FY06 Commitment Accounting Rollover June 15, 2005

Agenda Key Dates and Deadlines Finishing Up FY05 Getting Ready for FY06 Using the Funding Summary Report

FY05 Cut Off Dates Monday- 6/13/05 – all Direct Retro or FAS Manual PTs were due to FS-Payroll for FY05 transactions ( was sent) –Direct Retros that are submitted after 6/13 will be processed during the week of 7/25 to 7/29 –FAS Manual PTs for 2 nd close will only be processed for errors that occurred in PP#26 (Forms due by COB on 7/6)

FY05 Cut Off Dates Tuesday- 6/28/05 – all EFPs for FY05 must be approved in eUMB before 6 PM –EFPs entered but not approved will be deleted that night This is the FY06 Rollover Date –Learn it, love it, live it…

PP05-26 Distributions 6/28: Actuals Distribution process is run for PP05-26 with no encumbrances 6/29: Validate that payroll expenses were distributed correctly using PCD 7/5: Validate that payroll expenses were distributed correctly using SPC

PP05-27 Distributions ESTIMATE: Calculated based on and posted to FAS on 6/30 (Reversed in July) –Can only view on FASWeb Reports- not on SPC or PCD ACTUAL: Calculated based on distribution –Can view on PCD on 7/25 and on SPC on 7/26 There may be differences between estimate and actuals- there’s nothing we can do

Review all funding sources that end 6/30/05 or earlier and determine redistributions Use EFP Query or Funding Summary Report (shown later) Complete redistributions by entering new EFP for a Budget Retro What Should I Do Before FY06 Rollover?

 Check ALL Funding End Dates: – No Funding End Date = no change required – Funding End Date > 6/30/05 = no change required What Should I Do Before FY06 Rollover?

 Check ALL Funding End Dates: – Funding End Date < 6/30/05 = change now so that payroll expenses do not hit PCA – Funding End Date of 6/30/05 = OK to change now; must change later to avoid hitting PCA

FY05 Redistributions After FY06 Rollover FY05 EFPs: Cannot enter into eUMB (no Budget Retros) Non-State Account Codes: Must use Direct Retro process to redistribute FY05 payroll expenses (posted in FY06) State Account Codes: Cannot redistribute FY05 payroll expenses to/from state account codes

Creating the Initial FY06 EFP EFP in effect on 6/28/05 will be used to: –Create the initial 7/1/05 EFP –Create the “fix” EFP to be used for any FY05 payroll expenses distributed in FY06 (Note: Fix EFP will have a Funding Begin Date of 3/23/03, employee’s hire date, or date transferred to department -- whichever is latest)

EFPs will be created for both active employees and employees who were terminated between 1/1 and 6/28/05 –No action is required on your part for terminated employees (unless you have a payout in FY06) –Review initial EFP for active employees to be sure it is valid (check account codes, funding end dates, % distribution) Creating the Initial FY06 EFP

Warning! EFPs with account codes citing Funding End Dates of 6/30/05 or earlier will be created with a Funding End Date of 7/1/05 –Such account codes will require your immediate attention to avoid charges to PCA Creating the Initial FY06 EFP

 Prior to actuals distribution (7/23/05) you create a valid 7/1/05 EFP for each active employee – You won’t have to worry about doing budget retros to redistribute your payroll expenses What Should I Do After FY06 Rollover?

Creating Additional FY06 EFPs 6/29 – 7/22: Departments review and create additional 7/1/05 EFPs as needed to reflect valid account codes, funding end dates, % distributions –EFPs created 6/29-7/10 will display the FY05 salary –EFPs created 7/11-7/22 will display the FY06 salary

PP06-01 Distribution 7/23: Actuals Distribution process is run for PP06-01 with encumbrances for 7/10/05-6/30/06 Week of 7/25: Validate that payroll expenses were distributed correctly –PCD on Monday, 7/25 and SPC on Tuesday, 7/26

 PP06-01 covers payroll expenses associated with both FY05 and FY06- when the actuals distribution process is run: – FY05 payroll expenses will be distributed based on the EFP “fix” EFP – FY06 payroll expenses will be distributed based on the 7/1/05 EFP in effect PP06-01 Distribution

 What happens if I don’t get a valid EFP in before actuals distribution process is run? – Payroll expenses associated with earnings dates greater than the Funding End Dates on your EFPs will be distributed to your PCA – You will need to do a budget retro – You will have LARGE encumbrance balances on your PCA PP06-01 Distribution

 If you are paying an employee who was entered in eUMB AFTER 6/28 with an effective date prior to 7/1/05:  You will not be able to enter any hours in the WET pages prior to 7/1/05  You MUST submit a PA form for retro pay- enter Account Code if you want pay to go to account other than what is effective on 7/9/05 PP06-01 (and forward) Reminders

Using the Funding Summary Report 1. Before FY06 Rollover 2. Before first FY06 Actuals Distribution

Checking EFPs Before FY06 Rollover Run Funding Summary Report using an “as of” date of 6/30/05 1. Look for items marked as ‘DP’ 2. Look for items marked with a PCA indicator: *** 3. Look for Funding End Dates of 6/30/05 or earlier

Setting Up Funding Summary Report: Checking EFPs Before FY06 Rollover

Reviewing Funding Summary Report: Checking EFPs Before FY06 Rollover Displays EFPs in effect as of 6/30/05

Run Funding Summary Report using an “as of” date of 7/9/05 1. Look for items marked as ‘DP’ 2. Look for items marked with a PCA indicator: *** 3. Look for Funding End Dates of 7/9/05 or earlier Checking EFPs Before First FY06 Actuals Distribution

Setting Up Funding Summary Report: Checking EFPs Before First FY06 Distribution

Reviewing Funding Summary Report: Checking EFPs Before First FY06 Distribution 07/09/2005 Displays EFPs in effect as of 7/9/05 REMINDER: If Funding Level = DP (Department Level Profile), employee DOES NOT HAVE EFP in eUMB. Payroll-related expenses will be charged to the departmental PCA! 07/01/2005 *** ALERT! Funding sources expiring 07/01/2005 or marked with *** require your quick attention or your PCA will be charged.

Checking EFPs using Query Reminder that you can also use the queries to validate EFPs (recommend using pivot tables with download to Excel) –UMB_CA_EFP_BY_EMPL_ID –UMB_CA_EFP_BY_DEPT_ID

Questions? Please contact FS-Payroll if you have questions regarding this process –Phone: –