1. Kuali Days Conference 04/11/2006 Labor Distribution Module Suzanne Zimbardo, University of Arizona Sterling George, Indiana University Ethel Workman, Indiana University

2. Agenda Topics Components of the Module Basic Tables Accounting Cycle and Kuali Reference Tables Kuali Documents - Salary Transfers - Benefit Transfers - Labor Ledger Adjustment - A21 Re-Creates On-line Labor Balance Inquiries Decision Support - Data Direct - Standard Reports - Pre-Defined Queries (PDQ’s) Kuali Enhancements

3. Labor Distribution Module Includes compensation and related expenses The Indiana University FIS system is the basis for Labor Distribution module Module flexibility will meet majority of institutions needs Interface with current legacy systems is the responsibility of each institution

4. Basic Tables Basic Tables Establish –Field Names –Field Formats –Field Business Names Tables –Labor Ledger Detail – includes key information on individual positions, salaries, wages and fringe benefits –Labor Ledger Balance – includes key accounting information summarized

5. Labor Ledger Detail FIELD NAMEFORMATBUSINESS NAME UNIV_FISCAL_YRNUMBER(4)FISCAL YEAR FIN_COA_CDVARCHAR2(2)CHART ACCOUNT_NBRVARCHAR2(7)ACCOUNT NUMBER SUB_ACCT_NBRVARCHAR2(5)SUB ACCOUNT FIN_OBJECT_CDVARCHAR2(4)OBJECT CODE FIN_SUB_OBJ_CDVARCHAR2(3)SUB OBJECT FIN_BALANCE_TYP_CDVARCHAR2(2)BALANCE TYPE FIN_OBJ_TYP_CDVARCHAR2(2)OBJECT TYPE UNIV_FISCAL_PRD_CDVARCHAR2(2)FISCAL PERIOD FDOC_TYP_CDVARCHAR2(4)DOCUMENT TYPE FS_ORIGIN_CDVARCHAR2(2)ORIGIN CODE FDOC_NBRVARCHAR2(9)DOCUMENT NUMBER TRN_ENTR_SEQ_NBRNUMBER(5)SEQUENCE NUMBER POSITION_NBRVARCHAR2(8)POSITION NUMBER PROJECT_CDVARCHAR2(10)PROJECT CODE TRN_LDGR_ENTR_DESCVARCHAR2(40)TRANSACTION DESCRIPTION TRN_LDGR_ENTR_AMTNUMBER(19,2)TRANSACTION AMOUNT TRN_DEBIT_CRDT_CDVARCHAR2(1)DEBIT CREDIT CODE TRANSACTION_DTDATETRANSACTION DATE ORG_DOC_NBRVARCHAR2(10)ORG DOCUMENT NUMBER ORG_REFERENCE_IDVARCHAR2(8)ORG REFERENCE ID FDOC_REF_TYP_CDVARCHAR2(4)REFERENCE DOCUMENT TYPE FS_REF_ORIGIN_CDVARCHAR2(2)REFERENCE ORIGIN CODE

6. Labor Ledger Detail Continued FIELD NAMEFORMATBUSINESS NAME FDOC_REF_NBRVARCHAR2(9)REFERENCE DOCUMENT NUMBER FDOC_REVERSAL_DTDATEREVERSAL DATE TRN_ENCUM_UPDT_CDVARCHAR2(1)ENCUMBRANCE UPDATE CODE TRN_POST_DTDATEPOST DATE PAY_PERIOD_END_DTDATEPAY PERIOD END DATE TRN_TOTAL_HRNUMBERTRANSACTION TOTAL HOURS PYRL_DT_FSCL_YRNUMBER(4)PAYROLL DATE FISCAL YEAR PYRL_DT_FSCLPRD_CDVARCHAR2(2)PAYROLL DATE FISCAL PERIOD EMPLIDVARCHAR2(11)EMPLOYEE ID EMPL_RCDNUMBER(3)EMPLOYEE RECORD CODE ERNCDVARCHAR2(3)EARN CODE PAYGROUPVARCHAR2(3)PAYGROUP SAL_ADMIN_PLANVARCHAR2(4)SALARY ADMIN PLAN GRADEVARCHAR2(3)GRADE RUN_IDVARCHAR2(10)PAYROLL RUN ID LL_ORIG_FIN_COA_CDVARCHAR2(2)ORIGINAL CHART LL_ORIG_ACCT_NBRVARCHAR2(7)ORIGINAL ACCOUNT NUMBER LL_ORIG_SUB_ACCT_NBRVARCHAR2(5)ORIGINAL SUB ACCOUNT LL_ORIG_FIN_OBJECT_CDVARCHAR2(4)ORIGINAL OBJECT CODE LL_ORIG_FIN_SUB_OBJ_CDVARCHAR2(3)ORIGINAL SUB OBJECT COMPANYVARCHAR2(3)COMPANY SETIDVARCHAR2(5)SET ID

7. Labor Ledger Balance FIELD NAMEFORMATBUSINESS NAME UNIV_FISCAL_YRNUMBER(4)FISCAL YEAR FIN_COA_CDVARCHAR2(2)CHART ACCOUNT_NBRVARCHAR2(7)ACCOUNT NUMBER SUB_ACCT_NBRVARCHAR2(5)SUB ACCOUNT FIN_OBJECT_CDVARCHAR2(4)OBJECT CODE FIN_SUB_OBJ_CDVARCHAR2(3)SUB OBJECT FIN_BALANCE_TYP_CDVARCHAR2(2)BALANCE TYPE FIN_OBJ_TYP_CDVARCHAR2(2)OBJECT TYPE POSITION_NBRVARCHAR2(8)POSITION NUMBER EMPLIDVARCHAR2(11EMPLOYEE ID ACLN_ANNL_BAL_AMTNUMBER(19,2)ANNUAL BALANCE FIN_BEG_BAL_LN_AMTNUMBER(19,2)FINANCIAL BEGINNING BALANCE CONTR_GR_BB_AC_AMTNUMBER(19,2)C&G BEGINNING BALANCE

8. Labor Ledger Balance Continued FIELD NAMEFORMATBUSINESS NAME MO1_ACCT_LN_AMTNUMBER(19,2)MONTH 1 AMOUNT (JULY) MO2_ACCT_LN_AMTNUMBER(19,2)MONTH 2 AMOUNT (AUGUST) MO3_ACCT_LN_AMTNUMBER(19,2)MONTH 3 AMOUNT (SEPTEMBER) MO4_ACCT_LN_AMTNUMBER(19,2)MONTH 4 AMOUNT (OCTOBER) MO5_ACCT_LN_AMTNUMBER(19,2)MONTH 5 AMOUNT (NOVEMBER) MO6_ACCT_LN_AMTNUMBER(19,2)MONTH 6 AMOUNT (DECEMBER) MO7_ACCT_LN_AMTNUMBER(19,2)MONTH 7 AMOUNT (JANUARY) MO8_ACCT_LN_AMT NUMBER(19,2)MONTH 8 AMOUNT (FEBRAURY) MO9_ACCT_LN_AMTNUMBER(19,2)MONTH 9 AMOUNT (MARCH) MO10_ACCT_LN_AMTNUMBER(19,2)MONTH 10 AMOUNT (APRIL) MO11_ACCT_LN_AMTNUMBER(19,2)MONTH 11 AMOUNT (MAY) MO12_ACCT_LN_AMTNUMBER(19,2)MONTH 12 AMOUNT (JUNE) MO13_ACCT_LN_AMTNUMBER(19,2)MONTH 13 AMOUNT (CLOSING)

9. Accounting Cycle Chart of accounts updates (COA documents and reference tables) occur in Kuali upon approval and are copied out to decision support environments Pending entry table for Kuali labor documents Labor ledger contains detail salary and wage by person, position, type of pay, and pay period – benefits are aggregated by accounting string Payroll encumbrances recorded in labor ledger as internal encumbrances – updated with each payroll closing Two views of Labor – (AC) based on time of posting or (A2) when effort occurred Entries processed by the labor poster are aggregated and feed the general ledger

10. Accounting Cycle Flow Diagram

11. Labor Reference Tables Payroll Object Codes report to Levels which report to Consolidations –2000 Academic Salaries -> Academic Salaries (ACSA) -> Compensation (CMPN) –2500 Clerical Professional -> Bi-Weekly Salaries (BISA) -> Compensation (CMPN) –3000 Non-Student Hourly -> Hourly Compensation (HRCO) -> Compensation (CMPN) –5625 Fringe Benefits –> Benefits (BENF) -> Compensation (CMPN) Payroll Object Codes are assigned Benefit Types –2000 Academic Salaries has Benefits Types of FICA (F), Fringe Benefits (G), and Retirement Exempt (R) Benefit Types are assigned Percentages and Object Codes each Fiscal Year –FICA (F) – 7.07% on Object Code 5760 –Fringe Benefits (G) – 12.74% on Object Code 5625 –Retirement Exempt (R) – 18.74% on Object Code 5772 Accounts Not Accepting Fringes must Identify an Account that can accept Fringes Sub Funds can be set up to Not Accept Wages Document Types can be established for Payroll Types – Normal Pay (PAY), Payroll Cancellations (PAYC), Payroll Accruals (PAYA), etc… Offsets are be specified by Document Type – PAYC to hit Cash directly, PAY to run through Salaries Payable, etc…

12. Labor Distribution E-Docs Salary Transfers Benefit Transfers Labor Ledger Adjustment A21 Re-Creates

13. Salary Transfer

14. Labor Entries – From Side

15. Labor Balance Inquiry Examples On-line Documentation at: http://www.fms.indiana.edu/fis/documentation/home.asp http://www.fms.indiana.edu/fis/documentation/home.asp Use Fiscal Year 2006, Accounts 10-232-00 and 54- 244-01, Employee ID 0001765716, and Universal User ID’s 1000157558 and 0001138755 for the following examples: –CSF Tracker (Calculated Salary Foundation) –Account Status: Base Funds –Account Status: Current Funds –Labor Ledger A21 View –Labor Ledger View –Funding By Person –July 1 Funding

16. Calculated Salary Foundation (CSF)

17. Account Status: Base Funds

18. Account Status: Current Funds

19. Labor Ledger A21 View

20. Labor Ledger View

21. Funding By Person

22. July 1 Funding

23. Kuali Labor Ledger Enhancements Labor Ledger Scrubber – similar to the GL scrubber - will validate accounting transactions against the chart of accounts but will likely perform far less offset generation than in the GL Labor Ledger Correction Process (LLCP) – similar to the GL Correction Process (GLCP) e- doc - will allow auditable corrections to labor files from the nightly accounting cycle and the upload of externally generated labor transaction Labor Ledger Journal Voucher – Similar to GL Journal Voucher – will allow corrections to posted labor ledger entries

24. Decision Support Data Direct – Download labor detail or balance data to spreadsheets by specifying common parameters Pre-Defined Queries (PDQ’s) – Frequently used reports end users can request on demand Standard Reports – Static report images for distribution to Fiscal Officers

25. Labor Operating Detail The Account View allows Fiscal Officers, Account Managers, Supervisors, and Account Delegates to view packets of their Standard Reports.

26. Questions?

27. Kuali Days Conference 04/11/2006 A-21 Re-Creates

28. A-21 Re-Creates – When Used? A-21 Re-Create documents are used on an exception basis to generate an A-21 Effort Report - After the initial batch of A-21 Effort Reports have been generated for a specified report period - For an individual employee -Normal pay involved -FIS locks end users from generating a Salary Transfer on an “open A-21 period” -Moving normal salary to/from C&G account –Cost Share

29. A-21 Re-Creates - Request Special request received for Re-Creates –Responsibility of the department of Contracts & Grants –Monitor CGA21RECRE Workgroup –Verify no existing “Unapproved” report –E-mail –Letter Review Labor Ledger A-21 View Identify pay for Report Type - 10-pay - 12-pay - Bi-weekly pay Ensure salary booked

30. Labor Ledger A-21 View Example 0001693647 (FY05 – 2005M02 1/1/05 - 6/30/05)

31. A-21 Re-Create – Data Extract FIS –Parameters Defined LD A-21 Report Period Definition LD A-21 Report Period Table –Labor Ledger A-21 View

32. A-21 Re-Creates – Parameters A-21 LD Definition Table

33. A21 Re-Create – Parameters LD - Report Period Table

34. A-21 Re-Creates - Screen

35. A-21 Re-Creates – Drilldown Example: 0001765716 xxxxxxxxxx

36. A-21 Re-Create Bring data search results into main document, add report number. Tab, if prior A-21 exists, dialog message – add note.

37. A-21 Re-Create – Cont’d. Say OK, add note and attachment (optional), OK and tab.

38. A-21 Re-Create – Cont’d. Tab – populates LLA21V info into document.

39. A-21 Re-Create – Cont’d. A-21 Re-Create data populates A-21 Effort Report form.

40. A-21 Re-Create – Cont’d. Changes to effort generates an automatic Salary Expense Transfer Salary Transfer books to the last month of the Report Period Drilldowns –Name –Total salary LLA21V –Account Number

41. A-21 Re-Create - Effort Report Routing Routes to each responsible individual for each Account listed within document – Route Button.

42. A-21 Re-Create – FIS Inbox Ready to Print/Correct/Approve.

43. A-21 Re-Create – Last Approver Account level, Organization hierarchy, the last to approve is C&G Administrator or C&G Workgroup.

44. Questions?