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Personal Services Planning

Personal Services Planning. Training Manual and Reference Guide for 2012YR Salary Roll Development In FPPRD Version 9.0. NEW ITEM LOCATED ON PAGE 12!. Table of Contents Essential Information………………………………………………………………. 2

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Personal Services Planning

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  1. Personal Services Planning Training Manual and Reference Guide for 2012YR Salary Roll Development In FPPRD Version 9.0 NEW ITEM LOCATED ON PAGE 12!

  2. Table of Contents Essential Information………………………………………………………………. 2 Recommended Procedures for Salary Roll Development…………………….......... 4 PSP Budget Grid: Understanding the Tables……………………………………….. 5 Navigation Updating Loaded PSP Budgets…………………………………………...... 7 Changing a Chartfield Distribution Rows ……………………………………. 12 Deleting Chartfield Distribution Rows……………………………………..14 Deleting a PSP Budget……………………………………………………...15 Inserting a new Effective Dated PSP Budget………………………………16 Adding PSP Budgets………………………………………………………. 18 Tables and Queries………………………………………………………….21 Addendum A—Benefit Program Code Entry………………………………………22 Addendum B—Benefit Program Codes……………………………………………23

  3. ESSENTIAL INFORMATION • 1. Population of the Position Budgets tables/panels occurs from combined data from the Job EarningsDistribution table and the Position Datatable in HPPRD. Review this data in the PSP Budget panels and make any necessary corrections for the salary roll development portion of the annual budget development process. • A dual load in FPPRD includes the use of the following: A reference data set which mirrors the Salary Roll data set loaded to give users “untouched” salary data as of the 02/28/2011 HPPRD extraction date: Effective Date = 02/28/2011payroll data (the load date) Budget Year = 2012YR Reference # field left blank The Salary Roll lines with the following criteria: Effective Date = 07/01/2011 Budget Year = 2012YR Reference # = SR12 • 3. CRITERIA REQUIRED FOR INCLUSION IN FY12 BUDGET DEVELOPMENT • Reference field = SR12 • Effective Date = 07/01/2011 • Budget Period = 2012YR (Do not use MULTYR in Position Budgeting)Once the Salary Roll development process is complete, users should not use the SR12 code for the reference field as this will prevent the ability to tie back to the CLASS, UCLASS, GRAD and WAGES values provided for the budget development worksheets. Panels for Undergrad (Student Workers) will not be loaded. You may load a salary roll for individual student workers or choose to load a ‘lump sum’ budget for departments with the Undergrad criteria. • 4. Vacant positions are not loaded and must be added. If the position # of the VACANT is known, populate the field with the correct position #. If NOT, use the following criteria:Position Number (Unique Numeric Convention)8 digits in length Begin the Position Number with the DeptID where the position resides followed by a four digit number using a sequential numbering format • EXAMPLE: The following vacant positions reside in Dept 0905: • 09050001, 09050002, 09050003 EMPLID = “VACANT” Effective Date = 07/01/2011 Budget Period = 2012YR •  Reference Number = SR12 Don’t edit Edit

  4. ESSENTIAL INFORMATION • CLASS, UCLASS, GRAD, and WAGES account codes can be included in the salary planning process. Undergrad Student records (Benefits Code ‘NEL”) will not be downloaded from the HR system; all other GRAD and WAGES records will be downloaded. However, they do not carry a position code, and any number of student records may be added to assist in salary budgets planning. • To facilitate adding new PSP Budgets, the effective date and the budget period values have a default entry of 07/01/2011 (effective date) and a 2012YR (budget period). Once the salary roll planning process is complete, the default will be the current effective date and budget period will be blank. • Budget Centers are to review and edit the loaded salary roll dated 07/01/2011 by March 31, 2011in order to begin entry into the Budget Worksheet Module. Remember, data from your Salary Roll is summed at budget line level and fed automatically into your CLASS, UCLASS, GRAD, and WAGES budget fields on your budget development worksheets. Once saved and submitted to your Business Office, updates to salary fields will have to be made on the personnel services panels to change these values on the budget development worksheets by your Business Officers once it is determined the values should be changed. See additional instructions Addendum A attached to the end of this document. • This budget cycle, the PSP module within the CUBS system is interfaced with the budget development worksheets and will be used to load the FY12 budgets. Data entered in the PSP Budget panels does not affect any change to any other HR or Financials data. These panels update the budget development panels and track actual salary expenditures against the position budgets. • Data entered into the PSP Budget panels is also used to calculate fringe benefit budgets across all funds. Special care should be taken to accurately determine salaries for the upcoming budget period so as not to artificially inflate or deflate accompanying fringe amounts.

  5. RECOMMENDED PROCEDURES FOR FY2012 SALARY ROLL DEVELOPMENT • 1a. Review and Edit the Salary Roll LoadAccomplish this one department at a time. Fill in the criteria for the department number, ensure the Budget Period is set to 2012YR. Use the “Return to Search” button on the tool bar to go through each loaded PSP budget for that department and make and save changes. Repeat this process for each department within your area of responsibility.Remember that only PSP budgets with the “SR12” reference number will be included in the budget development worksheets. An error message will ‘pop up’ if the Ref Number field has not been populated correctly. • Add Vacant Positions – Vacant positions are not loaded and must be added in order to include your anticipated salary requirements for these positions. Use the “Add” feature to input vacant positions. Refer to item #4 on page 2 for important information concerning necessary field values for these budgets. • Review Salary Roll load to determine if any filled positions need to be added. This would be the rare exception, yet still possible since the load was taken from HPPRD payroll data as of February 28, 2011. Because of timing, it is possible that a position that had been vacant has since been filled and needs to considered in the salary roll development process. The position number should already be established, simply add a position budget for it using the “Add” feature and use the established CU position number. • Coordinate the salary planning of positions that reside outside your area for which your area has salary responsibility with the Business Officer of the other area. If contact has not already been made by the home department or center to coordinate the data entry, make the appropriate contact to coordinate the data entry. Please do not budget a full 100% of a position’s salary if you only pay a portion of the salary. No position should be budgeted in total at greater than 100%.

  6. PSP BUDGETS : Understanding the Tables behind the Data Panel Processor “derived” (calculated) fields. These do not exist in any tables. The data in the above panel is stored in three different tables in FPPRD: CU_PERS_SERV CU_PERS_SERV2 PERSONAL_DATA (only used to pull the name associated with the EmplID)

  7. PSP BUDGETS: Understanding the Tables behind the Data The data in the above panel is stored in the CU_PERS_SERV table in FPPRD.

  8. NAVIGATION: • UPDATING LOADED PSP BUDGETS USING ‘FIND AN EXISTING VALUE’ TAB • Find an Existing Value TAB in the PSP Budgets is used to: • • Make changes to existing effective dated PSP Budgets. • • Delete existing effective dated PSP Budgets. • • Can be used to insert a new effective dated position budget for the same employee where a position budget already exists. • CU_CUSTOM  General Ledger  Budgets  Personal Services Planning • When entering the PSP application module the system will always default to Find an Existing Value. 2 3 2. Input the desired criteria for the PSP budget(s) to be updated. 3. Click Search.

  9. UPDATING LOADED PSP BUDGETS USING ‘FIND AN EXISTING VALUE’ TAB (Cont’d) 4. The list of existing position budgets that meet these criteria are populated below the search criteria.  Select the Position Budget to be corrected by clicking on any segment in the line. In the following example, the user has defined the Salary Roll search criteria for department 5302 and has selected Budget Period of 2012YR as the PSP Budgets to edit. Please note that Effective Date 2/28/2011 is for review only. Edit only Effective Date 07/01/2011.

  10. UPDATING (Cont’d) 5. The Position Budget displays in the panel. 11 6 7 12 7 8 9 10 6. The latest Benefit Program will be downloaded in this field from the HR record, but for those positions you add, i.e. vacants, students, or new, you will have to enter an associated Benefit Program. The Benefit Program will tie to a fringe code and be used to calculate the fringe expense amount that will be accumulated and transferred to the budget worksheet. For additional information see Addendums A and B.

  11. UPDATING (Cont’d) IMPORTANT: The Effective Date of 07/01/2011 and the Ref Number: SR12 indicates this is a FY12 Salary Roll line. If there are any position budgets that should not be included in the budget worksheet salary amounts, delete the PSP budget, change the Effective Date, or remove the SR12. It is recommended that the PSP budget be deleted. 8. To return to the search results that were completed at the beginning of the entry, click the Return to Search button. Key field criteria from the previous budget will be displayed in the search fields above, but below are the search results from your previous search. Click on the next budget to be edited and continue. 9. To switch between the Personal Services Grid and Personal Services Comment click either on the tab or links that are labeled. Another option given is to click on the buttons labeled “Previous Tab” and “Next Tab.” 10. After editing and saving this budget, the user has the option to click on the add button and the system will prompt to the Add a New Value screen where a vacant position or new hire can be entered. 11. The Emplid field is the only field that cannot be changed from within the panel when making corrections to a PSP budget. If, for example, a “loaded” PSP Budget needs to have a different Emplid assigned to it, the PSP Budget needs to be deleted and a new one “added” using the correct Emplid. 12. To change the total Budgeted Rate, and recalculate the distribution based on the budgeted percents indicated in the chartfield distribution section of the panel, the user need only click the change amt button, then change the bud rate value as desired and click the Save button. The Budgeted AMTs for each budget chartfield distribution will be automatically recalculated based on the budgeted percent values once the panel is saved. Please note you can split salaries by percentages or amounts by clicking the down arrow button ‘Dist by’.

  12. UPDATING (Cont’d) 13. Click on the tab labeled Personal Services Comment. This panel can be used to make notes about the PSP Budget and is a queriable field. 13

  13. NEW - HOW TO CHANGE A CHARTFIELD DISTRIBUTION 2 1 • Click in the chartfield distribution row just above the location where the new row is to be inserted. REMEMBER, if you need to change the current chartfield for any employee, you MUST insert a row, make changes in the inserted row and then delete the old salary distribution row. • Click the insert row button. • The new row is now available for data entry. 5 3 Enter new chartfield information in the inserted row. Delete the row containing previous pay distribution data. Click the save button. If you do not add a new line first, the Budget Development panels will add both the row to be deleted and the new salary distribution row.

  14. HOW TO CHANGE A CHARTFIELD DISTRIBUTION – FUND 18 Important note for ACADEMIC UNITS ONLY: Academic Units will receive a Fund 18 allocation designated for Salary use only. The Fund 18 allocation will be deducted from the Fund 15 Target base. The PSP panel entry chartfield is required to have certain fields for payroll distribution: 18-INSTR-UCLASS-XXXX-128-1800000. The Benefits Code is required to be ‘9MO’. You have received a spreadsheet listing all Fund 15 INSTR UCLASS 9MO (Benefits Code) information from current payroll distribution information dated 2/28/2011. You will need to ‘change’ the distribution of UCLASS INSTR 9MO Employees to use ALL of your Fund 18 resource. • Click in the chartfield distribution row just above the location where the new row is to be inserted. • Click the insert row button. • The new row is now available for data entry. Enter new chartfield information in the inserted row. Delete the row containing previous pay distribution data. Click the save button.

  15. HOW TO DELETE A CHARTFIELD DISTRIBUTION ROW 1 2 • Click in the chartfield distribution row to be deleted. • Click the delete row button. • Click OK to the message prompting verification of the row deletion. 3 4. The row is deleted. Make the necessary adjustments to either the distribution percent or amounts to finalize the changes to the PSP budget and click save.

  16. HOW TO DELETE AN ENTIRE PSP BUDGET 1 2 • Make sure the cursor is in any field in the top section of the form. • Click the delete row button. • Answer OK to the message prompting verification of the budget deletion. • Click the save button.Note: Key fields remain populated, however, the PSP budget HAS been deleted. 3

  17. HOW TO INSERT A NEW EFFECTIVE DATED PSP BUDGET Note: Only use this procedure when the new effective dated PSP Budget is to be created for the same employee in which there is an existing PSP Budget. Due to the process of position budgeting, most PSP Budgets will need to be created using “Add a New Value.” 1 1 2 1. Make sure the cursor is in a field in the upper portion of the panel. 2. Click the insert panelbutton. Notes: Notice once the insert row button is selected a new panel will appear with only the key fields populated. All data is editable excluding Emplid and the employee name. The user must also select another effective date for the budget. Please note that this is for planning purposes only. The ONLY effective dated salary loaded for FY12 will be 07/01/2011.

  18. HOW TO INSERT A NEW EFFECTIVE DATED PSP BUDGET (Cont’d) 5 3 3 • Change the effective date to the desired date. This can be accomplished by typing the date, or by clicking the calendar icon to the right of the effective date field and scrolling to the desired month to select the desired date from the calendar. You will need to ‘fill’ the Ref Number with a generic word or number. • Fill in the form as desired. All fields except the Emplidand employee name may be changed. • Notice that the panel displays 2 of 2. This shows that there are two budgets for one Emplid. • Click save.

  19. HOW TO ADD PSP BUDGETS • CU_CUSTOM  General Ledger  Budgets  Personal Services Planning • When entering the PSP application module, the system will always default to Find an Existing Value. To add a new PSP budget click on the tab labeled Add a New Value. 1 1 2. Then Add – For user convenience in establishing the FY12 Salary Roll, the Budget Period and Effective date have been coded to default as shown.

  20. HOW TO ADD PSP BUDGETS (cont’d) 4. Complete the fields as indicated below:

  21. HOW TO ADD PSP BUDGETS (cont’d) 5. The PSP Budget grid appears with the default values provided by the user in the previous window displayed. C A A B • Fill in the panel as desired:A. Remember to set the Effective date to 07/01/2011 and the reference field = SR12 if the PSP Budget is to be included in the budget development process.B. To access the Bud Rate field, click the Change Amt button. • C. Remember to enter the benefits code field with the relevant code pertaining to the position. If left blank an error message will appear asking for this field to be keyed in. • 7. Click save.

  22. POSITION BUDGETS TABLES AND PUBLIC PEOPLE TOOLS QUERIES TABLES A CU_PERS_SERV - The header table for Position Budgets which contains the information about the position and the employee. B CU_PERS_SERV2 - The table that contains the chartfield distribution budget and expended amounts for the position budget C CU_PAY_SUMMARY - The table that contains year to date and prior years’ salary actuals rolled up to budget level. D CU_PAY_SUM_PRD - The table that contains salary actuals rolled up to budget level by accounting period. E PERSONAL_DATA - The table that enables pulling the employee name based on Emplid. PUBLIC QUERIES PSP_FY12_HOME_DEPT (A, B + E) - A listing of 2012 Salary Roll PSP budgets by “home” department. VACANTS WILL BE INCLUDED IF… – This query uses a table join on Emplid with the PERSONAL_DATA table. A special row has been created in the PERSONAL_DATA table where Emplid=VACANT and Name=Position,Vacant. If users set Emplid=VACANT for all vacant positions, this query will pull both vacant and filled positions. PSP_FY12_PAY_DEPT (A, B + E) - A listing of 2012 Salary Roll PSP budgets by “paying” department. VACANTS WILL BE INCLUDED IF… – This query uses a table join on Emplid with the PERSONAL_DATA table. A special row has been created in the PERSONAL_DATA table where Emplid=VACANT and Name=Position,Vacant. If users set Emplid=VACANT for all vacant positions, this query will pull both vacant and filled positions. PSP_FY12_PAY_SUM_PAY_DEPT_YTD (C + E) - Year to date payroll actual expenditures for each employee summed at budget level by paying department. This query pulls all payroll actual expenditures (CLASS, UCLASS, GRAD, WAGES, FRINGE). PSP_FY12_PAY_SUM_PERIOD_DEPT (D + E) - Payroll actual expenditures by accounting period and paying department for each employee summed at budget level. This query pulls all actual payroll expenditures (CLASS, UCLASS, GRAD, WAGES, FRINGE).

  23. Addendum A Benefit Program Code Entry Effective July 1, 2006, Clemson University began using a pooled fringe rate methodology for calculating fringe benefit expenses. In preparation for accounting for fringes, an additional field has been added to the PSP budget panel (see example below). The latest Benefit Program will be downloaded in this field from the HR record, but for those positions you add, i.e. vacants, students, or new, you will have to enter an associated Benefit Program. The Benefit Program will tie to a fringe code and be used to calculate the fringe expense amount that will be accumulated and transferred to the budget worksheet. Updates or new records may not be saved until the Benefit Program is entered!

  24. Addendum B Benefit Program Codes

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