1 Home Department Coordinator Meeting UPC - Taper Hall Room 101 June 11, :00am - 10:50am HSC – McKibben Room 149 June 13, :00am - 11:00am

2 Agenda Fiscal Year End Trojan Time BW14

Fiscal Year End

Fiscal Year End Important Dates Quick Reference Guide for 2013 Fiscal Year End and Summer (20132) Student Employment (Doc #4) Refer To Guide for Fiscal Year End and New Fiscal Year 2014 (Doc #6) 4

5 Fiscal Year End Reports No SupervisorNo Supervisor –lists employees that have a funding line with no assigned supervisor –You will receive this report the week of June 17 by –Critical that the supervisor data be input for Trojan Time and PPBS purposes Amount to Pay DiscrepancyAmount to Pay Discrepancy – lists monthly employees with fund lines with a 6/30/13 end date & a regular rate not equal to the amount to pay. Important tool to ensure correct June monthly pay –You received this report June 7, 2013 –You will receive this report one more time the week of June 17.

6 Supervisors and Approvers –Payroll Services will create a report for HDCs of employees who do not have supervisors assigned to their hourly and salary funding lines You will receive this report the week of June 17 via Remember – Fund lines with no supervisors do NOT transfer to Trojan Time. Employees with no supervisors will cause MAJOR Trojan Time system errors. –HDCs are encouraged to have your department supervisors verify and confirm the supervisor/approver information on all active funding lines as soon as possible This will help reduce Trojan Time login problems for BW#14 Payroll To correct supervisor/approvers in PPBS go to PF.PS.FUNDSUPER.U

7 BDS Rollover BDS data to PPBS There will be two BDS Rollover Processes –Hourly –Hourly employees’ FY14 pay rates and encumbrances will rollover from BDS to Payroll, Personnel, Benefits System on the weekend of June 15 – June 16 with an effective date of June 20, 2013 –Salary –Salary employees’ FY14 pay rates and encumbrances will rollover from BDS to PPBS on the weekend of June 29 – July 1 with an effective date of July 1

8 BDS Rollover BDS data to PPBS From Monday June 17 – Wednesday June 19 you will see both FY13 and FY14 hourly funding lines in PPBS All activity in Payroll is for FY13 only during this period Only FY13 funding lines will export to Trojan Time during this time period (2013BW13) –Account names will be preceded by (“13”)

9 June 17 – June 19, 2013 Funding Lines 13xxxx –You will see regular rate, amount to pay, month to date, quarter to date, calendar year to date and fiscal year to date on these hourly and salary lines –Continue to use these lines as normal (Payroll check requests, expense transfers etc) –The 13xxxx lines will continue to be the ONLY lines exported to Trojan Time from Monday, June 17 through Wednesday, June 19, 2013

10 June 17 – June 19, 2013 Funding lines 14xxxx –Do not use or attempt to use funding lines for fiscal year 2014 (14xxxx) yet! –You may NOT add FY2014 funding lines yet –They are only here for viewing purposes –14xxxx lines WILL NOT be available in Trojan Time until 06/20/2013

11 Friday, June 28 Last day to run FY13 hand-drawn checks and complete any FY13 business You will not be able to submit any hand drawn checks (on line or paper) after your noon deadline on June 28 We will not create payroll checks after June 28 until we “re-open” for business on Monday, July 1 Hand drawn checks processed the week of June 24 on 13xxxx fund lines (monthly) will post to FY13 expenses Hand drawn checks processed the week of June 24 on 14xxxx fund lines (hourly) will post to FY14 expenses

12 June 29 – June 30, 2013 AIS-c2000, WebPPBS and eTrac will be down at 5:00pm on June 29th thru June 30, 2013 Running 2013 SU03, June Month End, 2nd Quarter End and Fiscal Year End Rolling Salary funding lines from BDS to ais-c2000, and other rollover processes

13

14 and July 4, 2013 and July 5, 2013 Happy Independence Day! University Holidays

Monday, July 1, 2013 We are now in FY14 AIS-c2000 is up and running for business in FISCAL YEAR 2014 ONLY The month-to-date, quarter-to-date, and FYTD amounts have been zeroed out for 13xxxx funding lines Do not attempt to use/change/delete any 13xxxx funding lines 15

Time and Attendance 16

Trojan Time Fiscal Year End

Biweekly #14 June 20 – July 3 All hours worked and not worked will be paid on 14xxxx fund lines for this entire pay period All 13xxxx fund lines will be ended in PPBS the evening of Saturday June 22, 2013 with an end date of June 22,

June 20, 2013 FY14 funding lines (hourly) may now be setup in AIS- C2000 Set up new FY14 funding lines if lines did not rollover from BDS Employees who do not have an active FY14 funding line will NOT be able to record activity on Trojan Time 19

20 It is highly recommended that all approvers review and take the necessary action on Trojan Time timesheets on Wednesday July 3 before the July 4 holiday! Thursday, July 4Approvers must review and take the necessary action to timesheets (i.e, populate missing punches, add work and non-worked hours, approve, reject) by no later than Thursday, July 4 at midnight July 4 – Approval Day Biweekly #14 July 4 – Approval Day

21 Biweekly #14 July 5 - HoursUpload Friday, July 5 (University Holiday)Trojan Time time file will begin the upload processes at noon on Friday, July 5 (University Holiday) Expect AIS-C2000 to be unavailable from at least 12pm–2pm

Friday, July 5 Home Department Coordinators MUST run & check PPBS Report #3 and review all Trojan Time error reports Reminder: Report #3 is not available after the pay cycle is run –You must download and review Friday or Saturday before 5pm! 22

23 College Work Study BW#14

24 June 20 – June 30 Summer CWSP June 20 – June 30 Friday,June 14The last day to enter CWSP data in the Student Information System (SIS) is Friday, June 14 If you have new hires with summer work study and you want them to work this week, use the AIS-C2000 STUHIRE process and pay via object code if enrolled and if not enrolled

25 Do not use Trojan Time to record hours worked for Summer CWSP paper timesheetIn order for us to be able to charge payroll for hours worked on these days to the appropriate federal and departmental account and fiscal year, you must use a paper timesheet for these days 10am on Monday, July 1 –Submit the paper timesheets to University Payroll Services by 10am on Monday, July 1 –Payroll will process these timesheets as special hand drawn check to be included in FY 13 –Checks will be released on BW#14 pay day June 20 – June 30 Summer CWSP June 20 – June 30

26 On July 1 students may begin to use 2013/2014 Academic Year CWSP award funds July 3 will be the first interface from SIS to Payroll for FY14 CWSP for BW#14

27 Pay cycle will run on Saturday, July 6 AIS will send pay data for June 20 – July 3 to Financial System for inclusion in FY14 July General Ledger Wednesday, July 10Biweekly pay day is on Wednesday, July 10 Other Biweekly #14 Information

28 Have a great