1. STAFF MONTHS PPMS User Group October 15, 2010 Rita Lauzon

2. Definitions • Staff month: 174 hours (the average available work hours per month) • Staff month calculation: The percent of time an employee works relative to the normal full-time hours available in a month

3. Staff Months Are: • Calculated in Payrolls • Calculated by Account Code and Earn Type • Accumulated for Contracted Jobs

4. Not Calculated on Earnings Where: • Earnings Hours Type is V (Volunteer Hours) • Productive Indicator is X (Neither Productive or Nonproductive Time) • Total Gross Indicator is N (Earnings do not add to Total Gross)

5. Screens Staff Months are on: • Retroactive Adjustment Screen • C/O/H Distributions Screen • Payroll Expense Transfer Screen • Earnings Distribution for a Check • Expense Transfers for an Employee History

6. Uses for Staff Months • Listed on the Employee Change Register • Listed on Payroll Reports • Updated to Payroll History • Included in the PMIS Expense Extract and sent to SBCTC-ITD Olympia

7. Uses for Staff Months (cont.) • Transferred to FMS • Reported to OFM through AFRS • Used in Employment Security Hours Calculations for PTF • Used in Salary Forecasting to Calculate Staff Years

8. Salary and Hourly Current Payments The Pay Rate Code is: • S (Salary Payment) or • H (Hourly Rate)

9. Salary and Hourly Current Payment Calculation Actual Hours________________________________________ Full Time Pay Period Hours X Standard Pay Period Hours for the Pay Cycle _________________________________________________________Standard Hours Per Month

10. Examples Salary: 88 / 88 x 87 / 174 = .50 Hourly: 33 / 88 x 87 / 174 = .19

11. Salary and Hourly Other-Than-Current Payments • Out of Cycle Payments • Retroactive Pay • Additional Pay. Earn type categories of: • A (Additional Pay ) • S (Sick Leave Buyout) • V (Vacation Leave Buyout)

12. Salary and Hourly Other-Than-Current Payment Calculation Actual Hours _____________________ Standard Hours Per Month

13. Example 44 / 174 = .25

14. Sick Leave Buyout Calculation Actual Hours Institution __________ X Parameter Standard Hours 401 Per Month

15. Example 96 / 174 x .25 = .14

16. Hourly Faculty • Pay Rate Code is H (Hourly) and • Job Category is: • M (Moonlight Faculty) • P (Part Time Faculty) or • S (Stipend)

17. Hourly Faculty Calculation Actual Hours ______________________ Contract Units or Institution Parameter 1105

18. Examples Using Contract Units: 21.50 / 112 = .19 Using Institution Parameter 1105: • / 60 = .30

19. Contract Payments Pay Rate Code is C (Contract Payment)

20. Contract Payment Calculation Job Term Transaction Hours __________________ X ________________________ Payment Term Job Hours

21. Example (9 / 19) x (88 / 88) = .47

22. Job Terms Are Important 1 Quarter = 3.00 2 Quarters = 6.00 3 Quarters = 9.00 4 Quarters = 12.00

23. Contract Payments Staff Month • Updated to PS0003 • Accumulated • Open field and can be adjusted if necessary • Used in End of Contract Staff Month Adjustments

24. Final Contract Payments Adjustment Job Term X Percent of Full Time 100

25. Example 3 x (5 / 100) = .15

26. How Adjustment Is Used • Compared with Cumulative • Difference is adjustment • Charged to the first account • Staff months only assigned up to the result of the above calculation • End of Contract Staff Months Adjustment Report (PS1205B) shows adjustments

27. Cumulative Job Staff Months • Reset to zero if you change the job begin date to a date that is greater than the previous job end date • If you only change the job end date of a job, the cumulative job staff months will continue to cumulate • Will not reset to zero if job dates changed with Mass Data Change

28. Questions?