Personnel Services Planning

1. Personnel Services Planning Training Manual and Reference Guide for 2015YR Salary Roll Development In FPPRD Version 9.0 NOTE INFORMATION 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 Distribution Rows ………………………………………………. 12 Changing Distribution Rows – Fund 18 ………………..………………….. 13 Deleting Distribution Rows……………………..………………………….. 14 Deleting a PSP Budget……………………………………………………... 15 Adding PSP Budgets………………………………………………………. 16 Tables and Queries…………………………………………………………. 19 Addendum A—Benefit Program Code Entry……………………………………… 20 Addendum B—Benefit Program Codes…………………………………………… 21

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 02/28/2014 HPPRD extraction date: Effective Date = 02/28/2014payroll data (the load date) Budget Year = 2015YR Reference # field left blank  The Salary Roll lines with the following criteria: Effective Date = 07/01/2014 Budget Year = 2015YR Reference # = SR15 • 3. CRITERIA REQUIRED FOR INCLUSION IN FY15 BUDGET DEVELOPMENT • Reference Field = SR15 • Effective Date = 07/01/2014 • Budget Period = 2015YR (Do not use MULTYR in Position Budgeting)Once the Salary Roll development process is complete, users should not use the SR15 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 = 07/01/2014 Budget Period = 2015YR •  Reference Number = SR15 Don’t edit Edit

4. ESSENTIAL INFORMATION CLASS, UCLASS, GRAD, and WAGES account codes are included in the salary planning process. Undergrad Student records (Benefits Code ‘NEL”); all other 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 07/01/2014 (effective date) and a 2015YR (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 07/01/2014 by March 28, 2014in 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 marked Complete (C), saved and submitted to your Business Office, updates to salary fields will have to be made on the personnel services panels to change the 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. The PSP module within the CUBS system is interfaced with the budget development worksheets and will be used to load the FY15 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 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. Coding for the PSP panels are as follows: O – The budget is open and the user may make changes to the amounts, add or delete the salary lines, or delete a chartfield line according to instructions. R – The user has marked the budget development line ready for processing. The same availability to make changes still applies. N – Newly added chartfield row. C – The user has marked the budget development line as complete. No changes can be made by the User until the budget development line has been changed to O or R by their Business Office. B – Business Office has completed review. Only the Budget Office may make changes. U – Budget Office has completed review and the budget is ready for final load into Psoft.

5. RECOMMENDED PROCEDURES FOR FY2015 SALARY ROLL DEVELOPMENT • 1. 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 2015YR. 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, as necessary. Repeat this process for each department within your area of responsibility.Remember that only PSP budgets with the “SR15” 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, 2014. Because of timing, it is possible that a position that had been vacant has since been filled and needs to be 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 calculated fields for display only. 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. • 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 2015YR as the PSP Budgets to edit. Please note that Effective Date 2/15/2014 is for review only and cannot be altered. Edit only Effective Date 07/01/2014.

10. UPDATING (Cont’d) 5. The Position Budget displays in the panel. 11 6 7 12 7 8 9 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 07/01/2014 and the Ref Number: SR15 indicates this is a FY15 Salary Roll line. If there are any position budgets that should not be included in the budget development worksheet salary amounts, delete the Bud Rate field, delete the Budgeted AMT field andchange the Department field to 0000. Save your changes. If you are replacing this deletion with a VACANT, refer to Page 2, Item #4. • 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 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 as instructed in #7 above and a new one “added” using the correct EmplID as instructed on Page 19, Item #4. • 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 AMTfor each budget chartfield distribution will be automatically recalculated based on the budgeted percent values once the panel is saved unless lines have been marked Complete (C). 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. REVIEW - HOW TO CHANGE A 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. Notice that the original chartfield line is ‘greyed out’. No changes can be made to the chartfield unless a new row is added. Budgeted AMT and Budgeted Percent changes are still allowed.

14. HOW TO CHANGE A DISTRIBUTION – FUND 18 Important note for ACADEMIC UNITS ONLY: Academic Units will receive a Fund 18 allocation designated for Salary use only in their FY15 budget allocation base. The PSP panel entry chartfield is required to have certain values for payroll distribution: 18-INSTR-UCLASS-XXXX-128-1800000. The Benefits Code is required to be ‘9MO’. Please note the system will not allow VACANT positions to be populated with Fund 18. • 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. 1 4 • Enter new chartfield information in the inserted row. • Delete the row containing previous pay distribution data or change percent. • Click the save button.

15. HOW TO DELETE A 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 • The row is deleted. You will need to make adjustments to either the distribution percent or amounts to finalize the changes to the PSP budget and click save. • You will receive a ‘Warning’ statement stating the budget amount does not equal 100%.

16. HOW TO DELETE A PSP BUDGET 4 3 2 • Make sure the cursor is in any field in the chartfield section of the form. • Delete the Budgeted Amount if the distribution is by amount or the Budgeted Percent if the distribution is by percent. • Delete the Bud Rate amount. • Change the Department to 0000. • Click the save button.Note: Key fields remain populated, however, the PSP budget HAS been deleted and will not load on the Budget Development panels.

17. 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 FY15 Salary Roll, the Budget Period and Effective date have been coded to default as shown. 2

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

19. 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 B • Fill in the panel as needed:A. Reference field = SR15.B. To access the Bud Rate field, click the Change Amt button. • C. Remember to enter the benefits program 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.

20. 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_HOME_DEPT (A, B + E) - A listing of 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. Inputs into the “Ref Number” field should be in SRXX format. (SR15) PSP_PAY_DEPT (A, B + E) - A listing of 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. Inputs into the “Ref Number” field should be in SRXX format. (SR15) PSP_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). Inputs into the “Fiscal Year” field should be in 20XXYR format. PSP_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). Inputs into the “Fiscal Year” field should be in 20XXYR format.

21. 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!

22. Addendum B Benefit Program Codes