1. 1 FY08 Commitment Accounting EFP Rollover June 6, 2007 School of Law- Room 107

2. 2 Presenters Candace Chow- –Payroll Manager- Financial Services Susan Beckerman- –Enterprise Application Specialist- Financial Systems

3. 3 Agenda Key Dates and Deadlines Before the EFP Rollover The FY08 Rollover Process After the EFP Rollover FY08 Distributions

4. 4 Key Dates and Deadlines

5. 5 FY07 Cut Off Dates Friday- 6/29/07 before 2pm– all Direct Retro forms are due to Cost Analysis for FY07 transactions –Direct Retros that are submitted after 6/29 will be processed beginning on 7/11/07 and posted to FY08 Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!

6. 6 FY07 Cut Off Dates Tuesday- 6/26/07 – all EFPs for FY07 must be approved in eUMB before 2 PM –EFPs entered but not approved will be deleted that night –EFP rollover will occur overnight Reminder: PCAs should be zeroed out by end of the fiscal year

7. 7 PP07-26 (6/10-6/23) Distribution Tues-6/26: Actuals Distribution process is run for PP07-26 with no encumbrances Weds-6/27: Validate that payroll expenses were distributed correctly using PCD Thurs-6/28: Validate that payroll expenses were distributed correctly using SPC

8. 8 PP07-27 (6/24-6/30) Distribution Tues-7/10: Actuals Distribution process is run for PP08-01 which includes PP07-27 Weds-7/11 and forward: Validate that payroll expenses were distributed correctly –PCD on Wednesday, 7/11 and SPC on Thursday, 7/12

9. 9 FY07 Redistributions No budget retros after 6/26 Direct retros for all projects* will be processed between 6/27 and 7/9 (posted in FY07) Direct retros for all projects* except for State & Physician Service Contract projects can be processed from 7/11 and forward (posted in FY08) * Subject to Cost Analysis approval

10. 10 Using the Funding Summary Report Three key times to run it: 1. Before FY08 Rollover (now thru 6/26) 2. Before first FY08 Actuals Distribution (6/27 thru 7/10) 3. After 08-01 Actuals Distribution (starting 7/11)

11. 11 Checking EFPs using Queries Reminder that you can also use the queries to validate EFPs (recommend using pivot tables with download to Excel) –UMB_CA_EFP_BY_EMPL_ID (one employee) –UMB_CA_EFP_BY_DEPT_ID (all employees) –UMB_CA_NO_EFP (for missing EFPs)

12. 12 Before the FY08 EFP Rollover (From today until Tuesday, 6/26/07)

13. 13 Make sure all employees have a FY07 EFP Run Funding Summary Report and/or Run query UMB_CA_NO_EFP Administrative depts tend to forget to set up EFPs for new employees- means more work at budget time! What To Do Before FY08 Rollover (6/26)

14. 14 Review all funding sources that end 6/30/07 or earlier and determine redistributions Use EFP Query or Funding Summary Report Complete redistributions by entering new EFP for a Budget Retro Enter new EFP by 2pm on Friday, 6/15 for PP07- 25 distribution Enter new EFP by 2pm on Tuesday, 6/26 for PP07-26 distribution NEW: EFP effective date must be 12/24/06 or later What To Do Before FY08 Rollover (6/26)

15. 15  Check ALL Funding End Dates: – No Funding End Date = no change required – Funding End Date > 6/30/07 = no change required What To Do Before FY08 Rollover (6/26)

16. 16 What To Do Before FY08 Rollover (6/26)  Check ALL Funding End Dates: – Funding End Date < 6/30/07 = change now so that payroll expenses do not charge PCA – Funding End Date of 6/30/07 = OK to change now; must change later to avoid charging PCA

17. 17 Checking EFPs Before FY08 Rollover Run Funding Summary Report using an “as of” date of 6/30/07 1. Look for items marked as ‘DP’ 2. Look for items marked with a PCA indicator: *** 3. Look for Funding End Dates of 6/30/07 or earlier

18. 18 Setting Up Funding Summary Report: Checking EFPs Before FY08 Rollover The Funding Summary Report provides a listing of the EFP in effect on the “As Of Date” for each employee in your department. Account codes owned by other depts are included in the display. The default setting (“No”) returns EFPs for active employees only. Select “Yes” if you also need to display EFPs for terminated employees. This report displays the EFPs in effect “as of” this date: 6/30/07

19. 19 Reviewing Funding Summary Report: Checking EFPs Before FY08 Rollover Displays EFPs in effect as of 6/30/07 Department ID – Department Name Employee Names appear here AP= Appointment Level Profile (EFP is in eUMB); DP= Department Level Profile (EFP is NOT in eUMB and payroll-related expenses will be charged to departmental PCA!) Tip: Leave blank for non-grant account codes *** here indicates PCA will be charged Empl IDs appear here

20. 20 FY08 EFP Rollover (on Tuesday, 6/26/07)

21. 21 Rollover of the Initial FY08 EFP EFP in effect on 6/26/07 will be used to programmatically: –Create the initial 7/1/07 EFP –Create the “fix” EFP to be used for any earnings associated with dates prior to 7/1/07 paid in FY08 (Note: Fix EFP will have a Funding Begin Date of 3/23/03, employee’s hire date, or date transferred to department -- whichever is latest)

22. 22 EFPs will programmatically be created for both active employees and employees who were terminated after 1/1 –No action is required on your part for terminated employees (unless you have a payout in FY08) –Review initial EFP for active employees to be sure it is valid (check account codes, funding end dates, % distribution) Roll-over of the Initial FY08 EFP

23. 23 Warning! EFPs with account codes citing Funding End Dates of 6/30/07 or earlier will not be changed as in past years –Such account codes will require your immediate attention to avoid charges to the PCA for the period 7/1-7/7 Roll-over of the Initial FY08 EFP

24. 24 After the Rollover (from Wednesday, 6/27/07 until 2pm on Tuesday, 7/10/07)

25. 25  Prior to actuals distribution (Tuesday, 7/10/07) you need to create a valid 7/1/07 EFP for each active employee  Remember- we run the actuals distribution earlier than normal for 08- 01 What To Do After FY08 Rollover

26. 26 Creating New FY08 EFPs 6/27, 7AM – 7/10, 2PM(Two week period): Departments review and create additional 7/1/07 EFPs as needed to reflect valid account codes, funding end dates, % distributions

27. 27 Creating New FY08 EFPs EFPs created 6/27-7/8 will display the FY07 salary (with Leap Year change but before COLA/Merit/FYC) EFPs created 7/9-7/10 will display the FY08 salary (with Leap Year Change and COLA/Merit/FYC) Reminder- salary displayed on the EFP is informational only and may not reflect the actual amount distributed

28. 28 Cost Sharing for Payroll Expenses SCS = Standard Cost Share OTC = Over the Salary Cap Cost Share Unique account codes are established for the SCS/OTC grant chartstrings

29. 29 Cost Sharing/Over the Cap Salaries The fund in the grant chartstring (14x) distinguishes the SCS or OTC charges from the regular charges If account code with 14x fund is missing: –Contact FS- Restricted Funds –Do not call FS-Payroll- no access rights to create/modify/delete account codes

30. 30 Cost Sharing/Over the Cap Salaries EFPs must cite the grant’s regular and SCS/OTC account codes It is very important that you choose the correct account code because charges to the cost sharing funds will NOT be billed to the grantor- they will be charged to YOUR unrestricted funds

31. 31 Cost Sharing for Payroll Expenses OTC Cap is $186,600- check employees who may have gone over the cap with 7/1 pay increases –Amount is based on annualized salary- ex. FTE=.20 and amount paid at UMB= $40K  Annualized= $200K Position owner creates EFP but may be unaware that project from another dept requires OTC- communicate!

32. 32 SCS/OTC Account Code Lookup #1 Note the 3 different funds that are listed- you must choose the account code with the appropriate fund After entering the Project ID in the EFP you will receive this message for cost sharing projects

33. 33 SCS/OTC Account Code Lookup #2 Enter Project ID Navigate to this new menu item for all CA roles Note the 2 different funds that are listed- you must choose the account code with the appropriate fund

34. 34 Make sure all employees have a FY08 EFP Run Funding Summary Report and/or Run query UMB_CA_NO_EFP Administrative depts tend to forget to set up EFPs for new employees- means more work at budget time! What To Do Before FY08 Distribution on 7/10

35. 35 Run Funding Summary Report using an “as of” date of 7/7/07 1. Look for items marked as ‘DP’ 2. Look for items marked with a PCA indicator: *** 3. Look for Funding End Dates of 7/7/07 or earlier Checking FY08 EFPs Before Actuals Distribution

36. 36 Setting Up Funding Summary Report: Checking FY08 EFPs Before First Distribution This report displays the EFPs in effect “as of” this date: 7/7/07

37. 37 Reviewing Funding Summary Report: Checking FY08 EFPs Before First Distribution Displays EFPs in effect as of 7/7/07 Department ID – Department Name Employee Names appear here REMINDER: If Funding Level = DP (Department Level Profile), employee DOES NOT HAVE EFP in eUMB. Payroll-related expenses will be charged to the departmental PCA! ALERT! Funding sources expiring 06/30/07 and earlier or marked with *** require your quick attention or your PCA will be charged. 07/07/07 2008 *** Empl IDs appear here

38. 38 FY08 Distributions (on 7/10/07)

39. 39 New for FY08 If the EFP has a funding end date of 6/30/07 or earlier, at 2pm on Tuesday, July 10 th - the EFP will be changed A process will run to replace the account code with the expired funding end date with your department default account code- AKA your PCA

40. 40 EFP Example FY07 EFP used in the rollover process Initial FY08 EFP created effective 7/1/07 (and same for “fix” EFP) with account codes expiring before 7/1/07 New FY08 EFP wasn’t created so the process run on 7/10 will remove account codes with funding end dates prior to 7/1/07 and add the PCA/Dept Default account code equal to percent of account codes removed

41. 41 Setting Up Funding Summary Report: Checking FY08 EFPs Used in First Distribution This report displays the EFPs in effect “as of” this date: 7/7/07

42. 42 Reviewing Funding Summary Report: Checking FY08 EFPs Used in First Distribution Department ID – Department Name Employee Names appear here 07/07/07 2008 *** Empl IDs appear here 00135 00395006 00 102 118 0000001767 100.000 06/30/08 *** 00135 00395006 00 102 118 0000001767 100.000 *** 00135 00395006 00 102 118 0000001767 100.000 06/30/08 *** ALERT! Funding sources expiring 06/30/07 and earlier were changed to charge your PCA Displays EFPs in effect as of 7/7/07 Example where no changes were made to FY08 EFPs

43. 43 PP08-01 Distribution Two week period = 6/24-7/7 For reporting purposes we refer to period of 6/24-6/30 as PP07-27 (AKA the payroll accrual) and 7/1-7/7 as PP08-01 PeopleSoft does not recognize pay period #27

44. 44  PP08-01 covers payroll expenses associated with both FY07 and FY08- when the actuals distribution process is run: – FY07 payroll expenses (based on pay earnings dates) will be distributed based on the “fix” EFP (ex. Shift, OVT, hourly employees) – FY08 payroll expenses (based on pay earnings dates) will be distributed based on the 7/1/07 EFP in effect PP08-01 Distribution

45. 45  When a valid EFP is not set up before actuals distribution process is run: – Payroll expenses associated with earnings dates greater than the Funding End Dates on your EFPs will be distributed to your PCA – You will need to do a budget retro – You will have LARGE encumbrance balances on your PCA PP08-01 Distribution

46. 46  If you are paying a new employee who was entered in eUMB AFTER 6/26 with an effective date prior to 7/1/07:  You will not be able to enter any hours in the WET pages prior to 7/1/07  You MUST submit a PA form for retro pay- enter Account Code if you want the pay to go to a funding source that is different than the EFP in effect on 7/7/07 PP08-01 (and forward) Reminders

47. 47  If you are using a Payroll Adjustment (PA) form in PP08-01 and you want the charges to be reflected in FY07, write “FY07 Expense” in colored marker on top of PA form and indicate FY07 dates in the “Dates of Service” field  Should be used for employees who terminated in FY07  Could be used for summer adjunct pay, etc. New for PP08-01

48. 48 Example- Payroll Adjustment Form

49. 49 PCD vs. RAVEN PCD By Pay Period = SPC by Pay Period Affected PCD By Accounting Period = SPC by Pay Period Posted = RAVEN Ledger Inquiries Note: Check cancellations/overpayments do not appear in PCD or SPC- only appear in RAVEN Ledger PCD = Payroll Charges Detail Report in HRMS SPC = Statement of Payroll Charges Inquiry in RAVEN

50. 50 Viewing RAVEN SPC Since 08-01 spans two fiscal years need to use “Fiscal Year” field to segregate amounts on report –To view period 6/24-6/30: use pay period 08-01 and FY 2007 –To view period 7/1-7/7: use pay period 08-01 and FY 2008 –To view period 6/24-7/7: use pay period 08-01 and leave FY blank

51. 51 Viewing RAVEN SPC By entering the fiscal year, only amounts for 7/1/06-6/30/07 are displayed. If blank, the period 6/25/06-7/7/07 will be displayed

52. 52 Questions? Please contact FS-Payroll if you have questions regarding this process –Phone: 6-1243 –E-mail: DL-BFPayrollHelp@af.umaryland.edu