Employee Details

1. Check all positions currently assigned to the account, using position listing distributed to divisional Budget Officers, Workday, and Account Manager tracking records.
2. Line out each position by position number in Column (1) and position title in Column (2).
   • Use one line only for each position number, unless the position number was filled by multiple employees during the year, then use a new line for each employee and prorate the activity.
   • Enter the Employee Name in Column (3).
   • If the position number was filled by multiple employees during the year, use a new line for each employee and and prorate the activity¹.
3. Column (4a): Enter employee’s current grade and step using format ##-## (separated by a dash).
4. Column (5): Select ‘Y’ if employee has elected the Employer Paid Retirement Contribution (EPC) option.
5. Column (6): If the employee receives a 5% Special Pay from this account, in addition to Base Salary, select the type of Special Pay from the drop down menu.

Current Year² Projected

1. Column (7): Enter Full Time Equivalent (FTE) portion that employee is paid from this account.
2. Column (8): Enter the number of Bi-Weekly Pay Periods that the position is projected to be filled in the Current Year² (Max 24).
3. Column (9): Enter the employee’s total annualized Base Salary amount for a full time position.
   • i.e. If employee works half time and monthly pay is $2,000, annual pay = $24,000. Enter annualized pay for a Full Time Contract in this column = $48,000.

Budget Year³ Budget

1. Column (10): If the position is vacant and is expected to be filled with a new employee in the next year, select ‘Y’ in this column. If an existing employee is expected to transfer into this position do not select ‘Y’.
2. Column (11): Enter Full Time Equivalent (FTE) portion that employee will be paid from this account next year.
3. Column (12): Enter the number of Bi-Weekly Pay Periods that the position is projected to be filled in next year.
4. Column (4b): Enter the employee’s current grade and step for Budget Year³, using format ##-## (separated by a dash).
5. Column (13): Enter the employee’s Date of Record to calculate the merit for next year.
   • Classified merit is assigned by advancing to the next grade-step on the anniversary date.
   • The form will calculate the budget by prorating the salary increase to the next step on the effective date.

Personnel Tracking

Is this a Part-Time or Split FTE?

1. Column (T1): If the FTE in Column (11) is less than 1.0 and this is a part-time position, select ‘Y’. If the FTE in Column (11) is less than 1.0 and this is not a part-time position, select ‘N’.
2. Column (T2): If Column (T1) = N, enter the account number(s) where the remainder of the FTE is budgeted. If budgeted on multiple grant accounts, enter ‘Grants’.

Is the Position Eliminated or Transferred Out?

1. Column (T3): For positions budgeted in the Current Year² but not in the Budget Year³, select ‘Y’ if the position is being eliminated, select ‘N’ if the position is not being eliminated but is being transferred to another account.
   • Note restrictions on transferring positions to and from State Accounts below².
2. Column (T4): If Column (T3) = N, enter the account number(s) where the position is budgeted for next year.

Is this a New Position or Transferred In?

1. If this is a New Position, budgeted in the Budget Year³ but not budgeted on this account in the Current Year², enter all applicable fields into form E2 NEW PN using estimations or best guesses.
2. If the position is being Transferred In from another account, enter the employee information into a line on form E2 and in Column (T6), enter the account number where the position will be transferred from.
   • Note restrictions on transferring positions to and from State Accounts below².

Overtime

1. Row 110: Enter Total Current Year² Overtime (Year-to-Date plus Projected for the remainder of the year) in the Current Year² Projected Annual section.
2. Enter Projected Overtime for the next year in the Budget Year³section.

Leave Buyout

Row 111: Enter amounts paid in the Current Year³.

Salary Savings

1. Row 112: Enter salary and related fringe reassignments.
   • The reassigned positions should be lined out above by position based on actual activity and the reassignments shown as a credit.
   • Adjustments can only be made for reassignments of actual salary and fringe paid to the employee.
   • There is no adjustment for vacant positions.

Temporary Grant Funding

Row 113: Salary and Fringe will automatically populate from the E2 Grant tab.

Notes

¹Multiple employees in one position during the year

Example: P0123456 Project Coordinator FTE = 1.0

• Use a new line for each employee in that position number during the year and prorate the activity.

²Restrictions on Transferring Positions to or from State Accounts

• Due to State Biennial Budget tracking requirements, Position Numbers are not transferable.
• State Positions cannot be moved to Self Supporting accounts and Self Supporting Positions cannot be moved to State accounts.
• If an employee is moving from a State Account to a Self Supporting Account and there is no existing Self Supporting Position available, once the funding has been identified, request a new Self Supporting Position Number from Financial Planning, Budget & Analysis.
  • Use this Position Number and account to update the Payroll Costing Allocation so that payroll is processed on the correct Position Number for the new fiscal year.
• If an employee is moving from a self supporting account to a State account, an existing State Position must be identified.