STAFF MONTHS

PPMS User Group October 15, 2010Rita Lauzon

Definitions• Staff month: 174 hours (the

average available work hours per month)

• Staff month calculation: The percent of time an employee works relative to the normal full-time hours available in a month

Staff Months Are:• Calculated in Payrolls

• Calculated by Account Code and Earn Type

• Accumulated for Contracted Jobs

Not Calculated on Earnings Where:

• Earnings Hours Type is V (Volunteer Hours)

• Productive Indicator is X (Neither Productive or Nonproductive Time)

• Total Gross Indicator is N (Earnings do not add to Total Gross)

Screens Staff Months are on:• Retroactive Adjustment Screen

• C/O/H Distributions Screen

• Payroll Expense Transfer Screen

• Earnings Distribution for a Check

• Expense Transfers for an Employee History

Uses for Staff Months • Listed on the Employee Change

Register

• Listed on Payroll Reports

• Updated to Payroll History

• Included in the PMIS Expense Extract and sent to SBCTC-ITD Olympia

Uses for Staff Months (cont.)• Transferred to FMS

• Reported to OFM through AFRS

• Used in Employment Security Hours Calculations for PTF

• Used in Salary Forecasting to Calculate Staff Years

Salary and Hourly Current Payments

The Pay Rate Code is:

• S (Salary Payment)

or

• H (Hourly Rate)

Salary and Hourly Current Payment Calculation

Actual Hours________________________________________

Full Time Pay Period Hours

X

Standard Pay Period Hours for the Pay Cycle

_________________________________________________________Standard Hours Per Month

Examples

Salary:

88 / 88 x 87 / 174 = .50

Hourly:

33 / 88 x 87 / 174 = .19

Salary and Hourly Other-Than-Current Payments• Out of Cycle Payments

• Retroactive Pay

• Additional Pay. Earn type categories of:

– A (Additional Pay )

– S (Sick Leave Buyout)

– V (Vacation Leave Buyout)

Salary and Hourly Other-Than-Current Payment Calculation

Actual Hours

_____________________

Standard Hours Per Month

Example

44 / 174 = .25

Sick Leave Buyout Calculation

Actual Hours Institution

__________ X Parameter

Standard Hours 401

Per Month

Example

96 / 174 x .25 = .14

Hourly Faculty • Pay Rate Code is H (Hourly)

and

• Job Category is:

– M (Moonlight Faculty)

– P (Part Time Faculty)

or

– S (Stipend)

Hourly Faculty Calculation

Actual Hours______________________

Contract Units

or

Institution Parameter 1105

Examples

Using Contract Units:

21.50 / 112 = .19

Using Institution Parameter 1105:

18 / 60 = .30

Contract Payments

Pay Rate Code is C (Contract Payment)

Contract Payment Calculation

Job Term Transaction Hours

__________________ X ________________________

Payment Term Job Hours

Example

(9 / 19) x (88 / 88) = .47

Job Terms Are Important

1 Quarter = 3.00

2 Quarters = 6.00

3 Quarters = 9.00

4 Quarters = 12.00

Contract Payments Staff Month

• Updated to PS0003

• Accumulated

• Open field and can be adjusted if necessary

• Used in End of Contract Staff Month Adjustments

Final Contract Payments Adjustment

Job Term X Percent of Full Time

100

Example

3 x (5 / 100) = .15

How Adjustment Is Used• Compared with Cumulative

• Difference is adjustment

• Charged to the first account

• Staff months only assigned up to the result of the above calculation

• End of Contract Staff Months Adjustment Report (PS1205B) shows adjustments

Cumulative Job Staff Months • Reset to zero if you change the job

begin date to a date that is greater than the previous job end date

• If you only change the job end date of a job, the cumulative job staff months will continue to cumulate

• Will not reset to zero if job dates changed with Mass Data Change

Questions?