These are positions. ... The overall number of position

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COMPLETING P-1 FORMS

• Office of Finance Administration
• September 2006

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INSTRUCTIONS FOR P-1 FORM
Guiding Principle
The P-1 form is a snapshot of the number of
positions that are committed from personnel funds
as of September (fall term) of each year. Do not
think of these funds as people. These are
positions. Names are associated with them simply
for ease of identification rather than referring
to the positions by their unique numbers.
Office of Finance Administration September 2006
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Getting Started
INSTRUCTIONS FOR P-1 FORM

• 1. FORM P-1Fill in current year PERSONNEL
  BUDGET SUMMARY
• DEPARTMENTType in department name.
• 3. AGENCY/ORGType in agency/org number for the
  department reported on this page.

Office of Finance Administration September 2006
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Column Headings and DescriptionsPosition Number
INSTRUCTIONS FOR P-1 FORM
HCM Position Number Each position in the
department has a unique position number
associated with it. The overall number of
positions should not vary greatly from year to
year. Position numbers do not move with the
employees, when they transfer from one department
to another. HCM assigns these numbers. The
Position number is assigned to the position and
not to the employee.
Office of Finance Administration September 2006
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Column Headings and DescriptionsName and
Title/Rank
INSTRUCTIONS FOR P-1 FORM
Name Name of incumbent in the position, e.g.
Smith, Jane. If the position is vacant, record
as (vacant-Smith). Title/Rank Faculty rank
should be typed in this column, e.g., Assistant
Professor. For administrative staff, type in
their title, e.g. Director, Associate Director,
etc. For classified staff, type in their
classification title, e.g. Administrative
Secretary, Account Clerk 3.
Office of Finance Administration September 2006
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Column Headings and Descriptions Position
Vacancies
INSTRUCTIONS FOR P-1 FORM
Position Vacancies If a position is vacant, the
position remains with the last contract salary
amount. The name field should indicate (vacant).
If you want to put the former incumbents name
on the line as another means of tracking,
indicate (vacant-Smith).
Office of Finance Administration September 2006
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Column Headings and DescriptionsPosition
Eliminations
INSTRUCTIONS FOR P-1 FORM
Position Eliminations If a position is
eliminated, the other positions do not move up
into the vacated number. In the first year of
the elimination, that should be noted in the
remarks column and the position shown with no
salary or FTE. The following year it should be
removed but positions should not be renumbered.
Over time, the missing numbers will represent
deleted positions.
Office of Finance Administration September 2006
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Column Headings and DescriptionsFiscal Year
Salary
INSTRUCTIONS FOR P-1 FORM
2006-07 Salary Current Salary being paid for
this position, e.g., 48,495. (For split
contracts, see Joint Appointments on Slide
13). For classified positions, show the total
full-time salary including cents. (When the
classified loads are recorded in AFIN, however,
they will be rounded to the nearest whole dollar
since we do not budget by cents).
Office of Finance Administration September 2006
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Column Headings and DescriptionsFiscal
Year/Academic Year Contracts
INSTRUCTIONS FOR P-1 FORM
2006-07 Contract Type in the number of months
covered by the contract, e.g., 9, 12, 10.
Faculty positions are typically shown as 9
(academic year), but some appointments are 12
(fiscal year). All administrative staff
positions are typically shown as 12. If the
contract is for a different number of months,
include the appropriate number. Classified staff
positions are not contract, but please type in
this column whether the position is 9 (academic
year) or 12 (fiscal year).
Office of Finance Administration September 2006
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Column Headings and DescriptionsFiscal
Year/Academic Year Status
INSTRUCTIONS FOR P-1 FORM
2006-07 Status For faculty - type in T - Tenure
Tml - Terminal Lect - Lecturer 1/1 Non-tenure
fixed term (or appropriate number for their
contract) 3/7 - probationary (or the appropriate
number for their contract). For administrative
positions - type in Term for regular, on-going
appointments or Ext for externally funded.
Nothing is recorded in this column for classified
positions.
Office of Finance Administration September 2006
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Column Headings and DescriptionsFull-Time
Equivalent (FTE)
INSTRUCTIONS FOR P-1 FORM
Full-Time Equivalent (FTE) Most positions are
full-time and are recorded as 1.0 FTE. The FTE
level shown on the contract is what should be
reflected for this position. FTEs can be any
number from .10 to 1.0 and must correspond with
the contract issued for the position.
Office of Finance Administration September 2006
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Column Headings and DescriptionsRemarks
INSTRUCTIONS FOR P-1 FORM
Remarks Any comments/remarks may be typed in
this column that clarify any special
circumstances surrounding the position for the
current year. Some specific remarks that should
accompany specific occurrences are noted below.
(see sample form on Slides 19 20 ) Faculty
Improvement Leave (FIL) - FIL Fall or FIL
AY Leave Without Pay (LWOP) - LWOP Fall or LWOP
AY Stipends - Includes the amount of the stipend
and the type of stipend
Office of Finance Administration September 2006
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Miscellaneous CircumstancesJoint Appointments
INSTRUCTIONS FOR P-1 FORM
1. Joint Appointments If a contract is written
for 75 in one department and 25 in another,
this departments 75 commitment should be shown.
The remaining 25 commitment should be shown in
brackets immediately following the departments
portion with an indication of the joint
appointment department. The brackets will keep
the additional lines from adding into your totals.
Office of Finance Administration September 2006
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Miscellaneous CircumstancesFaculty Improvement
Leaves
INSTRUCTIONS FOR P-1 FORM
2. Faculty Improvement Leaves If a position is
filled while the incumbent is on FIL, the
incumbent is shown on the regular position line.
The salary dollars and FTE are shown on this line
since this is the on-going permanent commitment.
The FIL replacement position should be shown for
the department directly below the position being
filled with a .1 extension on the position
number. The salary and FTE will be bracketed
when shown for the replacement. (see sample form
on Slide 19) (e.g. F-3.1 1.00 26,000.00)
Office of Finance Administration September 2006
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Miscellaneous CircumstancesSuccess Challenge
INSTRUCTIONS FOR P-1 FORM
3. Success Challenge Positions funded by
Success Challenge are considered external and
should not be counted into the departments
totals. The position can be shown in the same
fashion as Soft-funded Positions described in
Slide 16. The FTE and salary would be in
brackets. The status would show External and
Remarks would note Success Challenge.
Office of Finance Administration September 2006
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Miscellaneous CircumstancesSoft-funded Positions
INSTRUCTIONS FOR P-1 FORM
4. Soft-funded Positions Soft-funded positions
should not be reported on the P-1 form. As
indicated at the beginning, this is for permanent
personnel lines only. However, if you want to
include them for your own benefit, please list
them after the last regular position. Be sure
that all soft-funded salaries and FTEs are
bracketed so they will not calculate in your
totals.
Office of Finance Administration September 2006
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Miscellaneous CircumstancesPart-time Positions
INSTRUCTIONS FOR P-1 FORM
5. Part-time Positions A line is included on
the form for Part-time Faculty Contracts. This
is an informational item only and does not
calculate in any of the totals. All of the data
should be in brackets. You should estimate the
total number of dollars devoted to part-time
instruction for the fall term, the associated
number of FTEs generated, and the number of
contracts issued.
Office of Finance Administration September 2006
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Sequence and Totals
INSTRUCTIONS FOR P-1 FORM
Sequence All faculty positions should be listed
first and a subtotal recorded. Next are
administrative staff positions which are to be
listed and a subtotal recorded. A total of
contracts (faculty administrative) should be
shown. Next are classified staff positions with
a total. Totals are to be calculated on salaries
and FTEs. 2006-07 Personnel Total Add together
the contract and classified amounts for a grand
total for Salaries and FTEs on the last line.
Office of Finance Administration September 2006
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Sample FormAcademic Areas
INSTRUCTIONS FOR P-1 FORM
Office of Finance Administration September 2006
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Sample FormNon-Academic Areas
INSTRUCTIONS FOR P-1 FORM
Office of Finance Administration September 2006
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Thank You
INSTRUCTIONS FOR P-1 FORM
Thank you for using this training document. If
you still have questions that were not addressed,
please feel free to contact Amani Snyder at
amani_at_bgsu.edu for auxiliary and non-academic
areas contact Lisa Meyer at lmeyer_at_bgsu.edu for
academic area questions or Linda Hamilton at
lhamilt_at_bgsu.edu for special or unique items. We
hope this document provides you with information
to help you complete these forms.
Office of Finance Administration September 2006