Employee sheet

Overview

The Employee sheet is for departments to budget at the employee level, and operates similarly to the JobCode sheet. No volume adjustments are included in the salary calculations. This sheet combines the data from the Employee Listing and Employee sheets.

Employee Sheet

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This sheet is comprised of three main areas:

Summary

This area displays at the top of the sheet and provides an overview of the FTE totals, target, and FTEs from the budget target. It also shows you the paid hours and the productive percentage. This provides a quick and easy way to ensure that your numbers are on track without having to dive into the details.

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Jobcode Statistics

This section displays all of the statistic values related to the job codes in the department, including the following:

  • Departmental paid totals
  • Total float staff
  • Total program additions
  • Total position changes
  • Total productive FTEs
  • Total non-productive FTEs

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Jobcode summary and details

Most of the sheet is comprised of the individual job code values. By default, the sheet displays only a summary view that includes the total productive, non-productive FTEs as well as the total FTEs for the job code.

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To view the job code details, double-click the Double click to show details cell. From this expanded section you can view specific details about the job code as well as a list of all the employees assigned the job code.

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Keep in mind the following:

  • Non-FTE-related pay categories are added during the interface process within the job code block and use a dollars-per-productive-hour or input monthly methodology.
  • You can make monthly adjustments to FTEs to model staging of staffing changes.
  • For contract labor, you must enter requests for contract labor FTEs. No default to YTD is made.

IMPORTANT: If you add a new calc method to a labor method sheet (such as adding new job code pay type) and you do not include any calculated hours and dollars, then the calc method will not be included the next time the budget plan file is rebuilt.

Sheet columns

The following table provides descriptions for the columns in this sheet:

Column Name Column Letter Description
Job Code A The job code identification number number (using Jobcode.KHABgtCode).
Employee ID F The identification number of the employee.
Current Rate G The hourly rate as of the start of the budget process.
Start Rate H The hourly rate as of the start of the new budget year. This includes any salary increases expected to occur in the remainder of the current year.
End Rate I The hourly rate as of the end of the budget process. This includes all salary increases through the end of the budget year. This is calculated using the last month of the budget as this would contain the effective rate of all merit & market adjustments.
Alloc Rate J Calculated based upon YTD actual % of total FTE. You can make adjustments to allocate NYB FTEs for salary calculations.
Sched K Scheduled FTEs from the labor master file or CYB FTEs depending on the configuration option chosen in the Budget Configuration Assumptions driver file.
YTD Actual L Year-to-date FTEs from the Payroll26 database.
Month-Month Projected (FTEs) M Projected FTEs for the remaining months of the current fiscal year. Initial FTE allocation is the same as YTD.
FY20XX Budget (FTEs) N Starting point matches projected FTEs. You can make monthly adjustments the Month-Year FTEs columns (columns S-AD).
Month-Month Projected (Dollars) O Projected dollars for the remaining months of the current fiscal year.
FY20XX Budget (Dollars) P Projected dollars for the budget year.
Notes Q Enter comments for the line item, as needed.
Spread Method R Select a spread method for the pay type, as needed.
Month-Year FTEs S-AD

Enter a percentage of each FTE factor to the total factor. For example, let's say that the FTE factor for month one is 177 divided by the FTE factor for the year of 2080 or 2086. It usually ranges around 8% or so per month.

NOTE: Not all pay types allow you to update the spread amount.
Month-Year Hours AG-AS Hours spread across months, including total budgeted hours.
Month-Year Dollars AT-BF Dollars spread across months, including total budgeted dollars.
Month-Year FICA BH-BT FICA spread across months, including total budged FICA.
Projected FICA BW Total projected FICA amount.
Month-Month Hours BX Total budgeted hours for the remaining months of the fiscal year.
Month-Month Dollars BY Total budgeted dollars for the remaining months of the fiscal year.

The following sections include instructions on performing specific actions in this sheet.

Updating projected and budgeted FTE for an employee

To update projected and budgeted FTE for an employee:

  1. Navigate to the job code assigned to the employee, and double-click Double click to show details.

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  2. In the Month-Month Projected (column M) and FY 20XX Budget (column n) columns, update the FTE values for the employee, as needed.

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  3. In the Notes column (column Q), enter comments, as needed.
  4. After making your changes, in the budget file Navigation panel, click Save Budget.

Updating projected FTEs for float staff/inactive employees, program additions, and position changes

To update projected FTEs for float staff/inactive employees, program additions, and position changes:

  1. Navigate to the job code, and double-click Double click to show details.

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  2. In the Month-Month Projected column (column M) for the Float Staff/Inactive Employees, Program Additions, and Position Changes line items, as needed.

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  3. In the Notes column (column Q), enter comments, as needed.
  4. After making your changes, in the budget file Navigation panel, click Save Budget.

Updating the allocation rate for a job code pay type

To update the allocation rate for a job code pay type:

  1. Navigate to the job code, and double-click Double click to show details.

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  2. In the Alloc Rate column (column J), enter a percentage for each line item, as needed.

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  3. In the Notes column (column Q), enter comments, as needed.
  4. After making your changes, in the budget file Navigation panel, click Save Budget.

Updating the spread method for a job code pay type

To update the spread method for a job code pay type:

  1. Navigate to the job code, and double-click Double click to show details.

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  2. From the Spread Method column (column R), select the spread method to use.

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  3. In the Month-Year FTEs columns (columns S-AD), make adjustments, as needed.

    NOTE: The spread methods available are configured by your organization.

  4. After making your changes, in the budget file Navigation panel, click Save Budget.

Adding a new employee

To add a new employee:

  1. Navigate to the job code to add the new employee, double-click Double click to show details.

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  2. Double-click Double Click to Insert New Employee.

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  3. Enter information in the following columns, as needed:
    • Employee Name (column E)
    • Employee ID (column F)
    • Current Rate (column G)
    • Start Rate (column H)
    • Month-Month Projected (FTE) (column M)
    • Notes (column Q)
    • Month-Month FTE columns (columns S-AD)
  4. After making your changes, in the budget file Navigation panel, click Save Budget.

Adding contract labor

To add contract labor:

  1. Navigate to the contract labor job code.

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  2. In the Current Rate column (column G), enter the hourly rate for the contract labor.
  3. In the Start Rate column (column H), enter the starting rate.
  4. In the Month-Month Projected (FTEs) column (column M), enter the projected FTE value.
  5. In the Month-Year FTEs columns (columns S-AD), enter the FTE spread across months.
  6. After making your changes, in the budget file Navigation panel, click Save Budget.

Adding a new pay type for a job code

To add a new pay type for a job code:

  1. In the job code in which to add the new employee, double-click Double click to show details.

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  2. Double-click Double Click to Insert New Pay Type.

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  3. From the Insert Calc Method(s) in sheet Employee dialog, select one of the following calc methods, and click OK:

    • Add New AvgPer Paid Hr PayType - Calculates other non-FTE related pay based on the relationship to paid hours in the job code block. Monthly spread will be based on the spread of paid hours.
    • Add New AvgPer Prod Hr PayType - Calculates other non-FTE related pay based on the relationship to productive hours in the job code block. Monthly spread will be based on the spread of productive hours.
    • Add New Input Monthly PayType - Calculates other non-FTE related pay by typing in the monthly totals.

  4. Do the following based on the calc method you selected in step 3:

    Calc Method Steps

    Add New AvgPer Paid Hr PayType

    Add New AvgPer Prod Hr PayType
    1. In the Calc Method Variables dialog, enter a pay type or click Choose Value to select a pay type, and then click OK.
    2. In the Start Rate column (column H), enter the hourly start rate.
    3. In the Notes column (column Q), enter comments, as needed.
    4. Repeat steps a-c for each pay type to add.
    5. When you finish making changes, in the budget file Navigation panel, click Save Budget.
    Add New Input Monthly PayType
    1. In the Calc Method Variables dialog, enter a pay type or click Choose Value to select a pay type, and then click OK.
    2. In the Month-Month Projected (Dollars) column (column O), enter the projected dollars.
    3. In the Notes column (column Q), enter comments, as needed.

    4. In the monthly budget (columns AT-BE), enter values for the applicable months.

    5. Repeat steps a-d for each pay type to add.
    6. When you finish making changes, in the budget file Navigation panel, click Save Budget.

Adding a new job code to a department

To add a new job code to a department:

  1. Navigate to the end of the job code listing, and double-click Double Click to Insert New Job Code.

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  2. In the Calc Method Variables dialog, enter a job code or click Choose Value to select a job code, and then click OK.

  3. To enter adjustments to allocate NYB FTEs for salary calculations, click Double Click to Show Details.

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  4. From the details section, do any of the following:
  5. When you finish making changes, in the budget file Navigation panel, click Save Budget.

Adding a new department pay type

To add a new department pay type:

  1. Navigate to the bottom of the sheet, and double-click Double Click to Insert New Dept Pay Type.

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  2. From the Insert Calc Method(s) in sheet Employee dialog, select one of the following calc methods, and click OK:

    NOTE: The dialog includes fields that are not enabled at this time.

    • Dept_AvgPerProdHr - Calculates other Non-FTE related pay based on the relationship to productive hours in the department. Monthly spread will be based on the spread of productive hours.
    • Dept_InputMonthly - Calculates other Non-FTE related pay by inputting monthly amounts for the department.
    • Dept_InputTotal - Calculates other Non-FTE related pay by typing in a total for the department. Monthly spread will be spread evenly by month.

  3. Do the following based on the calc method you selected in step 2:

    Calc Method Steps

    Dept_AvgPerProdHr
    1. In the Calc Method Variables dialog, enter a pay type or click Choose Value to select a pay type, and then click OK.
    2. In the Budget column (column H), enter the hourly start rate.
    3. In the Notes column (column Q), enter comments, as needed.
    4. Repeat steps a-c for each pay type to add.
    5. When you finish making changes, in the budget file Navigation panel, click Save Budget.
    Dept_InputMonthly
    1. In the Calc Method Variables dialog, enter a pay type or click Choose Value to select a pay type, and then click OK.
    2. In the Month-Month Projected (Dollars) column (column O), enter the projected dollars.
    3. In the Notes column (column Q), enter comments, as needed.

    4. In the monthly budget (columns AT-BE), enter values for the applicable months.

    5. Repeat steps a-d for each pay type to add.
    6. When you finish making changes, in the budget file Navigation panel, click Save Budget.
    Dept_InputTotal
    1. In the Calc Method Variables dialog, enter a pay type or click Choose Value to select a pay type, and then click OK.
    2. In the Month-Month Projected (Dollars) column (column O), enter the projected dollars.
    3. In the FY 20XX Budget (Dollars) column (column P), enter the projected budgeted dollars.
    4. In the Notes column (column Q), enter comments, as needed.
    5. Repeat steps a-d for each pay type to add.
    6. When you finish making changes, in the budget file Navigation panel, click Save Budget.
See also