1. Slide 1 FastFacts Feature Presentation: July 22, 2008 Date Characteristics in BW Payroll Reports Shannon Towner Johns Hopkins Bloomberg School of Public Health We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2. Slide 2 2007 Johns Hopkins University Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. We can also answer questions that are emailed to us during the session. Email us at: fastfacts@jhu.edufastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu Q&A

3. Slide 3 2007 Johns Hopkins University Section 1 Agenda

4. Slide 4 2007 Johns Hopkins University Todays Agenda Four date characteristics in BW Payroll Reports The major difference between Posting Date and Period End (End of Pay Period) Which date characteristics to use, depending on task

5. Slide 5 2007 Johns Hopkins University Assumptions Participant has access to BW Participant is proficient in basic BW navigation Participant has access to Payroll Reports

6. Slide 6 Section 2 Description of Date Characteristics

7. Slide 7 2007 Johns Hopkins University Multitude of Date Characteristics* * Characteristics taken from Complete Labor Distribution report

8. Slide 8 2007 Johns Hopkins University BW Date Characteristics Defined Date that the charge hit the financial system = Date that the employee was paid for work = Month that the charge hit the financial system = Period that the employee worked =

9. Slide 9 2007 Johns Hopkins University BW Date Characteristics Defined Date that the charge hit the financial system = Date that the employee was paid for work = Month that the charge hit the financial system = Period that the employee worked = No matter how many transfers are done later, the End of Pay Period will always show the time period that the employee actually worked.

10. Slide 10 2007 Johns Hopkins University BW Date Characteristics Defined Date that the charge hit the financial system = Date that the employee was paid for work = Month that the charge hit the financial system = Period that the employee worked = A new posting date will be generated each time a transfer is done for a given pay period. Posting date shows the exact date the transaction was posted in SAP.

11. Slide 11 2007 Johns Hopkins University BW Date Characteristics Defined Date that the charge hit the financial system = Date that the employee was paid for work = Month that the charge hit the financial system = Period that the employee worked = Shows the fiscal month that the transaction was posted.

12. Slide 12 2007 Johns Hopkins University BW Date Characteristics Defined Date that the charge hit the financial system = Date that the employee was paid for work = Month that the charge hit the financial system = Period that the employee worked = Shows the date that the check was cut/wire sent to pay the employee. Will be very similar to Period End for semi-monthly employees.

13. Slide 13 2007 Johns Hopkins University Todays Focus Date that the charge hit the financial system = Date that the employee was paid for work = Month that the charge hit the financial system = Period that the employee worked =

14. Slide 14 2007 Johns Hopkins University Section 3 Example

15. Slide 15 2007 Johns Hopkins University Example of Differences Period End/End of Pay Period: will always show the period the person did the work Posting Date will show the date the charge posted, regardless of the period in which the person did the work Todays Example Employee Frank Foley was charged to a sponsored award in December, 2007, by mistake. The error was found in March, 2008, and his salary was moved to Control Salary on 3/11/2008.

16. Slide 16 2007 Johns Hopkins University Explanation This example is based on a Complete Labor Distribution report The definitions of the different date characteristics hold true for all payroll reports We will run this fictitious report two different ways for a single employee, Frank Foley

17. Slide 17 2007 Johns Hopkins University Report 1 Posting Date in the columns (across the top) Report 1/Posting Date

18. Slide 18 2007 Johns Hopkins University Report 2 Period End in the columns (across the top) Report 1/Posting Date Report 2/Period End/End of Pay Period

19. Slide 19 2007 Johns Hopkins University Explanation of Todays Example Instead of real cost objects, the text Sponsored Award and Control Salary are used Report 1/Posting Date Report 2/Period End/End of Pay Period

20. Slide 20 2007 Johns Hopkins University Frank Foley Payroll Reports Frank Foley was charged to a Sponsored award in December, 2007 Report 1/Posting Date Report 2/Period End/End of Pay Period

21. Slide 21 2007 Johns Hopkins University Report 1/Posting Date Report 2/Period End/End of Pay Period Frank Foley Payroll Reports Note that the two date criteria give very similar results with slight differences in dates

22. Slide 22 2007 Johns Hopkins University Identify Errors In March, 2008, the department realized that Frank should not have been on the Sponsored Award; his salary was moved from the Sponsored Award to Control Salary on 3/11/2008 Report 1/Posting Date Report 2/Period End/End of Pay Period

23. Slide 23 2007 Johns Hopkins University Report 1/Posting Date Report 2/Period End/End of Pay Period Identify Errors Posting Date: reflects change in March (when transaction occurred) Period End: reflects change in December (when employee worked)

24. Slide 24 2007 Johns Hopkins University Example Walk-Through Report 1/Posting Date Report 2/Period End/End of Pay Period Original TransactionReversal of Original Transaction on Sponsored AccountMovement of transaction to Control Salary

25. Slide 25 2007 Johns Hopkins University Result: All Charges Shifted to Control Salary Posting Date: shows date the correction was made Report 1/Posting Date Report 2/Period End/End of Pay Period

26. Slide 26 2007 Johns Hopkins University Result: All Charges Shifted to Control Salary Period End/End of Pay Period: shows dates employee worked Report 1/Posting Date Report 2/Period End/End of Pay Period

27. Slide 27 2007 Johns Hopkins University Section 4 Further Information

28. Slide 28 2007 Johns Hopkins University Task-Based Approach Choose your date characteristics based on the task you are doing The following suggestions are based on the assumption that you put your employee names in the rows of your payroll reports and your dates in the columns

29. Slide 29 2007 Johns Hopkins University Task: Analyzing Effort or Correcting Errors For analyzing what accounts were charged for certain periods worked (Effort), use: Period End or End of Pay Period For correcting errors, use: Period End or End of Pay Period Note: This is a suggestion for columns only. Other dates may be used in rows.

30. Slide 30 2007 Johns Hopkins University Task: Reconciling For reconciling financial statements (FS910, FS911, FS912), use: Fiscal Year/Period Note: This is a suggestion for columns only. Other dates may be used in rows.

31. Slide 31 2007 Johns Hopkins University Task: Finding E-Form Dates For finding the date the ISR/E-Form was done, use: Posting Date Note: This is a suggestion for columns only. Other dates may be used in rows.

32. Slide 32 2007 Johns Hopkins University Task: Finding the Date a Check Was Cut For finding the date a check was cut (commonly used for a student), use: Payment Date Note: This is a suggestion for columns only. Other dates may be used in rows.

33. Slide 33 2007 Johns Hopkins University Timing of Postings in BW E-forms and B15s are processed twice a month with the semi- monthly payroll runs BW Upload Schedule (myjohnshopkins will first prompt you to sign in to access the page if you are logged out) http://www.jhu.edu/hopkinsone/Support/Performance%20Repor ting.htmhttp://www.jhu.edu/hopkinsone/Support/Performance%20Repor ting.htm ; select BW Upload Schedule Most Finance Admin payroll reports and Complete Labor Distribution are updated every Sunday and Wednesday in BW See the Administrative Calendar for payroll cutoff dates http://www.controller.jhu.edu/pubs/calendar/index.html

34. Slide 34 2007 Johns Hopkins University Timing Example DateAction 3/1/08Find error 3/3/08Do E-form to correct error 3/7/08Semi-monthly payroll cutoff for 3/15 payday 3/11/08Payroll run: E-form posted in R/3 3/12/08 Salary correction shows up in BW on Control Salary on the next Wednesday or Sunday with a posting date of 3/11/08

35. Slide 35 2007 Johns Hopkins University Conclusion Be aware of the differences in dates in BW Payroll Reports Choose date characteristics according to your task Use Posting Date or Fiscal Year/Period in BW when you want to know the month/date the charge posted Use End of Pay Period or Period End in BW when you want to know the period the employee actually did the work Use Payment Date in BW when you want to know the date the employee was paid Keep track of cutoff dates on the administrative calendar Remember that Payroll Finance Admin reports and Complete Labor Distribution reports are updated in BW on Sundays and Wednesdays

36. Slide 36 2007 Johns Hopkins University Thank You for Participating!

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