FSUN – Payroll Accounting May 11, 2016 Sherrie Kutzler, Director – Accounting Services

Communication It’s no longer “HR’s responsibility” or “Finance’s responsibility”. The entire payroll process is the responsibility of both groups. A workgroup has been created that has HR and Finance representatives from Academic units, BPOs and Module Support to work together through future enhancements, current issues and reporting needs. Central workgroups with HR BPOs, Finance BPOs and Module Support meet regularly to discuss issues, processes, and enhancements.

Communication (cont’d) HR

Communication (cont’d) Without communication – mistakes happen

Communication (cont’d)

Additional Pay Use for paying an employee for additional work outside their primary appointment: Augmentations Awards Additional Instruction Summer Earnings Work done in a different position and/or department Used for Current and Future pay only

Additional Pay (cont’d) Use of end dates: Use the End Date field when you have the anticipated end date of the payment. The End Date should be the end date of the pay-period If an end date is not selected the employee will continue to receive payment Additional pay typically has an end date

Additional Pay (cont’d) Job Data Overrides: Can be used to associate additional pay with a different position number instead of the default Job Data position number. USE if: The additional work the employee is paid for is not related to the main job record In lieu of creating a separate job record Do NOT use if: The position number used has “Reports To” responsibilities The additional work is paid by sponsored funds The position number entered in the Override section must be active

Default Program Values Departments are responsible for moving ALL payroll transactions from the default program values to the correct chartstring using a Retro. Payroll transactions must be moved within 60 days of the original transaction date. Program 21853 – transactions recorded by the HRMS module when there are issues with valid chartstrings. Program 23000 – Program value used by departments as the Departmental Funding Chartstring. Used by departments to identify issues.

Retro’s Known issues: Fringe calculation Coded to recalculate fringe when Retro is completed Changing code to use original fringe charged. Will be charged to new chartstring based on percentage moved Target 6/30/16 for fix to be implemented

Retros Issues: Difficult to approve due to many lines within a Retro Process working as designed Will bring topic to HR-PA workgroup Concerns with Retro timing: Retros can be completed on Payday (Wednesday) thru the current payperiod Payroll transactions post to G/L Wednesday PM, are in Finance UMReports on Thursday AM Payroll encumbrances reverse and new encumbrances post on Wednesday, are in Finance UMReports on Thursday AM

Finding Data How do I find the account string an employee is set up under? UM Payroll Accounting >UM Distribution Entry > UM Distribution Entry

Finding Data –Account String

Finding Data – Account String

Finding Data (cont’d)

Finding Data – Account Code Account for Salary expenses is determined by Employee Class.

Reference documents Examples of job aids are listed below. Locate job aids at: http://www1.umn.edu/ohr/training/trainingservices/hrms/materials/index .html Additional Pay Instructions Understanding Additional Pay Prorating Additional Pay Field Names and Definitions Job Data (Position) Overrides in Additional Pay and Distribution Entry Distribution Funding Levels and Strategies Setting Up Distributions for Payroll Earnings Setting up Summer Funding Setting up UNS Funding

Reference Documents (cont’d) View Payroll Accounting Distribution by Department View Payroll Accounting Distribution by Employee Retro Distributions: Certified Approvers Direct Retro Distribution: Step by Step Viewing a Direct Retro Transaction

Questions?