Staffing List Instructions


Introduction

The Staffing List report contains FTE, salary, and funding information on both filled and vacant positions and is the vehicle through which each department aligns its base budget with its actual faculty and staff salary commitments. The Staffing List is sorted and balanced for each unique full-accounting unit (FAU). The full-accounting unit is defined as follows: FAU = Chart - Account - Sub Account - Object - Sub Object - Project.

 

The Staffing List report is created by the interface of three files:

  • Base Budget: Base budget data (dollars and FTE) is displayed at the top of the Staffing List and is summarized at the end. This data comes directly from DaFIS and should reflect all transactions approved by the day before the report date. Changes to the base budget are made with the DaFIS base budget document.
  • Payroll Master File-Employee Data Base (EDB): The information in the Staffing List on filled positions is derived from Payroll/Personnel data in the Employee Data Base. Changes to employee data are accomplished via a Personnel Action Form (PAF), or an on-line transaction.
  • Open Provision Data Base: The information on vacant positions is held separately in the Open Provision System. Additional information and access to the system is available online at the UC Davis Open Provision System.

As the fiscal year progresses, filled positions may become vacant; unfilled positions may be filled; positions may be created, reclassified or eliminated; and pay rates and/or the funding for the position may change. Each of these actions should be accompanied by updates to the Base Budget, the EDB, and/or the Open Provision System, as appropriate. It is the responsibility of each department or dean/vice chancellor office to balance the staffing list.

For year end reconciliation, you should complete the necessary forms to bring the staffing list into balance and submit a Staffing List Balancing Form to the Payroll Office by the announced deadline.

How to Balance a Staffing List

The Office of Budget & Institutional Planning and the Payroll division have developed a three step process which will assist in balancing your staffing list. This process focuses on the three data sources of the staffing list: DaFIS Base Budget, Payroll/Personnel System (PPS) and the Provision Database that is maintained by the Office of Budget & Institutional Planning. This three step process is further outlined in the Staffing list checklist and the Staffing List Balancing Form (.xls).

Refer to the Salary Funding Matrix to determine the funding source of Staff salary actions.

Step 1: Base Budget

Review your base budget for:

actions effecting employee pay (e.g., ranges, merits, reclassifications, equity increases, above entry level hires), funding for new positions / deleting existing positions, erroneous or incorrect FTE entries on DaFIS documents; and, salary downgrading for a new provision (turn-over savings).

For these actions:

Compare annual salary / provision amount to base budget augmentations. If current funding is incorrect, Prepare BB document to fund these actions. A current budget adjustment is not needed to balance the Staffing List, but you should consider current budget adjustments during this process. Refer to the salary funding matrix for more information.

Step 2: Provision Actions

Adjust the provision database for:

Positions vacated and not refilled during the year - add a provision at entry level salary (1st step or 1st quartile). Provisions filled during the year - delete the provision. Provisions being removed from the budget - delete the provision.

For these actions:

Change provision data using ON-LINE OPEN PROVISION FORM at UC Davis Open Provision System web site. Ensure that the amount reserved for open provisions was increased to reflect range adjustments. Consult the HR matrix located at the UC Davis Human Resources web site to see which collective bargaining units have received ranges.

Step 3: Personnel Actions

Adjust the Payroll / Personnel System for:

Distributions where the FTE field was left blank or incorrectly complete. Incorrect end-dates causing distributions to be left off the staffing list. Incorrect object codes on distributions (e.g., SUBG instead of SUBS).

General Notes

Budgeting FTE

Academic Positions:

Nine-month appointments at full time for Fall, Winter, and Spring quarters are equivalent to 1.00 FTE. Eleven-month appointments at full time for eleven months are also equivalent to 1.00 FTE. Different title codes are used to distinguish between these appointments. Assistant professors are always reflected on the staffing list as filled positions even though their appointments have end-dates. Their end-dates are cited on the Staffing List report. This procedure was implemented for the first time with the 1998-99 Staffing List.

Staff Positions:

Less-than-full-year career staff positions are budgeted by establishing the annual percentage to be worked.

Less-than-full-time appointments are budgeted according to salary dollars available and anticipated time to be worked. For example, 10-month appointments are budgeted at 0.84 FTE. A reduction in time may be either a furlough for a specific period of time (not to exceed four months) or reduction in percentage. These are budgeted according to base anticipated work schedules. Temporary reductions in time should not be shown as decreases on the Staffing List. Because less-than-full-time appointments may have an effect on employee benefits, the campus Benefits Office should be consulted for determining which benefits may be affected.

Position Transfers

If a vacant position is to be transferred to another FAU or department, it should be transferred at the entry level. Transfers of filled positions, along with the budgeted FTE and funds, is at the incumbent's actual salary level.