staffing process fy 2009-10

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STAFFING PROCESSFY 2009-10

Presented by:

Budget and Resource Management

May 7, 2009



WH AT is the Staffing List?

The vehicle through which each department aligns its base budget with its actual staff salary commitments.

Balances permanently budgeted dollars

with permanently budgeted FTEs for theupcoming f iscal year.



WH Y do we have a Staffing List?

Fulf ill State of California reporting requirements.

Make sure we can pay everyone to whom we

have made permanent salary commitments. Faculty (Sub 0)

Staff (Sub 1)

Ensure campus units receive all base salaryrelated funding.



WHO is on the Staffing List?

Staff employees coded in OLPPS with paydistribution start date of July 1, 2009 orearlier with open ended* payroll

distribution (99/99/99), or as viewed inWebLinks (12/31/9999).

*Open ended payroll di

stri

buti

on (99/99/99) sh

ould beused for all staff employees f illing permanently budgetedFTE positions.



Staffing Reconciliation Process

Timeline:

Preliminary Staff ing Lists

Distributed to campus units on May 15th.

Methods to balance:

Make changes in OLPPS.

Process Budget Adjustment Journals (SC 144).

Create provisions for vacant positions.

Funds to balance: 19900, 19906, 19924, 19933,20000, 69750, 75041, 75906, and Professional SchoolFee Differential Funds 20226, 20228, 20232 and20233.




Recharge Funds

Recharge activities are permanently budgeted;therefore, a staff ing list report will be generated.

Ensure sub 1 staff employees (NCA 404200) devotingeffort to the recharge activity are coded correctly inthe employee database with an indef inite end date of

12/31/99, or shown

in OLPPS as 99/99/99.

Any funds out-of-balance will be forced balanced bythe Budget Off ice.




Staff ing Exception List

Generated in error for an employee who had been

coded incorrectly in OLPPS with open ended payrolldistribution (99/99/99) on a non-permanentlybudgeted fund.

Give the employee a def inite end date in OLPPS to

prevent them from printing on a staff ing list.

All actions to balance are to be completed byJune 5th.




Interim Staff ing Lists

Sent to Budget Off ice for f inal balancing.

Any funds out-of-balance at that point will bereported to your Control Point.

Final Staff

ing L

ists

Distributed to campus in July.



Diagnostic

Section

Salary Commitment Section

Base Budget Section

HOW TO READ A STAFFING LIST«



Staff ing Exception List ± What is it?



Open Provisions

Positions that are budgeted in the basebudget to hold funding.

Established by campus units via theStaff ing List Provisions Template inEx

cel.



Staff ing List Provisions Template



Staff ing List shows out-of-balance by .20cr FTE

and $11,358cr (under budget).

Suggested method to balance:

Establish staff ing provision for .20 FTE at$11,358 with TC 7235 ± Analyst II

(100% = $56,790).

Staff ing ProcessEx

ample #1



UCSF Title and Pay Plan Search ± TC 7235



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A B G H I J K L M N O P R T X

UCSF REPLACEMENT STAFFING LIST PROVISIONS TRANSACTIONS DATA ENTRY

DEPARTMENT:

PREPARED DATE: Today's Date

PREPARED BY:

PHONE NUMBER: Your Phone Number

T

C DPA FUND

S

B TTLC

P

T

PROVISION

DESCRIPTION

EFFECTIVE

DATE

MONTHLY

RATE FTE

ANNUAL

AMOUNT R

A 401111 19900 1 7235 9999 71 R REGULAR PROVISION 7/1/2009 4732.50 0.20 11358 U

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

PROV

NUMBR

EXAMPLE #1

Your Name



Staff ing ProcessExample #2

Staff ing List shows out-of balance by .05 FTE and$5cr (over budget for FTE, under budget for $).

Review sub 2 permanent budget for any availableresources (.55cr FTE in sub 2).

Suggested method to balance:

Process SC144 to transfer .05cr FTE from sub2 to 1, and $5cr from sub 1 to 2.



April 2009Permanent Budget Report

Fund Summary Report

VC Org. Unit Account Fund Sub Permanent Budget Acct Title Dep Code

99 1234 402222 19900 1 $25,913.00 CR 0.45 CR UCSF CTR FOR XXX 123456

99 1234 402222 19900 2 $0.00 0.55 CR UCSF CTR FOR XXX 123456

FTE # Amount



Staff ing ProcessExample #3

Staff ing List shows out-of-balance by .50cr FTE and $8,285 (underFTE budget, over budget for $).

Review sub 2 permanent budget for any available resources (none).

Suggested methods to balance:

Input def inite 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.

Establish 1.50 FTE provision with TC 4726 - _Assistant III-Supvr at$48,524/yr; or

Include real staff with Indef inite End Date with appropriate criteria tobalance.



End date



UCSF Title and Pay Plan Search ± TC 4726



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DEPARTMENT:


PREPARED BY:


T

C DPA FUND

S

B TTLC

P

T

PROVISION

DESCRIPTION

EFFECTIVE

DATE

MONTHLY

RATE FTE

ANNUAL

AMOUNT R

A 663333 19900 1 4726 9999 71 R REGULAR PROVISION 7/1/2009 4043.67 1.00 48524 S

A 663333 19900 1 4726 9999 72 R REGULAR PROVISION 7/1/2009 4043.67 0.50 24262 S9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

PROV

NUMBR

EXAMPLE #3

Your Name



STAFFING PROCESSEXAMPLE #4

Two Staff ing Lists with same DPA 724444. Onelist for fund 19900 and another for 19933. Each

list reflects an out-of-balance line at theDPA/fund level.

Note out-of-balance line at the DPA level. This

amount represents the total out-of-balanceamounts for both funds. Do not balance yourstaff ing list at the DPA level.




Suggested Methods to Balance:

19900 ± Staff ing List shows out-of-balance by

1.00 FTE

and $131,346 (over budget).

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. Recalculatenew 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 Indef inite End Date with the appropriate criteria tobalance.




19933 ± Staff ing List shows out-of-balance by 2.50 FTE and$247,578.

No authorized base budget.

Staff ing List generated because employees printing on listhad an Indef inite End Date coded on their pay distributionline in error.

Recommended Fix:

Input Def inite End Date on pay distribution line. Budget off ice will reverse invalid payroll costing.



End Date



Title and Pay Plan Search ± TC 7238



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DEPARTMENT:


PREPARED BY:


T

C DPA FUND

S

B TTLC

P

T

PROVISION

DESCRIPTION

EFFECTIVE

DATE

MONTHLY

RATE FTE

ANNUAL

AMOUNT R

A 724444 19900 1 7238 9999 71 R REGULAR PROVISION 7/1/2009 5775.00 1.00 69300 U

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

9999 NONE 7/1/2009 0.00 0.00 0

PROV

NUMBR

EXAMPLE #4

Your Name



QUESTIONS?

staffing process fy 2009-10

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