Staffing process fy 2011 12

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Staffing process fy 2011 12

  1. 1. STAFFING PROCESS FY 2011-12 By: Budget and Resource Management BALANCING SUB 1 STAFFING LISTS
  2. 3. WHAT is the Annual Staffing Process? <ul><li>The process through which each department balances its permanent base budget with its actual staff salary commitments. </li></ul><ul><li>Reconciles annualized salary expenditures to permanent salary and FTE budgets. </li></ul><ul><ul><li>Faculty (Sub 0) – A centralized process by Academic Personnel. </li></ul></ul><ul><ul><li>Staff (Sub 1) – Campus (departmental/control point) input required. </li></ul></ul>
  3. 4. Permanently Budgeted Funds <ul><li>Funds with a continued base level of support over time such as State General Fund (19900), Endowment Income, Recharge Activities and Auxiliary Services. </li></ul><ul><li>Weblinks – Go to the “Inquiries” tab, select “Chartfield”, then “Fund”, type in a fund number in “Fund Code” to pull up the fund profile, refer to fund attribute “Bud NonBud”. “B” means the fund is permanently budgeted, “N” means it is not budgeted. </li></ul>
  4. 6. WHY do we have an Annual Staffing Process? <ul><li>Fulfill State of California reporting requirements. </li></ul><ul><li>Ensure campus units receive all base salary related funding for 199XX funds. </li></ul><ul><li>Can be used as a management planning tool. </li></ul>
  5. 7. WHAT is a Staffing List? <ul><li>A snapshot of a sub 1 permanent budget and payroll data reflected in a single report. </li></ul><ul><ul><li>What does it look like? </li></ul></ul>
  6. 8. Diagnostic Section Salary Commitment Section Base Budget Section HOW TO READ A STAFFING LIST…
  7. 9. WHO is on the Staffing List? <ul><li>Staff employees coded in OLPPS with pay distribution start date of July 1, 2011 or earlier with *open ended payroll distribution (99/99/99), or as viewed in WebLinks (12/31/9999). </li></ul><ul><li>*Open ended payroll distribution (99/99/99) should be used for all staff employees filling permanently budgeted FTE positions. </li></ul>
  8. 10. Staffing Reconciliation Process <ul><li>Timeline: </li></ul><ul><li>Preliminary Staffing Lists </li></ul><ul><ul><li>Distributed to campus units on May 17th. </li></ul></ul><ul><ul><li>Methods to balance: </li></ul></ul><ul><ul><ul><li>Make changes in OLPPS. </li></ul></ul></ul><ul><ul><ul><li>Process Budget Adjustment Journals </li></ul></ul></ul><ul><ul><ul><li>(SC 144). </li></ul></ul></ul><ul><ul><ul><li>Create provisions for vacant positions. </li></ul></ul></ul><ul><ul><li>Funds to balance: All 199XX, 20XXX, 69750, 69754, 75041 and 75906 permanently budgeted funds with a sub 1 salary budget. </li></ul></ul>
  9. 11. Staffing Reconciliation Process <ul><ul><ul><li>Deadlines: </li></ul></ul></ul><ul><ul><ul><ul><li>May 27 th – Submit SC 144s to impact Staffing. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>June 7 th – All actions to balance are to be completed. </li></ul></ul></ul></ul><ul><li>Interim Staffing Lists </li></ul><ul><ul><ul><li>Sent to Budget Office for final balancing. </li></ul></ul></ul><ul><ul><ul><li>Any funds out-of-balance at that point will be reported to your Control Point. </li></ul></ul></ul><ul><li>Final Staffing Lists </li></ul><ul><ul><ul><li>Distributed to campus in August. </li></ul></ul></ul>
  10. 12. Staffing Exception List <ul><ul><li>Staffing Exception List – Error Listing </li></ul></ul><ul><ul><ul><li>Generated for an employee who had been coded incorrectly in OLPPS with an indefinite end date (99/99/99) on a non-permanently budgeted fund. </li></ul></ul></ul><ul><ul><ul><li>Give the employee a definite end date in OLPPS to prevent them from printing on a staffing list. </li></ul></ul></ul><ul><ul><ul><li>What does it look like? </li></ul></ul></ul>
  11. 13. Staffing Exception List
  12. 14. Open Provisions <ul><li>Vacant positions that are budgeted in the base budget to preserve funding. </li></ul><ul><li>Established by campus units via the Staffing List Provisions Template in Excel. </li></ul>
  13. 15. Staffing List Provisions Template
  14. 18. <ul><li>Staffing List shows out-of-balance by .20cr FTE and $11,358cr (under budget). </li></ul><ul><li>Suggested method to balance: </li></ul><ul><ul><ul><li>Establish staffing provision for .20 FTE at $11,358 with TC 7235 – Analyst II </li></ul></ul></ul><ul><ul><ul><li>(100% = $56,790). </li></ul></ul></ul>Staffing Process Example #1
  15. 20. UCSF Title and Pay Plan Search – TC 7235
  16. 23. Staffing Process Example #2 <ul><li>Staffing List shows out-of balance by .05 FTE and $5cr (over budget for FTE, under budget for $). </li></ul><ul><li>Review sub 2 permanent budget for any available resources (.55cr FTE in sub 2). </li></ul><ul><li>Suggested method to balance: </li></ul><ul><ul><li>Process SC144 to transfer .05cr FTE from sub 2 to 1, and $5cr from sub 1 to 2. </li></ul></ul>
  17. 25. April 2011 Permanent Budget Report Fund Summary Report
  18. 28. Staffing Process Example #3 <ul><li>Staffing List shows out-of-balance by .50cr FTE and $8,285 (under FTE budget, over budget for $). </li></ul><ul><li>Review sub 2 permanent budget for any available resources (none). </li></ul><ul><li>Suggested methods to balance: </li></ul><ul><ul><li>Input definite end date on TC 0355 with 1.00 FTE and gross salary of $81,071. Recalculate new out-of balance: 1.50cr FTE and $72,786cr. </li></ul></ul><ul><ul><li>Establish 1.50 FTE provision with TC 4726 - _Assistant III-Supvr at $48,524/yr; or </li></ul></ul><ul><ul><li>Include real staff with Indefinite End Date with appropriate criteria to balance. </li></ul></ul>
  19. 29. End date
  20. 30. UCSF Title and Pay Plan Search – TC 4726
  21. 33. STAFFING PROCESS EXAMPLE #4 <ul><li>Two Staffing Lists with same DPA 724444. One list for fund 19900 and another for 19933. Each list reflects an out-of-balance line at the DPA/fund level. </li></ul><ul><li>Note out-of-balance line at the DPA level. This amount represents the total out-of-balance amounts for both funds. Do not balance your staffing list at the DPA level. </li></ul>
  22. 34. STAFFING PROCESS EXAMPLE #4 <ul><li>Suggested Methods to Balance: </li></ul><ul><li>19900 – Staffing List shows out-of-balance by 1.00 FTE and $131,346 (over budget). </li></ul><ul><ul><li>Review permanent budget for available sub 2 resources (none). Put End Dates on two 1.00 FTEs, TC 0738 with gross salaries of $81,456 and $119,190. Recalculate new out-of-balance: 1.00cr FTE and $69,300cr. Establish a staff provision for 1.00 FTE, TC 7238 (Analyst V) at $69,300/yr; or include real staff with Indefinite End Date with the appropriate criteria to balance. </li></ul></ul>
  23. 35. STAFFING PROCESS EXAMPLE #4 <ul><li>19933 – Staffing List shows out-of-balance by 2.50 FTE and $247,578. </li></ul><ul><li>No authorized base budget. </li></ul><ul><li>Staffing List generated because employees printing on list had an Indefinite End Date coded on their pay distribution line in error. </li></ul><ul><li>Recommended Fix: </li></ul><ul><ul><li>Input Definite End Date on pay distribution line. </li></ul></ul><ul><ul><li>Budget office will reverse invalid payroll costing. </li></ul></ul>
  24. 36. End Date
  25. 39. Title and Pay Plan Search – TC 7238
  26. 43. <ul><li>Contact Your Control Point, or </li></ul><ul><li>Cynthia Lee </li></ul><ul><ul><li>Budget & Resource Management Office </li></ul></ul><ul><ul><li>415-502-0300 or clee@finance.ucsf.edu </li></ul></ul>QUESTIONS?

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