October 2019 Release Notes

October 11, 2019

October 2019 CalPlanning Release Notes

The HCP planning and HCPRptg reporting applications are available with several changes:

 

  • HCP and HCPRptg data was converted to match UCPath employee ID, job code, and account code.

  • HCP detail was copied from FY20 to FY21.

  • HCP now includes a calculation for UC Retirement Plan (UCRP) along with revised calculations for Composite Benefit Rates (CBR), General, Automobile, and Employment Liability (GAEL).

  • Final September Actuals data is available in CalRptg.

  • CalPlan and HCP are available for planning with July and August Actuals (September Actuals will be loaded to CalPlan and HCP on Wednesday, October 16.)

Overview of HCP changes

The implementation of UCPath for UC Berkeley in March 2019 included many changes that affected how compensation is transacted. The CalPlanning Human Capital Planning (HCP) application has been updated to reflect the changes to employee ID, job code, Composite Benefit Rate (CBR) calculation, General, Automobile, and Employment Liability (GAEL), and added a new calculation for the University of California Retirement Plan (UCRP) Supplemental Allocation. See the HCP UCPath conversion job aid in addition to the text below for more details and screenshots and other HCP tips.

1 UCPath employee ID, job code, and account code

Legacy employee ID, job code, and account code were changed to values consistent with UCPath.

Employee ID

We converted legacy Employee ID numbers (like 013456789) to UCPath Employee ID numbers (like 12345678).

Job Code

We converted legacy Job Codes (that appear in HCP like JC1234) to UCPath Job Codes (that now appear in HCP like JC001234)

 

Prior to UCPath, the salary accounts indicated which CBR rate would be applied to the salary and wage expenses.

After UCPath, only two accounts are used for salary and wage expenses. For the purposes of planning in HCP, we converted the legacy HCP distribution accounts to new HCP distribution accounts that combine the salary and wage account with the CBR rate. This allows planners to see which CBR rate will be used for the calculation and select a distribution account that will result in the desired CBR calculation.

Legacy HCP Distribution Account 

(used for planning until FY20 Operating Budget was finalized on July 30, 2019)

HCP Distribution Account after conversion

A50240 - Acad Teach-Regular (Default)-Pct

50200 - Acad-Full Benefits-Pct

A50242 - Acad Teach-Limited Benefits-Pct

50200 - Acad-Limited Benefits-Pct

A50241 - Acad Teach-Exempt from CBR-Pct

50200 - Acad-Exempt from CBR-Pct

A50215 - Acad Nonteach-Regular (Default)-Pct

50200 - Acad-Full Benefits-Pct

A50212 - Acad Nonteach-Limited Benefits-Pct

50200 - Acad-Limited Benefits-Pct

A50211 - Acad Nonteach-Exempt from CBR-Pct

50200 - Acad-Exempt from CBR-Pct

A51029 - Work Study-Pct

51200 - Staff-Exempt from CBR-Pct

A51210 - Staff-Non student-Pct

51200 - Staff-Full Benefits-Pct

A51231 -  Staff-Exempt from CBR-Pct

51200 - Staff-Exempt from CBR-Pct

A51232 - Staff-Limited Benefits-Pct

51200 - Staff-Limited Benefits-Pct


Planners plan in the accounts above right and then the compensation calculation script calculates the  expenses in the appropriate salary & wage (e.g., 50200 - Academic Salaries & Wages or 51200 - Staff Salaries & Wages), CBR, UCRP, and GAEL accounts.

 

2 HCP copy from FY20 to FY21

  • HCP data for FY20 Forecast Working version includes the following:

    • Actualized July and August periods.

    • Updated fee remission rates have been applied. (GAEL remains at the planned value for the year.)  Please note that we are aware that fall fee remissions were all expensed in September in the actuals ledger.  We will be adjusting the calculation in the Oct 16 release, which will effectively clear calculated fee remissions in the months of October and November in Cal Plan. 

    • DeptID adjustments that were entered for UCRP were not copied from FY20 Operating Budget because we are now calculating it.

  • HCP data for FY21 Operating Budget Working version was created in the following manner:

    • For individual and new/to-be-hired employees, the data in the month of June 2019 for monthly pay rate and distributions were copied to all periods of FY21.  Merit increases for FY21 were applied as follows:

      • Academic employee monthly pay rate was increased by 3% starting in July.

      • Non-academic staff employee monthly pay rate July to September periods do not have the salary increase; however, the October period reflects a 12% increase  (because the increase is usually retroactive); and the following months are increased by 3%.

    • For pooled positions, 

      • FY20 Operating Budget data was copied over to FY21 so it retains the same seasonality.

      • FY20 monthly pay rate for pooled employees has been increased by 3% to seed planned FY21 salaries with the 3% merit. This increase is spread evenly in all months in FY21. 

    • Dept ID adjustments were not copied from FY20 to FY21

  • Recommended action: Planners will need to check to make sure the copied data do not result in overplanned employees in the FY2020-21 Operating Budget (for example, if an employee was meant to end employment in June 2020, they have been extended into the following budget year with this process.)

  • GAEL and fee remission rates have been updated for FY20 and FY21 in CalPlanning. (The rates are listed below).  

  • FY20 and FY21 CBR rates have not been approved by the Federal Government, and thus no changes have been applied.  Once we have approved rates, we will update these in a future release.

The table below outlines what was seeded in the FY20 Forecast Working and FY21 Operating Budget.

FY20 Forecast Working 

HCP 

July 2019 to August 2019 overwritten with Actual data for all accounts

HCP September 2019 to June 2020

  • HCP data from FY20 Operating Budget final version for individual employees, pooled positions, and DeptID adjustments after conversion to UCPath employee ID, job code, and account code.

  • DeptID adjustments that were entered for UCRP were not copied because we are now calculating it.

  • Updated fee remission rates applied.

*Compensation in this context includes fee remissions

 

FY21 Operating Budget Working

HCP July 2020 to June 2021

  • For individual and new/to-be-hired employees, FY20 Operating Budget Final version June monthly pay rate and distributions were copied to all periods of FY21  after conversion to UCPath employee ID, job code, and account code. 

    • Academic employee monthly pay rate was increased by 3% starting in July.

    • Non-academic staff employee monthly pay rate July to September periods do not have the salary increase; however the October period reflects a 12% increase over FY20 June (because the increase is usually retroactive); and the following months are FY20 June increased by 3%.

  • For pooled positions, FY20 data was copied over to FY21 so it retains the same seasonality
    FY20 monthly pay rate for pooled employees has been increased by 3% to seed planned FY20 salaries with the 3% merit. This increase is spread evenly in all months in FY20.

  • DeptID Adjustments were not copied into FY21 (planners can copy into FY21 and adjust as needed).

*Compensation in this context includes fee remissions

Overview of HCPRptg changes

1 Forecast and Operating Budget data converted for UCPath employee ID and job code

Legacy employee ID and job code were changed in HCPRptg to values consistent with UCPath in the same manner as for HCP described above. This conversion was applied to all Forecast, and Operating Budget data from FY15 to current. 

2 Actuals data status in HCPRptg

HCPRptg currently does not contain Actuals ledger data due to challenges in converting to UCPath employee ID and job code. We will update you on the status of Actuals data conversion on October 16.

3 No UCPath Position Numbers in HCPRptg

We will not be loading UCPath position numbers to HCPRptg. 

 

Individual Position numbers from UC Berkeley HCM  that were used in planning FY13 to FY19 Forecast and Operating Budget remain in HCPRptg. 

4 No UCPath Payroll FTE

UCPath payroll FTE will not be added to Cal Answers or CalPlanning until the proper data source and data processing procedures are identified. 

5 HCPRptgL reporting application

HCPRptgL is a copy of legacy HCPRptg as it existed prior to this week's changes. We are in the process of setting up security to that database to allow you to run reports and Smart View queries on it. We will update you on the status of HCPRptgL on October 16.

 

Note that the payroll Actual FTE that is displayed in the HCP003L report only contains data up to February 2019. The FY19 FTE column for that report reflect seven months of FTE divided by 12 months.

September Actuals

Final September Actuals data are available in CalRptg. Actuals are available on a daily basis in CalRptg.

 

CalPlan and HCP are available for planning with July and August Actuals. With the Actualized Forecast process at the close of each month, we overwrite the Forecast values with Actuals data from BFS for all accounts: non-compensation accounts in CalPlan and compensation accounts in HCP. The closed months (July 2019 to August 2019) of the FY20 Forecast Working now reflect actual data.   

(September Actuals will be loaded to CalPlan and HCP on Wednesday, October 16.)

Details for Reference

Composite Benefit Rates, Fee Remission, and GAEL

Composite Benefit Rates and GAEL have not been changed for planning purposes. Fee remission rates have been updated with newer rates. Currently, UCRP is calculated for all current funds. In November 2019, we will modify this so UCRP is be calculated on Current Funds excluding Contracts & Grants.

 

Composite Benefit Rates (CBR) - no change from plan yet

FY20

FY21

FY20
(for reference - planned during budget process)

Academic

0.38

0.38

0.38

Staff

0.46

0.46

0.46

Limited

0.17

0.17

0.17

GAEL

0.0155

0.0155

0.0155

UCRP

0.0077

0.0077

 

Fee Remission by 

HCP Pooled Position Type per Semester

FY20

FY21

FY20
(for reference - planned during budget process)

GSR - Resident

$9,713.25

$10,126.00

$9,803.00

GSR - Non-Resident

$17,264.25

$17,677.00

$17,354.00

GSI

$9,055.00

$9,454.00

$9,007.00

Reader/Tutor - Student

$9,055.00

$9,454.00

$9,007.00

 

See the Composite Benefit Rates (CBR) or General, Automobile, and Employment Liability (GAEL) websites for more information.