New Position Information Page
Use this page to add position records to Personnel Budgeting's Position table. Later, when your budget is complete, you can copy these records to the Position Control System using Post to Position Control.
Menu Path: Personnel Budgeting > Entry & Processing > Personnel Budgeting > Position Control > click Add New
Applying FullTime Equivalency Values
Three fields in position records use fulltime equivalency (FTE) units: Authorized FTE's, Occupied FTE's, and Default FTE. An FTE unit represents the ratio of time an employee works relative to full-time (1.0 = full-time). For example, if three employees work 100 hours per week and your work week is 40 hours, the FTE units for the three would be 2.5 (100 ÷ 40).
Filling and Vacating Positions
The Authorized FTE's field in a position record sets the number of positions that may be filled. Whenever a position is assigned to an employee, the rate's FTE value is added to the Occupied FTE's field.
- If the occupied FTE's are less than the authorized level, the difference between the number of authorized and occupied positions is the number of vacant positions.
- If the occupied FTE's exceed the authorized level, the position is overfilled.
In the case of overfilling a position, the result depends on the setting in the Human Resources Profile's Position Control field:
Y - Use Position Control - Prevents overfilling positions; that is, a position's Occupied FTE's cannot exceed its Authorized FTE's.
N - Do Not Use Position Control - Does not allow the use of positions. This setting applies if Position Control is not installed.
T - Tracking Mode - Allows overfilling positions, but the system issues a warning whenever the Authorized FTE's are exceeded.
FTE values are subtracted from the position's Occupied FTE's field whenever a position is vacated. This works the same in Human Resources as it does in Personnel Budgeting. The difference is that in developing your budget, you can adjust your staffing levels by filling or vacating positions as needed.
Posting Positions to Position Control
When you create a position, keep in mind that the Post to Position Control option posts the following information to Position Control:
- FTE values for vacant positions in Personnel Budgeting overwrite existing values in Position Control.
- Accounting distributions affect existing employees under Position Control as well as vacant positions.
For details on posting positions, refer to Post to Position Control.
Adding a position record
- Select Personnel Budgeting > Entry & Processing > Personnel Budgeting > Position Control to display the Position Information page.
- Click Add New to display the New Position Information page.
- Complete the page's fields.
- To save the record, click OK in a blank Project field.
Fields | Description |
|---|---|
Job Class | Code identifying a job class in Personnel Budgeting’s Job Class table. The class you select must be under Position Control. |
Position Number | Code identifying a position record in combination with the job class code. Position codes provide an additional breakdown of classifications, allowing you to budget personnel costs by department, location, and other factors. Character/12 |
Description | Description of the position.Character/35 |
Authorized FTE’s | Number of positions authorized for this class/position in terms of full‑time equivalency (FTE) values. One FTE unit represents the ratio of time an employee works in a week relative to full-time. In other words, 1.0 FTE is equivalent to one employee working full-time. Example: The FTE value for a position allowing three full‑time employees and one part-time employee who works 20 hours in a 40‑hour week would be 3.5. |
Occupied FTE’s | Number of employees currently occupying the position as measured in FTE units. The system updates this value every time you assign a position to an employee rate or change the rate’s FTE field. |
Default FTE | FTE value that defaults when you set up a rate for a position. Enter the FTE value that applies to the majority of positions that will be assigned under this record. You cannot enter a value greater than 1.0. When setting up a rate, you can change the default as needed. |
Location | Code identifying the building or site associated with the position. These records are defined in the Personnel > Locations table in Human Resources. |
Vacate Position Days | Days needed to vacate the class and position. |
FTE’s to Open | Number of positions that need to open when the class/position is vacated in terms of full-time equivalency (FTE) values. |
Bargaining Unit | Bargaining unit for this job class and position, if applicable. These codes are defined in the Personnel > Bargaining Units table in Human Resources. Leave the field blank if a bargaining unit does not apply to the class and position. |
Comments | Two lines for entering notes or a detailed description of the position. Character/59 per line |
Position Type | Position type associated with this position. These records are defined in the Payroll > Position Types table in Human Resources. |
Job Description | User-defined description of the job. Character/2000 |
Budget | Budgeted amount for this position in the current fiscal year. The value entered here updates the Budget field in the Position Control System when you run Personnel Budgeting’s Post to Position Control option. |
*Budget Unit* | Low organization charged in Budget Preparation’s Expenditure Ledger for the payroll costs associated with this position. As indicated by the asterisks, the title of this field is defined in the Budget Preparation Profile.
|
Account | Account number used for payroll distribution. The budget unit and account combination identified must exist in Budget Preparation's Expenditure Ledger. |
% | Percentage of the gross rate to distribute to the organization/account being charged, entered as a decimal. The total entries in this column must equal 100 percent (1.0000). |
Project | Project number for distributions if you use project accounting. If not, click OK in the Project field to save the record. As indicated by the asterisks, the title of this field is defined in the Budget Preparation Profile. |
Account | Account number associated with the project. The project and account number combination identified must exist in Budget Preparation's Project Ledger. |
% | Percentage of the pay to distribute to the project/account, entered as a decimal. The total entries in this column must equal 100% (1.0000). |