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

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• 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

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.

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May 2010 Year-End Legal Training 4


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


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


Derivation Rule 4


Ledger Data with NACUBO Program Code


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


FIRMS Reported FTE is Annualized

• Derived campus data is divided by 12• Rounded to two decimal places


.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.


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.


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.


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


Scenario 1


Scenario 1 Outcome

Program Added .01


Scenario 2


Scenario 2 Outcome

Program *-1 FTE to flip sign to agree to sign of dollar


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).

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CSU_FIRMS_FILE Table

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FTE Review Query Fields


FTE Review Query Criteria


FTE Review Query Results


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


FTE FIRMS Error Query 1 Fields


FTE FIRMS Error Query 1 Criteria


FTE FIRMS Error Query 1 Results


FTE FIRMS Error Query 2 Fields


FTE FIRMS Error Query 2 Criteria


Activity Periods vs. Accounting Period


FTE FIRMS Error Query 2 Results


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.

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http://www.calstate.edu/

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

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