University Chartfields 1 InfoPorte Webinar June 16, 2015

Today’s webinar 2 Duration is approximately 60 minutes Use the chat window to type your questions We will answer questions at the end The webinar recording will be posted on the Reporting tab on ccinfo.unc.edu

Webinar Topics 3 BMS Report Summer Salary and Overload Payments Report Income Statement “Coming soon”: Payroll check register as SAS report HR Funding Report Foundation report Grant Profile page and OSR Ledger Rollup

4 BMS Report

The BMS Report provides a fiscal year-to-date budget balance of your state personnel funds. The report is located under the Finance > Other Reports tab The report now includes payroll actuals for July, August, and September It also includes retroactive funding transfers, with one small exception: −The only retroactive funding transfers that are not reflected on the BMS report are journals entered directly to the General Ledger to correct converted data. −These journals are entered by OSR and the Budget Office and are requested via a remedy ticket. −There are only a small number of these in the system. You can search for them by journal source code RTO. The report also now includes SPA as well as EPA

BMS Report – filters Budget Period and Fiscal Year −Budget Period is the fiscal year the budget applies to −Fiscal Year searches the fiscal year a transaction was entered −It’s best to leave these fields as defaulted to get the most accurate view of your balances

BMS Report - filters You can also filter by employee using name or PID. Important! Do not use the Emp Type field. Leave it defaulted to “show all” to ensure you get accurate results.

BMS Report – Summary section Two columns – each shows a different balance 2016 state personnel budget 2016 state personnel expenditure based on the current ePAR funding grids 2016 ending budget balance Left column tells you, “Based on my 2016 state personnel budget and the current ePAR funding grids, this is my ending 2016 budget balance.”

BMS Report – Summary section The right column tells you, “Based on my 2015 state personnel budget and my current actuals and encumbrances for state personnel, this is my ending 2015 budget balance.” 2015 state personnel budget 2015 actuals plus encumbrances for state personnel based on the current ePAR funding grids 2015 ending budget balance

BMS Report – Details section 10 The BMS Detail section lists employees with State funding. It shows the chartfield string and other data, like employee ID and name. The Detail section also shows: o Current Distribution – the amount a person is funded by that chartfield string as of the latest effective date in the Dept Budget Table o Actuals – amount paid to the employee o Encumbrances – amount employee will be paid based on the employee’s current ePAR funding grid o Total – Actuals plus Encumbrances o A subtotal line by chartfield string is displayed in bold. Note: Rows with blank position ID’s are converted data – July, August, & Sept.

BMS Report – error on position field 11 Please note: There is currently an error in the position field in the BMS detail. If a person changed positions on October 1, 2014 or after, the position that displays on one line of the BMS report is incorrect, but the name and amount are correct. Here is what you will see: – Row 1 – reflects the position the person left. Actuals are zero. – Row 2 – reflects the position the person left. Actuals are zero. Current Distribution reflects the ePAR funding grid from that position. – Row 3 – reflects the Actuals charged to your department, for the position the person held when they were in your department. The dollar amount is correct, the PID is correct (not displayed here for privacy reasons), but the position number shown with that dollar amount is incorrect. – Row 4 – the same concept as Row 3 except for converted data, so July, August and September. That is, Row 3 reflects Actuals since October 1, and Row 4 reflects July, August, and September.

Quick Review 12 BMS Report now includes July through September payroll actuals and funding transfer with one minor exception You can search by employee Header section shows current and future year budget balances Details shows employee funding by chartfield string, actuals, encumbrances, and balances There is an error regarding the position field in the Details section

13 Summer Salary and Overload Payments Report

14 The SAS Summer Salary and Overload Payments report shows lump-sum payments for both nine-month and twelve-month employees who receive compensation for work during the summer months or overload payments The report is available to those who have enhanced access to ConnectCarolina finance queries in the RPT environment

Summer Salary and Overload Payments Report 15 Following University policy, HR representatives must manually calculate the salary limitation entered on the ePAR form. The Summer Salary and Overload Payments report provides a way to monitor employee compensation to ensure the limits are not exceeded For complete instructions on calculating an employee ’s summer salary limit, see Summer Compensation Policy at academicpersonnel.unc.eduSummer Compensation Policy

Summer Salary and Overload Payments Report 16 The SAS Summer Salary and Overload Payments report is on the Finance > Financial Reporting - Misc tab The report has four tabs:  Summer Salary – Summary. Summary data for nine-month employees  Summer Salary – Detail. Detail data for nine-month employees  Overload Payments – Summary. Summary data for nine month and twelve-month employees  Overload Payments – Detail. Detail data for nine-month and twelve- month employees

Summer Salary and Overload Payments Report 17 The Summer Salary – Summary tab shows the total summer payment amount to date and the total summer payment amount available for nine- month employees. You can filter by: o Business Unit – defaults to UNCCH o Reg/Temp Flag – defaults to regular o Full/Part Time – defaults to both selected o Calendar Year – this is the calendar year and not the fiscal year o Employee Name or PID. For employee name, enter the last name, followed by a space, and then the first name. Do not use a comma. o Service Period – defaults to display all service periods o Department – just like other reports, you can select the department level you want

Summer Salary and Overload Payments Report 18 The search results show the beginning amount available, total amount paid, and remaining amount available The payment fields are highlighted if an employee exceeds his or her limitation for summer compensation

Summer Salary and Overload Payments Report 19 The Summary tab shows one line for each employee. If there are multiple funding sources for an employee, the one line represents the combined amount. You can double-click the number either in the Summer Payment Amt or Payment Amt Available fields to see the detail. When you click these numbers, it brings you to the Detail page, where there is a separate line for each funding source.

Summer Salary and Overload Payments Report 20 The Summer Salary – Detail tab shows the detail data on nine- month employees who receive compensation for work during the summer The filters on the Detail tab are the same as the Summary tab

Summer Salary and Overload Payments Report 21 The Detail page shows details such as base salary, dates, and chartfields. There is a separate line for each funding source.

Summer Salary and Overload Payments Report 22 The Overload Payments – Summary tab shows the total overload payment amount to date and the total overload payment amount available. The filters are the same as the Summer Salary tab except: o Fiscal Year. The Overload Payments – Summary tab filters by fiscal year rather than calendar year. o Service Period. This tab defaults to display all service periods. Select the service periods you want.

Summer Salary and Overload Payments Report 23 The search results shows the payment amount available The payment fields are highlighted if an employee exceeds his or her limitation for overload payments Just like the Summer Salary tab, this tab shows one line for all funding sources Just like the Summer Salary tab, if you click the numbers in the Summer Payment Amt and Payment Amt fields, it takes you to the Detail page to show the detail lines

Summer Salary and Overload Payments Report 24 The Overload Payments – Detail tab shows the detail data on nine-month and twelve-month employees who receive overload payments. The detail tab includes things like base salary, job type, and chartfields.

25 Income Statement

26 The SAS Income Statement on the Finance > Financial Reporting > Cash/Bal tab has been validated and is now available The report is available to those have access to this tab

Income Statement 27 You can filter by business unit, accounting period, fund, and department

Income Statement 28 The Income Statement shows: Posted total revenue and expenses by accounting period Operating and non-operating account totals Total (revenue less expenses) You can filter by business unit, accounting period, fund, and dept

29 Coming soon….

30 SAS Payroll Check Register report is in the final stages of testing and will be available soon If you have an urgent, year-end related payroll information need, please submit a help ticket at: Help.unc.edu HR Funding Report will show personnel expense actuals (earnings and fringes) and include retroactive funding transfers (with one minor exception) and July – September converted actuals. Foundation report – being tested. Will show foundation balances at summary and detail levels. Grant Profile and OSR Ledger rollup security will be lifted so more people who manage grants can see the information they need.

Summary Review 31 BMS report now includes July, August, and September data, including retroactive funding transfers BMS report now includes SPA and the ability to search by employee The Summer Salary and Overload Payments Report is available to monitor limitations on employees who work during the summer or receive overload payments The Income Statement has been validated and is available to those who have access Coming soon: Payroll check register as SAS report Funding Report Foundation report Grant Profile page and OSR Ledger Rollup with lifted security

Reference information Reporting tab of ccinfo – Recording of the webinar – Webinar PowerPoint 32

33 Q&A

34 Thank You