Cell B1:

Available work hours in the fiscal year (e.g.: 2096 for FY04). This is used in calculating CSC charges on schedule 6 and the CSC rate on schedules 1 and 2.

 Cell B2:

CSC Rate/Hr. Computing service center rate per employee hour (if applicable to your division).

 Cell B3:

Full Benefit Rate. NCAR full benefit rate.

 Cell B4:

Casual Benefit Rate. NCAR casual benefit rate.

Column A:

Name (Employee Name).

Column B:

PEID (Employee ID Number).

Column C:

Title (Employee Title as stated on their Personnel Profile).

Column D:

Staffing Category. A number from 0 to 12 representing the staffing category listed in table 5 (formerly schedule 7). Reference normalized categories at:

http://www.fin.ucar.edu/it/dss/normalized_categories.pdf

0 = Management Salaries - UMC (UCAR Management Committee):

1 = PhD Scientist:

2 = Other Scientist:

3 = Visitors (Salaried):

4 = Visitors (Non-Salaried):

5 = Postdoctoral Fellow:

6 = Grad. Research Asst:

7 = Professional Support:

8 = Technical Support:

9 = Maint. Facil. Suppt.

10 = Administrative Support:

11 = Secretarial/Clerical Support:

12 = Other - Casuals, Student Group (Student Assistants):

Column E:

Position Code. For clarification of the position codes refer to the UCAR Policies and Procedures Manual, Appendix 2-5-1B.

Column F:

Overtime Status. Enter "N" for non-exempt, "E" for exempt and "H" for hourly.

Column G:

Appointment Code. This is vital for determining the appropriate benefit rate to charge the employee's salary. Only employees with a "C" receive the casual rate, while all other employees with other appointment codes (i.e.: R1, T1, T2, etc.) receive the full rate.

Column H:

Old Salary (10/1 to 5/31). Salary before expected annual salary increase (expected 6/1).

 If employee commences employment after June 1, enter the salary information here with a zero for "percentage increase" (next item).

 For Hourly employees enter the rate per hour they are paid (e.g.: 8.50).

Column I:

Raise. The percentage salary increase expected for the current FY on 6/1. This is used to ascertain the employee's annual salary after June 1^st.

 To copy down data for employees appearing on multiple lines, highlight the first line of the employee's data (columns A - I). On the bottom corner of the highlight box, drag down the data to the desired number of rows. IMPORTANT: Use the Ctrl key while dragging to prevent non-formula numbers from being incremented.

Column J:

New Salary (6/1 to 9/30). The employee's new salary after the percentage increase is applied. This is a formula.

Column K:

FTE (Full-time Equivalent). Defined as a ratio of hours per pay period a person works to total hours in a pay period. For example, a person working 40 hours during an 80 hour pay period is considered an 0.5 FTE: 40/80 = 0.5. A full time employee is considered a 1.0 FTE: 80hrs/80hrs = 1.0.

 Enter each employee's FTE in each account line.

Column L:

% in Acct. Portion of time (work time & non-work time) spent on each program. Please enter a decimal (i.e., .50 for 50% time spent on the program) for each account number as it would appear on a "yearly" Personnel Profile. The total of all accounts for each employee should equal 1.0 or 100%.

 For Group position lines input 1.0 (100%) for this column.

Column M:

N U T S I O. Specify from where the program funds will originate:

• N = New Funds (only lines with this designation will roll-over into Sch 1 & 2)
• U = Uncommitted Carryover (UY)
• T = Funds from an Anticipated Transfer, such as USWRP Grant funding transferred to divisions from the Director's Office.
• S = SPER Carryover Funds
•  I = Initiatives - Strategic Initiatives that are on-going
• O = Other

 Remember, only term appointments may be supported via SPER funds.

Column N:

PROG (Account Number). Enter the account to fund this employee's (or portion of this employee's) salary, benefits, CSC charges and associated overhead.

 If the program is currently not precisely known but the specifics of such are likely to be determined later, enter one of the following phantom designations:

• TBDNSF for NSF Regular funds (Person years will rollup within table 5.)

• TBDSPEC for NSF Special funds (Person years will rollup within table 5.)

• TBDNON for Non-NSF funds (Person years will rollup within table 5.)

• UNKNOWN (or leave the cell blank) The key and the fund source is not known at this time. (Person years will rollup outside table 5.)

Column O:

Status. The formulas in this and the following three columns are designed to return details of the account entered in Column N from the COA worksheet. There are three possibilities for this column (account status):

• A (Active) Key is ok.
• Inactive Key is "locked" by UCAR Finance.
• CLOSED! A budget cannot be uploaded.

 If "#N/A" appears, the account entered does not exist on the COA worksheet. Verify the account number. For a new key, insert a line on the "COA" worksheet and enter the number with the appropriate fields using Bi-Tech established codes.

Column P:

Prgm Desc (Account Name). See column O description.

Column Q:

FndSrc (Fund Source). See column O description.

Column R:

SubProg (Subprogrammatic). See column O description.

Column S:

Percentage work-time: The percentage each employee is expected to work throughout the year. By default this amount is 85%, but it can be adjusted for employees who rarely take vacation or sick leave.

 If adjusted for an employee listed on several rows (having multiple programs), each work-time percentage will have to be changed.

Column T:

(Salary) Funding By Account. This is a formula and calculates the estimated dollar amount budgeted for each employee by account considering FTE status, percent work-time, portion of year worked and raise. This is linked to schedule 1 & 2.

Column U:

(Benefit) Funding by Account. This is a formula and applies the appropriate benefit rate (casual or full) to the salary in column T. This is linked to schedules 1 and 2.

Column V:

CSC Chg? Y/N. Enter an N if CSC charges are not to be calculated on the employee's hours worked.

 Staffing Category 4 (unpaid visitors), negotiated agreements and staff within the CSC are automatically exempt.

Column W:

CSC by Acct. If your division has a computing service center, this column calculates the CSC charges associated with each employee by their funding key. It uses the percentage work-time (column S), the person years by account (column AD), fiscal year hours per year (cell B1) and the CSC rate (cell B2). This is linked to schedules 1 and 2.

Column X:

Salary Non-Work Time. This formula shows the employee non-work time associated with each account.

Column Y:

Start Date. Enter/revise the start date of each employee.

Column Z:

End Date. Enter/revise the end date of each employee.

 If an employee is reclassified, use start/end dates to reflect the change. List the old (prior to reclassification) start/end dates with employee and account data. After the reclassification, use another line with employee and account data. The prior to reclassification end date and the after the reclassification start date should be the same. For Example:

prior to reclass:

10/1/0X

3/10/0X (FYI: the annual 6/1 raise = 0%)

after reclass:

3/10/0X

9/30/0X

Column AA:

Portion of Year Worked. This formula uses the start/end dates to calculate the portion of the year worked.

Column AB:

Person Year. This formula multiplies the FTE (column K) by the fraction of the year the person is estimated to be working for NCAR (column AA).

For example: A full time visitor (1.0 FTE), who is expected to begin an appointment on January 4, 200X and work through the remainder of the fiscal year is considered to be a 0.73 Person Year: 1.0 FTE * (14 weeks/52 weeks) = .73.

Column AC:

P-Yr by Acct. This formula discounts the employee Person Year (column AB) by the percentage funded (column L) in the program. This is linked to schedules 1 and 2 and table 5.

Column AD:

FTE by Acct. This formula discounts the employee FTE (column K) by the percentage funded (column L) in the program. This is linked to schedule 1 & 2.