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FTE from a SW Perspective

FTE from a SW Perspective. Sherry Pickering Year-End Legal Training May 2010. What is FTE?. Full Time Equivalent (FTE) Statistic required to be reported with all Salary FIRMS Object Codes, except for 601301-Overtime

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FTE from a SW Perspective

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  1. FTE from a SW Perspective Sherry Pickering Year-End Legal Training May 2010

  2. What is FTE? • Full Time Equivalent (FTE) • Statistic required to be reported with all Salary FIRMS Object Codes, except for 601301-Overtime • Payroll transactions fed from the Human Resources module are posted in the Finance module with FTE • The payroll expenses for one employee are posted with an FTE of one each month

  3. Preparation Schedules for the State • The FTE from FIRMS is used for the annual reporting of Salaries and Wages to the State Department of Finance. • The published CSU Salaries and Wages with FTE includes detail for past year, current year and budget year by campus, program code and FIRMS Salaries and Wages object codes. Year-End Legal Training

  4. Year-End Legal Training

  5. FTE in Finance • Fed with payroll expenses from Human Resources into Finance monthly. • Manual journal entries to Salary Object codes must be booked with FTE Year-End Legal Training

  6. Derivation • Payroll expenses are derived using Rule 3, Rule 3b or Rule 4 • A split Rule 4 allocates both dollar amounts and FTE amounts to the indicated program codes Year-End Legal Training

  7. Derivation Rule 4 Year-End Legal Training

  8. Ledger Data with NACUBO Program Code Year-End Legal Training

  9. FIRMS Reporting and FTE • Systemwide receives campus data via the FIRMS submission that is aggregated by unique combinations of CSU fund, Object Code and Program Code • But FTE amount reported to FIRMS is different than the ledger amount Year-End Legal Training

  10. FIRMS Reported FTE is Annualized • Derived campus data is divided by 12 • Rounded to two decimal places Year-End Legal Training

  11. .01 is Added when FTE is 0.00 • After the ledger FTE is divided by 12 and rounded, if the calculated amount is 0.00 the program will insert 0.01. • The sign of the 0.01 (+/-) will match the dollars. Year-End Legal Training

  12. FTE *-1 if FTE and Dollar Sign Disagree • If the calculated FTE and the dollar amount to be reported disagree, calculated FTE amount is multiplied by -1. Year-End Legal Training

  13. FIRMS Business Rules for FTE • FTE must be reported with Salary Object Codes, 601xxx, except for 601301-Overtime • If there are positive dollar amounts, the reported FTE must be positive. • If there are negative dollar amounts, the reported FTE must be negative. Year-End Legal Training

  14. FTE Calculations vs. FIRMS Aggregated Reporting • FTE Calculations are performed at the aggregated PeopleSoft Account, Fund, Dept ID, & Program Code • Data aggregated by FIRMS Object Code, CSU Fund and Program Code Year-End Legal Training

  15. Scenario 1 Year-End Legal Training

  16. Scenario 1 Outcome Program Added .01 Year-End Legal Training

  17. Scenario 2 Year-End Legal Training

  18. Scenario 2 Outcome Program *-1 FTE to flip sign to agree to sign of dollar Year-End Legal Training

  19. CSU_FIRMS_FILE Populated by the extract process, it shows the FIRMS file line number along with the campus local Fund, Account and Department that were summarized to create the line. FTE Amount is reported in the Amount2 field. FTE Amount is amount reported to FIRMS (i.e. after calculations). Year-End Legal Training 19 19

  20. CSU_FIRMS_FILE Table Year-End Legal Training 20 20

  21. FTE Review Query Fields Year-End Legal Training

  22. FTE Review Query Criteria Year-End Legal Training

  23. FTE Review Query Results Year-End Legal Training

  24. FTE and FIRMS Errors • Use the CSU_FIRMS_FILE table to find the campus chartfields using the line # from the error message • In a second query over the LEDGER table, use the campus chartfields to determine the adjustment Year-End Legal Training

  25. FTE FIRMS Error Query 1 Fields Year-End Legal Training

  26. FTE FIRMS Error Query 1 Criteria Year-End Legal Training

  27. FTE FIRMS Error Query 1 Results Year-End Legal Training

  28. FTE FIRMS Error Query 2 Fields Year-End Legal Training

  29. FTE FIRMS Error Query 2 Criteria Year-End Legal Training

  30. Activity Periods vs. Accounting Period Year-End Legal Training

  31. FTE FIRMS Error Query 2 Results Year-End Legal Training

  32. FTE FIRMS Error Tips • Use the LEDGER query results spreadsheet to determine the amounts to adjust. Don’t forget: • The program will add +/- .01 if calculated FTE is 0.00. • The program will flip the sign of the FTE (*-1) if FTE and dollar direction posted to the ledger do not agree. Year-End Legal Training

  33. www.calstate.edu Year-End Legal Training

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