1. Salary and Benefit Adjustment

2. Introductions
Lisa, Shalene, Terry, Alok

3. Learning Outcome
By the end of the training session, participants will understand how to transfer salary and benefit expenditures from one combination code to another, as required, using the Salary & Benefit Adjustment function in the PeopleSoft Human Capital Management (HCM) application. This is done in accordance with established business processes and policies.
MENTION New Business Process – Defines business processes and policies

4. Agenda Learning Objectives Salary & Benefit Adjustment Overview
Roles and Responsibilities
Business Rules and Policies
Demonstration in HCM
Error Messages
Summary Questions
Security Access
Questions

5. Learning Objectives
At the end of this course, the learner will be able to
Describe the purpose and function of PeopleSoft HCM Salary & Benefit Adjustment
Briefly describe the Salary & Benefit Adjustment Process in PS HCM and the roles and responsibilities associated
Be familiar with HR/University policies and business rules relevant to Salary & Benefit Adjustments
Complete Salary & Benefit Adjustments for each distribution method, applying the appropriate policies and business processes
Along with the Business Process document

6. What is Salary & Benefit Adjustment?
The transfer of salary and benefit expenditures from one combination code to another in PS HCM, in order to have salary and benefit expenses applied to the appropriate combination code.
Types of payroll expenses that can be distributed:
Salary expenses
Benefit expenses
Benefit Premiums (Life, LTD, Dental, Supplementary Health, Pension, EFAP)
Statutory Deductions (CPP, EI, WCB)
Learning Guide Concept 1

7. Timing of Salary & Benefit Adjustment
The General Ledger process runs the night of semi-monthly and monthly payroll confirm.
Transactions will be available to process through the Salary & Benefit Adjustment page in HCM the following day.
Salary & Benefits Adjustments can be processed Monday to Friday, between the hours of 7am – 7pm.
Learning Guide Concept 1

8. Salary & Benefit Adjustment Process Overview
Required adjustments are made on the HCM Salary & Benefits Adjustment page
Adjustments are done for individual employees, for one or more pay periods at a time
Multiple components can be adjusted at the same time (salary, benefits, and statutory deductions)
The Update Actuals Distribution and Commitment Account Actuals batch processes (in HCM) run nightly to process Salary & Benefit Adjustments
Adjusted transactions are sent to PS Financials and Journals are generated
Adjustments can be verified
Learning Guide Concept 1

9. Roles and Responsibilities: HRS
May provide clarification and/or assistance for the Salary & Benefit transactions
Notify departments and faculties of Salary & Benefit Adjustment system changes, and the Accounting dates at year end
Provide assistance with SBA Transactions
Notify departments of SBA system changes and the Accounting Dates at year-end
Learning Guide Concept 1

10. Roles and Responsibilities: Faculties/Departments
Ensures those granted access understand and adhere to the business rules and policies prior to processing Salary & Benefit adjustments
Ensures proper measures are in place to ensure compliance with internal controls and University policies and procedures
Retain documentation for audit verification and review, for a period of 7 years
Learning Guide Concept 1

11. Business Rules and Policies
Suspense Distribution
Combination Code Changes
Documentation
Invalid Combination Codes
Expenditure Reports
TEEF/TABS
Accounting Date
PeopleSoft System Availability for Salary & Benefit Adjustments
 Suspense Distribution
 Suspense distribution processes are run daily during a pay cycle in edit mode until the night of confirm when it is run in final mode. The process writes a record to suspense distribution using the department suspense defaults and the suspense account
The suspense distribution process validates all chartfields except the account.
Combination Code Changes
 Changes to the combination code set up for an employee’s salary and benefit expenditures will have to be submitted either to Human Resource Services, using a paper Appointment/Pay Action Form or an eForm – Distribution Only Change.
Documentation
Signed documentation must be kept for 7 years within the department / faculty as an audit trail for the initiation and authorization of the Salary & Benefits Adjustment (funds transfer).
Invalid Combination Codes
Combination codes become invalid when one of the chartfield attributes it represents has become inactive.
The Combination code will have to be activated in order to proceed with the redistribution of funds.
Expenditure Reports
If you want an adjustment to be reflected on the current month’s expenditure report use pay period end date as the cutoff for inclusion on that month’s Salary Expenditure Report (SER). The current pay end date will be defaulted. You will be able to see the debits/credits on the SER.
TEEF / TABS
 The TEEF/TABS expense is recorded in the Salary & Benefits Adjustment page of PeopleSoft HCM.
Accounting Date
IMPORTANT: The Accounting Date for Salary & Benefits Adjustment page will default to the pay end date that corresponds to the paygroup and the pay period that is open as of the date the adjustment is keyed.
PeopleSoft Availability for SBA transactions
You can enter transactions Monday to Friday, from 7AM to 7PM Daily.
Learning Guide Concept 1

12. Demo

13. Navigation to Salary & Benefit Adjustment

14. Adjustment Reason in HCM
Adjustment Reason must be selected first
001 – Research project over expenditure
002 – Research project past end date
003 – Research Project not set up
004 – Research – Salary Transfer
005 – Research – benefits not allowed
006 – Operating – Salary Transfer
007 – Clear Suspense
008 – Incorrect Combination Code
**Work on these Reason Codes is in progress, we may not need them all…. Final List will be in Final Draft of Training document and Business Process…
Learning Guide Concept 2

15. Learning Guide Concept 2
Change Method in HCM
Change Method:
Adjust %
to one or multiple (account numbers, combo codes)
Flat amount
Change Method
Percent: A percentage only (e.g. some of the payroll is now being paid out of another combination code, maybe some research funding?)
Flat Amount: When you have an actual dollar amount to re-distribute (not that common)
Learning Guide Concept 2

16. Salary & Benefit Adjustment Error Messages
Learning Guide Concept 2

17. Chartfield Combination Invalid:
The Chartfield Combination chosen in not valid - Although the combination code may be active, the accounting date of the transaction does not fall within the start and end date of the project that is associated with the combination code.
What should I do?
For Operating Combination Codes call Financial Services.
For Trust Combination Codes call Research Grants Office.

18. Invalid Combination Code:
Invalid value – press the prompt button or hyperlink for a list of valid values. The value entered in the field does not match one of the allowable values. You can see the allowable values by pressing the Prompt button or hyperlink.
What should I do?
The Combination Code or Account is not in the tables. Either the combination code does not exist or it has been keyed incorrectly. Check the Combination Code that was entered. The Combination Code may not have been set up or is inactive.
For Operating Combination Codes call Financial Services.
For Trust Combination Codes call Research Grants Office.

19. Transaction Fields missing or incomplete:
All change information fields must be filled in before saving an adjustment. You must fill in the Reason, New Combination Code, and Amount or Percentage prior to saving a transaction for processing.
What should I do?
Complete all fields on the page prior to clicking the SAVE button.

20. Selected rows are incompatible to each other/ Please select only one Status
Multiple Pay periods can't be selected together if they have a different status.
Multiple Pay periods can't be selected together if saved with different reason code, criteria selection.
What should I do?
Select each pay period separately for review

21. Summary Questions
1. What is the navigation to Salary & Benefit Adjustment?
Payroll for North America> Payroll Distribution>Commitment Accounting CAN> Employee Sal/Ben Adjustment*
2. SBA is in most cases to change what piece of data?
Combination Code is the most common change
3. Can you adjust one transaction line to more than one Combination code?
Yes, distribute to more than one combination code
Can you distribute one line to a particular combination code and then distribute a different line (within the same adjustment) to a different combination code?
Yes, add changes to multiple transaction lines using different combination codes
By what 2 methods can you adjust?
% and by flat amount
If you enter a sal/ben adjustment today, can you clear them tomorrow?
no, overnight GL process removes them from pending. To fix, do another adjustment

22. ZHPY_SALBEN_DIST_ADJUSTMT
Security Access
Request security role
ZHPY_SALBEN_DIST_ADJUSTMT
The SFO or Authorized Approver in your department can complete a Form to grant this additional security role.
For a list of authorized approvers go to the AIS website
You must also have security access to the dept id

23. Helpful Resources IST Help Desk: e-mail: helpdesk@ualberta.ca
phone: (780)
Human Resource Services:
/ reception:
(780)
Contact Us link
Delivery Notes:
Discuss where to go for help *1st Contact is IST

24. If you have any questions please contact