1. ADVANCED INDEX RECONCILIATION PAYROLL Presented by Terry Shoebotham 6/8/09 1

2. ADDITIONAL RECONCILIATION MATERIALS AVAILABLE Index Reconciliation Fundamentals LEARN Intermediate Index Reconciliation LEARN Both available at: HSC Unrestricted Website http://hsc.unm.edu/financialservices/accounting/learn. shtml and the FSSC Website http://www.unm.edu/~fssc/LEARN.html 2

3. 3 Determine what indices you are reconciling. Hyperion Expense Reports for each index. Collect your Source Documents for each index. Payroll Reports for each index. Compare each item on your Hyperion Expense Report with documents of origination. Compare People and their percentage of Salary with your departmental staff list/percent of salary. Hyperion FSH0001 FSH0002 Hyperion FOH0001 Yes Add to Index Reconciliation Summary Match ? No Done. Collect Reports for each index Check off A INDEX RECONCILIATION PROCESS

4. 4 Correct Discrepancy Yes Get Help No Reason for Discrepan cy found? A Note Discrepancy and resolution on Index Reconciliation Report Done. Note Discrepancy and resolution on Index Reconciliation Report Done. Correct Discrepancy

5. PAYROLL TOOLS TypeName/ PhoneAllows viewing of: Banner FormPZAREDSIndividual Employee Payroll charges by job & index Use this form to redistribute posted labor charges. This form can also be used to view changes that have been made to an employee’s labor distribution. It does not affect future distributions. UNM Portal (MySelf ServiceLog into MyUNM. From the Finance Tab, select LoboWeb for UNM)Finance. You can run Operating Ledger Queries; from the Query Results you can drill down on any of the account codes, including payroll account codes. This will provide the Document List; you can then drill down on any of the documents to determine the employees that make up the expense. Loboweb interface,EPAFElectronic Personnel Action Form Employee tab, This form is used to change future labor distributions. LoboWeb, EPAFProcessing EPAFs in a timely manner will reduce the need for PZAREDS. It does not affect posted distributions. HyperionFSH0001Salary Labor Benefits and Encumbrances Report Provides labor that has posted as well as redistributions (PZAREDS) that have been processed. Report can be run by index, organization code, or employee. HyperionFSH0002Labor Distribution Report Lists Active Labor Distributions. This report can be run by index, organization code, or employee. 5

6. PAYROLL TOOLS TypeName/ PhoneAllows viewing of: ePrintPZROLRPPending PZAREDS Redistributions. Available from the hrp_banp-HR/Payroll Reports Production (banp) Repository of ePrint, This report lists PZAREDS that have not yet been submitted(completed) by the initiator. Access to this report is based on organization code security. ePrintPZRORGHContact personnel for each hiring organization Available from the hrp_banp-HR/Payroll Reports Production (banp) Repository of ePrint. This report lists the HR Consultant and the Financial Manager for each Hiring Org Code. Financial Services277-3457Assist with all Financial related questions, including those Support Center277-(FHLP)relating to PZAREDS. If they are not able to help, they will forward your request to a Financial Services Division expert. HR/Payroll277-477 Assist with BAR request s specific to HR Security, UNM 277-(HRPR)Jobs navigation, timekeeping navigation issues, EPAF navigation, finding HR ePrint reports. 6

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13. SOMEONE IS MISSING?  To reconcile an index that is missing a person: …The person will not appear on the FSH0001 report …You need to find out where their salary posted 13

14. RUN HYPERION FSH0002FOR THE MISSING EMPLOYEE 14

15. RUN HYPERION FSH0002FOR THE MISSING EMPLOYEE 15 100% 4523 John Smith

16. IDENTIFY THE ERROR 16 $60,142.732000 50% of Dr. Smith’s salary is not posted to this index as it is supposed to be. PZAREDS completed to move June salary from 731014 to 258000. EPAF completed to correct distribution in following months.

17. VERIFY THE ERROR HAS BEEN CORRECTED 17 2000$60,142.73 50% of Dr. Smith’s salary is not posted to this index as it is supposed to be. PZAREDS completed to move June salary from 731014 to 258000. EPAF completed to correct distribution in following months. 7/12/09: PZAREDS posted to index. EPAF corrected.

18. PZAREDS – IS IT COMPLETED?  PZAREDS will not be approved for posting until it has been completed by the department.  If PZAREDS is denied approval by the Accounting Department, it will be “denied” by having the PZAREDS status changed back to Incomplete.  The initiator will receive an e-mail to this effect.  You can run ePrint report PZROLRP to see if your department has any incomplete PZAREDS. 18

19. RUNNING EPRINT REPORTS 19

20. RUNNING EPRINT REPORTS 20

21. RUNNING EPRINT REPORTS 21

22. RUNNING EPRINT REPORTS 22

23. RUNNING EPRINT REPORT PZROLRP 23

24. RUNNING EPRINT REPORT 24

25. PAGE FROM PDF REPORT 25

26. FINDING THE FINANCIAL MANAGER 26

27. PZRORGH 27

28. PAYROLL DISCREPANCIES Employee’s salary missing – Not charged to index No one has done an e-Pan Keying error Security problem viewing PZAREDS or reports 28

29. PAYROLL DISCREPANCIES Wrong employee charged to index No one has done an EPAF or ePAN Keying error 29

30. PAYROLL DISCREPANCIES Wrong distribution percentage charged to index No one has done an EPAF 30

31. PAYROLL DISCREPANCIES Wrong dollar amount charged to index Faculty salary change. Work study student Special compensation 31

32. CORRECTING DISCREPANCIES Determine who has authority to correct the discrepancy A labor redistribution is performed by authorized staff using PZAREDS The labor redistribution is approved and posted in Banner 32

33. ADDITIONAL TIPS CONTRACT AND GRANTS Be sure the pay period you are moving is within the budget period of the fund. Do not create PZAREDS to indices where the fund is terminated without contacting your fiscal monitor first. For discrepancies in your unrestricted index that involve a contract or grant, check to see if the fund in the originating entry was past its budget end date. 33

34. FRMFUND 34

35. FTMFUND 35

36. ADDITIONAL TIPS Keep a running spreadsheet showing the allocation split for all employees Finding authorized signors on an index Unrestricted use FTMACCI Restricted use FRAGRNT 36

37. FTMACCI 37

38. FTMACCI – XTENDER 38

39. FRAGRNT 39

40. FRAGRNT - XTENDER 40

41. DUPLICATE AUTHORIZATION SHEETS 41

42. PREVENTING FUTURE DISCREPANCIES EPAF versus Epan An EPAF is the form used when an existing employee is changing labor distribution within an organization. HR does not approve EPAFs. An ePAN is used if the employee is new, if they are changing departments, or they are promoted. Human Resources signs off on ePANS before they go into effect. 42

43. LOCATION OF EPAF 43

44. LOCATION OF EPAF 44

45. PREVENTING FUTURE DISCREPANCIES Hiring Organization Selection New employees should have the same hiring organization as existing employees If a different organization level within your organization is used, you may not see all employees when running reports for a hiring organization You may lose the ability to modify past or future labor distributions 45

46. LOCATION OF EPAN 46

47. LOCATION OF EPAN 47

48. QUESTIONS? 48