This job aid describes the various situations applicable to planning and budgeting for individual employees, whether they are already in a position or are a placeholder for an employee who is to be hired. See Pooled Positions for information about planning for employees in pooled positions.
Planning Scenarios
Employee continuing in same position
New employee filling a To Be Hired position
Employee moving to another entity
Split appointment within same DeptID
Split appointment across entities for an existing employee
Employee Continuing in Same Position
At the beginning of the annual budget process, the CalPlanning team takes Actuals data from UCPath Human Capital Management, applies an increase (if approved), and copies the results to the Operating Budget for the next year. You may edit the Monthly Distribution Rate and/or Distributions as needed.
To help you make your employee roster in the Manage Existing Employees and Job Codes form consistent with the Actuals data in UCPath, the Review HCM Data to Add to Plan form is made available at the beginning of the annual budget process. This form shows data for employees in the selected Org with one row for plan data (in CalPlanning) and another for HCM data (actuals from UCPath). A third row calculates the variance between Plan and HCM. With this layout, you can identify:
- Employees in your plan that are not in UCPath
- Employees in UCPath that are not in your plan
- Employees in your plan that have a material variance from UCPath for Monthly Pay Rate and/or Distributions
You can choose which data to copy into the plan. See Copy HCM Data to HCP Job Aid for details.
Employee Leaving
When an employee is leaving the university and not moving to another DeptID, you can eliminate their earnings from your plan by changing the distribution to zero. Changing the monthly pay rate to 0 is optional as salary expense is the product of monthly pay rate and distribution. You may want to add a comment in the Comments column to indicate the reason, e.g. retirement, moving to another division, etc.
- Go to the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form and change the pay rate to zero for the applicable months.
- Go to the Distributions tab on the Manage Existing Employees and Job Codes form and change the distribtution to zero for the applicable months.
New Employee Filling a To Be Hired Position
When you fill a position for which you have planned using a To Be Hired Employee, assign the employee to the TBH Employee to align plan and actuals. This action replaces the To Be Hired employee with a specific employee. You will need the Employee ID and Job Code.
- Go to the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form.
- Right-click in the Employee column and select Manage TBH \ Assign Employee to TBH.
New Employee
When you add an employee and the position is not listed as a To Be Hired position, you can add the employee to the roster in the Manage Existing Employees form. You will need the Employee ID and Job Code.
- Go to the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form.
- Right-click in the Employee column and select Manage Employee \ Add an Existing Employee.
Employee moving to another entity
If an employee moves to a different Dept ID that is within your planning access, you can use the Transfer Out functionality to update the employee’s Dept ID.
- Go to the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form.
- Right-click on the employee and select Manage Employee \ Transfer Employee OUT.
Split Appointment within Same DeptID
When an employee has a split appointment within your entity, such as a grant paying part of the salary, you can create the new distribution and adjust the percentages in each distribution as needed.
- Go to the Distributions tab on the Manage Existing Employees and Job Codes form.
- Right-click on the employee and select Manage Employee \ Add Employee Distributions.
- Change the dimensions for Fund, Chart1, etc. as needed and then select Launch.
- After the new distribution is created, go back to the original distribution and update the % if needed.
Split Appointment across Entities for an Existing Employee
When an employee is being paid by more than one DeptID and the DeptIDs are managed by more than one Planner, each Planner must update the data for their DeptID to ensure that plans are complete and accurate. Planners should coordinate to ensure accuracy of planning for the employee as each Planner will only be able to see Distributions for their Entity.
- Go to the Distributions tab on the Manage Existing Employees and Job Codes form.
- Update the distribution percentage for the applicable months.
Planner for the new entity does the following:
- Go to the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form.
- Right-click on the Employee column and select Manage Employee \ Add an Existing Employee.