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Permanent Budget & Staffing
HR Contacts Group
What is a
“Permanent Budget”?
 Annual funding from UCOP
 July 1 base budget
 Augmentations or reductions to the
base during the year
 Adjustments to the permanent budget
affect funds available in the next fiscal
year
 Not the same as the “operating budget”
Permanent Budget Categories
 Academic Salary (includes FTE)
 Staff Salary (includes FTE)
 General Assistance
 Supplies & Expense
 Equipment
 Travel
 Benefits
 Unallocated
Permanent Salary Budget
 Academic and staff salary budgets have
two components
 Total salary dollars
 Total FTE – full time equivalent
 Changes to the permanent salary
budget are made by transferring funds
and/or FTE to or from the salary budget
Permanent Staffing Reports
 Detail reports of the permanent budgets
for academic and staff salaries
 Shows staff with permanent FTE and
salary
 Compares the total FTE and salary for
the listed staff to the actual permanent
budget
Permanent Staffing (cont.)
 A staffing list is “out of balance” when
the budgeted salary and FTE does not
equal the total salary and FTE for the
staff listed on the report
 Changes to the staffing list are made by
changes entries in PPS or when
provisions are created to hold a position
Production of Permanent
Budget & Staffing Reports
 Reports used to be produced once a
month, with report data available via
BudgetLink or printed reports
 Report data is now updated once a
week, with updates available in
BudgetLink or QueryLink
How the Staffing List Is
Created – PPS Distributions
 An employee’s pay information will appear on
the staffing list when one of the following
occurs:
 A PPS distribution contains an FTE greater than 0,
start date in the current month or a prior month,
end date of 99/99/99, and a DOS code of REG
 A PPS distribution contains a start date in the
current month or a prior month, end date is the
last day of the month or later (including
99/99/99), and a DOS code of RGS
PPS Example
PPIAPT0-I1419 EDB Inquiry 04/08/03 19:17:40
04/05/03 00:16:22 Appointment/Distribution Cmpct Userid: VCAKAF
ID: 000999111 Name: SIMPSON, MARGE SSN: 123-45-6789
Hm Dept: 000999 GEOGRAPHY Emplmt Status: A Pri Pay: MO
Gen No : 0035 Total Appt/Dis: 01/02 Remaining Appt/Dis: 00/00
LOA Beg: LOA Return: LOA Type:
Appt: 20 TC: 4723 _____ASSISTANT II Grade: Pgm/Typ: 1/7
Begin Dt: 07/01/01 Ann/Hr Rt : 29748.00 %: 0.83 F/V: F Rt : A
End Dt : 99/99/99 Bas/Pd Ovr: 10/00 FLSA: NONEXEMPT Lv : A Sched: MO
Dur : I INDEF Dept Cd : 000999 TUC/AREP/ASHC: CX/C/ Time : A
Dis Index/Fund/Sub FTE Dis % Pay Beg Pay End Rate/Amt DOS St/OA PRQ D W
21 GGG1234 19900A 1 0.00 0.8333 09/01/01 99/99/99 2479.00 REG 2.0/
22 GGG1234 19900A 1 1.00 0.0000 09/01/01 99/99/99 2479.00 RGS 2.0/
How the Staffing List Is
Created – Provisions
 Provisions are used to keep a staffing
list in balance; they serve as a
placeholder until a position is filled
 Provision number assigned by SVCAA
staff (a manual process) when a new
position is created and is unfilled or
when an employee leaves and the
position is unfilled
How the Staffing List Is
Created – Putting It Together
 Staff with appropriate PPS distributions
with FTE and salary
 Provisions
 Totals for staff and provision FTE and
salary calculated
 Totals should equal total FTE and salary
in permanent budget
Staffing List Example
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4722 _____ASSISTANT III
000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936
- - - - - -TOTAL POSITIONS - - - - - 1.00 36,936
4723 TOTAL - _____ASSISTANT II 1.00 36,936
----------------------------------------------------------------------------------
4723 _____ASSISTANT II
000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748
- - - - - -TOTAL POSITIONS - - - - - 1.00 29,748
110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488
- - - - - -TOTAL PROVISIONS - - - - - 1.00 28,488
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 2.00 66,684
PROVISIONS 1.00 28,488
TOTALS 3.00 95,172
PPS Changes That Affect the
Staffing List
 New hires
 Separations
 Reclassifications, equity increases
 Merits
 Changes in FTE
New Hires
 When a new employee is hired and an FTE is
entered into PPS, either the hire is filling an
existing position/FTE or a new position/FTE
needs to be created
 If the new hire is a filling an existing position,
the provision needs to be deleted and if the
salary of the new hire is different from the
provision, a transfer of funds needs to be
processed
New Hires (cont.)
 If the new hire is a new position, a new
FTE needs to be created – this can be
accomplished by a transfer of funds
Staffing List Example
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4722 _____ASSISTANT III
000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936
- - - - - -TOTAL POSITIONS - - - - - 1.00 36,936
4723 TOTAL - _____ASSISTANT II 1.00 36,936
----------------------------------------------------------------------------------
4723 _____ASSISTANT II
000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748
- - - - - -TOTAL POSITIONS - - - - - 1.00 29,748
110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488
- - - - - -TOTAL PROVISIONS - - - - - 1.00 28,488
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 2.00 66,684
PROVISIONS 1.00 28,488
TOTALS 3.00 95,172
PPS Example – New Hire
PPIAPT0-I1419 EDB Inquiry 04/08/03 19:17:40
04/05/03 00:16:22 Appointment/Distribution Cmpct Userid: VCAKAF
ID: 000999108 Name: SIMPSON, BART SSN: 123-45-6780
Hm Dept: 000999 GEOGRAPHY Emplmt Status: A Pri Pay: MO
Gen No : 0035 Total Appt/Dis: 01/02 Remaining Appt/Dis: 00/00
LOA Beg: LOA Return: LOA Type:
Appt: 10 TC: 4723 _____ASSISTANT II Grade: Pgm/Typ: 1/7
Begin Dt: 07/01/02 Ann/Hr Rt : 28488.00 %: 1.00 F/V: F Rt : A
End Dt : 99/99/99 Bas/Pd Ovr: 00/00 FLSA: NONEXEMPT Lv : A Sched: MO
Dur : I INDEF Dept Cd : 000999 TUC/AREP/ASHC: CX/C/ Time : A
Dis Index/Fund/Sub FTE Dis % Pay Beg Pay End Rate/Amt DOS St/OA PRQ D W
11 GGG1234 19900A 1 1.00 1.0000 07/01/02 99/99/99 2374.00 REG 1.0/
Staffing List Example –
New Hire
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4722 _____ASSISTANT III
000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936
- - - - - -TOTAL POSITIONS - - - - - 1.00 36,936
4723 TOTAL - _____ASSISTANT II 1.00 36,936
----------------------------------------------------------------------------------
4723 _____ASSISTANT II
000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748
000999108 SIMPSON B 11 2,374.00 28,488 1.00 28,488
- - - - - -TOTAL POSITIONS - - - - - 2.00 58,236
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 3.00 95,272
PROVISIONS 0
TOTALS 3.00 95,172
Separations
 When an employee with an FTE leaves
the department or the university, a
provision needs to be created to hold
the FTE for the replacement
Staffing List Example
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4722 _____ASSISTANT III
000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936
- - - - - -TOTAL POSITIONS - - - - - 1.00 36,936
4723 TOTAL - _____ASSISTANT II 1.00 36,936
----------------------------------------------------------------------------------
4723 _____ASSISTANT II
000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748
- - - - - -TOTAL POSITIONS - - - - - 1.00 29,748
110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488
- - - - - -TOTAL PROVISIONS - - - - - 1.00 28,488
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 2.00 66,684
PROVISIONS 1.00 28,488
TOTALS 3.00 95,172
PPS Example - Separation
PPIAPT0-I1419 EDB Inquiry 04/08/03 19:17:40
04/05/03 00:16:22 Appointment/Distribution Cmpct Userid: VCAKAF
ID: 000999111 Name: SIMPSON, MARGE SSN: 123-45-6789
Hm Dept: 000999 GEOGRAPHY Emplmt Status: A Pri Pay: MO
Gen No : 0035 Total Appt/Dis: 01/02 Remaining Appt/Dis: 00/00
LOA Beg: LOA Return: LOA Type:
Appt: 20 TC: 4723 _____ASSISTANT II Grade: Pgm/Typ: 1/7
Begin Dt: 07/01/01 Ann/Hr Rt : 29748.00 %: 0.83 F/V: F Rt : A
End Dt : 12/31/02 Bas/Pd Ovr: 10/00 FLSA: NONEXEMPT Lv : A Sched: MO
Dur : I INDEF Dept Cd : 000999 TUC/AREP/ASHC: CX/C/ Time : A
Dis Index/Fund/Sub FTE Dis % Pay Beg Pay End Rate/Amt DOS St/OA PRQ D W
21 GGG1234 19900A 1 0.00 0.8333 09/01/01 12/31/02 2479.00 REG 2.0/
22 GGG1234 19900A 1 1.00 0.0000 09/01/01 12/31/02 2479.00 RGS 2.0/
Staffing List Example -
Separations
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4722 _____ASSISTANT III
000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936
- - - - - -TOTAL POSITIONS - - - - - 1.00 36,936
4723 TOTAL - _____ASSISTANT II 1.00 36,936
----------------------------------------------------------------------------------
4723 _____ASSISTANT II
110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488
110234 REGULAR PROVISION 2,479.00 29,748 1.00 29,748
- - - - - -TOTAL PROVISIONS - - - - - 2.00 58,236
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 1.00 36,936
PROVISIONS 2.00 58,236
TOTALS 3.00 95,172
Reclassifications & Equities
 When an employee is reclassified or
receives an equity increase, a transfer
of funds must be processed to cover
the permanent salary increase or a
provision needs to be adjusted
downward to cover the salary increase.
Staffing List Example -
Reclassification
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4723 _____ASSISTANT II
110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488
110234 REGULAR PROVISION 2,479.00 29,748 1.00 29,748
- - - - - -TOTAL PROVISIONS - - - - - 2.00 58,236
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
7646 ADMINISTRATIVE SPECIALIST
000999110 SIMPSON L 11 3,333.33 40,000 1.00 40,000
- - - - - -TOTAL POSITIONS - - - - - 1.00 40,000
4723 TOTAL - _____ASSISTANT II 1.00 40,000
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 1.00 40,000
PROVISIONS 2.00 58,236
TOTALS 3.00 98,236
OLD AMOUNT 3.00 95,172
Merits
 Merit funding for employees funded
from general funds (19900A) is
provided to UCSD by UCOP
 Merits that are entered via the merit
system are automatically funded if the
employee has an FTE in his/her PPS
distribution and appears on the staffing
list
Merits (cont.)
 Merits that are processed manually in
PPS require a manual transfer of funds
to fund the merit
Changing FTE
 If an employee’s FTE is increased in
PPS, a corresponding transfer of funds
needs to be processed to increase the
FTE and to cover the additional salary
 There may be a provision that can be used
to cover the increase in FTE and salary
 If an employee’s FTE is decreased in
PPS, usually a provision is created to
hold the balance of FTE
Staffing List Example –
Change in FTE
EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY
4723 _____ASSISTANT II
110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488
110234 REGULAR PROVISION 2,479.00 29,748 1.00 29,748
- - - - - -TOTAL PROVISIONS - - - - - 2.00 58,236
4723 TOTAL - _____ASSISTANT II 2.00 58,236
----------------------------------------------------------------------------------
7646 ADMINISTRATIVE SPECIALIST
000999110 SIMPSON L 11 3,333.33 40,000 0.50 20,000
- - - - - -TOTAL POSITIONS - - - - - 0.50 20,000
110345 REGULAR PROVISION 3,333.33 20,000 0.50 20,000
- - - - - -TOTAL PROVISIONS - - - - - 0.50 20,000
4723 TOTAL - _____ASSISTANT II 1.00 40,000
----------------------------------------------------------------------------------
* * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 1.00 40,000
PROVISIONS 2.00 58,236
TOTALS 3.00 98,236
What Can You Do to Assist
With Balancing Staffing?
 Work with department business office
to ensure that staff are aware of new
hires, separations, and salary changes
 Update PPS appropriately to ensure that
correct staff are listed with correct FTE
and salary on the staffing list
Questions?

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7 Steps To Transform Your Employee Onboarding Program

  • 1. Permanent Budget & Staffing HR Contacts Group
  • 2. What is a “Permanent Budget”?  Annual funding from UCOP  July 1 base budget  Augmentations or reductions to the base during the year  Adjustments to the permanent budget affect funds available in the next fiscal year  Not the same as the “operating budget”
  • 3. Permanent Budget Categories  Academic Salary (includes FTE)  Staff Salary (includes FTE)  General Assistance  Supplies & Expense  Equipment  Travel  Benefits  Unallocated
  • 4. Permanent Salary Budget  Academic and staff salary budgets have two components  Total salary dollars  Total FTE – full time equivalent  Changes to the permanent salary budget are made by transferring funds and/or FTE to or from the salary budget
  • 5. Permanent Staffing Reports  Detail reports of the permanent budgets for academic and staff salaries  Shows staff with permanent FTE and salary  Compares the total FTE and salary for the listed staff to the actual permanent budget
  • 6. Permanent Staffing (cont.)  A staffing list is “out of balance” when the budgeted salary and FTE does not equal the total salary and FTE for the staff listed on the report  Changes to the staffing list are made by changes entries in PPS or when provisions are created to hold a position
  • 7. Production of Permanent Budget & Staffing Reports  Reports used to be produced once a month, with report data available via BudgetLink or printed reports  Report data is now updated once a week, with updates available in BudgetLink or QueryLink
  • 8. How the Staffing List Is Created – PPS Distributions  An employee’s pay information will appear on the staffing list when one of the following occurs:  A PPS distribution contains an FTE greater than 0, start date in the current month or a prior month, end date of 99/99/99, and a DOS code of REG  A PPS distribution contains a start date in the current month or a prior month, end date is the last day of the month or later (including 99/99/99), and a DOS code of RGS
  • 9. PPS Example PPIAPT0-I1419 EDB Inquiry 04/08/03 19:17:40 04/05/03 00:16:22 Appointment/Distribution Cmpct Userid: VCAKAF ID: 000999111 Name: SIMPSON, MARGE SSN: 123-45-6789 Hm Dept: 000999 GEOGRAPHY Emplmt Status: A Pri Pay: MO Gen No : 0035 Total Appt/Dis: 01/02 Remaining Appt/Dis: 00/00 LOA Beg: LOA Return: LOA Type: Appt: 20 TC: 4723 _____ASSISTANT II Grade: Pgm/Typ: 1/7 Begin Dt: 07/01/01 Ann/Hr Rt : 29748.00 %: 0.83 F/V: F Rt : A End Dt : 99/99/99 Bas/Pd Ovr: 10/00 FLSA: NONEXEMPT Lv : A Sched: MO Dur : I INDEF Dept Cd : 000999 TUC/AREP/ASHC: CX/C/ Time : A Dis Index/Fund/Sub FTE Dis % Pay Beg Pay End Rate/Amt DOS St/OA PRQ D W 21 GGG1234 19900A 1 0.00 0.8333 09/01/01 99/99/99 2479.00 REG 2.0/ 22 GGG1234 19900A 1 1.00 0.0000 09/01/01 99/99/99 2479.00 RGS 2.0/
  • 10. How the Staffing List Is Created – Provisions  Provisions are used to keep a staffing list in balance; they serve as a placeholder until a position is filled  Provision number assigned by SVCAA staff (a manual process) when a new position is created and is unfilled or when an employee leaves and the position is unfilled
  • 11. How the Staffing List Is Created – Putting It Together  Staff with appropriate PPS distributions with FTE and salary  Provisions  Totals for staff and provision FTE and salary calculated  Totals should equal total FTE and salary in permanent budget
  • 12. Staffing List Example EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4722 _____ASSISTANT III 000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936 - - - - - -TOTAL POSITIONS - - - - - 1.00 36,936 4723 TOTAL - _____ASSISTANT II 1.00 36,936 ---------------------------------------------------------------------------------- 4723 _____ASSISTANT II 000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748 - - - - - -TOTAL POSITIONS - - - - - 1.00 29,748 110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488 - - - - - -TOTAL PROVISIONS - - - - - 1.00 28,488 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 2.00 66,684 PROVISIONS 1.00 28,488 TOTALS 3.00 95,172
  • 13. PPS Changes That Affect the Staffing List  New hires  Separations  Reclassifications, equity increases  Merits  Changes in FTE
  • 14. New Hires  When a new employee is hired and an FTE is entered into PPS, either the hire is filling an existing position/FTE or a new position/FTE needs to be created  If the new hire is a filling an existing position, the provision needs to be deleted and if the salary of the new hire is different from the provision, a transfer of funds needs to be processed
  • 15. New Hires (cont.)  If the new hire is a new position, a new FTE needs to be created – this can be accomplished by a transfer of funds
  • 16. Staffing List Example EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4722 _____ASSISTANT III 000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936 - - - - - -TOTAL POSITIONS - - - - - 1.00 36,936 4723 TOTAL - _____ASSISTANT II 1.00 36,936 ---------------------------------------------------------------------------------- 4723 _____ASSISTANT II 000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748 - - - - - -TOTAL POSITIONS - - - - - 1.00 29,748 110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488 - - - - - -TOTAL PROVISIONS - - - - - 1.00 28,488 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 2.00 66,684 PROVISIONS 1.00 28,488 TOTALS 3.00 95,172
  • 17. PPS Example – New Hire PPIAPT0-I1419 EDB Inquiry 04/08/03 19:17:40 04/05/03 00:16:22 Appointment/Distribution Cmpct Userid: VCAKAF ID: 000999108 Name: SIMPSON, BART SSN: 123-45-6780 Hm Dept: 000999 GEOGRAPHY Emplmt Status: A Pri Pay: MO Gen No : 0035 Total Appt/Dis: 01/02 Remaining Appt/Dis: 00/00 LOA Beg: LOA Return: LOA Type: Appt: 10 TC: 4723 _____ASSISTANT II Grade: Pgm/Typ: 1/7 Begin Dt: 07/01/02 Ann/Hr Rt : 28488.00 %: 1.00 F/V: F Rt : A End Dt : 99/99/99 Bas/Pd Ovr: 00/00 FLSA: NONEXEMPT Lv : A Sched: MO Dur : I INDEF Dept Cd : 000999 TUC/AREP/ASHC: CX/C/ Time : A Dis Index/Fund/Sub FTE Dis % Pay Beg Pay End Rate/Amt DOS St/OA PRQ D W 11 GGG1234 19900A 1 1.00 1.0000 07/01/02 99/99/99 2374.00 REG 1.0/
  • 18. Staffing List Example – New Hire EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4722 _____ASSISTANT III 000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936 - - - - - -TOTAL POSITIONS - - - - - 1.00 36,936 4723 TOTAL - _____ASSISTANT II 1.00 36,936 ---------------------------------------------------------------------------------- 4723 _____ASSISTANT II 000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748 000999108 SIMPSON B 11 2,374.00 28,488 1.00 28,488 - - - - - -TOTAL POSITIONS - - - - - 2.00 58,236 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 3.00 95,272 PROVISIONS 0 TOTALS 3.00 95,172
  • 19. Separations  When an employee with an FTE leaves the department or the university, a provision needs to be created to hold the FTE for the replacement
  • 20. Staffing List Example EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4722 _____ASSISTANT III 000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936 - - - - - -TOTAL POSITIONS - - - - - 1.00 36,936 4723 TOTAL - _____ASSISTANT II 1.00 36,936 ---------------------------------------------------------------------------------- 4723 _____ASSISTANT II 000999111 SIMPSON M 22 2,479.00 29,748 1.00 29,748 - - - - - -TOTAL POSITIONS - - - - - 1.00 29,748 110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488 - - - - - -TOTAL PROVISIONS - - - - - 1.00 28,488 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 2.00 66,684 PROVISIONS 1.00 28,488 TOTALS 3.00 95,172
  • 21. PPS Example - Separation PPIAPT0-I1419 EDB Inquiry 04/08/03 19:17:40 04/05/03 00:16:22 Appointment/Distribution Cmpct Userid: VCAKAF ID: 000999111 Name: SIMPSON, MARGE SSN: 123-45-6789 Hm Dept: 000999 GEOGRAPHY Emplmt Status: A Pri Pay: MO Gen No : 0035 Total Appt/Dis: 01/02 Remaining Appt/Dis: 00/00 LOA Beg: LOA Return: LOA Type: Appt: 20 TC: 4723 _____ASSISTANT II Grade: Pgm/Typ: 1/7 Begin Dt: 07/01/01 Ann/Hr Rt : 29748.00 %: 0.83 F/V: F Rt : A End Dt : 12/31/02 Bas/Pd Ovr: 10/00 FLSA: NONEXEMPT Lv : A Sched: MO Dur : I INDEF Dept Cd : 000999 TUC/AREP/ASHC: CX/C/ Time : A Dis Index/Fund/Sub FTE Dis % Pay Beg Pay End Rate/Amt DOS St/OA PRQ D W 21 GGG1234 19900A 1 0.00 0.8333 09/01/01 12/31/02 2479.00 REG 2.0/ 22 GGG1234 19900A 1 1.00 0.0000 09/01/01 12/31/02 2479.00 RGS 2.0/
  • 22. Staffing List Example - Separations EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4722 _____ASSISTANT III 000999110 SIMPSON L 11 3,078.00 36,936 1.00 36,936 - - - - - -TOTAL POSITIONS - - - - - 1.00 36,936 4723 TOTAL - _____ASSISTANT II 1.00 36,936 ---------------------------------------------------------------------------------- 4723 _____ASSISTANT II 110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488 110234 REGULAR PROVISION 2,479.00 29,748 1.00 29,748 - - - - - -TOTAL PROVISIONS - - - - - 2.00 58,236 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 1.00 36,936 PROVISIONS 2.00 58,236 TOTALS 3.00 95,172
  • 23. Reclassifications & Equities  When an employee is reclassified or receives an equity increase, a transfer of funds must be processed to cover the permanent salary increase or a provision needs to be adjusted downward to cover the salary increase.
  • 24. Staffing List Example - Reclassification EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4723 _____ASSISTANT II 110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488 110234 REGULAR PROVISION 2,479.00 29,748 1.00 29,748 - - - - - -TOTAL PROVISIONS - - - - - 2.00 58,236 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- 7646 ADMINISTRATIVE SPECIALIST 000999110 SIMPSON L 11 3,333.33 40,000 1.00 40,000 - - - - - -TOTAL POSITIONS - - - - - 1.00 40,000 4723 TOTAL - _____ASSISTANT II 1.00 40,000 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 1.00 40,000 PROVISIONS 2.00 58,236 TOTALS 3.00 98,236 OLD AMOUNT 3.00 95,172
  • 25. Merits  Merit funding for employees funded from general funds (19900A) is provided to UCSD by UCOP  Merits that are entered via the merit system are automatically funded if the employee has an FTE in his/her PPS distribution and appears on the staffing list
  • 26. Merits (cont.)  Merits that are processed manually in PPS require a manual transfer of funds to fund the merit
  • 27. Changing FTE  If an employee’s FTE is increased in PPS, a corresponding transfer of funds needs to be processed to increase the FTE and to cover the additional salary  There may be a provision that can be used to cover the increase in FTE and salary  If an employee’s FTE is decreased in PPS, usually a provision is created to hold the balance of FTE
  • 28. Staffing List Example – Change in FTE EMP # EMPLOYEE NAME DIST MONTHLY ANNUAL FTE GROSS SALARY 4723 _____ASSISTANT II 110123 REGULAR PROVISION 2,374.00 28,488 1.00 28,488 110234 REGULAR PROVISION 2,479.00 29,748 1.00 29,748 - - - - - -TOTAL PROVISIONS - - - - - 2.00 58,236 4723 TOTAL - _____ASSISTANT II 2.00 58,236 ---------------------------------------------------------------------------------- 7646 ADMINISTRATIVE SPECIALIST 000999110 SIMPSON L 11 3,333.33 40,000 0.50 20,000 - - - - - -TOTAL POSITIONS - - - - - 0.50 20,000 110345 REGULAR PROVISION 3,333.33 20,000 0.50 20,000 - - - - - -TOTAL PROVISIONS - - - - - 0.50 20,000 4723 TOTAL - _____ASSISTANT II 1.00 40,000 ---------------------------------------------------------------------------------- * * * TOTALS * * * * 19900A-4162xx-40-1 POSITIONS 1.00 40,000 PROVISIONS 2.00 58,236 TOTALS 3.00 98,236
  • 29. What Can You Do to Assist With Balancing Staffing?  Work with department business office to ensure that staff are aware of new hires, separations, and salary changes  Update PPS appropriately to ensure that correct staff are listed with correct FTE and salary on the staffing list
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