1. Slide 1 FastFacts: Feature Presentation Shannon Towner Johns Hopkins Bloomberg School of Public Health

2. Slide 2 2007 Johns Hopkins University Todays Presenter: Shannon Towner Financial manager at the Johns Hopkins School of Public Health

3. Slide 3 Section 1 Control Salary Reporting

4. Slide 4 2007 Johns Hopkins University Todays Agenda Control salary How to run a BW report on control salary Additional information Common mistake in payroll reporting Timing of payroll postings Proactive approach Payroll transactions that do not appear in BW payroll reports Questions and answers

5. Slide 5 2007 Johns Hopkins University Assumptions Participants have access to BW and E-forms Participants know how to utilize E-forms to make changes once problems are identified Participants understand basic BW navigation

6. Slide 6 2007 Johns Hopkins University What Wont Be Covered E-forms Unusual payroll situations

7. Slide 7 Section 1 Control Salary Background

8. Slide 8 2007 Johns Hopkins University What Is Control Salary? Default Cost Center/Control Salary: a cost center where salary and other expenses are charged when an appropriate cost object (formerly known as an account) was not present on the initial transaction or when a mistake was made on a later transaction !Salary charges should be moved off Control Salary to appropriate accounts as soon as possible

9. Slide 9 2007 Johns Hopkins University Example: Charge on Control Salary A semi-monthly employee is owed $1,500 per pay period By accident, only $1,000 was allocated to a cost object via the E-form The remaining $500 falls to Control Salary The employee is paid $1,500 as usual Salary allocated correctly $1,000 Employee owed: $1,500 Employee paid: $1,500 Error is invisible to the employee Salary charged to Control Salary $500 Total salary charged $1,500

10. Slide 10 2007 Johns Hopkins University How Do I Identify My Control Salary Cost Center(s)? The last two digits of the Cost Center number are 99 The name of the Cost Center is PAYROLL/NONPAYROLL Use one of two reports in BW to look up your Cost Centers: ModuleReport title FMFunds Center Master Data COCost Center Master Data

11. Slide 11 2007 Johns Hopkins University Master Data Reports 1.Select either report shown here:

12. Slide 12 2007 Johns Hopkins University Master Data Reports 2.Type in your Business Area and click Execute

13. Slide 13 2007 Johns Hopkins University Master Data Reports 3.Print to Excel or run a filter on Cost Centers to which you have access so that you can find all Cost Centers ending in 99 Some manual effort will be required to isolate the accounts ending in 99 or Print to Excel Filter on Cost Center/Funds Center

14. Slide 14 2007 Johns Hopkins University Review of Master Data Reports 1.Select either report Cost Center Master Data Funds Center Master Data 2.Type in your Business Area and click Execute 3.Print to Excel or run a filter on Cost Centers to which you have access so that you can find all Cost Centers ending in 99 Some manual effort will be required to isolate the accounts ending in 99

15. Slide 15 2007 Johns Hopkins University Cleaning up Control Salary Identify charges on Control Salary Identify reason for error Exact E-form/ISR where error was created Improper ISR processing of termination, leave of absence, temporary inactive status, etc. Grant End Date passes Initiate E-form to reallocate salary

16. Slide 16 Section 2 How to Identify Control Salary Charges in BW

17. Slide 17 2007 Johns Hopkins University Security Needed Control Salary Report = Summary of Gross Salary Non-Sponsored Role commonly needed: ZBHR_FA_R_FAV_CCIO_SASP Cost Center(s) assigned: CCs ending in 99 for your area

18. Slide 18 2007 Johns Hopkins University Summary of Gross Salary (Non-Sponsored) Location: JH Report Library/Human Resources/Finance Admin/Summary of Gross Salary (Non-Sponsored)

19. Slide 19 2007 Johns Hopkins University Note: Using *99 as the Cost Center criteria, your report will show all Control Salary accounts that you have access to, as long as the CC has activity in the time frame you specify. Summary of Gross Salary (Non-Sponsored)

20. Slide 20 2007 Johns Hopkins University Many Ways to Run Control Salary Report

21. Slide 21 2007 Johns Hopkins University Salary Detail: Commitment Item Commitment item is a high-level roll-up of the GL Accountsthe category of expenses

22. Slide 22 2007 Johns Hopkins University Salary Detail: GL GL is the most detailed (granular) view of the expense category Sometimes this will be the same number as the Commitment Item; other times it will not be

23. Slide 23 2007 Johns Hopkins University Salary Detail: Employee Names All employee names/PRNRs are fictitious

24. Slide 24 2007 Johns Hopkins University Salary Detail: Wage Type Wage Type helps identify the type of charge Regular Salary, Vacation Credit, etc.

25. Slide 25 2007 Johns Hopkins University Salary Detail: End of Pay Period Note: Always use End of Pay Period across the top instead of Posting Date or Fiscal Year/ Period

26. Slide 26 2007 Johns Hopkins University Salary Detail: Summary and Fringe Charges

27. Slide 27 2007 Johns Hopkins University Control Salary Detail Each line will summarize the amount for each pay period that is resting on Control Salary Fringe benefits should follow the salary when it is transferred off, but the Analyst should always monitor fringe to be sure

28. Slide 28 Section 3 Identify ISR/E-form that Caused the Problem

29. Slide 29 2007 Johns Hopkins University Add Posting Date to Rows for More Detail Click the drilldown in the rows icon next to Posting Date

30. Slide 30 2007 Johns Hopkins University Posting Date Added to Rows for More Detail Adding posting date to the rows can help to identify the exact E-form/ISR processing date when the error was made

31. Slide 31 2007 Johns Hopkins University Posting Date Added to Rows for More Detail Will Winslows salary for four pay periods fell to Control Salary on a single date 1/12/08 Indicates a one-time mistake on the 1/12/08 ISR/E-form

32. Slide 32 2007 Johns Hopkins University Posting Date Added to Rows for More Detail Helen Hills salary for four pay periods fell to Control Salary on multiple pay dates Indicates a continuing support problem

33. Slide 33 2007 Johns Hopkins University E-Form to Reallocate Salary The errors have been identified Now, an E-form is necessary to move the charges to the appropriate account If you need further instruction in completing E-forms, see the HopkinsOne Training Web site at: http://kmx.jhu.edu/h1%5Ftraining/nav/sponsored_projects/effort_r eporting/index.htm http://kmx.jhu.edu/h1%5Ftraining/nav/sponsored_projects/effort_r eporting/index.htm For additional assistance: effort@jhu.edueffort@jhu.edu

34. Slide 34 Section 4 Additional Information

35. Slide 35 2007 Johns Hopkins University Common Mistake in Reporting Do not use Fiscal Year/Period or Posting Date in the columns Always use Pay Period End Date in the columns (across the top) to identify the period the employee worked

36. Slide 36 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 payroll transactions posting 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 Summary of Gross Salaryevery Sunday and Wednesday See the Administrative Calendar for payroll cutoff dates http://www.controller.jhu.edu/pubs/calendar/index.html

37. Slide 37 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

38. Slide 38 2007 Johns Hopkins University Proactive Approach Run Commitment Reporting Detail to see what charges will hit Control Salary in the future Run Commitment Reporting Detail for Cost Centers *99 Be aware that the Commitment Report only updates at the beginning of the month

39. Slide 39 2007 Johns Hopkins University Transactions that Dont Show up in Payroll Any transaction that affects payroll GL codes but does not run through the payroll system These transactions will appear on: FM reports such as Non-Sponsored Financial Summary and YTD Transactional Detail GM reports such as Sponsored Rev-Exp Summary and Sponsored Rev-Exp Detail Examples Repayments of Overpayments (repayment of wage type 3041 OvPmtAdv) Year-End Accruals

40. Slide 40 2007 Johns Hopkins University Link to Pre-Formatted Report Control Salary Report

41. Slide 41 2007 Johns Hopkins University Conclusion Run the Control Salary report (with End of Pay Period in the columns) for all Cost Centers ending in 99 Add Posting Date or other characteristics in the rows for more detail, if necessary Initiate an E-form to shift the charges off of Control Salary Be aware that a few unusual transactions that impact salary GLs may occur outside of the payroll module