Transcript Staff 19900 Training June 10, 2009

Staff 19900 Training
June 15, 2009
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Definition of Terms

19900 Budget- The State Allocation of funds to
the University of California is commonly called
“19900 Funds.” The “Permanent” Sub 1 or
allocations made to departmental staff was
formerly managed by the Office of the Dean.
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Only career employees are found on Sub 1 of
this budget. It also covers the cost of benefits
for those individuals listed. A department cannot
spend more than their allocation. If they do, the
amount spent is lost forever.
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Temporary Budget- This is the current fiscal year’s
budget ending June 30th of the fiscal year. The Detailed
General Ledger reports contain information on current
fiscal year appropriations (budget) and expenditures.
The report is generated on a monthly basis and can be
accessed through QDB.

Permanent Budget-This is the fiscal year’s budget
beginning July 1st. The budget is for Twelve months;
next fiscal year. Effective July 1st, the previous FY
permanent budget becomes the current FY temporary
budget. After July 1st, the permanent and temporary
budgets differ and run parallel to each other.
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Staffing List
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Staffing List-A Staffing List is produced for each account/cost center in a
department that has Sub 1 Funds (permanent budget). A Staffing List
contains the following information:
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Position
Open Provision
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Filled; career employee is in the job.
Open position; employee has separated, transferred
or Changed funds and a replacement is not yet
hired. Open Provisions are created, changed and
deleted by Departmental 19900 Budget Preparer.
FTE
Full Time Equivalent
Gross Salary
Monthly Salary Rate x FTE x 12 Months
Budgeted FTE
Permanent FTE (from Adjusted Budget Report)
Appropriation
Permanent Appropriation (from Adjusted Budget
Report)
The Staffing List for each account/cost center/fund is organized by Title
Code Number; and within Title Code, by the employee’s last name.
The Staffing List consists of the names of career employees and open
provisions with their FTEs, Monthly Rates and Gross Salaries; the total
number of Permanent Budgeted FTEs and Permanent Appropriations are
listed at the bottom right side of the Staffing List.
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Open Provisions-Open Provisions are created when an
employee separates, transfers or is placed on “Other
Funds” (not 19900 Funds). Open Provisions are deleted
when an employee fills a position on 19900 Funds.
Open Provisions are frequently changed when the
department has to fund an FTE increase, equity
increase, reclassification or above minimum salary hire.

Transfer of Funds-A Transfer of Funds (TOF) is a
transfer of budget from one account/cost center/sub to
another account/cost center/sub. A transfer may be
processed on a temporary basis only, permanent basis
only, or a temporary and permanent basis. Also,
permanent transfers are used to add, reduce or eliminate
permanent FTEs in a position or open provision.
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Definition of Terms

Turnover Distribution-Turnover Distribution is an allocation of
permanent budget (beginning July 1st x 12 months) for an equity
increase, reclassification or hire/promotion/fund change at above
minimum salary and Turnover Distribution is only allocated based
upon the approval of Office of the Dean. It is the responsibility of
the Department to fund the amount for both the permanent and
the temporary budget. The Department may use their own funds
to supplement Turnover Distribution or may choose to reduce the
employee’s FTE on 19900.
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Turnover Capture-Turnover Capture occurs when an employee
separates, transfers to a different position, or has a fund change.
The amount of funds withdrawn from the provision’s permanent
budget allocation to Step 1.0 of the Title Code or the Minimum
Salary of the Grade.
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Range/Merit and Other Augmentations-Most of the career
employees on the Staffing List are Non-Represented; the merits are
usually effective October 1st. Depending on the budget, the
department budgets are augmented on a temporary and permanent
basis.
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Department Budget Allocations-Since Turnover Distribution is
usually allocated only on a permanent basis, department budget
allocations are required to fund certain personnel actions during the
current fiscal year. The personnel actions requiring temporary
department budget allocations are: equity increase, reclassification,
and hire/promotion/fund change at above minimum salary.
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Department FTE Reductions- Department FTE reductions on Sub
1 of 19900 budgets are sometimes required to fund personnel
actions the Department does not have additional permanent budget.
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PROCEDURES
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BUDGET REQUESTS
The administrator will send the budget requests and decisions in
writing to the 19900 preparer.
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Review Reports:
1. Permanent 19900 Sub 1 Staffing List (Deans Office)
2. Campus Staffing List Detail Report
(Document Direct)
3. Adjusted Budget Report Appropriations Detail
4. Departmental log is recommended
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Transactions:
1. SLS (i.e. Add/Open, Change, Delete Provision)
2. TOF (i.e. salary increase, Dept. Budget Reorganization)
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Staffing List System
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F10=Add New
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SLS screen
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Complete required fields
Enter and F9 = Update , F5 =Addition e-mail, F10=Comments
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SLS to Open Provision
Example: Employee separates from UC effective 5/31/09
SLS Entry Fields
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Using SLS to open a provision
FAU & Title Code
Assign Prov. No.: 999001
Provision Type: R=regular (F1 to look up the code)
Monthly Rate: minimum of salary (see Title & Pay
Plan). www.chr.ucla.edu HR Administration
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Gross Salary= FTE x monthly rate x 12mos
AREP: F1 to look up (Covered/Uncovered/Supervisor)
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Delete Provision
Locate FAU #: 4-0-2……enter. Enter _D_ for delete
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Ready to be deleted
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Additional Training Materials
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UCLA Academic Planning & Budget
Administration
Staff Training Materials on SLS & TOF
http://www.apb.ucla.edu/budget.html
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Transfer of Funds (TOF)
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TOF Sample Screen
** Check the box Add CC/Comments
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Example: To fund the salary increase (from sub 3 to sub 1)
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Worksheet (Excel Template)
Example #1: New Hire
1. Same salary hire
2. Above minimum salary hire
- Option 1: TOF from other sub to cover
permanent budget
- Option 2: Reduce employee’s FTE
- Option 1 and 2
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Worksheet (Excel Template)
Example 2: Salary Increase
Current FTE= .25 , $6128/mo, $18384/yr
New Rate
$7500
Option #1: TOF $4116 permanent budget to fund the
increase
Option #2: Reduce employee FTE
TOF excess to other (same FAU but different sub)
Option #3: ??a combination of both??
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EDB Update
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When an employee has a temporary fund
change, the permanent appointment should be
maintained in EDB.
RES (Regular Pay-Suspense) DOS Code should
be used in the permanent distribution so that it
appears on the staffing lists
The distributions begin and end dates should
match the distribution dates with the temporary
action
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EDB Distribution Lines
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4-account#-19900-01 with end date (like
063009 or beyond 063009) DOS code = RES
ex: 19900-01 begin: 010109
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End: 063009
4-account#-other non-19900-01 funds with
same end date (like 063009) DOS code = REG
ex: non-19900-01 begin: 050109 end: 063009
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Q&A
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Additional training
and follow up in July

Sarah Lertpaichaiyon
[email protected]
x40687
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Miranda Tse
[email protected]
x43339
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