Employee Position Databases Workshop

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• Employee Position Databases Workshop
• Pennington Biomedical Research Center
• June 6, 2005

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History and Need for the Databases
I. Need of data for faculty salary analysis
and pay raise calculations.
II. Expanded to encompass all non-classified
and classified staff.

• Need of data to estimate funding requirements
  related to personnel items
• Merit raises for classified staff
• Retirement contribution rate changes
• Group insurance costs

IV. Specific salary surveys (i.e., nursing
faculty)
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Review and Discussion of the Classified Employee
Positions Database Data Elements and Instructions
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Classified Employee Positions Salary Detail Rules

• Due September 1, 2005 with salary as of June
  30, 2005.

• Lotus or excel file on diskette or e-mail to
  wsimoneaux_at_regents.state.la.us.

• Should include ALL funded classified positions
  at your institutions (full-time, part-time,
  filled, vacant).

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Classified Employee Positions Salary Detail Rules

• If a position is vacant, you should put vacant
  in the last name field and zero in all other
  employee specific data elements.

• If a person is maxed on their pay scale, put
  09/09/99 as the date of their next merit increase.

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Classified Employee Positions Salary Detail -
Data Elements

• Institution ID The code assigned to your
  institution to be used in the database.

• These codes differ slightly from the codes when
  submitting other information such as SCH to the
  Board of Regents because of the LTC being treated
  as a single campus in the professional employee
  positions database.

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Classified Employee Positions Salary Detail -
Data Elements

• Position Title The positions title as of the
  salary as of date.

• Please make these titles as descriptive as
  possible if your data systems allow.

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Classified Employee Positions Salary Detail -
Data Elements

• Position Number The positions number as
  assigned by the university for this database.

• The number should be unique for each position
  and should remain constant in future submissions.
  

• The Civil Service (SF1) number will not work in
  this fiels. It changes as an individual advances
  in rank while maintaining the same position.

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Classified Employee Positions Salary Detail -
Data Elements

• Employment Type Code Enter P if the employee
  is part-time ((40hrs/week).

• Position Funds Enter F if the position is
  funded and U if the position is unfunded. Only
  included unfunded positions if they are
  temporarily unfunded.

• Salary As of Date The date that the salary
  data is being reported.

• In the annual submission due on September 1,
  this is June 30, of the PY. This should be
  reported in the format MM/DD/YYYY.

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Classified Employee Positions Salary Detail -
Data Elements

• Operating Budget Amount (Unrestricted) The
  amount of the position that is charged to the
  unrestricted operating budget accounts as of the
  salary as of date.

• Restricted Salary Amount The amount of the
  position that is charged to restricted accounts
  such as restricted grants and contracts that are
  not reported in the Operating Budget Amount
  (Unrestricted).

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Classified Employee Positions Salary Detail
Data Elements

• Employee First Name The employees first name

• Employee Middle Initial The employees middle
  initial. Do not enter punctuation. This should
  be one character long.

• Employee Last Name Enter the employees last
  name. If the person has a suffix, you may enter
  it here. (Johnson, Jr.)

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Classified Employee Positions Salary Detail
Data Elements

• Employee ID Number Enter the institutions ID
  followed by the employees personnel number.
  This will eliminate the need to report sensitive
  SSNs, but will insure a unique number across the
  institutions.

• Group Insurance Life Enter the appropriate
  group insurance code.

• Group Insurance Health Enter the appropriate
  group insurance code.

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Classified Employee Positions Salary Detail
Data Elements

• Group Insurance Medicare - Enter the appropriate
  group insurance code. This field will be used to
  tell if a person contributes to the medicare tax
  or does not contribute to the medicare tax.

• Due Date Enter the date that this submission
  is due to the Board of Regents.

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Classified Employee Positions Salary Detail
Data Elements

• Date of Merit Increase The date of the
  employees merit increase for the new fiscal year
  (dates should be from 7-1-05 to 6-30-06). If the
  person is maxed out put 09/09/99.

• Amount of Bi-Weekly Merit Increase Enter the
  amount of the employees merit increase on a
  bi-weekly basis for the new fiscal year.

• Civil Service Level Enter the Civil Service
  level of the employee (ex PS101, GS15, MS57).

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Classsified Employee Positions Salary Detail
Data Elements

• Retirement System Enter the code for the
  employees retirement system.

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Review and Discussion of the Professional
Employee Positions Database Data Elements and
Instructions
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Professional Employee Positions Salary Detail
Rules

• Due November 15, 2005 with salary as of Nov. 1,
  2005.

• Lotus or excel file on diskette or e-mail to
  wsimoneaux_at_regents.state.la.us.

• Should include ALL funded professional
  positions at your institutions (full-time,
  part-time, filled, vacant).

• The database has two distinct sections. It
  includes position specific data elements and
  employee specific data elements.

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Professional Employee Positions Salary Detail
Rules

• If a position is vacant, you should put vacant
  in the last name field and zero in all other
  employee specific data elements.

• Adjunct positions not reported in the
  supplemental salary fields of another position,
  should be summarized as one record in the
  submission. You should fill out all position
  specific data elements, put adjunct in the last
  name field, 11 in the employee level code and
  zero in all other employee specific data
  elements.

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Professional Employee Positions Salary Detail
Rules

• Graduate assistants should be summarized using
  two lines in the submission. One line should be
  used to summarize all graduate assistants working
  in the athletic department and one line should be
  used to summarize all other graduate assistants.
  You should fill out all position specific data
  elements, put either graduate assistants or
  athletic students in the last name field, 10 in
  the employee level code and zero in all other
  employee specific data elements.

• Do not summarize part-time positions. Provide
  one record for each part-time position.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Institution ID The code assigned to your
  institution to be used in the database.

• These codes differ slightly from the codes when
  submitting other information such as SCH to the
  Board of Regents because of the LTC being treated
  as a single campus in the professional employee
  positions database.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Position Title The positions title as of the
  salary as of date.

• Please make these titles as descriptive as
  possible if your data systems allow.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Position Number The positions number as
  assigned by the university for this database.

• The number should be unique for each position
  and should remain constant in future submissions.
  

• If a position has not been assigned a number as
  of the submission date, assign it a temporary
  number such as GRAM001, GRAM002, etc.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Position Spilt A unique letter (from A to Z)
  to designate a position split among multiple
  employees.

• Splits may occur when several TAs are filling
  one teaching position or when someone is
  temporarily filling a position when an individual
  goes on sabbatical. This list is not all
  inclusive.

• Reserve the use of A when there is only one
  person filling a position. Start with B on the
  split positions.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• In essence if a 50,000 position is split
  between 4 people and each person is receiving a
  salary of 12,500, there should be 4 records in
  the database that lists a salary of 50,000 and
  in the position split field you should enter
  B,C,D, and E.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Employment Status Code A for academic 9/10
  month F for fiscal 11/12 month and O for
  other.

• Faculty members teaching for two semesters,
  three quarters, two trimesters, two four month
  sessions or the equivalent are to be reported as
  academic 9/10 month.

• Those faculty who are employed to teach less
  than two semesters, three quarters, two
  trimesters, or two four month sessions are to be
  reported as other.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Employment Type Code Enter P if the employee
  is part-time ((40hrs/week).

• Salary As of Date The date that the salary
  data is being reported.

• In the annual submission due on November 15,
  this is November 1, of the CY. This should be
  reported in the format MM/DD/YYYY.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• The fields that request salary information are
  designed to collect a persons TOTAL annual
  salary regardless of funding source or
  classification.

• Operating Budget Amount (Unrestricted) The
  amount of the position that is charged to the
  unrestricted operating budget accounts as of the
  salary as of date. Make no adjustments for the
  academic/fiscal employment status.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Functional Salary Splits The percent of the
  positions Operating Budget Amount (Unrestricted)
  salary budgeted to the appropriate NACUBO
  functional area code.

• An edit should be run on your data prior to
  submission to make sure that in each position the
  sum of the functional area fields yield 1 per
  position.

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Professional Employee Positions Salary Detail -
Position Specific Data Elements

• Restricted Amount The amount of the position
  that is charged to restricted accounts such as
  restricted grants and contracts that are not
  reported in the Operating Budget Amount
  (Unrestricted), or the Auxiliary Amount. Make no
  adjustments for the academic/fiscal employment
  status.

• Auxiliary Amount The amount of the position
  that is charged to auxiliary accounts. Make no
  adjustments for the academic/fiscal employment
  status.

• Total Base Amount The total amount of the
  position. This should be sum of amounts in
  operating budget, restricted, and auxiliary.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Employee First Name The employees first name

• Employee Middle Initial The employees middle
  initial. Do not enter punctuation. This should
  be one character long.

• Employee Last Name Enter the employees last
  name. If the person has a suffix, you may enter
  it here. (Johnson, Jr.)

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Employee ID Number Enter the institutions ID
  followed by the employees personnel number.
  This will eliminate the need to report sensitive
  SSNs, but will insure a unique number across the
  institutions.

• Retirement Sytem Enter the employees
  retirement system code.

• Group Insurance Life Enter the appropriate
  group insurance code.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Group Insurance Health Enter the appropriate
  group insurance code.

• Group Insurance Medicare - Enter the appropriate
  group insurance code. This field will be used to
  tell if a person contributes to the medicare tax
  or does not contribute to the medicare tax.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Employee Level Code The employee level code.

• The LTC will only use the codes 13-15 to report
  all employees.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Level of Effort The percentage of effort that
  a particular person spends in a certain position.

• Your submission should be edited to verify that
  the sum of this field when aggregated on SSN is
  equal to 1 regardless of the splits in positions
  or campuses. The sum of this field should also
  equal 1 when the database is aggregated by
  position number. This will not apply to persons
  who are employed PT.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Person Operating Budget Amount (Unrestricted)
  The percentage of the amount reported as the
  positions Operating Budget Amount that is
  applicable to the person that you are reporting.

• In our above example where the position is split
  between 4 people and each person receives
  12,500. The entry on each of the 4 records in
  this field would be .25 (12,500/50,000). Assuming
  that the 50,000 is Operating Budget Amounts
  (Unrestricted).

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• When the data is aggregated by position, the sum
  of this field should equal one. If a position is
  split but the sum of the parts do not equal the
  total position, a line must be added to include a
  vacant person to make up the difference.

• In our above example if the position is for
  50,000, but at the time of the submission, it
  was only split by 3 people and each person
  receives 12,500. The entry on each of the 3
  records in this field would be .25, but a line
  would be added as a vacant person to capture the
  last .25.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Person Restricted Amount The percentage of
  the amount reported as the positions Restricted
  Amount that is applicable to the person that you
  are reporting.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Assume that we have a 100,000 position and it
  is funded 30,000 operating budget (unrestricted)
  and 70,000 restricted grants or contracts.
  Further, the position is split equally between 2
  employees (B and C). B gets paid 20,000 from
  restricted funds and 30,000 from operating
  budget (unrestricted) funds. C gets paid 50,000
  from restricted funds. In this field, we would
  report B as .286 (20,000/70,000) and C as .714
  (50,000/70,000).

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Person Auxiliary Amount The percentage of
  the amount reported as the positions auxiliary
  amount that is applicable to the person that you
  are reporting.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• The supplemental salary fields should contain
  information about the actual summer, actual fall,
  estimated spring and any other estimated salaries
  throughout the year.

• The supplemental data should include everything
  that comprises a persons salary from the
  institution or a related organization that is not
  listed in the Operating Budget Amount
  (Unrestricted), the Restricted Amount, or the
  Auxiliary Amount Fields.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Supplemental Salary Operating Enter the
  employees supplemental salary level for summer
  sessions and any other sessions as of the salary
  as of date that runs through the operating
  budget.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Supplemental Salary Other Enter the employees
  supplemental salary level as of the salary as of
  date.

• This category is a catch all category and should
  include all items that comprise a persons salary
  that is not reported in one of the other fields
  above. Items included here are things such as
  compensation from foundations, and extraordinary
  employment contracts (i.e. coaches). If all of
  the reported salary fields were summed for a
  particular SSN, that number should comprise the
  persons total salary regardless of funding
  source or classification.

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Professional Employee Positions Salary Detail
Employee Specific Data Elements

• Administrative Functions Enter the code for
  the employees level of administrative functions.
  Those faculty defined as having at least 50 of
  work duties assignable to functions other than
  instruction, research, public service, or
  libraries. These faculty should include
  chancellors/presidents, deans, and head coaches
  or equivalents.

• Due Date Enter the date that this submission
  is due to the Board of Regents.

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Future Developments

• System structure and data collection.

• Substitute database for operating budget forms.

• Continued review of data items
• -- Positions vs. people issue
• -- Comprehensiveness of compensation data