STAFFING PROCESSFY 2011-12

By: Budget and Resource Management

BALANCING SUB 1 STAFFING LISTS

WHAT is the Annual Staffing Process?

The process through which each department balances its permanent base budget with its actual staff salary commitments.

Reconciles annualized salary expenditures to permanent salary and FTE budgets.

Faculty (Sub 0) – A centralized process by Academic Personnel.

Staff (Sub 1) – Campus (departmental/control point) input required.

Permanently Budgeted Funds Funds with a continued base level of support over

time such as State General Fund (19900), Endowment Income, Recharge Activities and Auxiliary Services.

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.

WHY do we have an Annual Staffing Process?

Fulfill State of California reporting requirements.

Ensure campus units receive all base salary related funding for 199XX funds.

Can be used as a management planning tool.

WHAT is a Staffing List?

A snapshot of a sub 1 permanent budget and payroll data reflected in a single report.

What does it look like?

Diagnostic Section

Salary Commitment Section

Base Budget Section

HOW TO READ A STAFFING LIST…

WHO is on the Staffing List? 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).

*Open ended payroll distribution (99/99/99) should be used for all staff employees filling permanently budgeted FTE positions.

Staffing Reconciliation Process

Timeline: Preliminary Staffing Lists

Distributed to campus units on May 17th.

Methods to balance: Make changes in OLPPS. Process Budget Adjustment Journals (SC 144). Create provisions for vacant positions.

Funds to balance: All 199XX, 20XXX, 69750, 69754, 75041 and 75906 permanently budgeted funds with a sub 1 salary budget.

Staffing Reconciliation Process

Deadlines: May 27th – Submit SC 144s to impact

Staffing. June 7th – All actions to balance are to be

completed.

Interim Staffing Lists Sent to Budget Office for final balancing. Any funds out-of-balance at that point will

be reported to your Control Point.

Final Staffing Lists Distributed to campus in August.

Staffing Exception List

Staffing Exception List – Error Listing

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.

Give the employee a definite end date in OLPPS to prevent them from printing on a staffing list.

What does it look like?

Staffing Exception List

Open Provisions

Vacant positions that are budgeted in the base budget to preserve funding.

Established by campus units via the Staffing List Provisions Template in Excel.

Staffing List Provisions Template

Staffing List shows out-of-balance by .20cr FTE and $11,358cr (under budget).

Suggested method to balance:

Establish staffing provision for .20 FTE at $11,358 with TC 7235 – Analyst II (100% = $56,790).

Staffing ProcessExample #1

UCSF Title and Pay Plan Search – TC 7235

EXAMPLE 1

BALANCES PER STAFFING LIST

Budget Budget Actual ActualAppropriation Appropriation Provision Provision

$ F.T.E $ F.T.E $ F.T.E(56,791) (1.00) 45,433 0.80 (11,358) (0.20)

ESTABLISH A PROVISION TC 7235- - 11,358 0.20

NEW BALANCES(56,791) (1.00) 56,791 1.00 - -

Balance

Staffing ProcessExample #2

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

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

Suggested method to balance:

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

April 2011 Permanent 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

EXAMPLE 2

BALANCES PER STAFFING LIST

Budget Budget Actual ActualAppropriation Appropriation Provision Provision

$ F.T.E $ F.T.E $ F.T.E(25,913) (0.45) 25,908 0.50 (5) 0.05

PROCESS SC 144 JOURNAL5 (0.05) - -

NEW BALANCES(25,908) (0.50) 25,908 0.50 - -

Balance

Staffing ProcessExample #3

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

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

Suggested methods to balance:

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.

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

Include real staff with Indefinite End Date with appropriate criteria to balance.

End date

UCSF Title and Pay Plan Search – TC 4726

EXAMPLE 3

BALANCES PER STAFFING LIST

Budget Budget Actual ActualAppropriation Appropriation Provision Provision

$ F.T.E $ F.T.E $ F.T.E(353,921) (4.50) 362,206 4.00 8,285 (0.50)

END DATE TC 0355 - - (81,071) (1.00)

NEW BALANCES(353,921) (4.50) 281,135 3.00 (72,786) (1.50)

ESTABLISH PROVISIONS TC 4726

- - 72,786 1.50

REVISED BALANCES(353,921) (4.50) 353,921 4.50 - -

Balance

STAFFING PROCESSEXAMPLE #4

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.

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.

STAFFING PROCESSEXAMPLE #4

Suggested Methods to Balance:

19900 – Staffing 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. 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.

STAFFING PROCESSEXAMPLE #4

19933 – Staffing List shows out-of-balance by 2.50 FTE and $247,578.

No authorized base budget.

Staffing List generated because employees printing on list had an Indefinite End Date coded on their pay distribution line in error.

Recommended Fix:

Input Definite End Date on pay distribution line. Budget office will reverse invalid payroll costing.

End Date

Title and Pay Plan Search – TC 7238

EXAMPLE 4FUND 19900BALANCES PER STAFFING LIST - FUND 19900 ONLY

Budget Budget Actual ActualAppropriation Appropriation Provision Provision

$ F.T.E $ F.T.E $ F.T.E(189,300) (2.00) 320,646 3.00 131,346 1.00

END DATE TC 0738 - - (119,190) (1.00) - - (81,456) (1.00) - - (200,646) (2.00)

NEW BALANCES ON FUND 19900(189,300) (2.00) 120,000 1.00 (69,300) (1.00)

ESTABLISH PROVISION TC 7238- - 69,300 1.00

FINAL BALANCES(189,300) (2.00) 189,300 2.00 - -

Balance

EXAMPLE 4FUND 19933BALANCES PER STAFFING LIST - FUND 19933 ONLY

Budget Budget Actual ActualAppropriation Appropriation Provision Provision

$ F.T.E $ F.T.E $ F.T.E

(4,897) - 252,475 2.50 247,578 2.50 END DATE ALL EMPLOYEES

- - (122,897) (1.00) (102,800) (1.00)

- - (26,778) (0.50) - - (252,475) (2.50)

NEW BALANCES (4,897) - - - (4,897) -

BUDGET OFFICE TO PROCESS SC 144 TO REVERSE MERIT COSTING4,897 - - - 4,897 -

FINAL BALANCE- - - - - -

Balance

Contact Your Control Point, or

Cynthia LeeBudget & Resource Management Office415-502-0300 or clee@finance.ucsf.edu

QUESTIONS?