft@ucdavis.edu or 752-2091
• Upgrading and Vacated Positionso Lindy Watts, ORMP,
lswatts@ucdavis.edu or 752-9265
• Policies and Procedureso Academic Personnel
- http://www.ucop.edu/acadadv/acadpers/apm/sec4-pdf.html
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