PLEASE READ THIS INTRODUCTORY PAGE BEFORE YOU PROCEED FURTHER!!

Transcription

1 SETTING UP LUMP SUM AND VACANT POSITIONS IN POSITION BUDGETING PLEASE READ THIS INTRODUCTORY PAGE BEFORE YOU PROCEED FURTHER!! Vacant positions, of which there are basically three types, are added to the Position Control Table (PCPAYTBL) through the PCPAYTBL screens in Position Budgeting. Benefits are calculated via an employee ID or the JOB ID depending on the RECORD TYPE, which carries a package of benefits. Employee IDs or JOB IDs can be created, for budgeting purposes, such as certificated benefit ID, classified benefit ID, manager benefit ID and so on. Details of these procedures are outlined in the following pages. TYPES OF POTENTIAL VACANT POSITIONS Budgeting for each type in IFAS is procedurally different. All three types of procedures are documented here as a guide for the user. Some consistency in naming convention for vacant positions is advisable since if these instructions are followed accurately, redundancy is minimized. Packages of benefits for example, can be used on multiple positions eliminating the need to create unique benefit packabes for each position. The user is free to choose any naming convention they wish however, be consistent and descriptive, as the importance of this will become quickly apparent. 1. Lump Sum positions for such expenditures as overtime, extra duty and substitutes where we want the IFAS System to calculate and account for benefits. 2. New positions for which there is no existing PCN, and the new position has received board approval for the upcoming budget year 3. A truly vacant position which has an assigned PCN in payroll (HR/PY), and vacant because the position has not yet been filled. There are three additional conditions that would require the budgeter to create positions in Position Budgeting. Procedurally the process is similar to creating lump sum positions. Differences are noted in summary form at the conclusion of the LUMP SUM instructions These conditions are: 1. The person or position did not import from HR/PY. 2. The position imported properly but the person has since vacated the position. 3. A new position is allocated for the upcoming budget year and the job ID and location numbers exist in HR/PY and we need to add another PCN. ONE ADDITIONAL NOTE Whether you choose to create your lump sum budget positions in your working budget model or use a separate Lump Sum model, these instructions will assure you accurate and descriptive positions for the purpose of budgeting. IMPORTANT: We are about to create Position Control Numbers for each of our anticipated vacant positions for which we need to budget lump sum funds for, in the upcoming budget year. If you are not creating this type of vacant position as described in the beginning of this section, then you must not proceed further with these steps. Instead, contact HR/PY to determine if, in fact, a PCN already exists and/or a Job ID exists. If this is the case then proceed to the section in this document that is entitled appropriately identifying the type of vacant position you need to set up in Position Budgeting. Page 1 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

2 CREATING LUMP SUM VACANT POSITIONS It is important to follow these steps sequentially as the procedures are a building process rather than a building event. These INSTRUCTIONS are for lump-sum positions such as substitutes, coaches, etc. If you are budgeting for any other type of vacant position, proceed to the appropriate instructions! 1. If you happen to be in IFAS TRIAD Position Budgeting update screens already, press F4 to initiate the screen selection menu. At the IFAS Explorer Main Menu, key in TDPBUPUP in the type ahead/history box or maneuver to TRIAD, PBUP: Update Stored Data in the menu tree and double-click. 2. Press F4 to initiate the screen selection menu. 3. Select PBBENTBL from the menu (arrows to maneuver) and press ENTER. a. At the PBBENTBL screen, press F3 to initiate the Select Options menu. Choose Select New and press ENTER. b. Enter your Model ID and press ENTER. Verify that this table contains all applicable district benefit programs and contributions. These have been imported from HR/PY or copied from another model. and if any are missing or there are new ones for the upcoming budget year that are not included in this table, you must add the missing benefit plans before proceeding to the next step. Follow the instructions on page 3 on ADDING A NEW BENEFIT PLAN TO PBBENTBL and DEFINING A NEW CDH CODE IN PBCDHVEC, then return HERE and go on to Step Press F4 to bring up the screen menu. Arrow to the PCEMPTBL screen selection bar, and press ENTER. 5. At the PCEMPTBL screen Press F3 to bring up the options menu. Choose, Select New and press ENTER. ENTER your Model ID and press ENTER. This screen is where we will add fictitious Employee ID s to be used for assigning benefit packages to different types of vacant positions. 6. Press F7 to enter Add mode. Enter the Employee ID s according to the naming convention below or create a naming convention that will appropriately identify the typical benefit plan package. This name describes the benefits to be associated with upcoming PCN s. Use your TAB key to maneuver through the fields. FIRST DIGIT IS A ZERO Employee (Benefit) ID Description Typical Benefit Plan Associations (ZERO) STH Vacant w/strs and Health/Welfare STRS, MEDI, SUI, BCERRG, DDPERRG, VSPERRG, PRLFERRG NSTNH Vacant NO STRS and NO Health and Welfare FICA, MEDI, SUI STNH Vacant w/strs and NO HW STRS, MEDI, SUI PRH Vacant w/pers and HW PERS, FICA, MEDI, SUI, BCERRG, DDPERRG, VSPERRG, PRLFERRG, PERS RED PRNH Vacant w/pers and NO Health and Welfare PERS, FICA, MEDI, SUI, PERS RED NPRNH Vacant NO PERS or HW FICA, MEDI, SUI Page 2 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

3 ADDING A NEW BENEFIT PLAN TO PBBENTBL Follow these instructions only if you need to define a CDH code and add a new benefit plan to PBBENTBL Note: If your CDH code is not defined in the PBCDHVEC screen, you must first define any new CDH code there and then proceed to adding an new benefit plan to PBBENTBL. Go to the instructions on the next page on Defining a new CDH code in PBCDHVEC, then come back here to proceed with adding a new benefit plan to PBBENTBL. I. At the PBBENTBL screen enter the ADD mode. Press F7 in necessary II. ENTER the appropriate Model ID, Entity ID,Plan Name, description, CDH code, Object Code, Plan Dates, Rate (if applicable),(skip #Hrs) Amount/Percentage (if applicable), AXP, and Frequency (Fq). Note that several benefit plans can be entered on one screen. III. When all information is entered, press ENTER, verify as requested and press ENTER again to complete the entry. You may now proceed with Step 4 in the instructions for creating lump sum vacant positions. DEFINING A NEW CDH CODE IN PBCDHVEC Do this only if you are entering a benefit plan that has NOT been defined in PBCDHVEC. a. At the PBCDHVEC screen, in the ADD mode, enter your Model ID, the new CDH code, the appropriate Post Code, and a Y in the Active field box. b. Press ENTER, verify as requested, and press ENTER again to complete the entry. You may now proceed to PCBENTBL and proceed with the entry of a new benefit plan. RESUME THE INSTRUCTIONS FOR CREATING LUMP SUM VACANT POSITIONS Page 3 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

4 7. In the Employee Name field key in a description beginning with the word VACANT or VAC. See the illustration above. 8. In the Barg Unit field ENTER NONE and in the Calendar field, key in NONE. Repeat this process for each Employee Benefit ID. You will enter ONE Employee Benefit ID per screen. After entering the required information in each screen, press ENTER, verify your entry and press ENTER again to complete the transaction. Note: It is a good idea at this point to create the unique Employee ID s required for all of our vacant position types. Go to the section entitled CREATING VACANT POSITON EMPLOYEE IDS and follow those instructions. Then come back to this section and go on to step nine. 9. From the PCEMPTBL screen, press F4 to initiate the screen menu. Arrow to PCBENCOD and press ENTER. If your Model ID transferred over you can skip pressing F3 to choose Select New, entering your Model ID and pressing ENTER. If another Model ID appears in that field, do not skip pressing F3 and so on. At the PCBENCOD screen you will assign benefits to the Employee Benefit ID s you have just entered into PCEMPTBL. 10. At the PCBENCOD screen press F3 to bring up the Options menu, choose, Select New, press ENTER, key in your Model ID, press ENTER, verify you are in the Add mode (press F7, if not), and you are ready to enter the data. a. Enter the appropriate Employee Benefit ID created in Steps 6-8 above, one at a time. b. TAB to the Plan field and in the Plan field press F1 to display a list of the available benefit plans imported from the HR database or that you have added. Arrow to the appropriate plan and press ENTER. It will now appear in the Plan field in the PCBENCOD screen. c. TAB to the Obj field and ENTER the appropriate Object Code. d. TAB to the Desc field and enter a benefit description. e. TAB through the remaining fields and the $, Fq, AXP, and Dtes fields will automatically be populated with the information attached to that benefit plan. Do this for every plan associated with that Employee Benefit ID. Page 4 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

5 f. TAB to the PstTO field. ENTER PTB meaning to Post To Benefits. No more entries are required. Go on to entering the next applicable plan for this Employee Benefit ID package. Check the AXP Code and the Dates for accuracy. If you have more plans than fit on one page, press ENTER when the page is full, verify, and press ENTER again. Finish your entries on the next screen. g. Once the benefit plans for each Employee Benefit ID are completely entered, press ENTER, verify data, and press ENTER again to post the benefits to that Employee Benefit ID. Do this for each Benefit Employee ID created. Next, we need to create and enter Job IDs to budget for each of the anticipated vacant positions. From the PCBENCOD screen, press F4 to bring up the screen selection menu. 11. Choose the PCJOBTBL screen (arrows maneuver cursor) and press ENTER. Press F3 to bring up the options menu, choose Select New and press ENTER. Key in your Model ID and press ENTER. Press F7 to enter the Add mode. 10. Use the following naming convention as a guide and enter the first Job ID in the field box. Press Tab. The description will automatically populate the description field. NOTE THAT THE FIRST CHARACTER OF THE JOB ID MUST BE THE ONE DIGIT DISTRICT IDENTIFIER Job ID Description Job ID Description xsub1 Certificated Substitutes xsub2 Classified Substitutes xath1 Certificated Coaches xath2 Classified Coaches xxtr1 Extra Duty Certificated xxtr2 Extra Duty Classified xovt1 Overtime Certificated xovt2 Overtime Classified xsum1 Summer Certificated xsum2 Summer Classified a. ENTER the Work Cmp Cd: for each Job ID; enter WCOMPCE for a certificated position and WCOMPCL for a classified position. b. In the Bargaining Unit field enter the Bargaining Unit if you know it or, enter NONE. (required field, do not leave blank!!) c. Leave the Salary Index: field blank. d. In Benefit Employee field enter the benefit employee ID (From the ones you created in Steps 6-8) that represents the unique package of benefits for this job. e. Press ENTER, verify, and press ENTER again to complete the entry. 11. Let s review what we have done up to this point. We have created the Employee Benefit ID s for our vacant positions in PCEMPTBL, assigned benefits to those ID s in PCBENCOD, created the JOB ID s for these positions in PCJOBTBL and now we must create the positions in PCPOSTBL. Page 5 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

6 READ THIS: It is important to note that the Position Control Number is subject to a rigid naming convention in the live HR/PY environment. It is illustrated here for purposes of creating positions in budgeting for the upcoming year. While just about any entry into IFAS can be modified or corrected, it is critical to be consistent between payroll and budgeting in creating PCN s. Duplication or inconsistency here will cause problems. Make sure communication between your organization s payroll and human resources staff and your accounting and budgeting staff is efficacious. a. From the PCJOBTBL screen, press F4, maneuver to PCPOSTBL, press ENTER, press F3, choose Select New, key in your Model ID, and press ENTER. Here is where we will assign the Position Control Number (PCN), and associate the appropriate Job ID as defined in PCJOBTBL, to the position. You must be in the ADD mode. Press F7 if you need to switch. b. At the PCPOSTBL screen, enter a PCN using this naming convention: First Two Characters: Location SITE Code IF YOU DO NOT KNOW THE SITE CODE FOR YOUR SITE, VISIT THE PCLOCTBL SCREEN OR IF THIS IS A NEW SITE, CREATE THAT SITE FIRST IN PCLOCTBL Characters 3 7: ID of Position/Job from PCJOBTBL (Remember, the first character of the Job ID MUST BE YOUR DISTRICT IDENTIFIER) Last three Characters: Numeric counter only! For example, 300SUB1001 represents site 30, 0SUB1 is the Job ID from PCPOSTBL, and 001, is the first PCN created for this position. 12. Enter a description of the PCN, the Position code AND a description (must be the same number code and description as your PCN), a CE or CL Pos Type and the Job ID from PCJOBTBL. a. ENTER the Location Site number. (1 st two digits of the PCN) Skip Department. b. ENTER the Bargaining Unit if you know it; otherwise enter NONE. (required) c. ENTER the dates OF THE YEAR YOUR INFORMATION COMES FROM, NOT YOUR BUDGET YEAR. d. Press ENTER, verify information as indicated, and press ENTER AGAIN to create the position in PCPOSTBL. DO THIS FOR EACH OF THE JOB ID S CREATED IN PCJOBTBL. WRITE DOWN YOUR NEWLY CREATED Position Control Number NOW! YOU WILL NEED IT FOR FURTHER STEPS. 13. The final step in the creation of vacant positions require the addition of the new positions in PCPAYTBL. Proceed as follows: USE THE TAB KEY TO MANEUVER FROM FIELD TO FIELD. Page 6 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

7 a. At the PCPOSTBL screen press F4 to activate the screen selection menu. Maneuver to PCPAYTBL and press ENTER. b. To Add a record, press F7 to enter Add Mode, verify your Model ID transferred to this screen. If not, press F3, enter your Model ID and press ENTER to bring up your model. c. Enter the Employee Benefit ID or the Vacant Position ID created in PCEMPTBL in the Employee ID field. d. Enter the Record Type in the RecTp field. (VC for Vacant Position, PM for a Permanent Position). REQUIRED IMPORTANT!! Please Read before proceeding. The Record Type tells the IFAS software where to look for benefits. A record type of VC(vacant) tells the software to look to the Job ID for Benefits. A record type of PM(Permanent Monthly) on the other hand tells the software to look at the Employee ID for Benefits. To utilize the various packages of benefits created earlier for more than one position you must have created the Employee ID s for vacant positions indicated in Step 8. You can use the benefit package IDs over and over using different Employee IDs. When using benefit packages more than once with different Employee IDs use the position type VC; when adding a position with unique benefits, use a PM record type so the software will look at Employee ID for benefits. e. Enter the Pay DT and Calc DT dates of the Data Source Year, NOT the Budget Year. f. Enter the PCN created in PCPOSTBL in the PCN and Pos fields. g. Enter the FTE(Position FTE) and the TtlFTE(Person Total FTE) expressed as a whole number; most vacant positions will be h. Skip over Rt% and Payclass and enter the Calendar if known or NONE in the Calendar field. i. Skip over Days Override, and enter the number of days assigned to the position expressed annually. j. Enter the number of hours per day assigned to the position in the Hours field. k. Enter the Salary Index for the position in the Index field. (Press F1 to bring up list if necessary). AXP and Amt will auto-populate based on Salary Index. l. If there is an additional flat compensation, add the detail to the PBBENCOD, reset the PCPAYTBL calc flag to Y and after you have done this for all applicable records, run the UTILITY RA: Re-calc PCPAYTBL Addl Benes (TDPBUTRA). m. Enter a 1 in the SchdTp field. Enter the Period Type (F1 for a list) in the Perd Tp field (usually M for monthly). n. Enter the Job Code as defined by PCJOBTBL for the Benefit Employee ID s. Page 7 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

8 o. Skip over the DT Ratio box as this is auto-populated and you cannot make entries anyway. p. Enter the appropriate Workers Comp. Code. (WCOMPCE OR WCOMPCL) q. Enter the Bargaining Unit if known or NONE in the Barg: field. Enter the Site Location Number in the Loc: field. r. Enter an N in the Override field. s. Skip the Max Step field and enter Y in the Calc: field (if necessary). t. Skip the Special field and enter a Y in the Dist field to enter the Org keys, Obj Codes, and Percentages assigned to this record. u. Enter the Ledger (Your two digit District Number). v. Enter the Org Key, Object Code, and Percent Allocation. The Misc field is not required. w. When you are finished with all Org Key/Object Code/Percentage entries, press ENTER. You will be taken BACK to the PCPAYTBL screen where you will finish some date entries. x. Enter the Sal Inc Dtes 1 only, the next date the employee is eligible for an increase. y. Enter the Sal Index Lookup Dates (the dates of the imported data used in the budget model). Do EACH OF THESE STEPS for each of the vacant positions you need to budget for. REMEMBER TO RECALCULATE YOUR MODEL Page 8 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

9 POSITION BUDGETING FOR NEW REAL POSITIONS WHERE NO PCN OR JOB NUMBER EXIST IN PAYROLL/HUMAN RESOURCES The process of creating a vacant position for a real position is quite similar to that of creating a vacant position for lump sum budgeting. There are of course a few differences. As we describe here the procedures for real positions, we will refer to the steps for lump sum vacant position budgeting where possible to avoid duplication of effort. Keep your TipSheet handy as well because as you become more familiar with these screens and menus, you will see the logic of this process and the need to reference the complete documentation will diminish. 1. First, we visit the PCEMPTBL screen, Step 3 in the lump Sum documentation. Here, we will enter a REAL Employee ID instead of the fictitious ID created for the lump sum positions. Obtain or create the REAL Employee ID in concert with HR/PY. 2. Since this is a REAL New position, if you have an actual PCN/Job ID from HR, visit the PCBENCOD screen and build the necessary benefits for this employee using the procedures outlined on Page 4, Pp 10. I you do not have a PCN/Job ID you can use one of the package of benefits you created earlier and substitute a VC for the record type. 3. From PCBENCOD, go to PCJOBTBL. Here you will enter the NEW JOB ID for the NEW POSITION. Again, this number must be consistent with HR/PY so collaboration between departments or staff is imperative. 4. Proceed now to the PCPOSTBL screen. Here you will complete the input of the PCN number just as you do for lump sum vacant positions. These procedures are located in Steps Note the highlighted notation regarding the location code. If the location code is known, you can skip visiting this screen. 5. Finally, you must enter the NEW REAL Position in PCPAYTBL just as you did for lump sum vacant positions. The differences are that you have a real Employee ID and a REAL PCN otherwise, the process is exactly the same. POSITION BUDGETING FOR VACANT, UNFILLED OR PARTIALLY FILLED POSITIONS WHERE A PCN/JOB ID ALREADY EXISTS IN HR/PY This procedure is the same as that of a new position only you will use the existing PCN/JOB ID from HY/PY. 1. Enter the Employee ID in PCEMPTBL, 2. Enter the associated benefits for this ID in PBBENCOD, 3. In PCPOSTBL, verify the PCN exists, 4. Enter the position in PCPAYTBL. Use the Employee ID and PCN of the existing HR/PY record. If you are adding/modifying to a position that previously was only partially filled, use the percentage field in PCPAYTBL to modify or correct the FTE. 5. The entry of the position into PCPAYTBL is all that is necessary for this position to be included in the budget. Page 9 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

10 POSITION BUDGETING FOR NEW VACANT POSITIONS WHERE THE JOB ID EXISTS IN HR/PY, BUT A NEW PCN MUST BE CREATED 1. Obtain the appropriate Employee ID and existing Job ID from HR/PY. 2. ENTER the Employee ID into PCEMPTBL. 3. Associate an appropriate package of benefits to the Employee ID in PCBENCOD. 4. Enter the Job ID in PCJOBTBL. 5. Enter the position with its complete PCN into PCPOSTBL. 6. Finally, enter the position into PCPAYTBL. POSITION BUDGETING FOR POSITIONS/PERSONS THAT DID NOT IMPORT If a position exists in HR/PY but did not come into Position Budgeting upon import you need to determine if import specifications caused this or if there was simply a missing record. If you determine that import specifications caused the deficiency, you will want to discuss with the appropriate IT person. If however, it was simply a record that, for no apparent reason, did not import and a re-import is unnecessary, then this missing position is added in the exact same manner as we add a position to position budgeting that has an existing PCN in HR/PY. See the instructions for Position Budgeting for Vacant, Unfilled, or Partially Filled Positions Where a PCN/JOB ID Already Exists in HR/PY POSITION BUDGETING FOR POSITIONS THAT EXIST IN PB BUT, THE PERSON HAS SINCE LEFT THE POSITION This is a procedure that is very simple. The most powerful screen in Position Budgeting is the PCPAYTBL screen. Any record properly created or imported in Position Budgeting can be modified in PCPAYTBL. To change a person occupying a position: 1. Enter the New Employee ID in the PCEMPTBL screen. See Step Enter a package of Benefits for this Employee ID in PCBENCOD. See Steps Go to PCPAYTBL, and in BROWSE Mode enter the new Employee ID directly into the old record and make any other changes such as Salary Index, Stipends etc. Press ENTER, Verify the information and press ENTER again to complete the transaction. Exit PCPAYTBL, and re-enter by pressing F3, Select Refresh to verify the modifications. Page 10 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM

11 Index-Setting up Lump Sum and Vacant Positions in Position Budgeting SUBJECT PAGE Introduction... 1 Definition of Types of Vacant Positions for Budgeting... 1 Additional Notes... 1 Creating Lump Sum Vacant Positions Employee Benefit ID Table... 2 Adding a New Benefit Plan to the Benefits Table (PBBENTBL)... 3 Defining a New CDH Code in PBCDHVEC (CDH Vectoring)... 3 Note on Creating Vacant Position Employee IDs... 4 PBEMPTBL Entries (Employee ID Table)... 2 PCBENCOD Entries (Employee Benefits Record)... 4 PCJOBTBL Entries (Job Table) PCPAYTBL Entries (Position Pay Table Record) Record Type Importance... 7 New Positions No PCN/Job ID... 9 Unfilled Position Existing PCN/Job ID... 9 New Positions Job ID Exists in HR/PY...10 Positions That Did Not Import...10 Positions Exist in PB Position Vacated...10 Page 11 of 11 VACANT POSITIONS IN PB.doc Last printed 5/22/ :21 PM