Transcript Document

Staffing List Detail Report
Definitions:
 FTE = Full Time Employee is 1.00 FTE. A 50% time employee will be a .50 FTE.
 Turnover Savings - difference between the previous incumbent’s salary and the base rate.
 EDB - Employee Data Base, personnel system to make adjustments to appointments and
distributions.
 TOF - Transfer of Funds. Moves temporary and permanent funds to different
accounts/funds/subs. Creates/deletes FTEs.
 Provisions (Staffing List System): - Place holder for unfilled positions on the Staffing List.
 Permanent Budget - A department’s base funding for the next fiscal year beginning July 1st.
 Appears on Adjusted Budget Report broken down by subs
 Temporary Funds are funds used during the current fiscal year
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What is the Staffing List Detail Report?
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Budget tool to align department’s permanent budget with salary commitments to career
staff.
The Staffing List includes sub 00 and sub 01 career positions that are filled and unfilled
positions.
The annual salaries, number of FTE must match the Permanent Budget.
Runs after 5th working day after month end.
UCOP uses the June final Staffing List to calculate merit/equity/range adjustment
funding to the campus.
The Staffing List should be reconciled monthly and must be balanced by June.
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Initial Budget
total
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THREE WAYS TO ADJUST THE
STAFFING LIST:
1. EDB - changes to appointment and distribution
lines.
2. Open Provisions System creating/deleting/changing place holders
for vacant positions.
3. Transfer of Funds - adjust permanent budget in
sub 01 to match salary commitments.
Adjust FTEs.
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EMPLOYEE DATA BASE (EDB)
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The Staffing List extracts
information from EDB
distribution lines.
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Any indefinite end date
on a sub 00 or a sub 01
distribution line will
create an entry on the
Staffing List.
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An Exception:
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Distributions that use
reserve/suspense DOS codes
will appear on the Staffing List.
When the reserve distribution
expires, the distribution
becomes the new indefinite
line.
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Because reserve/suspense lines
are temporary in nature, both
reserve/suspense and
corresponding regular pay lines
must have end dates.
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Sub 00 Exception:
 Assistant Professors generally
have 2-year contractual
appointments with end dates.
 To ensure that Assistant
Professor contractual
appointments appear on the
Staffing List, the system is
programmed to pick up
distributions that use DOS codes
RGA, RSA, DAR, DRR, DRS,
DAS, NAS, NRS, and DTS.
The Staffing List only picks up indefinite distributions lines with begin dates in the current fiscal year.
An Exception during the annual fiscal closing process:
 Beginning with the June preliminary Staffing List, the system will pick up indefinite distributions with
begin dates in the next fiscal year.
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PROVISIONS – Staffing List System (SLS)
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Provisions create place holders on the staffing list for vacant positions that you intend to fill.
Without provisions for unfilled positions, your staffing list will be out of balance, because
the position will drop off the Staffing List.
Managed by departments via the Staffing List System (SLS) through OASIS.
Add a provision when a position becomes vacant.
 Use base rate:
For Academic provisions: use organization’s base rate
For Staff provisions: use minimum rate of salary scale
 Assign 6 digit provision number.
Provisions are usually range adjusted, depending on available funding from the
State of CA. This was the first year academic provisions were not range adjusted.
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How do I use SLS?
1) Go to the OASIS main menu
2) Enter SLS and hit enter
3) The system immediately provides a
list of Existing provisions
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To CREATE a provision:
1) Enter the SLS system which will bring you to
the main listing of provisions. Hit F10, this will
give you a blank Open Provision screen.
2) The required fields are underlined in white.
3) After you complete the required information,
hit enter, then F9 to update.
4) The system will send an email notification to
the reviewers
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The Staffing List Detail Report will look like this:
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To DELETE a provision
1) Provisions need to be deleted when positions are
filled with indefinite appointments and are
entered into the EDB. Indefinite appointments
will create an entry on the staffing list.
2) Enter the SLS system which will bring you to the
main listing of provisions.
3) You can either scroll down (F8) to your
account/fund or you can enter
L/SAU/SC/A/C/F/P/S/T on the bottom line to
search for your specific provision.
4) Once you have located your provision, enter a D
in the A/C field and hit enter.
5)
F9 to update. The provision is now deleted.
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To CHANGE a provision:
1) Many times the salary or FTE amount
needs to be changed on an existing
provision.
2) Once you have located your provision,
enter a C in the A/C field and hit enter.
3) Make any necessary changes and F9 to
update.
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To MODEL a provision
1) SLS will allow you to model an existing
provision.
2) Once you have located a provision you would
like to model, enter a M in the A/C filed and
hit enter.
3) This will create a new provision but you will
need to assign a new provision # and update
the other fields, if necessary.
Assign a new provision #
Hit F9 to update
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TRANSFER OF FUNDS (TOF)
-- TOFs move permanent (adjusted budget) funds between sub accounts (sub 2-8, excluding sub 6) and other
account/funds to help balance the staff listing.
-- Add/delete sub 01 FTE to balance staff listing.
-- Any sub 01 FTE created will require a transfer of permanent funds to the General Employee Benefits Pool.
The current rate is 29%.
-- Sub 00 FTE cannot be added or deleted because it is controlled at the organizational level and the Academic
Planning and Budget office.
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SCENARIOS
NEW HIRE
(with existing provision)
 Indefinite end date on EDB will
create an entry on the Staffing
List.
 Delete existing provision.
 TOF to fund additional salary
above the provisional base rate.
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NEW HIRE
(without existing provision)
 Indefinite end date on EDB will
create an entry on the Staffing
List.
 TOF to fund salary.
 TOF to adjust FTE for sub 01
only, if needed. Number of Sub
00 FTEs are fixed and controlled
by APB.
 All newly created sub 01 FTE
need to contribute to the
employee benefits pool.
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SALARY ADJUSTMENTS
• TOF any salary increases for equity/merit, and range adjustments.
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TERMINATING APOINTMENTS
--Establish an open provision (at the base rate) to lock in unfilled position on the Staffing List.
-- TOF- transfer permanent turnover savings to another sub account.
-- Academic terminations require APB to withdraw turnover savings to return the FTE to the department’s provisional base rate.
EXCEPTION: Health Science Assistant Professor turnover savings need to be returned to the Group Provision.
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FISCAL CLOSING
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UCOP requires that Staffing lists on the following funds be balanced by June:
General Fund: 19900, 19906, 19924, 19935
Fee Funds: 20000 through 20171, and 20225 through 20237
Overhead Funds: 05397, 05399, 07427, 09549, 69749, 69750
You are welcome to balance other permanent funds.
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Fiscal close time line (All dates are APPROXIMATE):
June 1st week = Balance May rosters (May rosters close after the 5th working
day after May 31st)
June 2-3rd week = Rosters should be balanced for June Preliminary Rosters
June end of 3rd week = June Preliminary Rosters available
June last week = Organizations required to send final adjustments requests, by
a Form C, to your APB analyst
July 1st week = No EDB actions
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Guidelines and the Form C will be available at the APB website www.apb.ucla.edu
under the Budget Administration section.
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FUNDING
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Staff merit and range adjustment funding is provided to the organizational
level from APB.
Salary increases not funded by APB must be funded by the department or
Organization.
Funding for academic upgrades (amount over the provisional base
rate)/merits/promotional/exceptional increases needs to be requested from
APB. EXCEPTION: Health Sciences upgrade funding for Assistant
Professors are taken from Group Provisions.
Academic range adjustments for on-scale are automatically funded when the
EDB system updates. Off-scale academic range adjustment funding needs to
be requested from APB.
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ADDITIONAL NOTES
Definition of the fields/browse screen for SLS:
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Definition of the fields on open provision detail screen:
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Academic Positions:
New Appointments:
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New appointments and FTE are funded at the Dean/VC level at the organizational base rate.
Associate and Full Professors, academic positions with tenure, have indefinite end dates.
Assistant Professors will appear on the staffing list with an end date due to the contractual nature
of the appointment.
Terminating Appointments:
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Dean/VC offices are responsible for managing Academic FTE and Open Provisions for vacated
positions. These offices are also responsible to notify APB of any separations or retirements on
General Funds, since APB will withdraw any Academic Turnover Savings from the department’s
account to return the funding level (of the position) to the base rate.
Funding for Academic Salary Adjustments on General Funds (19900):
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Upgrading Process- Dean/VC offices are responsible for initiating funding requests to APB for
new academic appointments above the base rate (upgrading) and vacated appointments
(downgrading, also known as turnover savings withdrawal).
Academic Merits and Exceptional Increases- Once the Academic Personnel Office approves
these actions, the Dean/VC offices are responsible for initiating funding requests to APB.
Range Adjustments for Academic appointments On-Scale- Should be automatically funded to
the appropriate department FAU. If funding is not automatically provided, then the Dean/VC
office should request funding from APB.
Range Adjustments for Academic appointments Off-Scale- Deans/VC offices will need to
request funding from APB.
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Funding for Academic Salary Adjustments on Enrollment
Growth/General Funds (19935):
 Same as above regarding General Funds (19900) except for the following:
 Academic Upgrading funds must be funded within the school’s permanent
Enrollment Growth Allocation.
 A modified Academic Turnover Savings Withdrawal will be taken when a Faculty
terminates. The Dean’s/VC’s Office is responsible to notify APB of any separations
or retirements on Enrollment Growth funds. APB will withdraw that portion related
to merits, promotions, exceptional increases and the corresponding range funding.
The school will retain that portion related to the upgrade and the corresponding range
funding and can be used towards future academic upgrades.
A group provision should be established as a holding provision for academic funds
used towards future academic upgrades/downgrades (turnover savings).
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Indefinite Faculty Appointments on Sub 00:
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Not all academic title codes can use indefinite distribution dates in the employee data system (EDB).
Assigning an indefinite end date will generate an entry on the Staffing List. The Staffing List should only
include ladder faculty appointments, permanent administrative appointments held by ladder faculty, and a few
other appointments cleared for indefinite duration by special approval.
Listed below are object code categories with corresponding end date information for
appointments/distributions. Each object code represents a group of title codes; please refer to the Academic
Object Codes section at http://www.payroll.ucla.edu/charts/chartfrm.htm for a complete list.
Object code for the general campus/object code for the health sciences:
1010/1011- tenured ladder faculty, including Security of Employment (SOE) titles: indefinite end dates are appropriate.
1020/1021- non tenured ladder faculty, including Potential SOE and Acting titles. Ex. Assistant Professors: appointments
should have end dates, but use of special Description of Service (DOS) codes, as outlined below, ensures that
appointments appear on the staffing list. Acting titles have unique handling; this is also described below
1030/1031- temporary faculty, e.g. Visiting titles and non-SOE Lecturers: appointments should have end dates
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As mentioned above, appointments with title codes that belong to object codes 1020/1021 require
appointment/distribution end dates due to the nature of the appointment. For example, an Assistant Professor
appointment uses appointment/distribution end dates because the appointments are renewed every two years.
To account for the Assistant Professors on the Staffing List, the Staffing List System is programmed to pick
up Assistant Professor distributions that use DOS codes RGA, RSA, DAR, DRR, DRS, DAS, NAS, NRS,
and DTS. An entry on the Staffing List will ensure the position is accounted for in the permanent budget.
Acting faculty titles should have end dates and a DOS code of REG. The appointment won’t appear on the
staffing list as a position. Instead, the department should lien a provision under the relevant Acting title code
and include the incumbent’s name in the description.
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Other Academic Appointments:
 Academic title codes belonging to other object code categories (Academic
Administrative, Apprentice Teaching, Apprentice Research, Professional Research,
Other Academic) should use distribution end dates to prevent the appointments from
appearing on the Staffing List. Exceptions include permanent administrative
appointees who also have a faculty title, certain librarian titles, as well as certain nonladder titles in the Neuropsychiatric Institute.
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Procedural questions should be directed to your Organization/Dean’s office since every Organization
manages the Staffing process differently.
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Access for SLS is granted by the DSA of your department.
Preparer: DACSS - OASIS Functions Access: Functions: SLOPVUPD
Description: SLO-Staffing List-Open Provision Update
Reviewer: DACSS Email Authorization: Process ID: OPV
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Access for Adjusted Budget and Sub 00 & Sub 01 Staffing Reports:
The CFO will need to send an email to your APB analyst with dept. code(s) and OASIS login ID of the
individual who needs access.
BSL#23M8 MONTHLY ADJ BUDGET APPROP DETAIL BY ORG/DIV/DEPT/FAU
BSL#23Y4 YEARLY ADJ BUDGET APPROP DETAIL BY ORG/DIV/DEPT/FAU
SLRPT22A STAFFING DETAIL REPORT FOR SUB=0 BY ORG, DIV AND DEPT
SLRPT22S STAFFING DETAIL REPORT FOR SUB=1 BY ORG, DIV AND DEPT
For ORG. Level only:
SLRPTOBASTAFFING OUT OF BALANCE RP FOR SUB=0 BY ORG, DIV AND DEPT
SLRPTOBS STAFFING OUT OF BALANCE RP FOR SUB=1 BY ORG, DIV AND DEPT
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More information can be found at http://www.apb.ucla.edu
 Contacts: Christine Wang X 75195 [email protected]
Doris Wang
X 75370 [email protected]
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