UCSF HR Billing 1

UCSF HR budget overview  Transformed organizational structure under one AVC comprised of five service centers, an academic specialty center and a staff specialty center  A reduction in 76 FTE from the 2010 survey baseline of 249 to 173  Creates annual savings of over $7 Million by FY

Allocation of UCSF HR costs FY12-13 Total Estimated UCSF HR Service Delivery* Five UCSF HR Service Centers Staff and Academic Specialty Centers Deans’ Offices Academic Affairs Managers Amortized startup costs (3 years) $22,294,001 Subtract contribution from Central HR, Academic Personnel and Dean’s Offices Academic Affairs $ 7,377,054 Total Costs Allocated to Schools/Departments$ 14,916,947 3 * Does not include centrally funded technology costs

Headcount weights 4  Headcount weights were validated by five UCSF departments in Fall 2010 and refined by input from Schools  Weights will be reevaluated every year.  Paid Faculty = 1  Faculty Without Salary  Volunteer Clinical Faculty = 0.2  Emeritus Faculty without recalls = 0.2  All other Without Salary Faculty = 1  Post-docs and Non-Faculty Academics = 0.8  Staff = 0.8

FY Headcount Price per Year 5  Paid Faculty: $1,119  Faculty Without Salary  Volunteer Clinical Faculty: $229  Emeritus Faculty without recalls: $229  All Other Faculty without Salary: $1,119  Post-docs and Non-Faculty Academics: $896  Staff: $896

UCSF HR billing principles 6  UCSF HR Advisory Board will review billing methodology and budget annually  Budgets will be developed by the end of February annually  Bills will be based on the headcount of each department identified by the Home Depcode of the employee *  Headcount snapshot will be taken on March 1 st annually (see next slide)  Headcounts will be weighted based on effort *Exception: Organized Research Units – the alternate depcode may override home depcode to accommodate the Academic requirements

UCSF HR headcount snapshot 7  Headcount snapshot will be taken on March 1 st annually  Startup year  Headcount snapshot will be taken on February 15, 2012 to give budget planning guidance for FY  Departments will have 60 days to clean up employee title codes to ensure accurate headcount  Final headcount snapshot will be taken on May 1 st, 2012  The official rates and billing charges for FY will be published on May 31, 2012

Billing method 8  One amount will be calculated for each department based on headcounts  Department is defined as no lower than Level 4 depcodes or 2 levels below control point  Departments will submit a list of Fund DPAs and percentages to be billed by July 1, 2012*  Departments may change the Fund DPA list and percentages during the fiscal year *The HR Service Request System will provide departments with their headcount and allow them to indicate fund DPAs and percentage distributions

Budget Office guidance 9  The UCSF HR billing is a reapportionment, not a recharge  Reapportionment NCAs (2 credit and 2 debit) will be determined soon and used starting  The UCSF HR billing charges are:  Not appropriate for Federal Contracts  Appropriate for State Contracts but may encounter rejection  Determined on a case by case for all other contracts and grants

UCSF HR prorated billing FY  Billing is only from go-live month to fiscal year end  Service Center A – February to June  Service Center B – April to June  Service Center C – May to June  Service Center D – May to June  Service Center E – April to June  Billing costs consist of only direct costs of each Service Center (no technology costs and amortization)

FY11-12 headcount snapshot 11  Headcount snapshot is taken on the month of go-live  Service Center A – February 1 st  Service Center B – April 1st  Service Center C – May 1st  Service Center D – May 1st  Service Center E – April 1 st  Weighting of headcount is the same 100/80/20/20

FY11-12 billing details 12  Departments will receive headcount details and the allocation dollar amount on February 15  Departments will receive refreshed headcount details and allocation dollar amount on April 11, 2012 for Service Centers B/E and May 9, 2012 for Service Centers C/D  Departments must provide a list of Fund DPAs and percentages to be billed by go-live date or a default Fund DPA will be chosen  The Fund-DPA list will be used for the rest of the FY11-12  Billing NCA (per Budget Office guidance for FY11-12 only)  – Rechg – Shared Admin Svcs  – Rechg Cred – Shared Admin Svcs

Headcount and billing summary 13 FY11-12FY12-13 Feb 15 th 2012UCSF HR will send headcount and billing charges to all departments based on Feb 1 st snapshot. UCSF HR will send headcount information and billing charges to all departments based on Feb 1 st snapshot. April 11 th 2012UCSF HR send Service Center B & E departments snapshot and billing charges based on headcount for April 1st. Departments must submit Fund-DPA list before this date. May 9 th 2012UCSF HR send Service Center C & D departments headcount and billing charges based on May 1st. Departments must submit Fund-DPA list before this date. May 9 th 2012FY headcount snapshot is taken May 31 st 2012FY FINAL headcount and billing charges are published. July 1 st 2012All departments must submit Fund-DPA list before this date before this date.

FY11-12 staff startup cost 14  Directors and managers are allocated 20% to UCSF HR  Staff are allocated 100% to UCSF HR one month prior to go-live