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Staffing

The Permanent Staffing list is a report through which each department aligns its permanent salary budget with its actual staff and faculty salary commitments. The report contains Budget, Full Time Equivalent (FTE) and Salary information.

Why do we have a Permanent Staffing List?

• To accurately budget salary costs for permanently budgeted fund sources.
• Ensure that our campus receives all base related salary increases.
• Fulfill State of California and Office of the President reporting requirements.

Where does the data come from?

• Sub 0 (faculty) or Sub 1 (staff) budget data is pulled from the Permanent Budget system.
• Sub 0 (faculty) or Sub 1 (staff) position data is pulled from the Permanent Staffing system.
  • Information on filled FTE’s is extracted from the Payroll Personnel System (PPS).
  • Information on vacant FTE’s is extracted from the Provision Master File, a campuswide report that reserves both the FTE and budget associated with vacant positions.

Keeping your Staffing List Balanced

UC Office of the President (UCOP) requires campuses to submit a balanced Staffing List every fiscal year-end (June 30). The Campus Budget Office recommends departments balance their Staffing List:

As the fiscal year progresses, several actions can take place that will result in an out of balance Staffing List. These actions may require adjustments to the Permanent Budget, PPS and/or Provision Master File. It is the responsibility of each department, dean or vice chancellor office to balance their staffing list(s).

Step by step instructions on how to balance your staffing list is covered in Budgeting 135: Staffing List Basics.

Departments can also direct questions to their VC staffing contact as follows:

Other Resources

• Guidelines for Merit Increases
• Guide for Funding Salary Increases
• How to fund Employee Benefits
• Staffing Letters
• Budget & Staffing Cutoff Schedule