Help for Supplemental Schedule SS-13

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Help Screen for SS-13 - Personal Services by FTE and Job Code

If salaries were reported on SS-10 and/or SS-11, this schedule must be completed. This schedule details the positions and salary amounts that are reported on the SS-10 and SS-11 for each program. General instructions for this schedule are as follows:

A.List all school staff by program code. Agency administration personnel (positions classified as job codes 600 - 690) are reported under program code 9999. Do not allocate these positions between programs on the SS-13. See the example given in the program code line item help screen.

B.List program site/program administration personnel using the appropriate program code and job codes 100 - 590.

C.Aggregate staff with the same position title code and the same standard work week. See specific instructions regarding this in the Job Code and Position Title Code line item help screen.

D.Do not skip any lines between programs as the schedule only allows for up to 100 lines of data. If there are more than 100 items, complete another page of this schedule with these additional items and submit directly to the Rate Setting Unit.

E.The employee FTE is automatically calculated using the following formula:

 

Employee FTE = Total Hours Employees Actually Paid / (Hrs. in Employees Std. Work Wk. x 52 Wks.)

 

Example:

Social Worker is paid for 20 hours /

week for 6 weeks between July 1, 2005 and August 31, 2006.

Hours in Std. work week are 37.50.

 

120 Hours Paid / 1950 Hours (37.5hrs x 52wks) = .06 FTE

 

Note: a full time summer position is an FTE of .12   (6wks / 52wks)

 

(ENTRY 1) Program Code

Report the program code consistent with the program code(s) reported on SS-10 and/or SS-11. The complete list of program names/codes can be found under SAMS General Help - Forms - RSU - Help for PSRU Schedules.

 

*Please note that agency administration positions (job codes 600-690) must be broken out by program on SS-10. However, all agency administrative positions reported for each program on SS-10 must be combined on SS-13 using program code 9999. Total salary dollars reported for agency administration on SS-10 must reconcile to total agency administration salary dollars reported on SS-13.

 

Example:

 

SS-10 Program Code 9000

Salaries - Job Codes 600-690: $5,200

 

Includes:

School Superintendent

$2,800

.04 FTE

Accountant

$2,400

.06 FTE

 

SS-10 Program Code 9100

Salaries - Job Codes 600-690: $2,300

 

Includes:

School Superintendent

$700

.01 FTE

Accountant

$1,600

.04 FTE

 

SS-13

Program Code

Job Code

Position Title

Std. Work Week

Hours Paid

FTE

Amt. Paid

9999

601

School Superintendent

40

104

.05

$3,500

9999

606

Accountant

40

208

.01

$4,000

 

(ENTRY 2) Job Code and Position Title Code

Enter the job code associated with each position using the position title codes provided toward the top off SS-13 under "List Of Job Codes". Positions listed may not be considered reimbursable in all cases. Refer to the July 2007 Reimbursable Cost Manual to determine if the particular position is eligible for reimbursement. Please note that multiple employees with the same job code and the same standard work week must be combined and reported on the same line. If an employee performs job duties that relate to more than one job code, then report all applicable job codes for that employee.

 

For a more detailed listing of positions and position codes, please call the Rate Setting Unit @ (518) 474-3227.

 

(ENTRY 3) Standard Work Week In Hours

Report the full-time standard work week in hours for each position title reported. For part-time positions, report the number of standard work week hours the employee would be required to work if they were a full-time employee.

 

Example: If an employee works 10 hours per week, but would be required to work 40 hours per week as a full-time employee, then 40 hours should be reported for the standard work week, not 10 hours per week.

 

(ENTRY 4) Hours Paid

Indicate the total actual number of hours paid for all individuals in each position title. Include all overtime hours paid as straight time not as time and a half, i.e., 10 hours of overtime is reported as 10 additional hours, not 15 additional hours. Do not include hours spent on extracurricular activities (i.e., stipends for coaching) of direct care personnel in the hours paid for this program.

 

(ENTRY 5) FTE

No data entry is required.

 

The employee FTE is calculated to two decimal places as follows:

 

Employee FTE = Total Hours Employees Actually Paid /

(Hrs. in Employees Std. Work Wk. x 52 Wks.)

 

Example:

Social Worker is paid for 20 hours/

week for 6 weeks between July 1, 2005 and August 31, 2006

Hours in Std. work week are 37.50.

 

120 Hours Paid /

1950 Hours(37.5hrs x 52wks) = .06 FTE

 

Note that a full time summer position is an FTE of .12 (6wks / 52 wks)

 

(ENTRY 6) Amount Paid

Indicate the salary amount paid by position title for each program. The amount must be reported in whole dollars. The total salaries reported for each program must reconcile to the total salaries reported for the corresponding programs on the SS-10 (administrative salaries) and the SS-11 (direct care and/or facility salaries).