2012-2013: WebBDS CALCULATIONS for Staff Appointments
AMOUNT TO PAY vs. ANNUAL FTE BASE/ PERCENT TIME WORKED vs. PERCENT EFFORT
WAGES: Non-exempt employees
IMPORTANT FOR FY 2012-2013 BUDGET: 260 Work Days to Budget for wages
AMOUNT TO PAY VERSUS FTE: Use the correct actual pay days when budgeting for Non-exempt (hourly) staff. This year the actual amount to pay will be THE SAME AS the FTE for the same hourly rate, because the actual pay days are 260.
Calculating the FTE for hourly (non-exempt) Full-time staff: Where do I enter FTE pay?
- Look at the hours per week field. If they work 37.5 hours per week, then you multiply the hourly rate of pay by 1950. The result is the FTE annual pay. (1950=52 weeks * 37.5 hours.)
- If the hours per week are 40, then you multiply the hourly rate of pay by 2080. The result is the FTE annual pay. (2080=40*52.)
- The FTE and the Amount to Pay are not always the same for non-exempt employees. That depends upon the number of actual pay days each fiscal year.
Calculating the Amount to Pay for hourly (non-exempt) Full-time staff for Fiscal Year 2012-2013:
- This year the actual days paid are the same as that used to calculate FTE.
- Use the same formula that you used for the FTE calculation, If they work 37.5 hours per week, then you multiply the hourly rate of pay by 1950. The result is the ACTUAL annual pay. (1950=260 days* 37.5 hours.)
- If the hours per week are 40, then you multiply the hourly rate of pay by 2080. The result is the ACTUAL annual pay. (2080=40*260 days.)
- Each year the FTE and the Amount to Pay may differ for non-exempt employees. See examples.
Calculating FTE and Amount to Pay for PART-TIME hourly (non-exempt):
- The FTE annual pay is calculated the same for part-time as it is for full time, because you use the hourly rate and multiply it by either 1950 or 2080, depending upon how many hours a full-time person would work in that position. See the full-time explanation above.
- The AMOUNT TO PAY is calculated the same for part-time as it is for full time, but you add one more step. Use either 1950 or 2080 to calculate the full-time pay. Next multiply the result by the percent time worked (not the same as percent effort.) See definition of percent time worked.
SALARIES: Exempt Staff
Most exempt staff are full-time. Any alternate work schedules must be approved. These fields appear in the payroll system under the Employee Inquiry Menu, Employee Work Demographics. They appear in WebBDS in the appointment update and inquiry processes. They are calculated in the same way, both in payroll and in WebBDS.
- Hours per week worked -- standard for full-time is 37.5. or 40.
- Percent time -- full time would be 100%.
- FTE and AMOUNT TO PAY are the SAME for full-time exempt (salaried) staff, regardless of the number of work days in a fiscal year..
- The rate of pay is calculated by the month, and the months are multiplied by 12 to get both the annual FTE salary and the actual salary, if the person if full-time.
- The monthly rate can be entered in WebBDS and the annual pay will be calculated, OR the annual pay can be entered and the monthly pay will be calculated by WebBDS.
- WebBDS will use the percent time worked in the calculation of the amount to pay for the funding lines.
Example of work schedule/ percent time worked as it appears in the payroll system:
Employee Work Demographics
(PA.EMPL.I) Work Schedule A01 37.5 hrs per wk (midnight)
| PayFreq |
Pay Opt |
Percent |
Hours/Week |
PS Start and End Dates |
| M |
12 |
100 |
100/ 38 |
07/01/2012-06/30/2013 |
Currently the hours per week are rounded up to the nearest whole percent. 38 will be considered 37.5 in this case. The above example from payroll shows that the employee works 37.5 hours per week, which is a full-time work week, and 12 months in a year. The only pay option for staff is 12, and the start and end dates indicate that this employee is working the entire fiscal year. This person is full time.
To calculate the percent time worked for a part-time exempt staff.
- A staff member can be part-time if they work a reduced work week, or less than 37.5 hours per week. If your position works normally 40 hours per week, rather than 37.5, then you would use that in your calculation.
- The percent time worked is entered in payroll and should be the same in WebBDS, unless the employee is changing their work schedule from full-time to part-time, or changing the hours they work per week.
- Calculate the amount of hours worked per week and divide that by the normal hours worked in an equivalent full-time position. That is the percent worked per week.
- Example: Mary works 20 hours per week. The norm for her department is 37.5 hours per week. Therefore 20/37.5 = .5333, rounded to 54%. If she worked 30 hours per week, it would be 80%, or 30/37.5=.80.
PERCENT TIME (effort) FOR PAY/FUNDING LINE
IMPORTANT: Percent funding or percent effort is different from percent time worked.
To calculate the percent time on the funding line:
- Look at three things on EACH pay line: AMOUNT TO PAY, REGULAR RATE and TIME PERIOD.
- The percent on the funding line is the percent of the employee's total pay that is being paid by this account for this time period.
- The dates on the funding line help determine the total amount to pay and the regular rate.
- The percent time worked is also factored into the calculation if the staff member is part-time, but it is not entered on the funding line.
ONE PAY LINE:
- For full-time employees, divide their full-time annual salary by 12, which gives you the full-time monthly pay.
- The monthly pay is called here the full-time regular rate. Compare that to the regular rate on the pay line. If they are the same, then the percent effort is 100% for that pay line, and there should be no other pay lines for that same time period.
- For part-time exempt staff, the annual salary should be a reduced salary. When divided by 12 the monthly rate should be the part-time rate.
- The percent effort on one funding line should be 100% even for part-time staff, if there is only one account paying the salary. The work percent is factored into the calculation by WebBDS when you enter the correct annual amount to pay. (If you reduce the effort as well as reduce the work percent, then the amount to pay would be reduced twice and would be incorrect.)
CONCURRENT PAY LINES, full-time exempt staff :
- If there are other pay lines, however, which contribute to that regular pay for that same time period, then the percent for ALL the pay lines for that same time period must add up to no more than 100%. (Do not include other or supplemental pay, which must show a percent time of zero.)
- For these concurrent pay lines, you must divide the regular rate on the pay line by the full-time regular rate. That will give you a percent effort for the pay line.
- You will need to round to the nearest whole percent to be sure that all of the funding lines do not add up to more than 100% for any one time period.
- Example: Mary works full-time and is paid $2,833.33 per month, which is her regular rate. She is paid from two accounts at the same time and for the whole year. She is paid $944.44 from account 1, and $1,888.89 from account 2. The percent on account 1 should be 33%, and account 2, 67%, calculated as 944.44/2833.33=.3333 and 1888.89/2833.33=.6666. Round them both up to 33% and 67%.
CONSECUTIVE PAY LINES, full-time exempt staff:
- This works the same as the concurrent pay lines, but each funding line with a different time period must be considered separately.
- When adding pay lines and their percents, add only the percents for the same time period.
- Each separate time period must have one or more pay lines with the percents totalling 100%.
- All pay lines together in this case may add up to more than 100% because the time periods are not concurrent.
- Example: Mary works for the same rate as in the above example, but is paid the first six months from only account 1 and the second six months from only account 2. Her effort for each six months is 100%, because she is paid from only one account at a time. Both her funding lines would add up to 200%.
CONSECUTIVE OR CONCURRENT PAY LINES for part-time staff:
- This would apply when you have someone who works part-time, such as 80%, because they work a reduced work week.
- In this case, the percent applying to their schedule, or job, is different than the percent you will see on the funding lines.
- The funding lines should represent effort as it relates to their total time worked. Their funding lines should still add up to 100% for any concurrent time periods. When added together, the amount to pay in all of the funding lines should total 100% of what they will earn, which will be their part-time salary.
- Use the FTE salary to verify that you have entered the funding correctly, since the FTE would be more than the actual part-time salary.
Last updated: 1/20/2012, clm