Basics of Balancing Staffing Lists. Resource Management and Planning & Payroll Division condensed/edited by CA&ES Analyst Alley 1

Transcription

1 Basics of Balancing Staffing Lists Resource Management and Planning & Payroll Division condensed/edited by CA&ES Analyst Alley 1

2 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. Does not contain benefits information. 2

3 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 funding related to approved increases. Fulfill State of California reporting requirements. 3

4 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 and foreign nationals 4

5 Who funds increases? 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 incumbent s salary Funding reclassifications Funding departmental equity adjustment decisions o All other funds - Dean/Vice Chancellor and department fund all salary actions 5

6 Where does the list come from? There are three distinct sections to the list. Poof!! A staffing list! 1) Base Budget Driven by Kuali Financial System, viewed in DaFIS Decision Support 2) Salary Commitments Payroll Personnel System (PPS) Open Provision System 3) Diagnostic section Total base budget is compared to salary commitments 6

7 How do I run staffing list reports? URL:

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9 Staffing List Report Options Most Used and Recommended Report - #37 (Full FAU) Required by State- #35 (Account Only) 9

10 Look at all these options! Check this out!!! Only run the report with accounts that are out of balance!!

11 Brady Bunch Brady, Marsha Brady,Jan 7236 ANALYST III BRADY, PETER Total Title Code 7236, ANALYST III 7510 MSOIII BRADY, JAN Total Title Code 7510, MSOIII Bunch GENFND This is what you want to see!! A balanced account

12 Let s Learn More About the Sections... Base Budget Section Salary Commitment Section Diagnostic Section 12

13 Base Budget Section Base Budget Section 13

14 Base Budget Section... Data are extracted from base budgets in the Kuali Financial System (KFS). The total consists of the: o Beginning base budget from last balanced Staffing List. - Currently, July 1, 2013 Final o Automated merit & range increases. o KFS BA documents prepared during the fiscal year for other augmentations (e.g., equity, reclasses). Use KFS Budget Adjustment (base budget and FTE sections) document to make changes to this portion of the staffing list. 14

15 Base Budget Section Components

16 How Do I Find My Base Budget? DaFIS Reports Available: Most Useful for Staffing List 16

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18 Salary Commitment Section Salary Commitment Section 18

19 Salary commitment section.. Salary commitment info is broken down into: o Filled Positions = Real people/pps distributions. o Open Positions = Place holders for vacant positions. Also known as open provisions. 19

20 Salary Commitment Section 20

21 Filled Permanent Positions This information is from current PPS distributions and must meet the following criteria: o Distributions funded from SUBS/SB0x. o Indefinite appointments (end date = 99/99/99). o There is a percent effort in the FTE field. This information can be changed through PPS. 21

22 FTE Field in PPS 22

23 CAUTION!!! Watch for: 1) The FTE field on the PPS distribution line. 2) Incorrect object codes (e.g., SUBG instead of SUBS). Positions coded as SUBG don t appear on the staffing list. Why? It will cause the list to be out of balance. 23

24 Salary Commitment Section 24

25 When to use an Open Provision. An employee has vacated a position and the department does not plan to immediately refill the position. The department creates a placeholder for the position within the base budget until a recruitment can be held. Positions that have an end date in PPS for residency purposes and for which there is a base budget commitment. Administrative appointments or stipends that are funded on a base budget basis (SB05). Examples in CA&ES include Directors of Centers and Institutes and stipends for Department Chairs and some Vice Chairs. 25

26 When Open Provisions are not needed. An employee has vacated a position and the department will be immediately recruiting to fill the position. An employee has vacated a position and the department does not intend to fill the position in the future. In the past, provisions were created for positions that may be filled at a future date and for which the department wanted to receive any campus-funded range adjustments. This no longer occurs. Campus is only funding filled positions. 26

27 Open Provision Report 27

28 Obtaining Access to the Open Provision Form Apply for access through the Payroll office. Information on gaining access to PPS-DS is located online at

29 Access through web browser at If you have forgotten your username and password a quick access self-service program is available. o o Log into PPS Decision Support with your UC D Login ID Click on the "Open Provision User ID/Password" link. Your current username and password should then be displayed. 29

30 Key Block Pull Down Menus Hot Buttons Active Row in White Provision Block Includes Rows and Fields Message Bar

31 Help User Guide FAQ document Contact Analyst Alley 31

32 Diagnostic Section FY BUDGET FY BUDGET Diagnostic Section Even $1 is considered out of balance and should be corrected. 32

33 Diagnostic Section Totals are provided at either the Required or Full Accounting Unit (FAU) levels. The total base budget is compared to salary commitments. Total positions plus total provisions are compared to budgeted FTE. 33

34 Diagnostic Section 34

35 Who is responsible for balancing the staffing list? Departments and the Dean s Office share responsibility for balancing the staffing list. The Dean s Office (Analyst Alley) monitors and balances all permanently funded academic appointments (SB0x) and works with departments to make necessary PPS changes. Departments balance all staff appointments (SUBS). 35

36 When do we balance it? At a minimum, the list should be balanced mid-year to reflect major funding actions, and At fiscal year end. Departments must have their lists balanced by July 15, Check fiscal close calendar for this year s deadline. 36

37 A few key points about funding... The campus automatically processes most campus-wide merit and range increases in PPS. Departments are asked to confirm that all affected employees have received their increase in PPS. 37

38 How are merit and ranges funded? Campus provides centralized funding for merits and ranges paid on core funds. Campus also processes merits and ranges paid on other fund types, however, the $$$ will be taken from SUB8 within the same account to fund the increase. For academic merits and promotions, departments must use the correct action codes so the campus will automatically fund the increases. 38

39 If it wasn t funded... If merit/range funding was not received for core funded positions, then departments/dean s Offices need to initiate a KFS Budget Adjustment document to retrieve funding from the central account. 39

40 Central Campus Accounts Check online for the most current list. 40

41 What are the key steps for balancing my staffing list? 41

42 When a new staff member comes... New Position Salary Commitment: o Add new salary in PPS Rebudget funds from turnover savings accounts or SUB3, SUBG or SUB8: 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 PPS o End provision if one exists Rebudget funds from turnover savings accounts or SUB3, SUBG or SUB8: o Create a base budget to offset the difference in salary 42

43 When a staff member leaves... Salary commitment: o Add a provision if you intend on replacing the position, but not immediately (during this fiscal year). Rebudget from turnover savings account or SUB3, SUBG or SUB8: o Create a base budget to offset the difference in salary. - Budgeted salary to new estimated salary. o Budget and FTE must equal your provision amounts. 43

44 How do I balance it?? Compare last balanced Staffing List July 1 Final To current Staffing List Current date Find out what has changed 44

45 Make your life easier use Project Codes Departments are strongly encouraged to create unique Project Codes for each permanently funded employee. The Project Code is added in PPS and on the Budget Adjustment. Use of a unique project code for each employee allows departments to easily identify which specific employee(s) is causing the staffing list to be out of balance. 45

46 How do I find out what changed?? 3 Separate Sources to Review Data Source 1: Base Budget Adjustments Data Source 2: Provision Actions Data Source 3: Personnel Actions 46

47 Data Source 1: Base Budget Review your base budget for: Actions affecting employee pay o Ranges, merits, reclassifications and equity increases. Funding for new positions Deleting funding for permanently vacated positions Erroneous FTE entries on KFS documents. 47

48 More base budget issues... Salary differences between: o Provision and new salary as entered into PPS o Exiting salary and new provision For these actions: o Compare annual salary / provision amount to base budget augmentations. o Sometimes automatic increases don t occur or are inaccurate. o Prepare a BA document to adjust base budget funding. 48

49 Data Source 2: Provisions Adjust the provision database for: Positions vacated and not filled immediately o Add a provision in the Open Provision system. Provisions filled during the year o Add end dates to those provisions. Though the system allows users to delete provisions, it is recommended that provisions be ended instead. Provisions being removed from the budget o Add end dates to those provisions. 49

50 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). Permanently funded employees should always have at least one distribution ending in 99/99/99. 50

51 Tip of the Day Walk through each action person by person. o Helps to know where to concentrate your efforts. 51

52 Tools to Help o Staffing Resources Website o Central Provision Account List -prov-accts.pdf o Open Provision System o Staffing List Checklist o 52