4/14/2015 Arizona State University, Financial Services 1 Payroll Expense Redistribution Entries Presented by: Jami Hovet Linda Hartman (Winkelman)

4/14/2015 Arizona State University, Financial Services 2 Introduction End user training for processing Payroll Expense Redistribution Entries in PeopleSoft Pilot Program for limited number of departments

4/14/2015 Arizona State University, Financial Services 3 Agenda How to view payroll expenses posted to Advantage Accounts Security Role Required for Access Step by Step Instructions on how to enter Viewing a processed entry in PeopleSoft Viewing a processed entry in myReports & Advantage Approvals, Restrictions, Document Retention

4/14/2015 Arizona State University, Financial Services 4 Overview A payroll redistribution entry that has posted to Advantage is used to correct: –account number –position number –earnings code Amounts transferred can be full or partial pay period amounts and are done based on dollar amount, not hours or percentages. Each redistribution entry is for: –ONE position number –ONE employee –ONE pay period –ONE earnings code Therefore an employee who had regular time, vacation time, and sick time in one pay period would require three transactions to move the expense for one pay period Process Entry View Entry Identify Expenses to be transferred

4/14/2015 Arizona State University, Financial Services 5 Security Role Required for Access The FSO Redistribution role is required for data entry and to view processed entries. HCM Dept Financial Mgr, HCM Dept Position Manager, and HCM Dept Position View will allow view only access. Security will limit you to process transactions for positions only within your area. –If you need to process a transaction for a position outside of your area, please submit a paper Redistribution Form to Financial Services. xls xls

4/14/2015 Arizona State University, Financial Services 6 How to Request Access Submit a Security request in PeopleSoft: -ASU Customizations—ASU Security— Create Security Request Request the FSO Redistribution role –Please notify Jami Hovet, Linda Hartman (Winkelman) or Wendy Kirk prior to submitting your request. Oasis security will deny your request unless Financial Services has given prior approval.

4/14/2015 Arizona State University, Financial Services 7 How to view payroll expenses Demonstrate myReports query using Pay Earnings with Redistribution Query Review information in query: –Transaction numbers of 0 are payroll entries and 1XXXXXX are redistribution entries.

4/14/2015 Arizona State University, Financial Services 8 Access to myReports If you have Human Resources data warehouse access you also have access to myReports To request access to myReports go to myReports web page and refer to “Getting an Account”

4/14/2015 Arizona State University, Financial Services 9 Instructor Demonstrates Entering a Redistribution Entry in PeopleSoft

4/14/2015 Arizona State University, Financial Services 10 Entering a Redistribution Entry Sign into PeopleSoft ( using your ASURITE and password.

4/14/2015 Arizona State University, Financial Services 11 Navigate to ASU Customizations  ASU HCM Custom  ASU Position Management  Create Redistribution Entry You may search by position number, account or employee ID

4/14/2015 Arizona State University, Financial Services 12 In this example we searched by Employee ID. Once you click on SEARCH the results will be displayed.

4/14/2015 Arizona State University, Financial Services 13 Fill in: –Reasons – limited to 256 characters per text box (Reasons 2 and 3 required for Sponsored Accounts. If non-sponsored accounts enter NA or X) –REDIST AMOUNT Click CONTINUE

4/14/2015 Arizona State University, Financial Services 14 Fill in data to be changed (position, earnings code, close date or account) Click SAVE The transaction has now been entered into PeopleSoft

4/14/2015 Arizona State University, Financial Services 15 Click on the STATIC/CALCULATED tab to view the transaction number. You may print this screen for your records. To print use the FILE menu—PRINT PREVIEW and use the drop down menu and choose ONLY SELECTED FRAME Click on RETURN TO SEARCH, to go back to the Search Menu

4/14/2015 Arizona State University, Financial Services 16 Instructor Demonstrates Viewing a Redistribution Entry in PeopleSoft

4/14/2015 Arizona State University, Financial Services 17 How to View a Processed Redistribution Entry in PeopleSoft You may search by Transaction Number, Employee ID, Position Number or Account Number.

4/14/2015 Arizona State University, Financial Services 18 When the search results are displayed click on the transaction you want to view.

4/14/2015 Arizona State University, Financial Services 19 The transaction is displayed.

4/14/2015 Arizona State University, Financial Services 20 How to View a Processed Redistribution Entry in myReports and Advantage You may run the myReports query Pay Earnings With Redistribution. All transactions codes beginning with a 1 are Redistribution Entries. In Advantage Redistribution Entries will post as JV with a document number that begins with P3

4/14/2015 Arizona State University, Financial Services 21 How to View a Processed Redistribution Entry in myReports and Advantage (cont.) Please note that Workstudy payroll is processed as a Redistribution Entry in PeopleSoft. Departments will see a 100% charge on their account and then a Redistribution Entry to credit their account for the 70% federal portion. The PeopleSoft transcation numbers are also 1XXXXX and the Advantage transaction is JV P3……….

4/14/2015 Arizona State University, Financial Services 22 Approvals & Restrictions The role of FSO Redistribution gives you final approval for all non-sponsored transactions. At this time, the Office of Sponsored Projects and Research requires all Payroll Redistribution Entries to be submitted to them on the paper form along with a copy of the myReports query. You should not be entering transactions involving sponsored accounts. If you are not an authorized signer on the account that the expenses are being transferred to you must obtain prior approval from an authorized account signer.

4/14/2015 Arizona State University, Financial Services 23 Document Retention Departments are not required to keep paper copies but at their discretion may retain a paper departmental file. Human Resources will maintain Redistribution Entries in PeopleSoft for up to seven fiscal years after the transaction has been entered.

4/14/2015 Arizona State University, Financial Services 24 Errors If you encounter a system error when processing a redistribution entry, please make print screens and notify Jami Hovet, Linda Hartman (Winkelman) or Wendy Kirk in Financial Services. We are still in the pilot phase and are working to identify system problems.

4/14/2015 Arizona State University, Financial Services 25 Where to Get More Information myReports Website Commitment Accounting Web Site tml Financial Services Contacts: –Jami Hovet –Linda Hartman (Winkleman) –Wendy Kirk –Yung Briner