1. Lump Sum Payments & Funding Swaps
ConnectCarolina
Here’s where you tell the class who you are and how you came to be training them. For example, “Welcome to Lump Sum Payments and Funding Swaps ! My name is….

2. Ground Rules Choose your own ground rules, or use mine.
Please silence your cell phones.
Feel free to excuse yourself at any point to use the bathroom.
Feel free to ask questions at any time, but know that I may ask you to hold the question for later.
Should a stump-the-trainer question arise, we’ll put it in the Parking Lot, and I’ll get an answer after class. Answers will be posted on the CC Info website.
I promise to end on time.

3. When we’re finished, you will:
Know how to use the funding grid
Be familiar with funding information on ePAR forms
Be familiar with chartfield rules, combo-edit and budget checking processes
Know how to enter a lump sum payment
Know how to enter a funding swap
Know how to enter a retroactive funding swap
Be familiar with the default chartfield string, suspense combo code, and custom-suspense combo code
This is the objectives slide. It appears again at the end as we review what we’ve learned.

4. Who we are: Who we are not: Disclaimer We are trainers
We are not programmers
We are not developers/consultants
We are not People Soft experts
We are trainers. We will help you learn how to navigate the new system. We will help you prepare for the transition to PeopleSoft.
We are not programmers, developers, consultants, or People Soft experts. Do not expect us to understand everything about the new system. Do not expect us to be able to answer every one of your questions.
We will do our best to guide you and advise you but our knowledge is limited to what our training has prepared us for!
Point out the Parking Lot poster in the room. Any questions that can’t be answered in this training session can be written on a post it note and placed onto the parking lot. After class, the instructor will relay these questions to the Connect Carolina development team.

5. Introductions What’s your name? Where do you work?
Use your initials to create a phrase about ConnectCarolina
Depending on your group, you may or may not want to have an Introductions exercise. Feel free to do something different, or to use this one.

6. What is Commitment Accounting?
The area of ConnectCarolina that manages the employee funding process:
Budgeting and encumbrances for positions and appointments
Payroll processing
Distribution of salaries, taxes, and benefits to the appropriate chartfield strings in the General Ledger
Commitment Accounting is how HR/Payroll “talks” to Finance.

7. Commitment Accounting is updated through the submission of ePAR forms.
electronic Personnel Action Request
HR Representatives with Complex User access have access to use all of the ePAR forms. Basic Users, by and large finance staff, will have access to the last three. In this class, we focus exclusively on Funding Swap and Lump Sum Payment.

8. Funding Grid

9. Funding Grid Enter funding sources in one of two ways: Basic Mode
Using a combo code
Expanded Mode
Using a chartfield string

10. Funding Grid: Basic Mode
Basic Mode = Combo Code
Combo Code
a number used to represent a specific chartfield string
only exists in HR/Payroll; when payroll costs are sent to Finance, the chartfields are sent
Not recommended: Must be the exact same fund, source, department, account and program code
Combo Code Description
Fund-Source-Account-Department for all fund types, except OSR
Fund-Source-Account-Project ID for OSR and cost share
Tip! Dept numbers are six digits. Project IDs are seven digits.

11. Funding Grid: Expanded Mode
Expanded Mode = Chartfield String
Chartfield String
The chartfields used to fund a position, or appointment
Always represented by a combo code on ePAR forms
Required Fields
For all fund types except OSR
Fund-Source-Account-Department-Program
For OSR and cost share
Fund-Source-Account-Department-Business Unit PC-Project/Grant-Activity ID

12. Funding Information on ePARs

13. Funding Information Funding Dates OSR funds Effective date
Funding end date
The system fills in the funding end date with the project end date.
The date can be changed to an earlier date, but not later than the project end date.
All other funds
Unless otherwise specified, the funding end date is assumed to be the pay period
end date for the last payday of the fiscal year.
The date can be changed to an earlier date, but not later than the pay period end date.
For OSR funds, funding end date is the project end date.

14. Funding Information Budget and Expense Budget Amount Funding source
Is the annualized amount.
Funding source
Entered as a combo code or chartfield string.
Future Year Budget
The Future Year Amount defaults to the Budget Amount when the Future Year Budget checkbox is marked.
Applies primarily to State funds.
Future Year Budget does not update Commitment Control (aka the budgets). Future Year Budget and Future Year Amount are planning tools, you can use to indicate which funds are spoken for in the coming year. It is the part of the system that will speak to the new BMS report. (I don’t know what the report will be called in ConnectCarolina.) It will apply primarily to State funds at go-live.
Future year amount
The amount can be changed.

15. Knowledge Check Funding sources are entered on the _____________.
FUNDING GRID
ePAR stands for
a) electronic Personnel Action Record
b) electronic Personnel Account Record
c) electronic Personnel Action Request
Budget Amount is the
a) Monthly amount
I encourage you to keep the Knowledge Checks. It offers a brief break in the class, and gives people “easy wins” as they digest the content. Feel free to change the questions.
b) Annualized amount
Enter a combo code on the _______tab.
a) Basic Mode
b) Expanded Mode

16. Chartfield Rules, Combo Edit & Budget Checking

17. CF Rules, Combo Edit, Budget Checking
The Three Edits
Must follow chartfield rules
Example: An EPA non-teaching account cannot be used on a SPA permanent employee.
Must follow combo edit rules
Example: Do not use an AA fund with a HA source.
Must have sufficient budget based on fund type
Example: Must have sufficient SPA permanent budget at the School/Division level for State funds.
Chartfield rules are set up in HR/Payroll to verify that values for a particular Empl Class or Earn Code are valid.
Combo edits are rules that are set up in Finance to verify certain combined chartfield values can be used on a transaction.

18. Logic Behind the Forms Basic Mode: enter combo code and press Tab
The form ensures the code is valid and fills in the chartfield string.
Expanded Mode: enter chartfield value
The form checks whether a combo code exists for this chartfield string
creates a combo code if needed; fills in the combo code if it exists.
Click Submit and the form:
Checks the chartfield rules
Checks the combo edit rules
Checks the budget
Approvers are notified if there is not sufficient budget, and may recycle forms.
Approvers may approve forms with insufficient budget, in which case, the department will need to be sure to add budget or move the funding to another chartfield string at a later time.
FYI - Insufficient budget does not cause funding to hit suspense or custom-suspense combo codes.
Be sure to RECYCLE not DENY. Deny kills the form…it can not be resubmitted. Recycle returns the form to the originator for correction and resubmission.

19. Combo Edit & Budget Checking Process
When you continue beyond the ePAR page with the
funding grid, the system:
Verifies the chartfield string
Verifies funding exists in Commitment Control
Generates a new Combination Code (if needed)
Encumbers funds in Commitment Control
This is what the process looks like.

20. Errors
Budget check warnings aren’t issued in Commitment Accounting; the form passes through. Approvers also do not see warnings.

21. Errors
Use the Message to decipher the error.

22. Errors
Did not pass the chartfield rules

23. Errors
Did not pass combo edit check

24. Encumbrances

25. How Encumbrances Work
Uses the effective date on the form combined with the funding end date to calculate the new encumbrance
For non-OSR funds, assumes the funding end date is June 30, 20XX
An earlier date can be entered, but not a later date.
For OSR funds, fills in the funding end date
The date can be changed to end earlier than the project end date, but not later.

26. An Example Professor Trainwell Details Encumbrance $10,000 per month
Hired September 1
Salary of $120,000
Paid on State funds
Encumbrance
$10,000 per month
x months
= $100K

27. Encumbrance Liquidation
Uses the time period between the new effective date and the funding end date from the history to calculate how much to liquidate
Susan Trainmore
Details
Moved off F&A funds
Effective April 1
Salary of $60,000
Salary is liquidated at the time the form is submitted (except for terminations). Fringes are liquidated when payroll runs.
Liquidation
$5,000 per month
x months
= $15K

28. Vacant Positions
Vacant positions are not pre-encumbered in Commitment Accounting.
In other words, budget is not tied up for vacant positions.
No budget is tied up for vacant positions; the dollars are released to be re-budgeted in Commitment Control (aka KK).
Encumbrances, on positions and appointments with people, happen at the time the ePAR form is submitted.

29. Knowledge Check
Vacant positions are not pre-encumbered in Commitment Accounting.
HA Fund on an AA Source is a chartfield string error.
You can use an SPA account on an EPA employee.
If you want, change the questions, and possibly the answers, note that there is a blank True/False image behind the True/False image with the check mark. They appear based on the order of animation. See the images to the left of the slide, for reference.
I’m digging this…so far so good!

30. Lump Sum Payments

31. Lump Sum Payments A one-time payment to an employee.
A payment type is required for all lump sum payments.
Options displayed depend on the employee's classification.
Work period start and end dates are required.
Are added to the employee's regular paycheck.
Except awards, which generate a paper check; the department's HR Representative picks up at the Payroll office.

32. Payment Types Of particular note Dock in pay
Entered as a negative amount, and is deducted from the employee's paycheck.
Use the current date.
The negative lump sum payment will run in the current payroll cycle.
Mobile Communication Device - $35 and $70
Now entered as a lump sum payment.
Will recur until a stop is issued, or an employee is terminated.
Submit the MCD termination form to Payroll.
Employees who currently receive MCD will walk over.
For employees who terminate, the MCD will stop automatically when paychecks are no longer created.
You may decide to change this list based on the lump sum payments most frequently used in your area.

33. How you will use this form?
This form is for Basic Originators
For processing lump sum payments for students until January 1, 2015
For processing summer salary payments for Faculty
Starting January 1, 2015 you will no longer be able to process lump sum payments for students.
To accomplish payments in ConnectCarolina for one-time, temporary work done by a graduate student, departments will have two options:
·         Add a temporary secondary appointment with salary and estimated FTE assigned to it. The begin date and end date of this appointment should coincide with the dates that the work is performed.
·         Add a temporary hourly appointment with an hourly rate and FTE and record hours in TIM to pay the desired amount.

34. Work Period Start and End Dates
Work Period Start Date and End Date are required.

35. Work Period Start and End Dates
For MCD payments, enter the Effective Date in both fields.

36. MCD Payments All other LSPs Lump Sum Payment Retro
Corrections to MCD funding sources are entered on the Fund Swap form.
Lump sum payment funding sources that need correction, will be corrected by the Finance BA group.
- Submit a Remedy ticket
Even though the lump sum earn codes are being removed from the funding swap form, the MCD earn codes will still be there.
The journal entry page for LSP corrections is not the journal entry page that most of campus will have, which is why the Finance BA group will enter the corrections.

37. Appointments
Employees with appointments often have more than one job record.
Empl Record 0 is always the primary appointment. The only way to know which job the other empl records represent is to click through and view the information. Use the Previous button to return to this screen and look at the next record.

38. Entering a Lump Sum Payment
All of the computer graphics link to where there is a link to TRN, the training environment.
At this point:
Demo a lump sum payment, using the Lump Sum Payment Demo exercise as a prompt. (The class watches as you do this.)
Walk through Exercise 1 on the screen, while the class works along with you.
The class works individually to enter Exercise 2.

39. Funding Swaps

40. Changes to funding for an existing position or appointment:
Funding Swaps
Changes to funding for an existing position or appointment:
Change the dollar amount for an existing funding source
Remove an existing funding source
Add a new funding source
To enter a funding source, you need:
The effective date
The budget amount
The chartfield string, or its combo code

41. Who will use this form? This form is for Basic Originators
For Student Actions
Anyone not supported by both the HR and Finance Business Center
If you are supported by both your Accounting Tech will process this transaction for you

42. Funding Grid on a Funding Swap

43. Funding Swap Form Funding is displayed in grids
The only difference between this grid and the one on the Lump Sum Payment form is the number of lines. Often, when you look at a grid on the Funding Swap form there will be multiple lines of funding sources.

44. Funding Swap Form A separate grid shows each time funding was modified
When there is more than one funding grid, they are displayed in reverse chronological order.
The grid at the top shows the employee’s current funding, and the oldest grid and funding information is at the bottom of the page.

45. Entering a Funding Swap
At this point:
Demo a future-dated funding swap, using the Funding Swap Demo exercise as a prompt. (The class watches as you do this.)
Using Exercise 3, the class works individually to enter a new funding swap.

46. Retroactive Funding Swaps

47. Retroactive Funding Swaps
Retros are entered on the Funding Swap form.
To preserve the employee’s funding history, you cannot make changes to existing funding grids.
Instead, you copy a grid, and then make changes to the copy.
ConnectCarolina contains historical funding sources and actuals distributions dating from July 1, 2013.
The system also contains budget history beginning July 1, 2014.
In other words, you can enter retros for FY2014.

48. Effective Sequence
If grids have the same effective date, the grid with the highest effective sequence is the most recent.
Tip! The original funding grid will always have Eff Sequence 0.

49. Where does the retro go? Effective Date 06/12/2014 Eff Sequence 0
11/12/2013
02/01/2014
08/01/2013
04/15/2014
Effective Date 03/01/2014
Eff Sequence 0
Effective Date 11/01/2013
Eff Sequence 0
Effective Date 07/01/2013
Eff Sequence 2
Effective Date 07/01/2013
Eff Sequence 1
Effective Date 07/01/2013
Eff Sequence 0

51. Change funding effective 8/01/13 through 6/30/14.
Effective Date 06/12/2014
Eff Sequence 0
Change funding effective 8/01/13 through 6/30/14.
Where do I
insert the grids?
Effective Date 04/01/2014
Eff Sequence 0
Effective Date 03/01/2014
Eff Sequence 0
Effective Date 11/01/2013
Eff Sequence 0
Effective Date 07/01/2013
Eff Sequence 2
Effective Date 07/01/2013
Eff Sequence 1
Effective Date 07/01/2013
Eff Sequence 0

52. Entering a Retro At this point:
Demo a retroactive funding swap, using the Retro Funding Swap Demo exercise as a prompt. (The class watches as you do this.)
Using Exercise 4, the class works individually to enter a retro funding swap.
I also included exercises for using cost share on a funding swap (Exercise 5), and resolving an error (Exercise 6). If you work in an area that does not have cost share, you can skip this exercise, or better yet, substitute another retro exercise. I encourage you to keep Exercise 6 – people will need to have an idea of how to resolve an error.

53. Suspense & Custom-Suspense
The suspense and custom-suspense report has not yet been developed. Retros are entered to correct items in suspense.
Remember - Insufficient budget does not cause funding to hit suspense or custom-suspense combo codes.

54. Suspense & Custom-Suspense
The payroll process is not stopped to resolve funding errors.
Funding errors occur when:
An employee's funding source has expired.
A combo code has been inactivated, but remains as an employee’s funding source.
Each time Payroll is run, all funding errors are posted to one of the department's suspense combo codes.
Every department has a suspense and custom-suspense combo code.
F&A funds are used for all of UNCCH and UNCGA, except Athletics
For OSR funds, funding end date is the project end date. The system is going to look at the project end date and go to suspense or custom-suspense after that date passes.  If the grant gets extended, the user would need to do a funding swap to move them from the suspense combo code back to the grant.

55. This source is used exclusively for the Suspense combo code.
The suspense combo code is used to fund employees,
with one funding source in a department,
whose regular funding has ended, and no new funding sources are identified.
27110 – – – Department #
Athletics: Dept #
If the suspense combo code is used on an ePAR form, the form will fail budget-checking.
This source is used exclusively for the Suspense combo code.

56. This source is used exclusively for the Custom-Suspense combo code.
The custom-suspense combo code is used by the department to fund employees:
with two or more funding sources in a department,
whose regular funding has ended and no new funding sources are identified.
27110 – – – Department #
Athletics: Dept #
If the custom-suspense combo code is used on an ePAR form, the form will fail budget-checking.
This source is used exclusively for the Custom-Suspense combo code.

57. Posting to Suspense & Custom-Suspense
Name
Dept. of Genetics (primary)
Funding Source 1
Funding Source 2
Samantha Brinkley
Empl Record 0
None
Genetics Suspense Combo Code
Name
Dept. of Biochemistry
Funding Source 1
Funding Source 2
Samantha Brinkley
Empl Record 1
You will want to walk the class through this graphic.
Samantha Brinkley is appointed in the Dept. of Genetics, in other words, Genetics is her Primary dept.
The expired funding source in Biochemistry hit the Genetics custom-suspense combo code, because ultimately, it’s the Primary dept that is responsible for an employee’s salary.
Remember, the custom-suspense combo code is used when there are two or more funding sources in a department NOT two or more EXPIRED funding sources. In this case, one Biochemistry source is expired, but two exist, which is why it hit custom-suspense.
Valid sources are paid, and do not hit the suspense or custom-suspense combo codes.
Genetics Custom-Suspense Combo Code
Expired Funding Source

58. Default Chartfield String

59. Account is used exclusively for Default, Suspense, and Custom-Suspense
Default Chartfield String
Used to fund department employees who do not have funding sources defined at the appointment or position level.
Every department has a default chartfield string.
F&A funds used for all of UNCCH and UNCGA
Except Athletics, which uses Trust-Athletics
27110 – – – Department #
Athletics: Dept #
It will be rare for a payroll charge to hit default.  It is basically a failsafe, so if someone was hired without funding information being provided they would still get paid.
If the default chartfield string is used on an ePAR form, the form will fail budget-checking.
Account is used exclusively for Default, Suspense, and Custom-Suspense

60. Knowledge Check
The Effective Sequence shows you which funding grid is the most recent.
The default chartfield string is used for employees with expired funding sources.
Retros can be entered back to July 1, 2014.
ANSWERS
True
False: The suspense or custom-suspense combo codes are used.
False: Retros can be entered back to July 1, 2013.
Of course it’s true…don’t you dare change it! 
ConnectCarolina may not be so bad after all!

61. How to use the funding grid Funding information on ePAR forms
Today we covered:
How to use the funding grid
Funding information on ePAR forms
The chartfield rules, combo-edit and budget checking processes
How to enter a lump sum payment
How to enter a funding swap
How to enter a retroactive funding swap
The default chartfield string, suspense combo code, and custom-suspense combo code
This is the objectives slide from the beginning of class. This is the time to review what we’ve learned.

62. Course Evaluations Email from ABC Signup with link to the evaluation
10 questions
Goal is to make sure that people are getting what they need from the classes
Do it!

63. For More Information

64. Questions?