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  1. COMPLETING P-1 FORMS Office of Finance & Administration September 2006

  2. INSTRUCTIONS FOR P-1 FORM Guiding Principle The P-1 form is a snapshot of the number of positions that are committed from personnel funds as of September (fall term) of each year. Do not think of these funds as “people”. These are positions. Names are associated with them simply for ease of identification rather than referring to the positions by their unique numbers. Office of Finance & Administration September 2006

  3. INSTRUCTIONS FOR P-1 FORM 1. FORM P-1:Fill in current year PERSONNEL BUDGET SUMMARY DEPARTMENT:Type in department name. 3. AGENCY/ORG:Type in agency/org number for the department reported on this page. Getting Started Office of Finance & Administration September 2006

  4. INSTRUCTIONS FOR P-1 FORM Column Headings and DescriptionsPosition Number HCM Position Number: Each position in the department has a unique position number associated with it. The overall number of positions should not vary greatly from year to year. Position numbers do not move with the employees, when they transfer from one department to another. HCM assigns these numbers. The Position number is assigned to the “position” and not to the “employee”. Office of Finance & Administration September 2006

  5. INSTRUCTIONS FOR P-1 FORM Name: Name of incumbent in the position, e.g. Smith, Jane. If the position is vacant, record as (vacant-Smith). Title/Rank: Faculty rank should be typed in this column, e.g., Assistant Professor. For administrative staff, type in their title, e.g. Director, Associate Director, etc. For classified staff, type in their classification title, e.g. Administrative Secretary, Account Clerk 3. Column Headings and DescriptionsName and Title/Rank Office of Finance & Administration September 2006

  6. INSTRUCTIONS FOR P-1 FORM Position Vacancies: If a position is vacant, the position remains with the last contract salary amount. The name field should indicate (vacant). If you want to put the former incumbent’s name on the line as another means of tracking, indicate (vacant-Smith). Column Headings and Descriptions Position Vacancies Office of Finance & Administration September 2006

  7. INSTRUCTIONS FOR P-1 FORM Position Eliminations: If a position is eliminated, the other positions do not move up into the vacated number. In the first year of the elimination, that should be noted in the remarks column and the position shown with no salary or FTE. The following year it should be removed but positions should not be renumbered. Over time, the missing numbers will represent deleted positions. Column Headings and DescriptionsPosition Eliminations Office of Finance & Administration September 2006

  8. INSTRUCTIONS FOR P-1 FORM 2006-07 Salary: Current Salary being paid for this position, e.g., $48,495. (For split contracts, see Joint Appointments on Slide 13). For classified positions, show the total full-time salary including cents. (When the classified loads are recorded in AFIN, however, they will be rounded to the nearest whole dollar since we do not budget by cents). Column Headings and DescriptionsFiscal Year Salary Office of Finance & Administration September 2006

  9. INSTRUCTIONS FOR P-1 FORM 2006-07 Contract: Type in the number of months covered by the contract, e.g., 9, 12, 10. Faculty positions are typically shown as 9 (academic year), but some appointments are 12 (fiscal year). All administrative staff positions are typically shown as 12. If the contract is for a different number of months, include the appropriate number. Classified staff positions are not contract, but please type in this column whether the position is 9 (academic year) or 12 (fiscal year). Column Headings and DescriptionsFiscal Year/Academic Year Contracts Office of Finance & Administration September 2006

  10. INSTRUCTIONS FOR P-1 FORM 2006-07 Status: For faculty - type in T - Tenure; Tml - Terminal; Lect - Lecturer; 1/1 – Non-tenure fixed term (or appropriate number for their contract); 3/7 - probationary (or the appropriate number for their contract). For administrative positions - type in “Term” for regular, on-going appointments or “Ext” for externally funded. Nothing is recorded in this column for classified positions. Column Headings and DescriptionsFiscal Year/Academic Year Status Office of Finance & Administration September 2006

  11. INSTRUCTIONS FOR P-1 FORM Column Headings and DescriptionsFull-Time Equivalent (FTE) Full-Time Equivalent (FTE): Most positions are full-time and are recorded as 1.0 FTE. The FTE level shown on the contract is what should be reflected for this position. FTE’s can be any number from .10 to 1.0 and must correspond with the contract issued for the position. Office of Finance & Administration September 2006

  12. INSTRUCTIONS FOR P-1 FORM Remarks: Any comments/remarks may be typed in this column that clarify any special circumstances surrounding the position for the current year. Some specific remarks that should accompany specific occurrences are noted below. (see sample form on Slides 19 & 20 ) Faculty Improvement Leave (FIL) - FIL Fall or FIL AY Leave Without Pay (LWOP) - LWOP Fall or LWOP AY Stipends - Includes the amount of the stipend and the type of stipend Column Headings and DescriptionsRemarks Office of Finance & Administration September 2006

  13. INSTRUCTIONS FOR P-1 FORM Miscellaneous CircumstancesJoint Appointments 1. Joint Appointments: If a contract is written for 75% in one department and 25% in another, this department’s 75% commitment should be shown. The remaining 25% commitment should be shown in brackets immediately following the department’s portion with an indication of the joint appointment department. The brackets will keep the additional lines from adding into your totals. Office of Finance & Administration September 2006

  14. INSTRUCTIONS FOR P-1 FORM Miscellaneous CircumstancesFaculty Improvement Leaves 2. Faculty Improvement Leaves: If a position is filled while the incumbent is on FIL, the incumbent is shown on the regular position line. The salary dollars and FTE are shown on this line since this is the on-going permanent commitment. The FIL replacement position should be shown for the department directly below the position being filled with a .1 extension on the position number. The salary and FTE will be bracketed when shown for the replacement. (see sample form on Slide 19) (e.g. F-3.1 [1.00] [$26,000.00]) Office of Finance & Administration September 2006

  15. INSTRUCTIONS FOR P-1 FORM 3. Success Challenge: Positions funded by Success Challenge are considered “external” and should not be counted into the department’s totals. The position can be shown in the same fashion as “Soft-funded Positions” described in Slide 16. The FTE and salary would be in brackets. The status would show “External” and Remarks would note “Success Challenge”. Miscellaneous CircumstancesSuccess Challenge Office of Finance & Administration September 2006

  16. INSTRUCTIONS FOR P-1 FORM Miscellaneous CircumstancesSoft-funded Positions 4. Soft-funded Positions: Soft-funded positions should not be reported on the P-1 form. As indicated at the beginning, this is for permanent personnel lines only. However, if you want to include them for your own benefit, please list them after the last regular position. Be sure that all soft-funded salaries and FTE’s are bracketed so they will not calculate in your totals. Office of Finance & Administration September 2006

  17. INSTRUCTIONS FOR P-1 FORM Miscellaneous CircumstancesPart-time Positions 5. Part-time Positions: A line is included on the form for Part-time Faculty Contracts. This is an informational item only and does not calculate in any of the totals. All of the data should be in brackets. You should estimate the total number of dollars devoted to part-time instruction for the fall term, the associated number of FTE’s generated, and the number of contracts issued. Office of Finance & Administration September 2006

  18. INSTRUCTIONS FOR P-1 FORM Sequence: All faculty positions should be listed first and a subtotal recorded. Next are administrative staff positions which are to be listed and a subtotal recorded. A total of contracts (faculty + administrative) should be shown. Next are classified staff positions with a total. Totals are to be calculated on salaries and FTE’s. 2006-07 Personnel Total: Add together the contract and classified amounts for a grand total for Salaries and FTE’s on the last line. Sequence and Totals Office of Finance & Administration September 2006

  19. INSTRUCTIONS FOR P-1 FORM Sample FormAcademic Areas Office of Finance & Administration September 2006

  20. INSTRUCTIONS FOR P-1 FORM Sample FormNon-Academic Areas Office of Finance & Administration September 2006

  21. INSTRUCTIONS FOR P-1 FORM Thank You Thank you for using this training document. If you still have questions that were not addressed, please feel free to contact Amani Snyder at amani@bgsu.edufor auxiliary and non-academic areas; contact Lisa Meyer at lmeyer@bgsu.edu for academic area questions; or Linda Hamilton at lhamilt@bgsu.edufor special or unique items. We hope this document provides you with information to help you complete these forms. Office of Finance & Administration September 2006